How our facilities management process works
Two things run in parallel
A consultancy process that takes a project from enquiry to final account, and a job system that puts a vetted subcontractor on site and evidences the work.
Ten stages, three phases
Every appointment runs the same route. You always know which stage you are at and what has to happen before the next one opens.
New enquiry
Client contact received and the initial brief captured: what the work is, where it is, and the timescale it has to land in.
Consultation and site visit
Scope and objectives discussed with you on site. Constraints, access, existing condition and anything that will move the price later gets picked up here rather than at valuation.
Fee proposal and appointment
Proposal issued and contract signed. This stage has six steps of its own:
Confirmed scope and budget range set, based on the site visit.
Quantities and rates priced against the confirmed scope.
Trade quotes requested and compared in parallel with the estimate. At this stage quotes are indicative. A formal tender follows at stage 06 unless otherwise agreed.
Works cost and consultancy fee combined into a single proposal. Funding options are prepared alongside it.
Written proposal sent to you for review.
Appointment confirmed and work can begin. Any finance facility is agreed before this point.
Project setup
Team allocated and the brief confirmed internally, so everyone working on it is reading the same scope.
Design and pre-construction
Surveys, specifications and drawings prepared. These are the documents the tender will actually be priced against.
Tender and procurement
Contractor selection and appointment. This is where the indicative pricing from stage 03c is formally tested and the subcontractor is confirmed.
Monitoring
Site inspections and progress reports through the works, against programme and against specification.
Variations and valuations
Instructions issued in writing and interim payment certificates raised. Changes are priced when they are instructed, not argued about at the end.
Practical completion and sign-off
Snagging carried out and the completion certificate issued. Completion photographs uploaded by the subcontractor are checked against the spec as part of this.
Final account
Final payment submitted and the application closed out, including release of retention where it applies.
Stage gates can be aligned to RIBA Plan of Work or APM stages where a project or funder requires it.
What the subcontractor sees
Once a requirement is matched, the job moves through four states. Step through them below.
Screens shown with sample job data. If a subcontractor declines or doesn't respond within the response window, the job re-routes to the next match on the shortlist.
Before you ask
How quickly will I be matched?
Most requirements are matched within 48 hours. Urgent and make-safe works are prioritised. Flag it on the form and we will call you rather than wait for the system.
Do I deal with the subcontractor or with you?
With us. We hold the appointment, monitor the work and certify payment. The subcontractor works to our specification, which is what keeps the standard consistent across a panel.
What if the work isn't up to standard?
Completion photographs are checked against the specification before sign-off, and snagging is closed out at stage 09. Work that fails inspection is not certified for payment.
Can the works be financed?
Yes. Hire purchase, finance lease and project funding are available through our sister business. See finance options.
Do you cover soft FM as well as hard?
Both, plus the strategic layer. A single contract can cover planned maintenance, statutory testing, cleaning, security and grounds.