Supplier/Contractors Protocols
Reactive, Planned & Capex suppliers/Contractors
CDG/Bellrock – “Way of Working”
Standing Instructions to Reactive and Planned Service Providers
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
Reactive jobs
standard procedures for reactive works
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 jobs
standard 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]
Planned tasks
standard procedures for planned tasks
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
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.brfm.com/
Health and safety
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
Invoicing
The four successful steps to getting paid:
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 MANAGEMENT
Enterprise House
Sunningdale Road
Leicester
LE3 1UR
Invoicing
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 uplifts
All 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.
Billing Schedule for 2015/16 Financial Year
Month
CDG Last Trading day
June
05-Jul
June
Day
Invoices Into Bellrock
Day
Batch to CDG
Payment credited on
15-Jun
17-Jun
05-Aug
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
supplier management
dashboards, scorecards and performance reviews
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.
Key contacts
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]