Real outcomes from real engagements

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 complete condition record in the organization's history. Critical findings were addressed before the next enrollment season. The quarterly cadence surfaced two roof drainage issues and one HVAC performance gap that would have become emergency repairs within 6 months. Parents now tour facilities where documented maintenance is the standard, not the exception.

Situation

An out-of-state owner of a light industrial property in DFW relied on tenant-reported conditions and periodic personal visits to assess facility status. Vendor work was approved remotely without onsite verification. The owner had no independent record of what was actually happening at the property.

What Proportional FM did

• ·Initial Facility Condition Assessment established a verified baseline
• ·Recurring maintenance blocks structured for monthly onsite coverage
• ·Vendor coordination model implemented with onsite work verification
• ·Photo-documented reports delivered after every visit and vendor interaction

Outcome

The owner made capital planning decisions from a desk 1,200 miles away, supported by photo-documented condition reports rather than assumptions. Vendor invoices were verified against observed work for the first time. Two vendor billing discrepancies were identified and resolved in the first quarter. Site travel dropped from quarterly to annual.

Situation

A two-building commercial office complex in the DFW Metroplex 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.

What Proportional FM did

• ·Comprehensive Facility Condition Assessment across both buildings
• ·14 building system categories evaluated: HVAC, electrical, plumbing, roofing, exterior, interior finishes, doors and hardware, fire and life safety, access control, ceilings, walls, floors, cabinetry, and site elements
• ·Each finding photo-documented with observation, implication, recommended next step, and priority tier
• ·Critical and high-priority findings communicated to ownership same day

Outcome

227 individual findings documented across both buildings. 5 critical issues identified and communicated within 24 hours, including an equipment panel in active trouble status. The assessment became the foundation for a 12-month capital improvement plan and restructured vendor oversight. Ownership described it as the first time they could make facility decisions from documentation rather than assumption.