Facilities Management Shared Learning Seminar How the National - - PowerPoint PPT Presentation

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

1st May 2014

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Overview of the National Procurement Service

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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
• rganisations
• 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)

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Overview of Facilities Management

C&FM - North Wales Event FM Overview

Number of Services Delivery Management

Managing Agent Total Facilities Management Provider Bundled Service Provider Single Service Supplier

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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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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

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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!

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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

• r 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: nationalprocurementservice@wales.gsi.gov.uk 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