Case Study: Procurement of Hard & Soft FM Services

Project Purpose

Support the procurement of new Facilities Management contracts, to commence following the expiry of the previous Total Facilities Management (TFM) contract.

Scope

Development of a governance structure and suite of project management documents to support the implementation of the procurement of new FM Service contracts
Development of specifications, processes and procedures to the support the operation of the new contracts
Market engagement including delivering bidder briefing sessions
Development of procurement documents to support the tender and appointment of suitable professional service providers for Hard and Soft FM service, including ITT, method statement questions, price matrix, answering clarifications questions, completing the contract award documents
Development and delivery of a procurement timetable comprising open and restricted tenders across the FM service contracts
Successful delivery of the procurement process, from Tollgate 1 Stage (Planning) through to Tollgate 3 (Contract Award) to enable appointment of new service providers to deliver the service contracts
Successful appointment of seven new FM service providers, including Building Maintenance (Mechanical & Electrical and Building Fabric), Cleaning Services, Security, Lift Maintenance, Fire Risk Assessments, Water Risk Assessments and Asbestos Surveying services.

“Waltham Forest instructed OCG to carry out a review of our Facilities Management service. The team were professional, and engaged with our staff and stakeholders in a manner that meant everyone felt comfortable and at ease in discussing what works well and not so well. OCG provided regular project updates, had a flexible approach and a delivered a detailed report with improvement opportunities that everyone could understand and follow. We were very happy with the outcome and look forward to working with the team again in the future”.

Craig Egglestone – Waltham Forest Council

The Facilities team at Tower Hamlets have worked with Consultants from OCG on many different projects over the past 10 years or so. This has included Procurement support, service review, the implementation of the Corporate Landlord operating model and Asset Management software advice and services. The Consultants are professional, knowledgeable, thorough and easy to work with.

Sam Brown – London Borough of Tower Hamlets

OCG have been appointed by Croydon to support the delivery of a range of projects over the past few years. Projects have included drafting the Asset Strategy, delivering our property review programme and the delivery of capital projects. The team are diligent, professional and work with all stakeholders to deliver excellent outcomes for the Council.

Steve Wingrave – Head of Asset Management and Estates