Facilities Management Review The journey so far West Midlands Property Alliance Conference 5 th November 2012 Ian Andrews – Facilities Manager
Facilities Management Review The journey so far
West Midlands Property Alliance Conference5th November 2012
Ian Andrews – Facilities Manager
www.walsall.gov.uk
FM Review - Overview of Walsall Council FM services
Management of hard and soft FM for corporate buildings Mainly via direct employed staff for soft FM Manage and deliver traded services to schools and other
customers– Building maintenance services and design– Statutory compliance– Cleaning – Caretaking
www.walsall.gov.uk
FM Review - What are we trying to achieve
Improve customer service and perception Benchmarking of costs Review of current hard FM contracts in place Joining up of FM services for more cost efficient delivery Driving costs down for savings Supported review process by
www.walsall.gov.uk
FM Review - Improving customer service and perception
We have met with stakeholders from various groups Used systems thinking approach to understand customer
demand Listened to their requirements for a FM service Discussed possible solutions
www.walsall.gov.uk
FM Review - Common themes fed back into the review
Customer service needs improving Costs are high - need to be fair and transparent Schools want more input into specifications and tenders Regular updates on work progress Regular termly/half termly visits required Request if costs are to be benchmarked against private
providers Schools would like more input into cleaning and caretaking
staff performance and recruitment More proactive than reactive approach
www.walsall.gov.uk
FM Review – Working Smarter
Engaged our frontline staff with the “Systems Thinking” approach for FM
Systems thinking provides the means for customer-driven design and management of work
Design of work - Demand, value and flow Attitudes to customers - What matters to them Measurement - Capability, variation, related to our
purpose Supported by Council staff who are specialists in systems
thinking methods
www.walsall.gov.uk
FM Review – Other ongoing work
Reviewing options for reactive maintenance contract Working with our consultants MACE:
– Draft a service model with input from stakeholder consultation
– Review options available in the market with benchmarking of costs and services
Working on a systems approach on how FM log and manage workflows for our customers– Job/task close down or follow up– Outstanding commitments– Late invoicing
www.walsall.gov.uk
FM Review – Benchmarking main corporate buildings
ServiceExpected Benchmark
£/m2
Civic & C/House£/m2
Maintenance £15 £13.70
Cleaning £21 £6.93 - £4.98
Curatorial (Reception & Porterage)
£15 £12.61
Security £10 £6.55
www.walsall.gov.uk
FM Review – Hard FM Contracts Review
Building Maintenance Existing contract with Mitie expired in October 2012 Not to EU tender due to cost Reviewed final options
– Scape not valid for our location– Government Procurement Service (GPS) – Constructing West Midlands (CWM).
Cost analysis selected Constructing West Midlands (CWM)
www.walsall.gov.uk
FM Review – Hard FM Contracts review
Existing Local Mechanical, Electrical and Water
Hygiene frameworks
Previously tendered by Walsall Rates very competitive compared to others available Will be reviewed again at an end of contract date
www.walsall.gov.uk
FM Review – Activities carried out over last 12 months
Joined up Hard and Soft FM Centralised general maintenance budgets (£1.2 million)
and saved 25% of budget Developed central office support service
– Health and Safety– Room booking– Other joined up activities for support services such
daily photocopier maintenance
www.walsall.gov.uk
FM Review – Initial findings
Urgent need to fully populate property database and asset registers
Customer perceived high cost for Hard FM not justified with benchmarking
Traded services has benefit in achieving economies of scale, delivered cost savings to the council, further scope to expand the provision of traded services
Trading supports the Council’s overheads and is a possible barrier to change
The need to further join up in-house services under one service as per current ongoing works (Design and Maintenance)
www.walsall.gov.uk
FM Review – Potential savings
It has not been possible to properly analyze the potential savings due to the incomplete nature of the data available.
Challenging target savings which would require a joined up approach of FM services
Savings which may be achieved could be in the order of £750k per annum - approx 20%
www.walsall.gov.uk
FM Review – Ongoing activities
Trialling a job-logging database linked to financial system for more detailed spend data
Population of asset databases Started working on a service redesign to focus on
customer demand Continued system approach to how we provide FM
services Continued consolidation of FM services
www.walsall.gov.uk
FM Review – Summary and Target
Summary
Once we have fully populated data we can: Design our optimum model Take any savings ourselves or increase income on trading Look at shared services with others or other business
models
Target Develop systems and redesign the way we work by the
target date April 2013
www.walsall.gov.uk
FM Review
Thank you for listening
Contact details Telephone: 01922 471234
Email: [email protected]