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Reactive, Planned & Capex suppliers/Contractors
Supplier/Contractors Protocols
Customer Services – [email protected]
Dedicated 24/7/365 Contact Centre: 0871 423 0138
1. All engineers MUST carry relevant company ID
2. You MUST always contact sites and agree attendance time.
3. Risk Assessments & Method Statements should be completed as required
4. Always ensure you follow the asbestos guidelines and procedures on site
CDG/Bellrock – “Way of Working”
Standing Instructions to Reactive and Planned Service Providers
Order numbers raised following requests from site – HRX12345
Standard Order Limit - £250.00
Restaurant Managers can authorise uplifts up to the value of £250 for non urgent works & £500 for emergencies, they must sign the Tragus/CDG pink worksheet, which should detail costs. An email should then be sent with the breakdown and pink work sheet attached to [email protected] they will then uplift the order value to enable you to invoice. For jobs over £500 then the uplift request needs to go directly via the Casual Dining Group Team who will seek approval. All order values need to match invoice values Please Note - Belgo's, CP and Airports - Restaurant Manager can authorise up to £1000
Emergency works £500+ should be referred to CDG helpdesk and can be approved by CDG Head of Facilities, Facilities Manager or Operations Director
Reactive Emergency and Reactive Non Emergency over £1500 requires one quote
Operation Directors for Reactive Non Emergency can authorise up to £1.5k
Reactive Non Emergency over 5K requires 2 quotes
Complete the Tragus/CDG pink worksheet (which must be legible) and have it signed by the Manager on site (manager’s name & signature required) if not available then engineers own worksheet must be signed
Reactive jobsstandard procedures for reactive works
Every order includes a Priority – 4 Hour, 24 Hour, 5 Days
Updates should be provided via the Bellrock Contact Centre where necessary and appropriate
Orders MUST be closed via the Bellrock Website horizon.bellrock.fm once completed as we cannot process an invoice on an open order
No login to the Bellrock website? Not sure how to use it? Contact [email protected]
Reactive jobsstandard procedures for reactive works
Order/task numbers are raised at the beginning of the Financial year – i.e. HPR12345
Order limits raised as agreed
If you require an uplift, please contact Bellrock’s Planned team as below
[email protected] or 0871 386 2233
Orders should be completed during the month in which they are due
We are not able to process your invoices until the planned job has been closed down on the Bellrock Compliance website and any required certificates have been uploaded.
If remedial works are required, please make this clear on the certificate and the planned team will raise a quotation for the required remedials.
Emergencies planned remedials please call through to the planned team at Bellrock for approval.
Planned tasks
standard procedures for planned tasks
how to send in your certificates
1. Upload each certificate to Bellrock Compliance (C365)
2. The naming format is branch number ~ completed date. For example, 123456 ~ 01 09 15
3. Make sure one upload file contains one certificate
4. Clearly indicate NO FURTHER WORK\FURTHER WORK REQUIRED\RECCOMENDATION in the file name preferably or in plain sight on the certificate.
5. Our user guides & training packs can be found on the Bellrock Portal - http://portal.br-fm.com/
Planned tasks
Compliance with the conditions is your responsibility. You must personally ensure that all conditions are being observed, that the work is performed safely at all times and that assistance is obtained where necessary to ensure safety
It is important that you remain fully Altius accredited at all times
Risk assessments, method statements and hot works permits are to submitted prior to work being conducted, to be explained to those doing the work and then be displayed to the client upon arrival to site
The Departmental Supervisor/ Manager (Client) is to be notified of the intention to start work in the area and the workmen must leave the area if he/she so instructs. The Departmental Supervisor shall be notified of the completion of the work and the condition of the area/equipment at that time
All associated Permits and RAMS shall be returned to the Authorised Person, (Facilities Manager) for agreed closure
Health and safety
1) All reactive and planned orders MUST be closed down on the Bellrock Website as we cannot process an invoice on an open order
2) Upload your invoices as instructed via LENS which is a pre-validation system which check’s your submission
Need a login for LENS? Not sure how to use it? Contact [email protected] stating “Lens set up” in the subject line
3) All invoices need to show your Bellrock order number and be accompanied by a pink worksheet signed by the restaurant manager or a certificate if this is a planned job
4) Invoices, worksheets and all supporting paperwork must be addressed to:Casual Dining Services Limited
C/O BELLROCK PROPERTY AND FACILITIES MANAGEMENTEnterprise HouseSunningdale Road
LeicesterLE3 1UR
Invoicing
The four successful steps to getting paid:
Six steps to Invoice submission:
1. Invoices must state the Bellrock PO number (Printed on the invoice and NOT hand written)
2. Ensure the invoice matches the approved PO value raised & reflects any upliftsAll uplifts will need to be approved before submitting an invoice.
3. Labour and Material costs MUST be clearly broken down on the work sheet & pink sheet.
4. Invoices, pink sheet & worksheet must be submitted & legible, otherwise the application will be rejected.
5. All invoices must meet the payment schedule deadlines, (refer to the next slide.)* 4th Column “Invoices into Bellrock”
6. All rejections can be viewed on LENS – trouble accessing LENS? Please contact [email protected]
Please Note: All retrospective orders need to be emailed into the CDG helpdesk [email protected] copying in the person who has requested the works.
Invoicing
Billing Schedule for 2015/16 Financial Year
Month CDG Last Trading day Day Invoices Into Bellrock Day Batch to CDG Payment credited on
June 05-Jul 15-Jun 17-Jun 05-Aug
June 05-Jul 02-Jul 06-Jul 05-Aug
July 02-Aug 20-Jul 22-Jul 02-Sep
July 02-Aug 30-Jul 04-Aug 02-Sep
August 30-Aug 17-Aug 19-Aug 07-Oct
August 30-Aug 27-Aug 01-Sep 07-Oct
September 04-Oct Mon 14-Sep Wed 16-Sep 04-Nov
September 04-Oct Wed 29-Sep Mon 05-Oct 04-Nov
October 01-Nov Mon 19-Oct Wed 21-Oct 02-Dec
October 01-Nov Wed 27-Oct Mon 02-Nov 02-Dec
November 29-Nov Mon 16-Nov Wed 18-Nov 06-Jan
November 29-Nov Wed 24-Nov Mon 30-Nov 06-Jan
Billing Schedule for 2015/16 Financial Year Continued…..
December 03-Jan Mon 14-Dec Wed 16-Dec 03-Feb
December 03-Jan Wed 29-Dec Mon 04-Jan 03-Feb
January 31-Jan Mon 18-Jan Wed 20-Jan 02-Mar
January 31-Jan Wed 26-Jan Mon 01-Feb 02-Mar
February 28-Feb Mon 15-Feb Wed 17-Feb 06-Apr
February 28-Feb Wed 23-Feb Mon 29-Feb 06-Apr
March 03-Apr Mon 14-Mar Wed 16-Mar 04-May
March 03-Apr Wed 29-Mar Mon 04-Apr 04-May
April 01-May Mon 18-Apr Wed 20-Apr 01-Jun
April 01-May Wed 26-Apr Tue (BH) 03-May 01-Jun
May 29-May Mon 16-May Wed 18-May 06-Jul
May 29-May Wed 24-May Mon 30-May 06-Jul
Dashboard Reports are generated on the 7th of each month & issued on the 8th by Bellrock Supplier Management Team.
Not receiving or have an issue with your monthly scorecard? Contact [email protected]
Measures performance across 8 set KPIs, weighted as specified by the client
INFORMATION IS TAKEN FROM DATES GAINED DURING WEB CLOSURE
Performance reviews are by invitation monthly.
supplier management
dashboards, scorecards and performance reviews
contact centre - day-to-day reactive queries/updates Tel: 0871 423 0138 Email: [email protected] Customer Service Advisor: Sydney Panetta
planned maintenance - day-to-day planned queries
Tel: 0871 386 2233 Email: [email protected] Email for Certificates: [email protected]
supply chain management - escalations and user help/login setup for Bellrock website Email: [email protected]
finance team - invoice queries and IDS setup/assistance Tel: 0116 201 2397 Email: [email protected]
web support - system problems with the Bellrock website Email: [email protected]
Altius - our accreditation partner Tel: 08445 616 515 Email: [email protected]
Account Manager Email: [email protected]
Key contacts
