FCA-004Critical Issue
Stairwell 1 Riser room
Building AThird FloorCommon Area
Plumbing & Fixtures
Active leak
Services
Vendor Coordination
Procurement, oversight, and documentation across your vendor network. One coordinating layer. Invoice-to-scope verification. Vendor activity documented in the property record.
- 15+Years of principal facilities experience
Project Management Professional- 5.0Google rating
- InsuredGeneral liability, E&O and workers' comp
- 105Published facilities insights
The spend exists. It just isn't working for you.
Most commercial operators already have vendor relationships in place. HVAC contractors, roofing companies, electricians, plumbers, pest control. The spend is real: but without a coordinating layer, it operates without accountability.
Vendors self-report completion. Invoices arrive without documentation of what was done. Scope creep goes unnoticed. Work quality is not independently verified. And the property owner has no record to reference when the next issue surfaces.
Proportional FM closes that gap. Every vendor interaction is coordinated, documented, and logged. You get an independent verification layer, not another vendor relationship.
What vendor coordination covers
- Vendor procurement and scope negotiation
- Schedule coordination and onsite access management
- Work verification: onsite or photo documentation
- Invoice review against agreed scope
- Vendor performance documentation
- Issue escalation and resolution tracking
- Property record maintenance across all vendor categories
Case Study
What coordination actually costs when no one owns the thread
A property owner asked us to step out of a four-hour vendor job to save the coordination fee. We stayed on cc. Seven months and roughly 37 hours of human attention later, the work is finally on the calendar. We documented the full email trail, itemized the hidden labor cost, and modeled the managed alternative.
Read the case studyWhat the trade receives
Findings for one trade, sent as one packet
Each finding is a photograph, a written note, a category, a priority and a location in the building. The findings for one trade go out together, so the vendor quotes and works from the same record ownership sees.
Open the sample report
Filtered toPlumbing & Fixtures
3 selected- FCA-004Critical Issue
Stairwell 1 Riser room
Active leak
- FCA-005Issue Observed
Third floor common area
Ongoing construction. Active leak observed behind wall
- FCA-012Issue Observed
Parking Garage
Water seepage
ExportVendor packetCSVPDF
Custom trackers
What was done, what is still needed, and what was billed, on one page
Managing a building from somewhere else, the hard part is keeping the thread: what was approved, what was finished, and which invoice covered it.
When a property needs it, we build a tracker for that property. It changes when the work does: a new proposal, a finished repair, a new invoice.
- Work completed and work still needed, separated by building
- The equipment on the roof and in the mechanical rooms, with its service history
- Every invoice line tied to the work it paid for, and every finished job tied back to its invoice
- One link you and your owner's representative open from anywhere, with nothing to install
Standard reporting comes with the work. A custom tracker is a separate build for a property that needs one, scoped and priced as its own line in the written proposal.
Open a full tracker from a real engagementSee everything clients openService Activity Log
Two-building office property · updated Sep 15
Building A
Rooftop and mechanical equipment
RTU-A1 Packaged rooftop unit
PM performed Sep 12RTU-A2 Packaged rooftop unit
InspectedEF-A1 Restroom exhaust fan
- Supply line fitting dripping into the vanity
- Fitting and supply line replaced; no further leak
Building B
Rooftop and mechanical equipment
RTU-B1 Packaged rooftop unit
PM performed Sep 12CU-B2 Split system condensing unit
Needs verification
Two coordination models
These structures are distinct. Understanding which applies to your engagement is confirmed before work begins.
Model A
Client-Retained Vendor Oversight
You hold the vendor contracts directly. Proportional FM coordinates schedules, verifies work, and documents all vendor activity on your behalf.
Vendor invoices go to you. Proportional FM charges a coordination fee based on the total contract value managed.
Best for: Operators with established vendor relationships who want coordination and accountability without changing billing structure.
Model B
Proportional FM-Contracted
Proportional FM holds the vendor relationship directly. Scope is negotiated and managed under Proportional FM's oversight. You receive consolidated billing per period.
This model includes consolidated scope management and single-invoice billing. A markup on vendor cost is applied and disclosed before engagement. Vendor warranties, labor, and performance remain the vendor's responsibility per scope of work.
Best for: Operators who want a single point of accountability and consolidated invoicing with no direct vendor management.
Both models include written scope confirmation before work begins. Fee structures are disclosed and agreed in the engagement proposal. Contact Proportional FM for a proposal specific to your vendor network and property count.
One invoice. One point of accountability. A network you did not have to build.
Most operators manage 5-12 vendor relationships across HVAC, plumbing, electrical, roofing, pest control, landscaping, and general trades. Each vendor has their own invoicing format, their own response cadence, and their own definition of "done." You are the one reconciling all of it, and that reconciliation is invisible work that compounds every month.
Proportional FM consolidates that into a single coordinating layer. One point of contact for all vendor activity. One documented record of what was dispatched, what was done, and what it cost. Under the Proportional FM-Contracted model, one consolidated invoice per period instead of a dozen from different trades on different schedules.
This matters because accountability breaks down when it is distributed. When six vendors each self-report their own completion, no one owns the coordination layer. When one coordinating layer verifies jobs, documents findings, and ties invoices back to an approved scope, that visibility gap narrows. Invoices are reviewed against scope before approval. Scope creep is flagged in review, not absorbed silently.
The vendors behind this coordination are not random subcontractors. Every trade partner in the Proportional FM network is vetted before their first work order: active licensing, $1M+ general liability, documentation standards, and demonstrated response reliability. Preferred status is earned through consistent performance, not pricing alone. Vendors who cut corners, skip documentation, or miss response windows do not stay in the network.
The result: when Proportional FM dispatches a plumber or an HVAC technician to your property, the trade partner has already been held to a standard before they arrive. You get accountability at the vendor level and the coordination level. Not one or the other.
Network trade categories
·HVAC (commercial)
·Plumbing
·Electrical
·Roofing
·General contracting
·Painting and finishes
·Flooring
·Locksmith and access control
·Fire and life safety
·Pest control
·Landscaping and irrigation
·Janitorial (commercial)
All vendors are required to carry active licensing, $1M+ general liability, and provide documentation on every job.
Frequently asked questions
What is the difference between the two vendor coordination models?
Proportional FM offers two distinct structures. In the Client-Retained model, you hold the vendor contracts directly; Proportional FM coordinates schedules, documents work, and verifies completion on your behalf. In the Proportional FM-Contracted model, Proportional FM holds the vendor relationship, manages the scope, and consolidates billing: you receive a single invoice per period. Pricing differs between the two models and is confirmed in writing before work begins.
How does vendor coordination improve accountability?
Without a coordinating layer, vendors self-report completion, scope creep goes undetected, and invoices arrive without documentation of what was done. Proportional FM provides an independent verification layer: work is confirmed onsite or through photo documentation, invoices are reviewed against agreed scope, and all vendor activity is logged in the property record.
Can Proportional FM coordinate any type of vendor?
Yes, across all standard facility trade categories. Proportional FM coordinates: HVAC, plumbing, electrical, roofing, pest control, landscaping, janitorial, specialty contractors, and others. The coordination model applies regardless of trade. Licensing requirements remain with the vendor: Proportional FM coordinates and documents, but does not hold trade licenses.
Does vendor coordination require a separate engagement from maintenance?
No. Vendor coordination is available as a standalone service or integrated with recurring maintenance and FCA engagements. Many clients use all three together: assessments identify issues, recurring maintenance handles preventive coverage, and vendor coordination manages the specialized trades that fall outside the maintenance scope.
Who performs backflow preventer testing on a vendor coordination engagement?
A TCEQ-licensed Backflow Prevention Assembly Tester (BPAT) performs the annual test. The license is held by an individual, not a company. Proportional FM coordinates the testing program: tracking install or last-test dates, scheduling the licensed BPAT visit, receiving the report, filing with the relevant water utility, and maintaining the documented record. The licensed test, repair, and replacement work is performed by trade-vetted vendors with current BPAT licensure.
Who performs the annual fire extinguisher inspection (NFPA 10)?
A Texas State Fire Marshal-licensed fire equipment inspector performs the annual maintenance inspection. The licensed inspector attaches the annual tag with the date of service and inspector identification. Proportional FM coordinates the scheduling, receives the documentation, and integrates the inspection record into the property's broader Facility Condition Assessment record. Hydrostatic testing (every 5 or 12 years depending on extinguisher type) is identified by the licensed inspector and performed at a licensed facility.
Does Proportional FM perform any licensed trade work directly?
No. Proportional FM is the coordination layer. Licensed trade work (electrical, plumbing, HVAC, roofing, backflow testing, fire equipment inspection, pest control, structural engineering) is performed by trade-vetted vendors holding current Texas state licensure for their respective trades. Proportional FM holds the relationship with the vendors and the documentation; the vendors hold the trade licenses.
Work delivered for
Archer Western
The Goddard School
Spanish Schoolhouse
Blue Ridge Industrial
Sason
Your vendor spend deserves a coordinating layer.
Request a facility assessment to define the scope. We respond within 1 business day.
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