Proco FAQ

Pricing depends on labour hours, frequency of visits, equipment required, and the size of the site. Contracts are typically billed monthly and driven largely by staffing and equipment costs. Proco supports contracts with an annual spend of R600,000 or more.

Use a like-for-like comparison based on frequency, labour, equipment, and scope. Proco standardises this for you so every supplier is assessed against the same criteria.

Look for inconsistent schedules, overgrown areas, poor edging, unresolved irrigation issues, rising complaints about site appearance, and unprofessional teams or equipment.

No — Proco focuses on contracted grounds services where long-term performance matters. Emergency storm clean-ups, once-off projects, and micro-spend requests are outside the scope of what Proco supports.

Usually within 1–2 weeks, depending on supplier responsiveness. The process replaces the traditional tender with a faster, more structured approach.

Proco supports routine grounds maintenance (mowing, edging, trimming), bed maintenance, pruning, seasonal clean-ups, basic tree maintenance, irrigation checks and adjustments, sports field upkeep, and outdoor surface clearing. It does not cover arborist-level tree felling, landscaping design or installation, or irrigation installation work.

Good grounds maintenance is calm and predictable. It means consistent, reliable crews, hands-on supervision, well-maintained equipment, predictable visit schedules, and tidy, professional finishes — without you needing to follow up.

The main drivers are labour hours and frequency of visits, fuel and machinery maintenance, equipment (mowers, trimmers, blowers), irrigation management, and waste removal. Suppliers package these differently, which is why standardised comparisons matter.

No. Proco is a supplier selection platform that helps you find, compare, and choose a reliable grounds and landscaping supplier. It does not perform grounds maintenance directly.

Ask whether the visit schedule is consistent, whether supervision is visible, whether lawns, beds and edges are maintained to standard, whether irrigation is properly managed, and whether the pricing reflects the actual labour and scope being delivered.

Canteen operations typically cost (or generate) more than R1 million annually, depending on staffing, infrastructure, and operating model. Pricing is driven by labour structure, meal prices, product margins, equipment, and compliance requirements.

Use a like-for-like comparison across staffing, menu quality, hygiene standards, equipment, and financial model. Proco standardises this so every supplier is measured on the same terms.

Watch for declining food quality, rising complaints, inconsistent hygiene, long queues, irregular pricing, frequent staff turnover, stock-outs or waste issues, and weak allergen or compliance controls.

No — Proco focuses on contracted catering operations where long-term performance matters. Single-day food trucks, pop-ups, and once-off event catering as standalone services fall outside Proco’s scope.

Usually within 1–2 weeks, depending on supplier responsiveness. The process is designed to be faster and more structured than a traditional tender.

Proco supports full canteen operations (meals, menu planning, staffing), on-site shops (tuck shops, cafes, kiosks, coffee counters), event catering tied to broader contracts, stock management, cashless systems, and compliance with food safety, hygiene, and allergen regulations.

Good catering means consistent food quality, stable and well-trained kitchen and service staff, structured menu planning and rotation, strong allergen and hygiene controls, transparent stock and cashflow management, and predictable service levels. It should make your site feel nourished and well-managed.

No. Proco is a supplier selection platform. It helps you find, compare, and choose a reliable catering supplier through a structured, evidence-based process — it does not provide catering services directly.

The main drivers are the labour structure (chefs, cooks, counter staff), meal prices and product margins, equipment and kitchen infrastructure, and compliance and hygiene requirements. Because suppliers package these differently, standardised comparison is essential.

Review whether food quality is consistent, staffing is stable, hygiene and compliance standards are maintained, pricing aligns with the agreed model, queues and service times are well managed, and whether the revenue or cost model is transparent and sustainable.

Proco supports guarding, patrols, armed response, CCTV monitoring (on- or off-site), access control, and alarm monitoring — either individually or as a turnkey combined solution.

Costs depend on guarding hours, PSIRA grades, supervision levels, technology components, night shift differentials, and equipment. Proco is designed for contracted security services with an annual spend of R600,000 or more.

Look for weak communication, absent supervisors, incomplete reporting, missed patrols, high staff turnover, slow alarm response, or growing frustration from residents, parents, or staff.

Yes — but only when it forms part of a larger, contracted solution. Proco is not designed for standalone once-off deployments, same-day emergency requests, or VIP protection as isolated services.

Often, yes. CCTV monitoring, access control, alarm management, and patrol tracking can be added — but these should be integrated into a proper security programme, not offered as isolated add-ons.

Most organisations complete the process within 1–2 weeks, depending on supplier responsiveness. The structured approach replaces the traditional tender with a faster, more transparent process.

Good security looks calm, professional, and predictable. It means stable, well-vetted guarding teams, strong on-site supervision, clear communication, reliable reporting and escalation, and integrated technology that actually works. It creates confidence, not noise.

No. Proco is a supplier selection platform that helps you find, compare, and choose a reliable security supplier. It does not provide guarding, patrols, or any security services directly.

Ask whether guards are well-vetted and PSIRA-compliant, whether supervision is consistent and visible, whether patrols are completed and properly documented, whether CCTV and access control systems are actually monitored, and whether the pricing structure is transparent and aligned to guarding hours.

Key drivers include guarding hours and shift structure, PSIRA grade levels, supervision model, technology components (CCTV, access control, alarm systems), night shift differentials, and equipment. Because suppliers package these elements differently, a standardised comparison is the only reliable way to evaluate pricing fairly.

Intelligent Supplier Matchmaking is a guided digital process that helps organisations choose the right supplier without the complexity of a traditional tender or the guesswork of juggling three mismatched quotes. It provides a structured, transparent way to evaluate suppliers based on capability, performance, and pricing.

The entire Intelligent Supplier Matchmaking journey typically takes just 2-3 weeks, with your total time investment being only around 40 minutes of actual work. This is significantly faster than traditional tenders, which can take 12+ weeks.

The five-step process is:

1. Define What You Need – Specify your service area, scope, and contract details
2. Add the Suppliers – Choose which suppliers to include; new suppliers complete quick registration
3. See Each Supplier’s Full Offering – View consistent, structured information from each supplier
4. Compare Pricing – Compare apples-to-apples pricing with no hidden extras
5. Weight What Matters Most – Prioritise factors like experience, expertise, customer service, reliability, and pricing.

Proco currently offers Intelligent Supplier Matchmaking for:

• Cleaning
• Grounds & Landscaping
• Catering
• Security

Yes. Proco gives you the same structured evaluation as a formal tender—comparable pricing, validated references, and a full audit trail—but in 2-3 weeks instead of 6-12 weeks, and with around 40 minutes of your time instead of weeks of admin work. You define what you need, suppliers submit through the platform in a standardised format, and you compare them side-by-side.

You can add both existing suppliers and new ones. New suppliers simply complete a quick registration process and upload their basic company documents to get started.

Proco presents each supplier’s information in a consistent, structured format—you don’t have to interpret different document styles. Pricing is also standardised in an apples-to-apples format, so every supplier quotes against the same scope and assumptions.

Proco prevents this by capturing pricing in a standardised, apples-to-apples format. Every supplier quotes against the same scope and assumptions, so you see exactly how each supplier stacks up line by line—no hidden extras or surprises.

Yes. Proco integrates validated customer reviews for suppliers, giving you insight into real-world performance beyond what suppliers say about themselves on paper.

Proco costs R18,995 (including VAT) for a complete supplier matchmaking process. This one-time fee is fully refunded when you appoint a supplier from the matched options. If you don’t appoint any of the suppliers, the fee is not refunded—but there’s no obligation to proceed if none of the options are right for you.

Suppliers don’t pay to register on the Proco platform. Proco is free for suppliers to join and maintain a profile. When a supplier is appointed through a matchmaking process, they pay Proco’s fee—not the buyer

Proco handles the entire structure and comparison process for you, including:

• Defining requirements in a clear, structured way
• Collecting and standardizing supplier information
• Standardising and comparing pricing across all suppliers
• Providing an audit-ready evaluation report
• Helping you weigh factors that matter most to your organization

Compared to traditional 3-quote processes or formal tenders, Proco offers:

• Faster: 2-3 weeks vs. 6-12+ weeks for tenders
• Higher quality data: Comprehensive supplier capability assessments vs. basic assessments
• Better decision confidence: Data-backed, balanced decisions vs. price-led or manual paper-trail decisions
• Much less work: ~40 minutes of your time vs. extremely high effort for traditional tenders

Full audit trail: Complete evaluation report vs. no audit trail (3-quotes) or manual paper trail (traditional tender)

Yes. Buyers create an account to start a supplier evaluation, and suppliers complete a quick registration if they’re new to the platform.

Absolutely. You control which suppliers are included in your evaluation. You can select from existing suppliers on the platform or add new ones.

Yes. One of the key features of Proco is the ability to weigh what matters most to you. You can prioritise:

• Experience (proven track record in similar environments)
• Expertise (technical strength and service capability)
• Customer Service (responsiveness and day-to-day communication)
• Service Reliability (continuity, replacements, stock availability, HSE discipline)
• Pricing (clear, comparable value for money)

To define what you need, you’ll specify:

• Your service area (cleaning, grounds & landscaping, security, or catering)
• The scope and key service components
• The contract value and duration

Yes. At the end of the journey, you receive a full audit-ready evaluation report that documents:

• Which suppliers are genuinely capable
• How they compare in real-world performance
• How their pricing stacks up on a like-for-like basis
• How each option aligns with what your organisation values most

Proco takes data security and privacy seriously. By using the platform, you agree to the processing of your personal data in accordance with our Privacy Policy.

Yes, that’s exactly who Proco is designed for. Most mid-sized organisations don’t have dedicated procurement teams—they have busy operational staff trying to keep things running. Proco simplifies the supplier selection process for these organizations with a guided digital journey and minimal time investment.

You’re supported throughout the process by a matchmaking expert via in-platform chat. If you have questions about defining your requirements, evaluating suppliers, or interpreting results, help is available directly in the platform. You can also reach us at [email protected] or +27 (0) 21 565 0401.

You can reach us in several ways:

• Email: [email protected]
• Phone: +27 (0) 21 565 0401

Website: Visit our Contact page or use the “Talk to us about a service opportunity” button

Yes. You can take our free 60-second Supplier Check to see how Proco compares to your current approach, and then view our Pricing page for more details. You can also talk directly with our team to discuss your specific needs.