Facilities Management Shared Learning Seminar

Transcription

1 Facilities Management Shared Learning Seminar How the National Procurement Service Can Help Welsh public services to improve their Facilities Management 1 st May 2014

2 Overview of the National Procurement Service

3 The National Procurement Service Launched 21 November 2013 Independent Organisation- hosted by WG Pan Public Sector For the public sector, of the public sector All Wales contracts and frameworks available to 76 member organisations Common and repetitive spend (CaRS)

4 Feedback Interaction Value Wales Policy standards, monitoring, supporting capability development National Procurement Service Provision of contracts & demand management advice Wider public sector including Welsh Government

5 Governance Diagram of NPS Accountability Public Service Leadership Group PSLG Procurement Board National Procurement Service Board Director NPS Chairs NPS Delivery Board Welsh Ministers Welsh Government Officials Stronger accountability for members of Procurement Board to report sector progress

6 The National Procurement Service: So Far. Stakeholder engagement across the Sectors Business continuity on existing Value Wales frameworks Production of Category and Sector savings plans Supplier engagement and SME Development including Community Benefits Procurement/ tenders underway across the categories Recruitment: Phase two

7 The National Procurement Service: Structure/Roles NPS is created based on a Category Management approach. 7 key categories: Construction Trades, Materials & FM (Claire Powell) Corporate Services & Utilities (Sam Perkins) Fleet (Diana Francis) IT (Richard Sharp) People Services (Sheila Powell) Professional Services (Paul Griffiths) Special Projects (Mark Gwilym) Each Category Lead is also a Sector Lead: Local Authorities: Sam Perkins, Sheila Powell & Karen Roberts

8 Overview of Construction & Facilities Management Category

9 Scope Construction Materials Plant & Tool Hire/ Purchase Soft FM Hard FM Furniture & Fittings Quarry & Aggregates Plant & Cons Equip Suppliers Inc. Grounds Maintenance Equip Cleaning & Janitorial Services M&E PPM Office Furniture Building Material Suppliers Cleaning & Janitorial Supplies Civil Engineering Equip Suppliers M&E Reactive Maintenance Flooring & Fittings Power & Hand Tool Suppliers Catering Services (Non-Food) Electrical & Mechanical Wholesalers Specialist Construction Materials Street Lighting & Furniture Security Services Grounds Maintenance Supplies Definitions: Soft FM Management of non-technical services within an estate, usually with high customer focused output. Hard FM Management of technical services within an estate, for buildings and equipment, usually including mechanical/ electrical maintenance and building fabric.

10 C&FM Current Projects: Framework Tenders for Building Materials Furniture FM Supplier Event June 11 th 2014

11 The National Procurement Service for Wales Facilities Management: how the National Procurement Service can help Welsh public services to improve their Facilities Management

12 Number of Services Overview of Facilities Management Bundled Service Provider Total Facilities Management Provider Managing Agent Single Service Supplier Delivery Management

13 Total Facilities Management (TFM). Sometimes also refered to as Integrated Facilities Management Outsourced company supplies a fixed price for all support services. Combines employed staff and managed sub-contractors. Man marks all disciplines with help desk set up. Managing Agents Third party monitors and manage performance of FM related disciplines. Bundled Service Provider This is where an organisation chooses to outsource certain services as a combined package to an FM provider. Less complex than TFM but gives some economies of scale. Single Service Provider In House team manage a series of FM related disciplines

14 Major TFM Players.

15 Future Trends. Interest in outsourcing as a hot management topic. Heavy media coverage of PFI/PPP initiatives and Increasing attention being paid to the sector by the financial community..

16 What are Soft and Hard FM Services? (Source : CCS and MITIE MoJ) Definitions: Soft FM Management of non-technical services within an estate, usually with high customer focused output. Hard FM Management of technical services within an estate for buildings and equipment, usually including mechanical/ electrical maintenance and building fabric. Soft FM Hard FM Catering (Non Food) Cleaning & Janitorial Services Building Fabric M&E Maintenance Re-Lamping HV Equipment Security Services Cleaning & Janitorial Supplies Fire & Security Access Control BMS Waste Management Grounds Maintenance UPS Lift Maintenance AC & Chillers Reception Services Pest Control Water Treatment Stat Inspections PAT & Fixed Wire Testing Reprographics Mail Services Locksmiths Doors & Barriers AV Equipment Porterage Room Booking Systems Catering Equipment Clocks Asbestos Control Red denotes out of scope

17 Monthly Category Forum. Monthly Category Forum to commence in May representing all authorities Understand appetite and requirements prior to All Wales Framework being tendered. Forum will require a Chair and also representation across all sectors. The forum will look to achieve the following:- Define and agree all disciplines required that are under FM banner. including specific and obscure disciplines. Map all authorities with suppliers used at each authority for each discipline with contract expiry of each FM related contract. Specification used at each authority for each discipline commonise where possible. No of buildings and post codes for authorities ( be mindful of closing buildings). Get as comprehensive an asset list as possible. E.g. Number of lifts. Understand specialist services and OEM suppliers. Understand PPM(Planned Preventative Maintenance) spend v reactive spend and consider thresholds if not already. Understand assets currently under warranty. Work together to understand and implement Quick Win Cost efficiencies.

18 All Wales FM Framework Initial Structure Lot 1 Total/Integrated Facilities Management. Lot 2 Hard Facilities Management. Lot 3 Soft Facilities Management. Lot 4 Soft Facilities Management Catering Services. Lot 5 - Soft Facilities Management Cleaning Services. Lot 6 - Soft Facilities Management Cleaning Supplies. Lot 7 - Soft Facilities Management Security Services. Lot 8 General and SME Marketplace. NB This structure is tentative and will be re-evaluated in line with Category Forum. Geographical Lots will be allocated to each discipline as the process evolves to tender stage.

19 NPS and All Wales FM Framework What are NPS looking to achieve? Quality of Service & Meeting needs of customer Utilisation of SMEs Value for money and cost efficiencies Deliver Community Benefits

20 NPS FM All Wales Framework Timelines. May. 14 Establish FM Monthly Category Forum. July 14 Issue PIN. Nov 14 Issue OJEU Notice. May 15 Contract Award Notice Framework Goes Live

21 Outsourced FM Why Engage? v Things to Look Out For! Why Engage? Helps Organisation concentrate on Core Business. Reduces administration and management of multi suppliers and employees. Single point of contact approach. Can deliver effective management of an organisations assets. Can enhance the skills of people within the FM sector and provide identifiable and meaningful career options. Encourages innovation and new processes. V Things to Look Out For! Low bids based on assumptions followed by clawing back losses. Start of any FM outsourced contract will have a settling in period. Day to day issues will occur but is how provider and client deal with them. Responsive Helpdesk is a must. Control reactive spend and have a three quotes approach. Be clear on actual self delivered v sub-contracted ratio. Helps integration associated with change, post- merger or acquisition. Helps business continuity. Lower bid price, fixed costings and risk transfer. Robust contract with KPI s, penalty clauses and savings target. Client to keep control of asset lists and service provision so re-tendering / in sourcing can be done well. Manage TUPE issues with outsourcing/ changing provider.

22 Construction and FM Supplier Event - Next Actions Timeline Any Questions? Contact number: nationalprocurementservice@wales.gsi.gov.uk Website:

23 Thank you Diolch