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Facilities Management Services

Contract ID: RM1056

Start Date: 28/07/2015

End Date: 27/07/2019

Description

This agreement is for the provision of Total Facilities Management (TFM) and offers a full range of hard and soft FM services through 3 lots:

  • Lot 1: Total Facilities Management consists of a multi-supplier lot incorporating all facilities management services from maintenance and building fabric repairs to security, cleaning, catering and waste management, all delivered by a single supplier.
  • Lot 2: Hard Facilities Management consists of a multi-supplier lot incorporating a range of hard services including maintenance and building fabric repairs, mechanical and electrical services and landscaping.
  • Lot 3: Soft Facilities Management consists of a multi-supplier lot incorporating a range of soft services including catering, cleaning, security and waste management which support the day to day operation of a property.

A complete list of available services is available in the Quick Access Guide on the Service Lot Matrix located in the Documents Tab.

The agreement is fully mandated for use across central government but is also available to all wider public sector organisations throughout mainland UK and Northern Ireland.

User guides:

We have produced a comprehensive set of user guidance documents and templates for both self-service and managed service customers. To access these read our customer information

The how to access guide will help you to find and download the guidance for both self-service and managed services.

NEC3 Term Service Contract:

This agreement is based on the NEC3 Term Service Contract. Guidance on using the NEC terms and other supplemental materials can be found here.

Compliance checking:

Guidance on compliance checking of supplier trade codes and rates can be found here.

Maximum Framework Rates:

For access to the maximum supplier rates set at framework level, please contact the FM Call Off Team here.

Benefits

  • Suppliers are contractually bound to provide a significant amount of management information (MI) in a consistent manner. This will provide you with detailed spend and performance data to support both the operational and strategic management of contracts and suppliers. It will also allow for the benchmarking of cost and performance across the public sector estate.
  • This enhanced MI provides the ability to understand and identify good performance across the supplier base.
  • Reduced fees for poor performance meaning that poor performance will result in reduced payments to the suppliers.
  • Value for money is gained through better management of cost and performance data.
  • NEC3 Term Services Contract is the form of contract to be used for call-off contracts; it includes 10 key performance indicators including one for innovation/gain share.
  • The provision of an end-to-end FM managed service for central government customers.
  • A consistent approach to specifications, a common set of service level requirements and standards, a standard set of terms and conditions, scope and key performance indicators.
  • Simplified (and significantly shorter) procurement process than undertaking separate OJEU exercises.
  • Savings in the region of 15% through better buying, leverage, aggregation and standardisation.
  • Addresses sustainability issues by incorporating the Government Buying Standards, energy efficiency, water consumption and waste minimisation.
  • Specialist suppliers available in lots.
  • Total FM is delivered through one supplier for all FM services and management of those services.
  • Sufficient breadth of suppliers to facilitate best-value solutions.
  • Less dominant suppliers have secured a place which enables growth in the supplier base.
  • UK wide national capability.

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Access

To access the agreement, please first read the customer information pack and call-off terms and conditions. For access to detailed customer guidance packs, please access our eSourcing tool.

Further competition

All call-off contracts should be awarded via a further competition process.

Central government

If you are a central government customer, we will manage the further competition process on your behalf.

Wider public sector

If you are a wider public sector customer, you should manage the further competition process in accordance with the self service guidance pack which is available on our eSourcing tool. Please also let us know if you are planning to run a further competition by emailing FMCM[at]crowncommercial.gov[dot]uk

eSourcing tool

Full details of how to register for and use the eSourcing tool can be found here

To run a further competition you must issue an RFX to all service providers on your chosen lot by inviting them to submit proposals.

The RFX should:

  • Specify a fixed time limit for submission of proposals (the time limit should be of sufficient duration to allow proposals to be submitted, taking into account factors such as the complexity of the services, the requirement and the time needed to compile and submit a proposal).
  • Seek proposals for fulfilling the requirement, including agreement to any special terms proposed by you.
  • Contain a copy of the order form, completed as if it were the order to be placed.
  • State if a reverse auction is to be held.

You should then evaluate the proposals received and notify all invited service providers of the outcome.

Place the resulting order with the service provider who has submitted the most economically advantageous tender.

The evaluation criteria must match those used when suppliers tendered for the agreement and be grouped as quality and cost. At framework level, these criteria were weighted as 50/50. At call-off, you have the freedom to weight as heavily as 90/10 in favour of each. Sub-criteria can be placed under the headings quality and cost, specific to your requirements.

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Savings

Under the terms of the agreement, the maximum framework rates are fixed for a period of two years from the commencement date.

Savings are expected to be in the region of 15% through better buying, leverage, aggregation and standardisation.

To demonstrate cash savings associated with use of the agreement, we identify actual rates paid by customers for work carried out using the previous Crown Commercial Service Facilities Management framework agreement and other routes to market (i.e. open full-OJEU procurement) and compare prices of key headline services such as catering, cleaning and security to baselines established for 2014/15 period. In the case of central government departments under management, we will create individual baselines, tailored to each specific department.

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Background

Previously, FM contracts and services were managed by each department and organisation autonomously. An FM strategy was developed by the Government Property Unit and Crown Commercial Service, in collaboration with central government departments and their arm’s length bodies. This led to a proposal to establish a centralised FM Contracting Model (“FMCM”) which was approved by PEX(ER) in December 2012. The establishment of this agreement is part of establishing the wider FMCM.

The new agreement has enabled us to combine two former offerings, Facilities Management (RM708) and NHS Building, Engineering and Maintenance Services, into one agreement, offering a complete Total FM solution and a complete range of hard and soft FM services across 3 lots. This new contracting model is intended to enable the UK public sector to act as one, and improve the management of the service it is receiving whilst simultaneously maximising value for money.

We conducted extensive market engagement throughout autumn/winter 2013 to give stakeholders the opportunity to comment on the strategy and input into the proposed contracting model. This included the following trade bodies:

  • British Institute of Facilities Management (BIFM)
  • British Hospitality Association (BHA)
  • Business Services Association (BSA)
  • Building Services Research & Information Association (BSRIA)
  • Chartered Institute of Public Finance & Accountancy (CIPFA)
  • Facilities Management Association (FMA)
  • New Engineering Contract (NEC)
  • Royal Institution of Chartered Surveyors (RICS)
  • Waste & Resources Action Programme (WRAP)

We also held a number of conferences and webinars for interested suppliers to provide an overview of the proposed strategy and contracting model and explain how they could bid.

One to one sessions gave suppliers the opportunity to feedback on the proposed model in a confidential environment. We also invited suppliers to feedback on the proposed contracting model via a short questionnaire.

A further supplier event was held in August 2014 to brief potential providers on the imminent publication of the contract notice.  This was followed up with a bidders event to brief potential providers on the specification, commercial pricing model and to answer queries on content in an open environment.

Bidders were subject to stringent financial checks and were required to ensure the financial viability of all appointed bidders.

Evaluation of award question responses was performed by stakeholders from various stakeholder government departments. Evaluators were nominated by the Public Sector Facilities Management Board.

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Lot details

Lot Number Lot Name Lot Category Number of Suppliers Contract Expiry
All suppliers 19 - click here to view suppliers
1 Total Facilities Management Property 10 - click here to view suppliers 27/07/2019
2 Hard Facilities Management Property 10 - click here to view suppliers 27/07/2019
3 Soft Facilities Management Property 10 - click here to view suppliers 27/07/2019

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Framework Manager Contact Details

info@crowncommercial.gov.uk

0345 410 2222

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