Who answers › Facilities
For facilities directors and multi-unit facilities managers
The vendors report to you. The records stop with you.
Five fire systems in every kitchen, each on its own interval, each serviced by a vendor you hired. Every visit leaves a report. The question is whether you could hand all of them over today — signed, dated, for every kitchen — to the fire marshal, the insurer, or the compliance officer down the hall.
In June 2025, a Washington appeals court upheld the full denial of a fire claim. The suppression system had been serviced three times in three years instead of every six months, and the hood cleaned once that year instead of quarterly. The system put the fire out. The interval was missed. The records that decided it were the vendors’ own service reports.
Whaley v. Ohio Security Insurance Co., No. 86200-6-I (Wash. Ct. App. June 16, 2025)
Free · 2 minutes · about your contracts, not a kitchen
Could you produce every service report today?
Six questions. You’ll see which kitchens are out of interval and which reports you’d have to chase.
1How many kitchens do you hold the fire-system contracts for?
2Do you know the hood cleaning interval set for each kitchen’s cooking volume?
3Could you produce the last hood cleaning report for every kitchen right now?
4Could you produce the last suppression, sprinkler and alarm service reports for every kitchen?
5When a vendor misses an interval, how do you find out?
6Who holds the vendors’ own insurance and license certificates?
Your answers are used two ways: to give you your result, and — anonymously, in totals of ten or more — to improve fire and food safety education. They are never sold and never shared with your name on them.
What each kitchen’s vendors must leave behind
The tag on the wall is not the record. The signed report behind it is — and the interval it has to meet is set by what the kitchen cooks, not by the calendar.
Hood cleaning, by cooking volume: solid-fuel cooking monthly · high-volume cooking quarterly · moderate-volume cooking semiannually · low-volume cooking annually. A charbroiler on a semiannual contract is out of interval every quarter. NFPA 96 hood cleaning frequency →
Send the Risk Assessment to each kitchen. See every vendor’s record set on one page.
Each kitchen answers for itself in three minutes, without an account. You get the roster — hood, suppression, sprinkler and alarm, kitchen by kitchen — and the vendor behind each gap.
Your kitchens
Sample — what it looks like when they answer
| Kitchen | Hood | Suppression | Sprinkler · alarm | Answered |
|---|---|---|---|---|
| Main building — production kitchen | On file | On file | Sprinkler only | Yesterday |
| Café — north wing | Not on file | Past due | On file | Yesterday |
| Banquet kitchen | Past due | On file | On file | 2 days ago |
| Satellite — grab and go | — | — | — | Not yet |
What EvidLY does for facilities
Every vendor asked, every report collected and dated — before you have to chase it.
- We request each service report from the vendor after every visit. They upload through a link — no account, no password.
- Every report is dated and sealed when it arrives, and you get a heads up before an interval runs out.
- Vendor certificates of insurance and licenses are collected the same way, with their expiry dates.
Pricing is by kitchen. See it, or bring one building to a thirty-minute call and we’ll show you what its record set looks like today. See Pricing → · If a compliance officer answers for the same kitchens: their page →
Nobody asks for a service report on a good day.
Two minutes on your contracts, or send the Risk Assessment to each kitchen and see every vendor’s record set on one page.