Scope of Services
1. Onsite Facility Maintenance Services
Description: Regularly, scheduled maintenance visits to address various facility needs and ensure smooth operation of your business environment.
General Maintenance & Handyman Work: Basic, non-specialized repairs and upkeep tasks such as fixing doors, windows, furniture, and equipment to maintain the functionality and safety of the facility. Furniture assembly, minor electrical repairs, painting, wall repairs etc.
Lighting Fixtures Maintenance: Inspecting, repairing, and replacing lighting fixtures, or consumables, to ensure proper illumination and energy efficiency.
Plumbing Fixtures Maintenance: Inspection and repairing sinks, toilets, faucets, and other plumbing fixtures as preventative maintenance to reduce leaks and ensure proper functioning.
Miscellaneous Tasks: Addressing any other minor repairs or maintenance needs as they arise.
Please be aware that consumables required for the execution of maintenance and cleaning tasks (such as cleaning supplies, replacement light bulbs, plumbing parts, HVAC filters, etc.) are not included in our services. These consumables must be supplied by the client. If needed, Proportional Facilities Management Solutions can assist in recommending appropriate products or coordinating procurement through approved vendors at the client's request.
2. Facilities Inspection & Reporting
Description: Comprehensive inspections of the facility to identify maintenance needs, safety concerns, and areas for improvement, followed by detailed reports.
Inspection: Thorough ground-level inspection includes visible elements and excludes internal, hard-to-access areas unless specified otherwise. Thorough visual examination of all facility areas, including structural elements, HVAC systems, electrical systems, and safety equipment.
Reporting: Detailed documentation of findings, including maintenance recommendations, safety issues, and suggested improvements.
Predictive Maintenance: Use data from inspections to predict and prevent potential issues, adding value through proactive maintenance.
3. Facility-Vendor Contract Management
Description: Oversight of contracts with external vendors to ensure quality service delivery and cost-effectiveness.
Oversight: Monitoring vendor performance to ensure compliance with contract terms and quality standards.
Contracting: Assisting in the selection and negotiation of vendor contracts.
Performance Monitoring: Regular evaluation of vendor services to ensure they meet the agreed-upon standards and address any issues promptly.
Focused on Cost Savings: Proportional Facilities Management Solutions will analyze contract deliverables, and advise alternative terms, if applicable, to find cost-effective solutions without sacrifice to services expected.
Management fees for Facility Vendor Contract Management are calculated based on the specific location. Fees may vary depending on the complexity, size, and service requirements of each site.
4. 24/7 Monitoring via Wi-Fi-connected Devices
Description: Continuous monitoring of critical facility systems using smart technology to detect issues early, and alert promptly to prevent downtime.
Heating and Cooling Systems Performance Monitoring: Real-time tracking of heating, and air conditioning systems to ensure optimal performance and issues are reported for quicker remediation
Water Leak Detection: Robust, reliable technology to offer immediate identification, and reporting of leaks to prevent water damage and associated costs.
Note Regarding Wi-Fi Sensor Implementation:
The Wi-Fi-connected sensors provided as part of our monitoring service are included under a one-time, non-refundable implementation fee, which covers the cost of materials, setup, and integration into our monitoring systems. These sensors remain the property of Proportional Facilities Management Solutions, allowing us to provide ongoing maintenance, updates, and replacement as needed to ensure optimal performance.
By retaining ownership, we can guarantee the highest level of service, including regular upgrades and troubleshooting, giving you peace of mind that your facility is continuously monitored and protected by the latest technology.
The number and placement of Wi-Fi-connected sensors within your facility are crucial for effective monitoring. While Proportional Facilities Management Solutions provides expert advice and recommendations on optimal sensor locations to maximize coverage and efficiency, the final decision on the number of sensors and their placement is at the discretion of the client.
We are here to assist you in evaluating your facility's specific needs and to suggest the best locations for sensor installation based on your goals and budget. However, the responsibility for the selection and placement of sensors remains with the client.
Disclaimer Regarding 24/7 Monitoring via Wi-Fi Devices:
While Proportional Facilities Management Solutions provides continuous monitoring through Wi-Fi-connected devices, it is important to note that we cannot guarantee uninterrupted service due to factors beyond our control, such as internet outages, power failures, or device malfunctions.
Proportional Facilities Management Solutions makes every effort to suggest and implement redundancy measures, including backup systems and alternative monitoring solutions, to mitigate potential risks and ensure maximum reliability. However, ultimate responsibility for the maintenance and functionality of these systems lies with the customer. Proportional Facilities Management Solutions shall not be held liable for any damages, losses, or disruptions that may occur as a result of system failures or other unforeseen events.
5. Inventory Management
Description: Effective management of facility supplies and equipment to ensure availability and prevent overstocking or shortages.
Par Level Establishment: Setting optimal inventory levels to balance supply needs with cost efficiency.
Consumables Ordering: Regular ordering of necessary supplies to maintain stock levels and ensure uninterrupted operations.
Note Regarding Inventory Management:
Effective inventory management requires several reporting and tracking cycles to accurately establish optimal par levels. During periods of seasonal or high demand for any consumables, we will make every effort to anticipate your facility's needs. However, this process is collaborative, and we work closely with our customers to ensure timely adjustments based on actual consumption trends. Please note that certain fluctuations in supply or demand may require additional adjustments to maintain ideal stock levels.
Disclaimer: Proportional Facilities Management Solutions is not responsible for any overstocking or shortages of consumables due to unforeseen demand fluctuations, client delays in ordering, or insufficient inventory data. We will assist in optimizing inventory, but ultimate responsibility remains with the customer.
6. Virtual Facility Manager (VFM)
Description: Our Virtual Facility Management (VFM) service provides a comprehensive facility management solution, both remotely and with recurring onsite visits. Leveraging cutting-edge technology, we monitor and address your facility's needs, while seamlessly integrating with other services offered by Proportional Facilities Management Solutions.
Remote Facility Monitoring: Continuous monitoring of facility systems using advanced smart technology to ensure optimal performance and early issue detection.
Onsite Inspections: Regularly scheduled onsite inspections to assess system performance and address any immediate concerns.
Proactive Maintenance & Reporting: Utilizing data from remote monitoring and onsite inspections, we ensure preventative maintenance is carried out promptly, offering monthly reports and recommendations.
Facilities Maintenance Program Management:
Carpet and Upholstery Cleaning: Regular cleaning for a clean appearance.
Disinfectant Services: Implementing protocols for a healthy environment.
Janitorial Operations: Daily cleaning tasks.
HVAC Maintenance: Regular servicing for efficient operation.
Landscaping: Maintenance of outdoor areas for curb appeal.
Integration with Additional Services: VFM includes key services such as Facilities Inspections & Reporting, 24/7 Monitoring, Facility-Vendor Contract Management, ensuring you receive a full-service approach to facility management. This service also includes 3-hours of Remote Remediation for unexpected emergency issues.
Cost-Efficiency: VFM provides flexibility and cost savings by eliminating the need for a full-time onsite facility manager while delivering high-quality, comprehensive management.
Customized Support: Tailored solutions to meet your facility’s specific needs, ensuring seamless integration into your existing operations.
Disclaimer: While Proportional Facilities Management Solutions offers robust remote monitoring and timely onsite inspections, we are not liable for system failures or unexpected events beyond our control, such as power outages, internet disruptions, or equipment malfunctions.
Note Regarding Virtual Facility Management (VFM):
Remote Facility Monitoring: While continuous monitoring is included in the VFM offering, setup and implementation of Wi-Fi-connected sensors and related equipment still apply as a one-time cost, and the customer will be ultimately responsible for the amount of sensors used within the facility. This fee covers materials, installation, and integration into our monitoring system. Proportional Facilities Management Solutions retains ownership of the sensors to ensure ongoing maintenance, updates, and replacement as needed. The final responsibility for the placement and number of sensors rests with the client.
Facilities Maintenance Program Management: Any Facilities Maintenance Management Programs will be proposed and agreed upon by the customer, who will assume any financial costs associated with such programs.
The Virtual Facility Management (VFM) service provides comprehensive remote management and monitoring of your facility's needs. However, it does not include onsite maintenance services. Any required physical repairs, installations, or on-site tasks are outside the scope of this offering and will be subject to separate arrangements and charges. For onsite maintenance, please refer to our Onsite Facility Maintenance Services.
Project Management Parameters: Project management within the scope of VFM includes overseeing minor facility-related projects, such as implementing new systems or upgrades that can be managed remotely. Major projects requiring significant on-site coordination or construction will not be covered under VFM and will incur additional costs. These projects will be defined separately and managed as distinct engagements.
Additional Costs:
Onsite Maintenance: Physical repairs and maintenance services are not included and will be billed separately.
Major Projects: Significant projects beyond routine remote management are not included in the base VFM service and will be subject to additional charges based on scope and complexity.
Disclaimer: The Virtual Facility Management (VFM) service does not cover onsite maintenance services or major facility projects requiring substantial on-site involvement. These services will be handled through separate arrangements and may involve additional costs. For onsite maintenance and extensive project management, please refer to our Onsite Facility Maintenance Services and Facility Project Management offerings.
7. 24/7 FM Access
Description: Around-the-clock access to facilities management experts for immediate response and ongoing support. This service provides remote-based facilities management consultation.. Any required onsite presence for issue resolution or emergency response maybe subject to additional charges based on the nature and duration of the onsite intervention.
Facility/Workplace Management Consulting and Collaboration: Expert advice and collaboration on facility-related projects and improvements.
8. 24/7 FM Access + Emergency Readiness and Response
Description:
Our 24/7 FM Access ensures round-the-clock support for your facility, offering immediate response to emergencies and critical system failures. We provide continuous monitoring and readiness for incidents such as equipment malfunctions, system outages, or safety hazards. Our team is available to coordinate prompt emergency services and deploy corrective measures to minimize downtime and disruptions. This service is designed to proactively manage potential issues and ensure a swift, effective response to any unexpected facility emergencies, safeguarding your operations at all times.
Service Tiers:
Remote Remediation: Resolving facility-related issues virtually, without the need for a physical presence at the site. This includes monitoring systems, troubleshooting, coordinating repairs, or managing incidents through phone, video calls, or online tools. Examples include adjusting HVAC settings remotely, coordinating with a third-party vendor to address an issue, or guiding on-site personnel to perform tasks to resolve the problem.
Onsite Remediation: Deploying personnel to the facility to handle issues that cannot be resolved remotely. This could include repairs, replacements, or addressing emergencies such as equipment breakdowns, system failures, or safety hazards that require physical intervention.
After-Hours Definition:
After-hours refers to any time outside of regular business hours (Monday-Friday, 8:00 AM - 6:00 PM), including weekends and holidays.
Higher rates may apply for urgent, high-priority emergencies during nights, weekends, or holidays. These will be discussed and agreed upon at the time of engagement.
Pricing Factors:
Pricing for our 24/7 FM Access + Emergency Readiness and Response service is determined based on the size and complexity of the facility, the systems covered, and the level of emergency support required (remote or onsite). The total cost may also vary depending on:
Scope of the emergency
Time of day (after-hours, nights, weekends, holidays)
Travel distance required for onsite support
This tailored service ensures that your facility receives the necessary level of attention and support to handle both routine and unexpected emergencies effectively.