One register for every contractor on site
Assessment, documents, scope and performance for the specialists you keep, held in one register with the expiry dates visible.
- Covers
- Lifts, suppression, HV, generators, waste, specialists
- Tracked per vendor
- Documents, scope, visits, findings, expiry
- Reporting
- One consolidated view, monthly
- Register built
- Within three weeks of survey
- Coverage
- On site across Saudi Arabia
Vendor management is the discipline of knowing who is on your site, what they are contracted to do, whether their documents are current, and whether they did it. Most buildings have the contractors and not the register. ITF builds the register within three weeks of survey and runs it monthly.
- 01 Enquiry
- 02 Site survey
- 03 Scope and quote
- 04 Mobilisation
- 05 Planned schedule
- 06 Execution
- 07 Monthly report
- 08 Management review
- 09 Next cycle
One register for every contractor on site sits at step 8 of the fm operating cycle. You receive an action list with owners and dates.
Nobody can name all of them
Ask a facilities team to list every contractor with access to their building. Most get to six and then start guessing.
The lift company, the fire suppression company, the generator specialist, the waste contractor, the pest provider, the water treatment company, whoever services the automatic doors. Each was appointed at a different time by a different person, several predate the current team, and at least one is still attending on a contract nobody can find.
The consequences are not dramatic until they are. A visit that stops happening and nobody notices for a year. A certificate that expired during a handover. A contractor working at height on your roof with an insurance policy that lapsed in March.
Building the register is dull work and it is the highest value week anyone can spend on a building's compliance position.
What the register holds
| Field | Why it is there | Reviewed |
|---|---|---|
| Contract and scope | What each vendor is actually engaged to do, at what frequency, with the document reference. The commonest gap is a scope nobody has read since signature. | Annual |
| Commercial registration | Current registration and the activities it actually covers, matched against the work they do on your site. | On expiry |
| Licences and approvals | The trade-specific licence the work requires, held against the work the vendor actually performs on your site. | On expiry |
| Insurance | Policy, cover and expiry date, with a reminder ahead of renewal rather than a discovery after it. | On expiry |
| Competence evidence | Certificates and authorisations for the specific work, held per person where the task requires a named individual. | On expiry |
| Site induction and permits | Who has been inducted, what permits have been issued, and whether the permit was closed. | Per visit |
| Visit and finding history | Every attendance with what was found and whether the recommendation was acted on. An unactioned recommendation is a live risk with a date on it. | Per visit |
| Performance | Attendance against schedule, response against target, and recurring findings, reviewed with you. | Monthly |
Outputs
The vendor register
Every contractor with access to your site, their scope, their documents and their dates. One page that answers the question nobody can currently answer.
The expiry calendar
Insurance, registration and certificate expiries dated across the year with reminders, so renewal is a task rather than an incident.
The assessment record
What was checked before a vendor was allowed on site, by whom, and what conditions were attached.
The consolidated performance view
Attendance, response and open findings across every vendor in one table, rather than in eleven separate reports in eleven formats.
The open findings list
Recommendations made by any vendor, with an owner and a date. This is the list that matters after an incident.
Building the register
- 01
Find everyone
Gate logs, invoices, security records and the maintenance team's memory, cross-checked. The invoice ledger usually finds two contractors nobody mentioned.
- 02
Collect and check documents
Registration, insurance and competence evidence requested with a deadline, then checked against the work they perform rather than just filed.
- 03
Reconcile scope to reality
What the contract says against what they actually do and how often. Gaps and overlaps both show up here, and overlaps are usually worth money.
- 04
Run it forward
Visits booked against the register, permits issued through one route, findings tracked to close, and a monthly review of the whole set.
The roof leak that found a lapsed policy
A shopping mall in Riyadh has seventeen contractors on site, from escalators to cleaning to signage. The operations manager learns during a roof leak that the waterproofing contractor's insurance lapsed four months earlier.
In week one the invoice ledger turns up two contractors nobody listed: an automatic door company and a pest provider serving one food court tenant. Documents are collected against a deadline. Three vendors have expired documents, and one holds a commercial registration whose activities do not cover the work it does on site. Scope reconciliation finds two contractors both cleaning the same car park.
The mall holds a register of nineteen vendors with scope and documents, an expiry calendar with reminders, an assessment record per vendor, a consolidated performance view and an open findings list. The car park overlap is removed at the next renewal.
How this works in practice
Do we have to replace our existing contractors?
No, and we would usually advise against it as a first move. A specialist who knows your plant is worth keeping. What changes is that their scope is written down, their documents are current, and their visits are verified rather than assumed.
What if a vendor will not provide their documents?
Then they are on the register with that gap visible, and you decide. We will not sign someone onto site with missing insurance and we will not quietly leave the field blank. A vendor refusing to evidence their cover is telling you something useful.
Can this work if we do not use ITF for the maintenance?
Yes. The register, the assessment and the consolidated reporting can be run over vendors we have nothing else to do with. It is a reasonable way to test whether the discipline is real before handing over anything operational.
How is this different from what our procurement team does?
Procurement appoints and pays. This is about what happens between appointments: whether the visit occurred, whether the document is still valid, and whether the recommendation from eighteen months ago was ever actioned. Those three questions are rarely anybody's job.
The wider scope
O&M contracts
Where vendor control sits inside a single accountable contract for the building.
Read moreSystemsEvidence OS
The register, the expiry calendar and the findings list, kept live rather than in a spreadsheet.
Read moreFMSpecialist systems
HV, BMS, water treatment and statutory inspections, held to a written scope.
Read moreFMWaste management
Carrier licences and vehicle details kept in the same register, with expiry dates.
Read moreConsultAramco prequalification
The other side of the table: preparing your own company to be a vetted vendor.
Read morePart of one system
Every division keeps records to the same standard, so the second one you need works the way the first one did.
Book a site survey
Start by asking your team for the list. However long it takes them to produce it is the measurement, and the survey turns the answer into a register.