SupplierContractors Protocols Reactive Planned Capex suppliersContractors CDGBellrock Way

Supplier/Contractors Protocols Reactive, Planned & Capex suppliers/Contractors

CDG/Bellrock – “Way of Working” Standing Instructions to Reactive and Planned Service Providers Customer Services – casualdininggroup@bellrock. fm 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 ØOrder numbers raised following requests from site – HRX 12345 ØStandard Order Limit - £ 250. 00 Ø 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 casualdininggroup@bellrock. fm 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 Ø Emergency works £ 500+ should be referred to CDG helpdesk and can be approved by CDG Head of Facilities, Facilities Manager or Operations Director Ø Reactive Emergency and Reactive Non Emergency over £ 1500 requires one quote Ø Operation Directors for Reactive Non Emergency can authorise up to £ 1. 5 k Ø Reactive Non Emergency over 5 K requires 2 quotes Ø 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 ØEvery order includes a Priority – 4 Hour, 24 Hour, 5 Days ØUpdates should be provided via the Bellrock Contact Centre where necessary and appropriate ØOrders MUST be closed via the Bellrock Website horizon. bellrock. fm once completed as we cannot process an invoice on an open order ØNo login to the Bellrock website? Not sure how to use it? Contact suppliermanagement@bellrock. fm

Planned tasks standard procedures for planned tasks ØOrder/task numbers are raised at the beginning of the Financial year – i. e. HPR 12345 ØOrder limits raised as agreed Ø If you require an uplift, please contact Bellrock’s Planned team as below Ø planned@bellrock. fm or 0871 386 2233 ØOrders should be completed during the month in which they are due ØWe 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. ØIf remedial works are required, please make this clear on the certificate and the planned team will raise a quotation for the required remedials. ØEmergencies 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 (C 365) 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 WORKFURTHER WORK REQUIREDRECCOMENDATION 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 ØCompliance 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 ØIt is important that you remain fully Altius accredited at all times ØRisk 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 ØThe 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 ØAll 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 lens@bellrock. fm 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 LE 3 1 UR

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. ) * 4 th Column “Invoices into Bellrock” 6. All rejections can be viewed on LENS – trouble accessing LENS? Please contact lens@bellrock. fm Please Note: All retrospective orders need to be emailed into the CDG helpdesk casualdininggroup@bellrock. fm copying in the person who has requested the works.

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

supplier management dashboards, scorecards and performance reviews ØDashboard Reports are generated on the 7 th of each month & issued on the 8 th by Bellrock Supplier Management Team. ØNot receiving or have an issue with your monthly scorecard? Contact suppliermanagement@bellrock. fm ØMeasures performance across 8 set KPIs, weighted as specified by the client Ø INFORMATION IS TAKEN FROM DATES GAINED DURING WEB CLOSURE ØPerformance reviews are by invitation monthly.

Key contacts Øcontact centre - day-to-day reactive queries/updates Ø Tel: 0871 423 0138 Ø Email: casualdininggroup@bellrock. fm Customer Service Advisor: Sydney Panetta Øplanned maintenance - day-to-day planned queries Ø Tel: 0871 386 2233 Ø Email: planned@bellrock. fm Ø Email for Certificates: ppmcerts@bellrock. fm Øsupply chain management - escalations and user help/login setup for Bellrock website Ø Email: suppliermanagement@bellrock. fm Øfinance team - invoice queries and IDS setup/assistance Ø Tel: 0116 201 2397 Ø Email: casualdininggroupinv@bellrock. fm Øweb support - system problems with the Bellrock website Ø Email: websupport@bellrock. fm ØAltius - our accreditation partner Ø Tel: 08445 616 515 Ø Email: enquiries@altiusva. com ØAccount Manager Ø Email: tracey. monaghan@bellrock. fm