Facilities Management Shared Learning Seminar How the National Procurement Service Can Help Welsh public services to improve their Facilities Management 1 st 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 Feedback Service Provision of contracts & demand management advice Wider public sector including Welsh Government
Governance Diagram of NPS Accountability Public Service Stronger Leadership Group accountability Welsh for members of Ministers Procurement PSLG Procurement Board to report Board sector progress National Procurement Service Welsh Board Government Officials Director NPS – Chairs NPS Delivery Board
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 Plant & Tool Furniture & Construction Hire/ Hard FM Soft FM Fittings Materials Purchase Plant & Cons Cleaning & Janitorial Quarry & Equip Suppliers M&E PPM Office Furniture Services Aggregates Inc. Grounds Maintenance Equip Cleaning & Janitorial Building Material Supplies Suppliers Civil Engineering Equip Suppliers M&E Reactive Flooring & Fittings Maintenance Power & Hand Tool Catering Services Suppliers (Non-Food) Electrical & Mechanical Definitions: Wholesalers Soft FM – Management of non-technical services within an estate, usually with high customer focused output. Security Services Specialist Construction Materials Hard FM – Management of technical services within an estate, for buildings and equipment, usually including mechanical/ electrical maintenance and building fabric. Grounds Maintenance Supplies Street Lighting & Furniture
C&FM Current Projects: Framework Tenders for • Building Materials • Furniture • FM • Supplier Event June 11 th 2014
The National Procurement Service for Wales Facilities Management: how the National Procurement Service can help Welsh public services to improve their Facilities Management (Restricted) C&FM - North Wales Event FM Overview
Overview of Facilities Management Number of Services Total Facilities Management Provider Managing Agent Bundled Service Provider Single Service Supplier Delivery Management (Restricted) C&FM - North Wales Event FM Overview
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 (Restricted) C&FM - North Wales Event FM Overview
Major TFM Players. (Restricted) C&FM - North Wales Event FM Overview
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. . (Restricted) 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 What are ‘Soft’ and ‘Hard’ FM Services? within an estate for buildings and equipment, usually including mechanical/ electrical (Source : CCS and MITIE MoJ) maintenance and building fabric. Soft FM Hard FM Cleaning & Janitorial Catering (Non Food) M&E Services Building Fabric HV Equipment Re-Lamping Maintenance Cleaning & Janitorial Fire & Security Security Services Access Control BMS Supplies AC & Chillers Waste Management Lift Maintenance Grounds Maintenance UPS PAT & Fixed Wire Reception Services Pest Control Water Treatment Stat Inspections Testing Reprographics Locksmiths Doors & Barriers AV Equipment Mail Services Room Booking Porterage Catering Equipment Clocks Asbestos Control Systems Red denotes out of scope C&FM - North Wales Event FM Overview
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. (Restricted) C&FM - North Wales Event FM Overview
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. (Restricted) C&FM - North Wales Event FM Overview
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 Deliver Community Benefits efficiencies (Restricted) C&FM - North Wales Event FM Overview
NPS FM ‘All Wales’ Framework Timelines. May 14 • Establish FM Monthly Category Forum. . • Issue PIN. July 14 • Issue OJEU Notice. Nov 14 • Contract Award Notice – Framework „Goes Live‟ May 15 (Restricted) C&FM - North Wales Event FM Overview
Outsourced FM – Why Engage? v Things to Look Out For! Why Engage? Things to Look Out For! Low bids based on assumptions followed by clawing Helps Organisation concentrate on Core Business. back losses. Start of any FM outsourced contract will have a „settling Reduces administration and management of multi in‟ period. suppliers and employees. Single point of contact approach. Day to day issues will occur but is how provider and client deal with them. Can deliver effective management of an organisations Responsive Helpdesk is a must. assets. V Can enhance the skills of people within the FM sector Control reactive spend and have a three quotes and provide identifiable and meaningful career options. approach. Encourages innovation and new processes. Be clear on actual self delivered v sub-contracted ratio. Robust contract with KPI‟s, penalty clauses and savings Helps integration associated with change, post- merger or acquisition. target. Helps business continuity. 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 Lower bid price, fixed costings and risk transfer. provider. (Restricted) C&FM - North Wales Event FM Overview 21
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