Procurement & Contracting Services

Equipment Maintenance Insurance Program

The Basics

The University of California is partnering with the Remi Group to offer a cost saving alternative for equipment maintenance.

What is it?

The University of California Equipment Maintenance Insurance Program allows you to cover your electronic equipment for both preventative maintenance and repairs under one plan, saving money over buying separate maintenance plans.

What does it do?

The program allows you to call the service provider of your choice, for repairs or maintenance of covered equipment in the following categories:

  • Audio/Visual Equipment
  • Clinical/Biomedical
  • Diagnostic Imaging
  • Information Technology Systems
  • Laboratory/Scientific
  • Mail Room Equipment
  • Office Automation Equipment
  • Radiology/X-ray
  • Security/Fire Alarm Systems
  • Telephone Systems

If you do not have a service provider for any of your covered equipment, Remi Group can help you locate one to meet your needs.

What does it not do?

The program covers equipment of an electronic nature. The following equipment types are not typically covered, as they tend to be more mechanical in nature:

  • Boilers
  • Chillers
  • Elevators and Escalators
  • HVAC
  • Lift Equipment
  • Machinery
  • Manufacturing Equipment
  • Plant Operation
  • Sterilization Equipment
  • Vehicles

The program also does not cover software maintenance, but most manufacturers will split up software and hardware maintenance services.

For more information on the program, read How It Works.


How It Works

This page provides an overview of how the program works. Links to specific procedures are provided in each section.

Getting Your Equipment Covered

Departments should submit a Requisition with their annual quote for equipment maintenance. Procurement and Contracting Services will coordinate with Remi to obtain a quote for maintenance under the program. We can also work with departments in advance of their maintenance contracts coming due.

Getting Your Equipment Serviced

You have two options when your equipment needs servicing:

  • Vendor Direct - call your chosen service provider, submit the paperwork, and Remi pays the vendor
  • Remi Group Dispatch - contact Remi with your maintenance/repair need, they contact a vendor for you, and the vendor submits the paperwork to get paid

In either case, Remi handles payment to the vendor, upon receipt of all required paperwork.

Tracking Your Repair/Payment Activity

Repair and payment information is available via Remi OnLine. See the REMI Group UC Reference Guide for instructions on using Remi Online.


Frequently Asked Questions

Q: What equipment is covered by this program?

A: Any equipment that is electronic in nature. See our page on The Basics for a list of the general categories covered.

Q: Is preventative maintenance covered by your program?

A: Yes, in addition to covering corrective maintenance, the program can cover preventative maintenance. Please note that the program is not designed for preventative maintenance, only agreements; those requests will be quoted as a full service agreement.

Q: Do I have to use a different service provider than the one I've been using?

A: You can continue to use your preferred service provider, or any qualified service provider that you decide will provide quality service.

Q: What if I don't have a service provider in mind for my repair/maintenance?

A: If you do not have a service provider in mind, you can use the procedures for a Dispatch Service Call, and Remi will assist you in identifying a service provider.

Q: Can we add or delete equipment at any time?

A: Yes, equipment can be added or deleted form the program by providing written notification. Program cost is adjusted accordingly, on a prorated basis.

Q: What happens if we replace our old equipment with new equipment?

A: Equipment can be added or removed from the program, as needed. Whenever your inventory changes, simply notify the Remi Group of the change, and your rate will be adjusted accordingly, on a prorated basis.

Q: Does this agreement cover facilities/plant equipment?

A: No. Elevators, escalators and HVAC equipment tend to be mechanical in nature and require a significant amount of preventative maintenance.

Q: Who do I call when a covered piece of equipment needs repair/maintenance?

A: You can call your selected service provider directly, or you can call Remi and we will assist you in selecting a service provider. For procedures, see our pages on vendor direct or dispatch service calls.

Q: How can I track my repair and payment information?

A: Repair and payment information is available via Remi OnLine (see the Remi Group UC Reference Guide for instructions on using Remi Online).

Q: Is my equipment automatically covered by this program?

A: No, you must contact Remi Group with a list of the equipment that you would like covered by the program. They will analyze your current service contracts and coverage and develop a proposal, specifying cost savings and coverage.


Service Call Procedures

Vendor Direct

Most customers prefer to use the vendor of their choice. The instructions below are for that scenario. If you prefer to have the REMI Group find a vendor for you, click here for those procedures.

To Place a Service Call
Call the service vendor of your choice
  • Provide the equipment's location, model, serial/ID number
  • Describe the malfunction or request preventive maintenance
  • If the vendor requires a PO number, use TRG0001319
Once the Service Technician Arrives
If the service call is expected to exceed $7,500 or if equipment replacement is recommended, call the Remi Engineering Hotline at (877) 275-7364 prior to service being completed for assistance in managing the service call.
When the service call is completed make sure the service technician completes a service report and leaves a copy on site. The service report should include:
  • Service Date/Time & Labor Hours
  • Equipment model, serial/ID number
  • Reported problem
  • Repair description
  • List of parts used including part number/ID and cost
Submit Invoice and Service Report to Remi
E-mail, Fax or mail invoice and service report to Remi Claims dept. E-Mail:

Fax: (704) 887-2916

Mailing Address:
The Remi Group
Attention: Claims Dept
11325 North Community House Rd
Suite 300
Charlotte, NC 28277
Remi must receive the service report and invoice within 90 days from service event

What Happens Next?

  • Remi reviews the invoice and service report
  • Remi issues a check directly to the vendor
  • Repair/Payment information is available via Remi OnLine (see the REMI Group UC Reference Guide for instructions on using Remi Online)

Remi Dispatch

If you would like the Remi Group to identify a vendor for your repair/maintenance need, please follow the instructions below. If you prefer to use your own vendor, click here for those procedures.

To Place a Service Call
Call The Remi Group's toll free Service Center (866) 296-4847 Provide the following information to the Dispatcher:
  • Caller Name
  • Location
  • Phone and e-mail
  • Service Vendor name and phone, if needed
Provide a description of the item needing service
  • Item Tag Number or Manufacturer, Model and Serial Number of equipment
  • Brief Description of the problem
  • Location of the item
After Service Call Has Been Placed
Remi Dispatch will contact your preferred service vendor
You will be provided with a reference number, and a partially completed service report (via e-mail) as your confirmation of the service request
Call the Service Center (866) 296-4847 if technician is late or other issues arise
After Service Call Has Been Completed
The Service Vendor will send an invoice and service report to The Remi Group for processing

For procedures under special circumstances, such as replacements or lost paperwork, see the Special Claims Procedures

Auto Attendant/Voice Mail System

In the event that all Dispatchers are assisting other customers, or if service is requested after normal business hours (Mon – Fri, 7:30am - 6:00pm EST), please leave a voice mail providing the information specified in the "To Place a Service Call" section. A service representative will contact you shortly.

For procedures under special circumstances, such as replacements or lost paperwork, see the Special Claims Procedures

The Remi Group Special Claims Procedures

90 Day Provision

In order for The Remi Group (TRG) to effectively capture all details necessary for the claims review process, we require you to submit a copy of the service report and invoice within ninety (90) days from the date of service. The service report and invoice should clearly specify the Make, Model and Serial Number of equipment that was serviced, the location of the equipment, details of the service work performed, a list of all parts used, and a breakdown of all charges. If the information submitted as proof of loss is determined insufficient, we must receive requested information to substantiate the loss within ninety (90) days of notification.

TRG is not liable for any loss, damage or occurrence not reported in compliance with the above paragraph.

Replacement of Equipment

If replacement of an item is needed rather than repair you must receive prior authorization from TRG by calling (877) 275-7364. If we agree that replacing an item is more cost effective than repair, you may substitute property of a similar kind, age, model and manufacturer.

TRG is not liable for the cost of any unauthorized property replacement.

Large Loss Notification

If a service event is expected to exceed $7,500 you must immediately notify TRG by calling (877) 275-7364. TRG Engineering will make service repair recommendations and assist you throughout the service process to ensure the best possible repair outcome. However, you have the final decision over the repair process for your equipment. TRG will reimburse for the service event in accordance with your maintenance agreement.

Vendor Does Not Provide Service Report or Invoice

If the Vendor does not provide you with a service report and invoice within thirty (30) days of the service date, contact The Remi Group (TRG) to make preliminary loss notification and send in any documentation you have on the service event. Then, contact the vendor and request the missing documentation be sent immediately. As stated above, TRG requires a detailed service report and invoice for proper loss notification. TRG must receive both types of documentation within ninety (90) days from date of service.

Upgrades/ Modifications/ Overhauls

If the service vendor recommends or plans to do any upgrades, modifications, refurbishment, overhauls, etc., contact TRG Engineering prior to authorizing the vendor to perform this type of work. Our Engineering Department can advise you as to what types of services are covered and not covered under your TRG agreement.


Supplemental content

Procurement & Contracting Services Menu