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 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.

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 documented 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 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 continuously: written communication trail, invoice acceptance, FCA delivery cadence

Outcome

Eight months in, ownership operates the property from out-of-state with a documented operational picture they did not have before. The initial 227-finding baseline became the working capital plan. Recurring scope evolved as the relationship matured: hours per month adjusted to actual demand, FCA cadence aligned to ownership reporting needs. Vendor work is verified at the property and consolidated in one invoice trail. Decisions are made from documentation, not assumption. The before-and-after photo record is being built month by month as remediation lands.