Did you know? Parking lots are one of the most costly and extensive areas for which a restaurant facility manager is responsible. But, too often, parking lots are overlooked and maintenance is deferred. This can be very risky for restaurants because customers are paying close attention to your asphalt. Depending on its condition, it may invite them in or drive them away to the nearest competitor.

Start inspecting now. The arrival of spring is a great time to walk your pavement and begin budget preparations for parking lot maintenance. Warmer weather means more pedestrian and vehicular traffic on parking lots and, unfortunately, the increased potential for accidents. Proactive maintenance is the solution. After all, by the time any parking lot reaches the complaint stage, the structural damages have far outpaced any cosmetic concern. Likewise, the cost to repair those damages has far exceeded the cost to perform routine maintenance.

Lifecycle of a parking lot

In the beginning, every parking lot is fresh, perfect and black. This condition will not last. The resiliency of a parking lot is amazing considering the fact that thousands of cars and trucks rumble over it each year. Seasonal weather conditions also take a toll. Extreme temperatures, snow, rain, ice and blazing sun all wreak havoc on pavement.

This results in cracking, heaving, pothole formation and faded striping. In fact, without proper maintenance, a parking lot will deteriorate significantly in as little as 5 to 7 years. And that is when the trouble starts. For restaurant facility managers, a potential lawsuit lurks around every corner. If parking lots are not properly inspected on a routine basis, the invitation for slip-and-fall lawsuits is wide open. It doesn’t take much for someone to fall in a pothole, trip over a crack, or blame a fender-bender on poorly marked striping. Lawsuits cost time and money and can tarnish an organization’s image. It is not worth the risk! Consider this — a newly installed parking lot that costs $100,000 requires an investment of just 5% to 10% per year in ongoing maintenance in order to keep it in top condition. That is less than one single slip-and-fall settlement.

Creating a Pavement Management Plan (PMP)

Parking lot maintenance involves inspecting your parking lot regularly and checking for cracks, deterioration and fading pavement markings. It means engaging the services of a reputable paving contractor who can help provide the most economically sensitive, yet efficient, repairs and maintenance for your property or properties.

A sound pavement management plan should outline the current and future condition of the pavement and what type of maintenance is required to keep the pavement in an acceptable condition over a specified time period (usually 2 to 5 years), along with all associated costs. Individual maintenance options such as asphalt repairs, sealcoating, cracksealing, lot marking and concrete repairs, as well as the use of emerging technologies, should all be incorporated. By using several maintenance approaches together, each supporting the other, the advantages are compounded and result in extending the pavement life and saving budget dollars.

Of course, a realistic budget for all costs is essential to implement a proper pavement management plan. If pavement is new, a budget should reflect the cost for sealcoating, striping and cracksealing once every 2 to 3 years as well as minor amounts of removal and replacement of failed asphalt. Oftentimes, restaurants cannot close down for maintenance procedures. If this is the case for your facility, look for a contractor who can complete repairs in stages so that access remains open during the entire procedure, minimizing disruption to customers and employees. About every 10 years, funds should be budgeted for major restoration: either resurfacing (overlay) or removal and replacement. A reliable paving contractor will assist facility managers with budgeting unique to their property.

Selecting the right parking lot management contractor

As a restaurant facility manager, juggling numerous tasks simultaneously is common. But, when it comes to hiring a contractor, it is critical to set aside time to focus solely on the decision process. Conducting background checks and asking the right questions of contractors helps to ensure that you will select the one that is right for your job every time.

As a buyer of services, you should be prepared to make your wishes known loud and clear to all contractors who are competing to be your supplier. The following should be provided on demand from any reputable contractor:

• A current insurance certificate

• A list of professional references

• Job site pictures and locations

• Lien releases upon completion of the job

• A written warranty/guarantee

• A list of professional testimonials or references

Most contractors can produce these items; however, it is up to you to decide if a contractor is competent. You can start by asking more probing questions that will uncover the true core competencies of the firm or in what service or solution they specialize. Too many times, a decision is based on the lowest bid without determining if the scope of work or terminology reflects job expectations.

Additionally, before you hire, find out if the contractor has:

• True expertise in one field. There are many contractors that claim to be total solution providers/managers. But, because they offer multiple maintenance services, it is more difficult to manage quality control and deliver the highest level of service every time. Conversely, with just one area of focus, a contractor is better able to provide high quality and expert service time after time.

• Educated personnel. Experienced personnel with technical training on application of product will produce the best results.

• A definition of quality for all products and services offered.

• Knowledgeable sales personnel that provide clear options and benefits of different approaches to repairs.

• An easy communication process with clients.

• A clearly defined customer service process with clients.

• A traffic control process that will not interfere with your customers or business.

• Proof of adherence to standards.

• Some of its own crews to self-perform work.

• National recognition and actively participates in the industry. You want a company that stays abreast of new techniques and developments.

• Value-added client services. Some companies co-sponsor educational conferences for facility managers and offer a client course on maintenance. Continuing education enables clients to make well-informed decisions.

The bottom line is — if you aren’t already — start looking at your asphalt! With routine inspections, defects can be caught early and preventative repairs can be performed to help maximize pavement life while minimizing risk. Also, enlist the help of a national parking lot management contractor. A reputable contractor can serve as the eyes and ears for corporate contacts that cannot be on-site during repairs and act as the liaison between the facility manager, restaurant manager and crew, helping to alleviate confusion and potential safety hazards on the job site.