Procurement of FM services

Procurement of FM services – introduction – overview

This course is designed to guide buyers and managers of FM services through the process of
developing a procurement strategy to meet business needs and achieve a ‘best value’ solution.
Participants will be shown how to determine the correct procurement strategy through profiling
current services, understanding the actual service requirements and establishing the true cost of
service delivery. The structure and content of service contracts and how to specify services clearly
and concisely will be explained and participants will learn how to set meaningful service levels to
aid performance measurement and control costs. Selection of bidders, the management of a clear
tender process specific to services and winning negotiation techniques will also be explained. The
interrelationship between procurement and service delivery will be explored, as will the criteria for
successful mobilisation and day-to-day management.

Full details below or download course outline.

Learning objectives

This course will enhance the participants’ commercial awareness and enable them to:

  • Determine appropriate contract strategies
  • Identify opportunities for service level improvements and cost savings
  • Understand service contracts
  • Manage the tender process
  • Initiate contracted service provision effectively
  • Manage contracts and resolve disputes
Who should attend?

This course is intended for all those involved in the procurement of FM services, whether in the public
or the private sectors, including:

  • FM managers and staff
  • Procurement managers and staff
  • Contract managers and staff
Format

A highly interactive one-day course, with workshops and informal breakout discussions a feature of
every session. Additionally, the course notes have been prepared as a real aid to inform, containing
many checklists and example forms to assist participants in their workplace.
Special features

The course outline below is an indicative programme, which can easily be tailored to focus on those
issues which are of particular relevance to your organisation or sector. The supporting materials can
be supplied in either printed or electronic form. Post-course support, whereby participants can call or
email the trainer direct with any questions or concerns, can also be arranged.
Expert trainer

Graham is a very experienced facilities management practitioner. A Fellow of the British Institute of
Facilities Managers, he is a regular speaker at public seminars and conferences and was a major
contributor to the development of the BIFM training programme. He is a member of the International

Facilities Management Association, a regular contributor to a number of publications and a visiting
lecturer at UCL, Reading University and the College of Estate Management. His practical experience
was gained in the management of major building projects and later as the Head of Facilities of a
national public sector organisation, as a director of a major FM company, as Chairman of an FM
consulting company and now as Director of an independent consultancy specialising in FM and PFI
with clients such as Clearstream, Mitchells & Butlers and Stonemartin Corporate Centres. Graham is
a specialist in strategic reviews of support services and in procurement strategies as well as an expert
in the drafting of contract documentation and bid preparation. This is one of his most popular courses.

Procurement of FM services – course outline

1 The procurement process

  • Setting procurement outcomes
  • Who should be involved
  • Reviewing current service provision
  • Service profiling
  • Current cost and future budget
  • Impact of business objectives

2 Contract strategy

  • Determining a contract strategy
  • Driving out unnecessary costs
  • Setting expectations
  • Culture and constraints
  • Planning and control
  • Contractual relationship style (partnering, alliance, etc)

3 Understanding service contracts

  • Contract document structure
  • Terms and conditions
  • What type of specification?
  • Pitfalls of supplier contracts
  • How to draft service specifications
  • How to structure pricing schedules

4 The tender process

  • How to control the process
  • Deadlines and responsibilities
  • Getting the best from bidders
  • Structured evaluation methods
  • Understanding the price!
  • Running an effective tender board
  • Interviewing and negotiation techniques
  • Completing the deal efficiently and effectively

5 Mobilisation

  • Resourcing (client, contractor)
  • Communication issues
  • Establishing working relationships
  • Interpreting the contract
  • Setting KPIs
  • Meetings and documentation
  • Anticipating and resolving common problems

6 Contract management

  • How to focus on strategic management
  • Driving innovation
  • Managing performance and costs
  • Measurement made easy
  • Dispute management
  • Reviews, development, extensions and re-tendering
  • Useful tips on managing specific services