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Facilities Management

Contract ID: RM708

Start Date: 28/07/2010

End Date: 27/07/2014

Description

Closed Loop

The Closed Loop initiative for paper recycling is being considered for all future facilities management frameworks to improve sustainability and yield the commercial value of government waste paper. Find out more

New Facilities Management Contracting Model

A Prior Information Notice (PIN) for the establishment of a new contracting model for Facilities Management has been published and can be viewed here. This contracting model will replace the existing framework for Facilities Management (RM708) which is due to expire on 27 July 2014. Interested suppliers can find out more here

 

The current Facilities Management framework provides a wide variety of 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

  • 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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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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Lot details

Lot Number Lot Name Lot Category Number of Suppliers Contract Expiry
All Lots Facilities Management Property 8 - click here to view suppliers 27/07/2014

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Framework Manager Contact Details

Graham Threlfall

property@ccs.gsi.gov.uk

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