Three ways to engage.
Every engagement centers on one principle: you maintain vendor relationships and direct contractor payments. Harborline coordinates the interface, tracks the work, and reports on results. We hold no contractor licenses, no trade contracts, and no construction margin.
Facilities operations retainer
For operators with 4+ locations and ongoing maintenance, repair, and capital spending. Harborline manages vendor intake and scheduling, tracks work order completion, reports monthly on spend and performance, and coordinates compliance across all locations. You get one account manager, one work order system, and one monthly report covering all sites.
You pay vendors directly for their work. Harborline charges a monthly retainer fee based on location count. Most multi-location operators need roughly a third of a facilities director. Harborline is that capacity, on retainer.
Single-project facilities coordination
One capital repair, seasonal maintenance campaign, or urgent facilities project across one or multiple locations. Harborline coordinates vendor intake, scheduling, work tracking, and completion. Fixed fee based on scope and location count.
Common triggers: HVAC replacement across 8 locations, facility repainting, emergency restoration after damage.
Facilities diligence
Before engaging Harborline for ongoing operations, many operators want a baseline assessment: What is the current state of my facilities? What vendors are performing? What gaps exist? What should compliance look like at my locations? Harborline walks all locations, conducts interviews with local management, reviews current vendor performance, and provides a written facilities assessment and roadmap.
This is the highest-leverage engagement we offer. A week of diligence routinely identifies $50K–$200K+ in annual spend optimization and compliance gaps that were invisible.
On fees. Retainer engagements are priced per location per month ($X–$X depending on trade intensity and location complexity). Projects are priced by scope. Diligence is fixed fee. We give you a number after the first conversation, not before it.
How a facilities engagement actually works.
Request in. Vendor assigned.
A GM reports a plumbing issue. An operations director emails about a roofing quote. A facilities director calls about HVAC maintenance. Every request hits a single intake point—Harborline—not scattered across the operator's contact list.
Harborline qualifies it: urgent or routine, warranty or out-of-pocket, compliance coordination needed or not. Then it's matched to the vendor bench by workload, performance rating, and availability — contacted, scheduled, and notified of scope and expectations.
Work order monitoring
Vendor starts the work. Harborline confirms start date, monitors progress, coordinates any complications, and confirms completion with the operator. Status updates pushed automatically to the operator's team.
Closed out. Reported monthly.
Vendor invoices the operator. Harborline reviews against scope to confirm no scope creep before the operator processes payment. Invoice logged and categorized in the master facilities log.
End of month, Harborline delivers a comprehensive report covering every location: work orders completed, costs by vendor and location, performance ratings, compliance status, and forward-looking recommendations. You know exactly what happened and where you stand.
Harborline Facilities manages coordination and vendor administration. Harborline does not perform construction or trade work, hold contractor licenses, interpret building codes or clinical requirements, or assume responsibility for vendor work quality or compliance. The operator remains responsible for all regulatory compliance, vendor oversight, and final approval of work performed. Vendors are contracted directly by and paid directly by the operator.
Which engagement fits?
Tell us your location count, trade volume, and current pain points. We will recommend which of the three engagements makes sense—or tell you if Harborline is not the right fit for your situation.