Facilities Management Shared Learning Seminar
How the National Procurement Service
Can Help Welsh public services to improve their
Facilities Management
1st May 2014
(Restricted)
Overview of the
National Procurement Service
(Restricted)
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)
Interaction
Value Wales
Policy standards, monitoring, supporting
capability development
National Procurement
Service
Provision of contracts & demand
management advice
Wider public sector including Welsh Government
Feedback
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
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
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
Overview of
Construction
&
Facilities Management Category
Scope
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.
Plant & Tool
Hire/
Purchase
Hard FM
Plant & Cons
Equip Suppliers
Inc. Grounds
Maintenance Equip
Civil Engineering
Equip Suppliers
Cleaning & Janitorial
Services
Cleaning & Janitorial
Supplies
M&E PPM
M&E Reactive
Maintenance
Furniture &
Fittings
Construction
Materials
Catering Services
(Non-Food)
Power & Hand Tool
Suppliers
Quarry &
Aggregates
Building Material
Suppliers
Office Furniture
Flooring & Fittings
Specialist Construction
Materials
Grounds Maintenance
Supplies
Soft FM
Security Services
Electrical & Mechanical
Wholesalers
Street Lighting &
Furniture
C&FM Current Projects: Framework Tenders for • Building Materials • Furniture • FM
• Supplier Event June 11th 2014
The National Procurement Service for Wales
Facilities Management: how the National
Procurement Service can help Welsh public
services to improve their Facilities Management
C&FM - North Wales Event FM Overview
(Restricted)
(Restricted)
Overview of Facilities Management
C&FM - North Wales Event FM Overview
Num
be
r o
f S
erv
ices
Delivery Management
Managing
Agent
Total Facilities
Management
Provider
Bundled Service Provider
Single Service Supplier
(Restricted)
Total Facilities Management (TFM).
C&FM - North Wales Event FM Overview
• 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
Major TFM Players.
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C&FM - North Wales Event FM Overview
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Future Trends.
C&FM - North Wales Event FM Overview
• 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.
.
What are ‘Soft’ and ‘Hard’ FM Services?
C&FM - North Wales Event FM Overview
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
Cleaning & Janitorial
Services M&E
Maintenance
Cleaning & Janitorial
Supplies
Catering (Non Food)
Grounds Maintenance
Security Services
Pest Control
Waste Management
Reception Services
Mail Services Reprographics
Room Booking
Systems
Hard FM
Building Fabric
Fire & Security
Access Control
UPS
Lift Maintenance
Water Treatment
Stat Inspections
Locksmiths
Doors & Barriers
Catering Equipment
Clocks
Re-Lamping
BMS
AC & Chillers
PAT & Fixed Wire
Testing
AV Equipment
Asbestos Control
Porterage
(Source : CCS and MITIE MoJ)
Red denotes out of scope
HV Equipment
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Monthly Category Forum.
C&FM - North Wales Event FM Overview
• 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.
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All Wales FM Framework – Initial Structure
C&FM - North Wales Event FM Overview
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.
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NPS and ‘All Wales’ FM Framework
C&FM - North Wales Event FM Overview
What are NPS looking to achieve?
Value for money and cost
efficiencies Deliver Community Benefits
Utilisation of SMEs
Quality of Service &
Meeting needs of customer
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NPS FM ‘All Wales’ Framework Timelines.
C&FM - North Wales Event FM Overview
. May 14 • Establish FM Monthly Category Forum.
July 14 • Issue PIN.
Nov 14 • Issue OJEU Notice.
• Contract Award Notice – Framework „Goes Live‟
May 15
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Outsourced FM – Why Engage? v Things to Look Out
For!
21 C&FM - North Wales Event FM Overview
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.
Helps integration associated with change, post- merger
or acquisition.
Helps business continuity.
Lower bid price, fixed costings and risk transfer.
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.
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.
Contact number: 0300 790 0170 Email: [email protected] Website: www.npswales.gov.uk
Any Questions?
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22
Construction and FM Supplier Event - Next Actions Timeline
C&FM - North Wales Event FM Overview
Thank you
Diolch
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