Facilities Management

Contract ID: RM708

Start Date: 28/07/2010

End Date: 27/07/2014

Description

This framework provides a wide variety of facilities management services, available on a UK wide basis, encompassing the total management and provision of all the services that support the core business of an organisation.

These services can be provided as a complete package (Total Facilities Management or TFM), aggregations of individual services (bundled services) or single services.

The scope of the framework includes:

Managed Services

Health and safety management
Authorised persons and permits to work
Special needs services
Risk management
Environmental management
Business continuity management

Hard Services

Planned preventative and reactive maintenance including:

Fabric maintenance
Mechanical and electrical maintenance
Re-lamping
Fire detection systems
Lifts, hoists and conveyance systems
Security, access and intruder systems and safety film
Standby power systems
AV equipment maintenance
Television cabling
Hard landscaping maintenance
Soft landscaping maintenance
Control of asbestos
Water hygiene
Statutory inspections
Portable appliance testing
Building management system
Locksmith services
Clocks
Furniture management
Signage

Soft Services

Catering
Room booking and community lettings
Cleaning
Pest control
Waste management
Reception services
Security services
Mail services
Reprographic services

Additional Services

Space management
Statutory/compliance surveys
Change management
Best practice guidance
Move management
Condition surveys
Telecommunications
Flag flying
Chauffeur services
Fume cupboard maintenance
Document storage

Benefits
Access
Savings
Case studies
Background
Lot details
Documents
Contact

Benefits

One of the biggest benefits of outsourcing facilities management services is that it enables you to focus on your core business by ensuring that non-core activities are carried out by specialists.
Outsourcing can also deliver significant operational cost and efficiency savings by reducing the required level of management.
You can realise significant savings by procuring one large contract for various integrated services rather than a number of different contracts for single services.
The framework supports and enables key Government initiatives such as:
- Sustainable Development in Government (SDiG) targets
- Electronic Property and Information Mapping Service (ePIMS)
- Embedding Skills
- Training and Apprenticeships in Public Procurement
- Transforming Government Procurement
- High Performing Property

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Access

You should first read the guidance notes to gain an understanding of the three ways in which the framework can be accessed - Total Facilities Management (TFM), bundled services or single services.
Once you have decided on your preferred option it is recommended that you run a further competition to establish which of the contractors offers the best solution for your requirements. Part of the further competition process could be a Capability Assessment, especially where your requirement is for a single or bundled service to establish which of the contractors is capable of meeting your specific requirements.
Those that confirm their interest/capability should be invited to participate in the further competition process.

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Savings

Savings on Soft Services delivered to date amount to £6.076m.
Savings can be generated by merging all your facility management requirements into one contract and outsourcing to one of the contractors on the framework. These savings may be enhanced by letting a contract for a longer rather than a shorter period. The maximum length of contract is 7 years.
The model contract has the option to incentivise the contractor (via pricing option C of the NEC3 Term Service Contract) to encourage them to perform the contract at less than the agreed price. You should specify, via the contract, how these savings will be shared with the contractor.
The use of appropriate KPIs ensures that the cost of any under performance is met by the contractor.

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Case studies

Skills Development Scotland integrates property and facilities management services

Department for International Development saves 10% on facilities management

Integrated facilities management saves Scottish Procurement 17%

Driving Standards Agency saves 40% on facilities management

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Background

Facilities Management is the second largest overhead in many organisations. It is therefore increasingly a target for cost efficiency in ever more difficult economic conditions.

This framework seeks to satisfy, in particular, the Total Facilities Management and bundled services market, as these contracts are typically high in value and involve a relatively small number of suppliers. As opposed to the single service option where many suppliers are involved and the resulting cost of managing them can be higher.

This framework replaced the previous Property & Facilities Management Services framework which expired on 31 December 2009.

Building on that experience along with a programme of thorough research and analysis, including data gathering from primary and secondary sources; market research on 25 leading facilities management service providers; requests for information from existing and potential customers and service providers; customer and supplier feedback meetings; and RFP (Request for Proposal) consultations the overall strategy was developed.

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