Real outcomes from real engagements

Situation

A two-building commercial multi-tenant office portfolio in the DFW Metroplex, owned by an out-of-state group, had changed ownership with no facility condition documentation. The new owner had no visibility into deferred maintenance, system condition, or capital planning priorities. Vendor relationships existed but lacked accountability or documentation. Local oversight did not exist.

What Proportional FM did

• ·Comprehensive Facility Condition Assessment across both buildings: 227 findings, 14 building system categories, 5 critical issues escalated within 24 hours
• ·Recurring onsite engagement established: scheduled hours per month plus annual FCA refresh
• ·Vendor coordination consolidated under Proportional FM: roof, plumbing, mechanical, life safety, interior finishes managed through one accountability layer
• ·Project work coordinated as it surfaced: roof remediation, cast iron pipe repair, leaky valve replacement, post-flood damage assessment, exterior furniture replacement
• ·Course-of-performance documentation maintained throughout: written communication trail, invoice acceptance, FCA delivery cadence

Outcome

Ownership operated the property from out of state on a documented operational picture it did not have before. The 227-finding baseline became the working capital plan. Recurring scope was adjusted to actual demand as the engagement matured, and assessment cadence was aligned to ownership reporting needs. Vendor work was verified at the property and consolidated in one invoice trail, so decisions were made from documentation rather than assumption.

Situation

An owner of light industrial property in DFW needed envelope and roof repairs scoped, executed, and documented at a property where ownership is not on site day to day. Each repair had to be priced and approved on its own terms, and someone local had to confirm the work was complete.

What Proportional FM did

• ·Each repair scoped, quoted, and approved in writing before anyone was dispatched
• ·Envelope, roof, and mechanical work coordinated through the vetted trade network and delivered under one Proportional FM invoice
• ·Completed work confirmed on site at the property
• ·Written close-out documentation issued at completion of each repair

Outcome

Ownership has a local point of contact to scope repairs, coordinate trades, and document completed work. Each job is quoted and approved individually, invoicing is consolidated under Proportional FM, and completed repairs are supported by written close-out documentation. The engagement has run on repeat work since mid-2025.

Situation

A multi-campus childcare operator in the Dallas-Fort Worth area had no documented facility baseline across locations. Maintenance was reactive, vendor work was unverified, and ownership had no visibility into condition trends. Enrollment tours happened in facilities where deferred maintenance had been normalized by staff but was visible to parents.

What Proportional FM did

• ·Facility Condition Assessments conducted across all locations in the first quarter
• ·Every accessible system, surface, and assembly documented and photo-tagged
• ·Findings prioritized: Critical, High, Medium, Low, Monitor
• ·Recurring quarterly cadence established to track trends over time

Outcome

Ownership received the first documented condition record in the organization's history. Critical findings were surfaced and addressed before the next enrollment season. The quarterly cadence identified two roof drainage concerns and one HVAC performance issue that ownership prioritized for near-term remediation. Parents now tour facilities where documented maintenance is part of the operating standard.