Operating Scope
Scope & Boundaries
What Proportional Facilities Management Solutions delivers in-house, what we coordinate through vetted partners, and what we refer to credentialed specialists.
Why this page exists
Most facility management firms describe what they do. Fewer describe what they do not. The gap creates friction at the worst possible time, after an engagement has started, when the client needs something the firm cannot deliver and the scope was never clearly drawn.
Proportional FM operates inside a defined scope by design. Knowing what falls outside that scope protects the client (right credential, right tool, right deliverable) and protects every engagement Proportional FM takes on (work we can deliver to a professional standard, on a published cadence, with the documentation discipline ownership can rely on).
This page is the canonical reference. If a question about scope ever surfaces, this is the published answer.
The three zones
In-house, coordinated, or referred
Every category of facility work falls into one of three zones. Knowing which zone applies before the engagement starts is the most important scoping decision an operator makes.
Zone 1
Proportional FM delivers
Documentation, oversight, coordination, and operator-facing reporting. Seven services delivered in-house under Proportional FM authority.
See "What we deliver" below
Zone 2
Coordinated through partners
Licensed trade execution. Vetted partner network delivers the work; Proportional FM scopes, schedules, documents, consolidates invoicing, and verifies completion.
See "Trade work" below
Zone 3
Referred to specialists
Credentialed work requiring engineering stamps, accessibility certifications, environmental licensing, or other credentials Proportional FM does not hold.
See "Outside our scope" below
Zone 1
What Proportional FM delivers in-house
Seven services. Each is the documentation, oversight, coordination, and operator-facing reporting layer. Trade execution is coordinated through vetted partners (Zone 2).
Zone 2
Trade work coordinated through vetted partners
Licensed trade execution sits outside Proportional FM's in-house delivery. Trade partners hold the licensing, carry the insurance, and execute the work. Proportional FM scopes, schedules, documents, consolidates invoicing, and verifies completion.
Coordinated trade categories
Vetting standards apply to every partner: licensing verification, insurance adequacy, work authorization documentation, and reference review. Trade partners are not named in client-facing materials by policy. The single point of accountability sits with Proportional FM regardless of which partner executes a given work order.
Zone 3
Outside Proportional FM's scope
Work that sits outside Proportional FM's scope is handled through credentialed specialists holding the licensing required for the deliverable. Engagement structure varies by scope: a direct referral, a coordinated engagement where Proportional FM manages the specialist on the client's behalf, or simply an introduction. Specifics are agreed before any work begins.
Engineering opinions and stamped reports
Structural, mechanical, electrical, or life-safety opinions requiring a Professional Engineer or Registered Architect stamp. Proportional FM does not employ a PE or RA and does not issue stamped reports.
Referred to: Credentialed engineering firms
Lender-required ASTM E2018 due diligence assessments
Acquisition or refinance assessments aligned to ASTM E2018, which typically require a Professional Engineer to provide stamped opinions on building systems. Operational Facility Condition Assessments serve a different decision (ownership planning) and are not interchangeable.
Referred to: Engineering firms credentialed for ASTM E2018 work
ADA compliance review and certification
ADA accessibility surveys, formal compliance opinions, and remediation certifications. Conditions are noted during routine work, but no ADA opinion or certification is issued.
Referred to: Accessibility consultants
Code compliance review
Building code review, code variance opinions, and any work that requires the credential of a plan reviewer or municipal building official.
Referred to: Credentialed plan reviewers and code consultants
Life-safety system certification
Annual certifications of fire alarm, sprinkler, smoke control, and life-safety systems. NFPA-required certification is performed by licensed life-safety contractors; Proportional FM coordinates the cadence and verifies completion documentation.
Referred to: Licensed life-safety contractors
Environmental testing and Phase I or Phase II ESAs
Lead, asbestos, mold sampling, indoor air quality testing, Phase I Environmental Site Assessments, and Phase II investigations. Requires state-licensed environmental consultants.
Referred to: Environmental consulting firms
Destructive testing
Any investigation requiring the removal, drilling, coring, or disassembly of building components. Proportional FM's site work is non-invasive by policy.
Referred to: Specialty engineering and forensic firms
Zoning, land use, and NEPA review
Zoning reports, land use opinions, change-of-use analysis, and National Environmental Policy Act reviews. These require credentials and access Proportional FM does not hold.
Referred to: Land use consultants and zoning attorneys
Specialized equipment performance certification
Elevator performance certification, generator load testing, infrared electrical scans, and similar trade-credentialed performance work. Coordinated through credentialed providers; not issued in-house.
Referred to: Licensed specialty trade providers
Property management activities
Rent collection, lease negotiation, tenant relations, broker representation, and similar property management functions. Texas Real Estate Commission licensing applies. Proportional FM is a facilities firm, not a property management firm.
Referred to: Licensed property management firms
Inherent limitations of visual, non-invasive work
Most of Proportional FM's on-site work is visual and non-invasive. The methodology surfaces what is observable at time of visit. Three limitations apply to every engagement regardless of cadence or service:
- ◆Concealed conditions stay concealed. Conditions inside walls, above hard ceilings, below slabs, or otherwise hidden from view are not visible to a non-invasive survey. No visible indicator of an issue at time of visit is not verification that no issue exists in concealed areas.
- ◆Findings reflect time of visit. Building conditions change. A clear report on Tuesday does not document the condition of the property on Wednesday. The operating value of recurring cadence is precisely that conditions move and a single visit only captures one moment in that movement.
- ◆Assessment documents, it does not prove. A Facility Condition Assessment increases the likelihood that issues are identified. It does not catch every issue, does not prove the absence of issues, and does not function as a compliance shield. The assessment is the documented observational record at a moment in time.
Why scope discipline protects operators
An overpromised scope is the most common failure pattern in small-vendor commercial services. A firm signs the engagement, the work surfaces a condition the firm cannot actually deliver against, and ownership absorbs the friction (delays, re-scoping, referral churn, paying twice).
Published scope removes the friction. Before the engagement starts, ownership knows what Proportional FM will produce, what it will coordinate, and what it will refer out. Mid-engagement surprises about scope become impossible because the boundaries were written down before the work began.
For owners whose decisions ride on an assessment (capital planning, lease negotiation, acquisition due diligence, vendor accountability), knowing the scope is fixed before the report arrives is the protection. The report carries weight because the methodology and the scope were both decided in advance.
Frequently asked questions
What services does Proportional FM provide in Dallas-Fort Worth?
Proportional FM delivers seven services in-house across the Dallas-Fort Worth Metroplex: Facility Condition Assessments, Fractional Facilities Management, Facility Management Support, Recurring Maintenance oversight, Vendor Coordination, Project Management, and Suite Readiness. Each is structured around documentation, oversight, and operator-facing reporting. Trade execution (HVAC, plumbing, electrical, roofing, and similar licensed work) is coordinated through a vetted partner network, not performed in-house.
What does a Proportional FM Facility Condition Assessment not include?
Facility Condition Assessments are non-invasive and visual only. Excluded: concealed systems and assemblies not accessible at time of visit, destructive testing, code compliance review, ADA compliance review or certification, life-safety system certification, structural engineering analysis or opinion, performance certification of any system, environmental testing (lead, asbestos, mold sampling, indoor air quality), waterproofing verification or warranty, and any work requiring a Professional Engineer stamp.
Does Proportional FM perform lender-required ASTM E2018 due diligence assessments?
No. ASTM E2018 aligned due diligence work for commercial real estate acquisitions and refinances typically requires a Professional Engineer or Registered Architect to provide stamped opinions on building systems. Proportional FM does not provide stamped engineering opinions and does not perform this category of assessment. Owners and lenders needing ASTM E2018 work are referred to credentialed engineering firms. Proportional FM's Facility Condition Assessments are operational documents for ownership, not transactional documents for lenders.
Does Proportional FM provide ADA compliance reviews or certifications?
No. ADA accessibility surveys, compliance reviews, and certifications are excluded from every Proportional FM service. ADA review is best performed by credentialed accessibility consultants who can issue formal opinions and remediation plans. Proportional FM will note conditions observed during routine facility work, but does not issue ADA opinions or certifications.
Does Proportional FM provide engineering opinions or stamped reports?
No. Proportional FM does not employ Professional Engineers or Registered Architects, and does not produce stamped engineering opinions on structural, mechanical, electrical, or life-safety systems. Where stamped opinions are required (lender due diligence, structural evaluation, ADA certification, code variance), Proportional FM coordinates with credentialed engineering firms but does not deliver the opinion itself.
Does Proportional FM perform environmental testing or Phase I and Phase II Environmental Site Assessments?
No. Environmental testing (lead, asbestos, mold sampling, indoor air quality, soil and groundwater sampling), Phase I Environmental Site Assessments, and Phase II investigations are excluded from every Proportional FM service. This category requires specialized environmental consultants holding the appropriate state licensing. Proportional FM refers clients to qualified environmental firms when this work is needed.
Does Proportional FM offer code compliance reviews?
No. Code compliance opinions, building code reviews, and code variance analysis are excluded from every Proportional FM service. Code review requires credentialed plan reviewers or municipal building officials. Proportional FM will note conditions that appear inconsistent with general building standards during routine work, but does not issue code compliance opinions.
What happens when a client needs work outside Proportional FM's scope?
Clients are connected to credentialed specialists holding the licensing required for the work. Proportional FM maintains relationships with engineering firms, environmental consultants, accessibility specialists, and other credentialed providers across the Dallas-Fort Worth Metroplex. The engagement structure depends on what the client wants: a direct referral, a coordinated engagement where Proportional FM manages the specialist on the client's behalf, or an introduction. The arrangement is agreed before any work begins.
Does Proportional FM coordinate licensed trade work?
Yes. Licensed trade work (HVAC, plumbing, electrical, roofing, fire and life safety, and other licensed trades) is coordinated through a vetted partner network. Proportional FM does not hold trade licenses and does not perform trade execution in-house. Vetting standards include licensing verification, insurance adequacy, work authorization, and reference review. The coordination layer absorbs scoping, scheduling, documentation, and invoice consolidation.
Why does Proportional FM operate with a defined scope rather than offering everything?
Scope discipline protects clients and protects the work. The right credential for the right task produces a defensible deliverable. Conflating an operational facility assessment with an engineering opinion creates downstream problems for both parties, regardless of how the report is labeled. Proportional FM's published scope is what it can deliver to a professional standard. Everything outside that scope is referred to a firm that can deliver it to the same standard.
Looking for work outside this scope?
Ask anyway. Proportional FM maintains relationships with credentialed engineering firms, environmental consultants, accessibility specialists, and other specialists across Dallas-Fort Worth. Engagement structure agreed before work begins.
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