Proco Glossary

A cleaning method that uses friction-based materials like scouring pads or powders to remove tough stains and deposits from hard surfaces.

A system that regulates who can enter or exit a building or restricted area, using methods such as key cards, biometrics, or PIN codes.

The formal evaluation and comparison of supplier proposals against predetermined criteria to identify the most suitable candidate for a contract.

The process of perforating soil with small holes to allow air, water, and nutrients to penetrate grass roots and promote healthier turf growth.

Security services that operate outside of regular business hours, covering evenings, weekends, and public holidays.

A service that continuously watches over a property’s alarm system and dispatches a response when a triggered alert is confirmed.

The policies and procedures in place to identify, communicate, and control food allergens to protect individuals with dietary sensitivities.

A chemical substance designed to kill or inhibit the growth of bacteria, commonly used in sanitising sprays and surface cleaners.

The professional cultivation, management, and study of trees, shrubs, and other woody plants in a built or natural environment.

A rapid-reaction security service in which trained, armed personnel are dispatched to a property following an alarm activation or emergency call.

A motorised floor-cleaning machine that simultaneously dispenses cleaning solution, scrubs the floor, and vacuums up dirty water.

An official notification sent to a supplier confirming they have been selected as the preferred provider following a procurement process.

A South African legislative framework that promotes economic participation by previously disadvantaged groups, often a scoring factor in procurement decisions.

Large-scale food service for formal events, typically involving multi-course meals with coordinated table service and presentation.

The preparation of food in large quantities at one time, allowing for efficient service across meal periods while maintaining quality and consistency.

The process of clearing, amending, and shaping garden beds before planting, including soil improvement and weed barrier installation.

The practice of comparing a supplier’s pricing, service levels, or performance against industry standards or competitors to assess value.

The planning, procurement, and service of hot and cold drinks, including coffee, tea, juices, and water, in a catering operation.

A formal offer submitted by a supplier in response to a request for proposal or tender, detailing their solution, pricing, and capability.

A structured scoring tool that weights and rates supplier proposals across criteria such as price, quality, experience, and compliance.

Specialised cleaning that deals with the safe removal and disposal of biological contaminants such as blood, bodily fluids, or chemical spills.

An identity verification system that uses unique physical characteristics — such as fingerprints, facial recognition, or iris scans — to grant or deny entry.

The rapid cooling of cooked food to a safe storage temperature to prevent bacterial growth and extend shelf life.

A small video recording device worn by security personnel to capture interactions and incidents for evidence and accountability purposes.

A physical barrier arm installed at vehicle entry points that is raised or lowered to control traffic access to a property.

An irrigation system that draws water from an underground source, reducing reliance on municipal water supplies for landscape maintenance.

A self-service food presentation format where dishes are displayed on a serving counter and guests select their own portions.

A floor maintenance process that uses a rotary machine with a soft pad to restore shine and smoothness to hard floor surfaces.

A high-speed polishing technique applied to sealed hard floors to produce a high-gloss, mirror-like finish.

The care and shaping of tree crowns to control light, improve air circulation, and reduce the risk of falling branches.

An on-site dining facility, typically within a workplace or institution, where meals and refreshments are prepared and served to staff or students.

A detailed document outlining the menu requirements, dietary standards, service style, and quality expectations for a catering contract.

A video surveillance system that uses cameras to monitor and record activity in and around a premises for security purposes.

The specified proportion at which a concentrated cleaning chemical is mixed with water to ensure safe and effective use.

The unbroken sequence of temperature-controlled storage and transportation required to keep perishable food safe from supplier to consumer.

A hygiene management system where cleaning cloths, mops, and equipment are assigned specific colours for designated areas to prevent cross-contamination.

The financial and business conditions of a contract, including pricing structure, payment terms, escalation clauses, and penalties.

The adherence to laws, regulations, internal policies, and contractual obligations throughout the sourcing and contracting process.

Decomposed organic matter used as a soil amendment to improve structure, fertility, and moisture retention in garden beds and lawns.

Disposable supplies used in daily cleaning operations, such as toilet paper, hand soap, paper towels, and bin liners.

Outsourced food service management where an external company operates the kitchen and dining facilities on behalf of the client organisation.

The ongoing administration of a signed agreement, including monitoring supplier performance, managing variations, and enforcing terms.

The defined duration for which a service agreement is valid, including any options for renewal or extension.

A centralised facility where security personnel monitor live camera feeds, alarm signals, and communication channels around the clock.

A catering system where food is fully cooked, rapidly chilled, stored under refrigeration, and reheated for service at a later time.

A traditional catering model where food is prepared, cooked, and served to consumers within the same meal period.

The total expenditure — including ingredients, labour, and overheads — divided by the number of meals served, used to benchmark catering efficiency.

An assessment that compares the total costs of a procurement decision against the expected benefits and value it will deliver.

A security strategy that uses building layout, lighting, landscaping, and sightlines to reduce opportunities for criminal activity.

The unintended transfer of harmful bacteria or substances from one surface or area to another, typically due to improper cleaning practices.

The planning and execution of measures to safely control large gatherings of people at events, entrances, or public spaces.

The protection of physical access points — such as server rooms and network cabinets — that connect to an organisation’s digital infrastructure.

A cleaning schedule carried out during regular business hours, allowing staff to address spills and maintain facilities in real time.

An intensive, periodic cleaning process that targets areas not covered by daily routines, including behind equipment, inside vents, and high-touch surfaces.

A chemical cleaning product formulated to dissolve and remove grease, oil, and fat residues from surfaces such as kitchen equipment and floors.

The process of removing mineral deposits (limescale) that build up inside kettles, taps, showerheads, and other water-contact surfaces.

A chemical agent used on surfaces to destroy or inactivate disease-causing microorganisms, distinct from general-purpose cleaners.

A water-efficient irrigation method that delivers water directly to plant root zones through a network of tubing and emitters.

The investigation and verification of a supplier’s financial stability, legal standing, capacity, and track record before awarding a contract.

A secret signal or code word used by security personnel or staff to discreetly indicate they are under threat or coercion.

Proactive measures such as matting systems, electrostatic dusting, and air filtration designed to reduce airborne and settled dust in a facility.

The maintenance of clean, defined borders between lawns, garden beds, pathways, and other landscape features.

The cleaning of white, powdery salt deposits that appear on brick, concrete, or stone surfaces due to moisture migration.

A perimeter security measure that delivers a non-lethal electric shock to deter intruders, typically installed atop walls or fences.

A disinfection method that applies an electrically charged mist to surfaces, providing even and comprehensive antimicrobial coverage.

A documented procedure that outlines escape routes, assembly points, and responsibilities in the event of a fire, bomb threat, or other emergency.

A carpet-cleaning technique where a polymer-based chemical surrounds and crystallises dirt particles, which are then removed by vacuuming.

Techniques and materials used to prevent soil loss from wind or water, including retaining walls, ground cover planting, and geotextiles.

A contractual provision that allows for agreed price adjustments over the contract period, typically linked to inflation indices such as CPI.

Temporary security services deployed for specific occasions such as conferences, sports events, or corporate functions.

A preliminary submission from potential suppliers indicating their willingness and general capability to participate in a procurement process.

A scheduled plan for applying nutrients to lawns and plants at optimal times to support healthy growth throughout the year.

An inventory management principle ensuring that the oldest stock is used first, reducing waste and maintaining food freshness.

An integrated network of smoke detectors, heat sensors, and alarms designed to identify and alert occupants to a fire as early as possible.

A contract where the agreed price remains constant for the duration of the agreement, regardless of changes in the supplier’s costs.

The application of a protective chemical coating to porous flooring materials to prevent staining, moisture penetration, and wear.

The ratio of ingredient costs to the revenue generated from food sales, a key indicator of catering profitability.

A formal qualification demonstrating that a food handler has been trained in safe food preparation, storage, and service practices.

A structured set of policies and procedures — often based on HACCP principles — that ensures food is handled safely at every stage.

A pre-agreed arrangement with one or more suppliers that sets the terms under which individual orders or call-offs can be placed.

The customer-facing areas of a catering operation, including the dining room, serving counters, and reception — where presentation and service quality are visible.

Routine upkeep activities including mowing, weeding, pruning, edging, and litter removal to keep outdoor areas neat and functional.

The decorative finishing of a dish with edible items such as herbs, sauces, or vegetables to enhance its visual appeal before serving.

A staffed security checkpoint at a property entrance where visitors and vehicles are screened, logged, and granted or denied access.

The use of environmentally responsible cleaning products and methods that minimise harm to human health and the natural environment.

The targeted removal of dirt, mould, and discolouration from the cement-based lines between tiles, often requiring specialised tools or chemicals.

A technology that tracks and verifies security guards’ patrol routes and checkpoint visits to ensure consistent coverage of a premises.

A systematic food safety framework that identifies potential hazards in food production and establishes controls to prevent them.

Food that is prepared and processed in accordance with Islamic dietary law, including specific requirements for animal slaughter and ingredient sourcing.

The non-living elements of a landscape design, such as pathways, retaining walls, patios, fences, and built structures.

The number of people expected to be catered for at a given meal period, used for planning quantities and staffing levels.

The regular cutting and shaping of hedgerows and shrubs to maintain a neat appearance and encourage dense, healthy growth.

A chemical product used to control or eliminate unwanted plants and weeds without damaging desired vegetation when applied correctly.

Cleaning tasks performed above normal reach, typically involving ceilings, light fittings, air ducts, and elevated structural elements.

The provision of refreshments, reception catering, and guest services for meetings, events, and corporate visitors.

A deep carpet-cleaning method that injects hot water and cleaning solution into carpet fibres and immediately extracts the dirty water.

A formal inspection that evaluates the cleanliness, hygiene standards, and compliance of a facility against defined benchmarks.

A formal written record of a security event, capturing details such as time, location, persons involved, and actions taken.

An environmentally sensitive approach to pest control that combines biological, cultural, physical, and chemical methods to minimise risk.

Electronic systems — such as motion sensors, beam barriers, and glass-break detectors — that identify unauthorised entry into a protected area.

A formal document issued to potential suppliers requesting them to submit detailed proposals and pricing for a defined scope of work.

An assessment of an irrigation system’s efficiency, identifying leaks, coverage gaps, and opportunities to reduce water consumption.

General building maintenance and cleaning services that cover routine tasks such as mopping, vacuuming, waste removal, and restroom upkeep.

A service where a security company securely stores a client’s keys and dispatches personnel to lock or unlock premises or respond to alarms.

A specific, measurable target used to evaluate whether a supplier is meeting the agreed service standards under a contract.

An inspection of a catering kitchen to assess compliance with food safety standards, hygiene practices, and equipment maintenance.

Food that complies with Jewish dietary laws, including restrictions on certain animal products and requirements for preparation and separation.

A comprehensive assessment of a property’s outdoor areas, evaluating plant health, irrigation efficiency, hardscape condition, and overall appearance.

The planning and arrangement of outdoor spaces, incorporating planting, hardscaping, water features, and functional zones for aesthetic and practical purposes.

The process of restoring a damaged or deteriorated lawn through overseeding, fertilisation, topdressing, and targeted weed and pest control.

The period between placing an order or issuing an instruction and the supplier’s delivery or commencement of the service.

An analysis that considers all costs associated with a product or service over its entire useful life, not just the initial purchase price.

The deployment of trained security officers to a site to provide a visible deterrent, access control, and on-the-ground incident response.

An informal, pre-procurement engagement with potential suppliers to understand market conditions, capabilities, and pricing before issuing a formal tender.

A document that provides detailed safety, handling, storage, and emergency information for each chemical product used on site.

A financial contribution made by an employer towards the cost of staff meals, reducing the price paid by employees in a workplace canteen.

A rotating schedule of daily menus planned over a set number of weeks to provide variety and balanced nutrition over time.

A synthetic fabric with ultra-fine fibres that captures and holds dust, dirt, and bacteria more effectively than traditional cotton cloths.

The application of organic or inorganic material over soil surfaces to conserve moisture, suppress weeds, and regulate soil temperature.

The process of discussing and agreeing on contract terms — such as price, scope, and conditions — between a buyer and a preferred supplier.

A legal contract that prevents parties from sharing confidential information exchanged during a procurement or business engagement.

The assessment of a dish or menu’s nutritional content — including calories, macronutrients, and allergens — to meet dietary guidelines.

The discipline focused on identifying and controlling workplace environmental hazards, including exposure to cleaning chemicals and airborne particles.

Spreading grass seed over an existing lawn to fill in bare patches, improve density, and introduce more resilient grass varieties.

A discreet, manually activated alarm device that sends an immediate distress signal to a control room or armed response unit.

A security service in which officers travel between multiple sites by vehicle to conduct checks, deter crime, and respond to incidents.

The combination of physical barriers, surveillance, and detection systems used to protect the outer boundary of a property.

Scheduled cleaning tasks performed at set intervals — weekly, monthly, or quarterly — that go beyond daily maintenance routines.

The management and treatment of insects, rodents, and other organisms that damage lawns, plants, and outdoor structures.

A plan that details which plant species are to be installed, in what quantities, and at which locations across a property.

The practice of serving consistent, pre-determined quantities of food to manage costs, reduce waste, and meet nutritional standards.

A specialised clean-up carried out after building or renovation work to remove construction dust, debris, and protective coverings.

A vendor that has been pre-approved or specifically selected by an organisation based on demonstrated capability, price, and reliability.

The use of high-pressure water jets to clean exterior surfaces such as paving, walls, driveways, and building facades.

The South African statutory body that regulates the private security industry, ensuring companies and personnel meet legal standards.

An organisation’s formal rules governing how goods and services are sourced, evaluated, and contracted to ensure fairness, transparency, and value.

A high-level plan that defines how an organisation will approach the market to secure the goods and services it needs.

The selective removal of plant parts — branches, buds, or roots — to improve structure, health, flowering, or fruit production.

The collection and storage of rainwater from rooftops or surfaces for later use in irrigation and landscape maintenance.

A preliminary enquiry sent to the market to gather general information about supplier capabilities and solutions before a formal tender.

A formal document inviting suppliers to submit a detailed proposal that addresses a specific need, including methodology, pricing, and experience.

A procurement document used when the requirement is clearly defined and the buyer is primarily seeking competitive pricing from suppliers.

A structured approach to maintaining sanitary restroom conditions, covering cleaning schedules, consumable replenishment, and odour control.

A structure designed to hold back soil on a slope, preventing erosion and creating usable flat areas within a landscape.

A systematic evaluation of a property or operation to identify vulnerabilities, threats, and the measures needed to mitigate them.

A physical underground panel installed to prevent tree roots from damaging foundations, paving, or underground services.

The process of reducing the number of microorganisms on a surface to a safe level as determined by public health standards.

A smaller, secondary food preparation or serving area located away from the main kitchen, typically closer to the dining or event space.

A detailed document specifying exactly which areas, tasks, frequencies, and standards a cleaning contractor is required to deliver.

A comprehensive description of the deliverables, responsibilities, timelines, and standards expected from a supplier under a contract.

The practice of changing flower beds and container displays according to the season to maintain year-round visual appeal.

The formal vetting and approval of an individual to access classified information or restricted areas, based on background checks.

The classification of a security guard’s level of training and authorisation, as defined by PSIRA regulations in South Africa.

A centralised unit that integrates personnel, technology, and processes to monitor, analyse, and respond to security threats in real time.

A documented set of rules and procedures that define how an organisation manages and enforces its security measures.

A formal agreement that defines the measurable performance standards — such as meal quality, service times, and hygiene scores — a caterer must achieve.

A documented agreement that specifies the measurable performance standards a supplier must consistently achieve during the contract term.

A procurement approach where a contract is awarded to a specific supplier without competitive bidding, typically justified by unique capability or urgency.

The removal of vegetation, debris, and obstacles from a piece of land in preparation for construction or new landscaping.

A measure of how much grip a floor surface provides underfoot, critical for safety compliance after cleaning or polishing.

The people-driven, non-technical services that support a building’s operations, including cleaning, catering, security, and landscaping.

The living, horticultural elements of a landscape, including lawns, trees, shrubs, flowers, ground covers, and other plant material.

Laboratory analysis of a soil sample to determine its pH, nutrient content, and composition, guiding fertilisation and planting decisions.

A cooking technique in which food is vacuum-sealed and cooked at a precisely controlled low temperature in a water bath for consistent results.

A detailed technical or operational description of what is required from a product or service, forming the basis for supplier proposals.

The specialised maintenance of grass surfaces on sports fields, including mowing, aeration, irrigation, and line marking to professional standards.

The targeted treatment of individual stains or marks on carpets, upholstery, or surfaces rather than cleaning the entire area.

Daily meal provision for a client’s employees, typically including breakfast, lunch, and tea-time service in an on-site canteen.

Any individual or group with an interest in or influence over a procurement decision, including end users, finance teams, and management.

Security officers stationed at a fixed point — such as a reception, gate, or lobby — rather than patrolling on foot or by vehicle.

A chemical-free cleaning method that uses high-temperature steam to sanitise surfaces and remove dirt, grease, and bacteria.

The systematic arrangement and use of food inventory so that older items are consumed before newer deliveries, reducing spoilage.

The planning and infrastructure used to control the flow of rainwater runoff on a property, preventing flooding and erosion.

A floor maintenance process that removes old layers of floor polish, then applies fresh sealant to restore protection and appearance.

A curated register of vetted and approved suppliers that an organisation can draw from when procuring goods or services.

An intelligent process — such as the one offered by Proco — that pairs buyers with suitable suppliers based on structured evaluation and data-backed comparison.

The ongoing observation of people, places, or activities using cameras, sensors, or personnel to detect and deter threats.

A structured sampling event where stakeholders evaluate proposed menu items for flavour, presentation, and suitability before awarding a catering contract.

A daily record of food storage and cooking temperatures maintained for compliance with food safety regulations and audit purposes.

The process of clearing the layer of dead grass and organic matter that accumulates between the soil surface and living turf.

Surveillance technology that detects heat signatures from people, animals, or vehicles, enabling monitoring in complete darkness or adverse weather.

The application of a thin layer of soil, sand, or compost over a lawn to improve soil quality and level uneven surfaces.

The complete cost of a product or service over its lifecycle, including purchase price, operating expenses, maintenance, and disposal.

A structured programme for moving from one supplier to another, covering timelines, handover activities, staff transfers, and risk mitigation.

The controlled cutting down of a tree, typically performed by a qualified arborist and often requiring municipal permission.

The laying of pre-grown grass rolls (instant lawn) to establish a new lawn surface quickly and uniformly.

A rotating gate mechanism that allows one person to pass at a time, used to control and count pedestrian access at entry points.

A security protocol requiring two authorised individuals to be present when accessing high-value or sensitive areas.

The optimal balance of quality and cost that delivers the best overall outcome relative to the price paid, not simply the lowest bid.

The inspection of vehicles entering a secured premises, which may include under-body mirrors, boot checks, or automated scanning.

The supply and management of automated machines that dispense snacks, beverages, or fresh food in workplaces and public areas.

A process or software platform used to register, track, and manage visitors entering a secured facility.

A detailed examination of a site’s physical and procedural weaknesses to determine where security improvements are needed.

The tracking, reduction, and responsible disposal of food waste generated by a catering operation, including composting and recycling initiatives.

A design approach that selects drought-tolerant plants and efficient irrigation to minimise water usage while maintaining an attractive landscape.

The systematic management of unwanted plant species through manual removal, herbicide application, or preventive ground-cover strategies.

Separate storage areas in a commercial kitchen — one for chilled and frozen goods (wet) and one for ambient, shelf-stable items (dry).

The interior and exterior cleaning of glass surfaces, including windows, glass partitions, and facades, often requiring specialised equipment at height.

A landscaping philosophy that reduces or eliminates the need for supplemental irrigation by using native and drought-adapted plants.