CCS FM Framework RM 6232 Sep 2021 Update

As part of its initiative towards smooth rollout of the new Framework RM6232, the team at CCS has been making all out efforts to ensure utmost clarity on all aspects surrounding the framework to every stakeholder. In this context the information & updates have been disseminated through different via-media from time to time. Webinars, Circulars, updates on its website have been extensively used to meet the objective of keeping everyone informed.

 

In the same vein, a webinar was conducted in Sept-21 by the FM team from CCS. The webinar was a detailed account of What to expect in the new Workplace Services framework RM6232 and also touched Security and Housing maintenance frameworks. The session was interactive in a way to enable the participants to ask questions and clear any doubts.

 

The webinar opened by setting an agenda to be followed through the session and participants were made aware of what all will be covered by whom from the CCS team and concluded with an Q&A session.

Keith Finnigan who heads the FM for this framework at CCS gave a brief introduction of CCS (Crown Commercial Services) and its inner workings, followed by details on facilities management and its place in the CCS structural hierarchy. The description can be summarized as under:

 

CCS has categorized its procurement strategy under the below given segments for buying common products & services using commercial agreements:

Rob Bodell, who leads the workplace category for this framework at CCS, shared the important timelines leading to the Tender award as well as workplace Services launch under this upcoming framework RM6232. Rob also gave insights into the lot structure that RM6232 will follow. In addition, the changes in the specifications from the previous RM3830 were also explained by the workplace category Lead. Details of what was shared on this piece are as given below:

Activity

Timeline

Out to Tender

Oct-21

Tender Submission deadline

Dec-21

Evaluation

Jan-Mar-22

Tender Award (Target Date)

April-22

RM6232 FM & Workplace Services Launch

July-22

“The new framework will see emphasis being laid on Social values and Zero carbon emission modules. The impact of Covid-19 pandemic and its implications primarily on cleaning services and supply of consumables will also find a place in the specifications”

The key changes in the specifications from RM3830 can be listed as below:

  • Inclusion of Carbon Net Zero module
  • Expansion of the Social Value work module
  • Inclusion of a new compliance work package within contract management requirements
  • Inclusion of new requirements linked to the Covid19 pandemic across all work modules as / where appropriate (e.g. cleaning services)
  • Expansion of the waste services work module
  • Greater recognition on diversity and inclusion policies
  • Revised security requirements (to include a blended solution)
  • Multiple minor changes aimed at improving the customer journey and development of call-off documentation (e.g. separation of services within a work package to simplify selection)

Mike Critchley, who leads the pricing, for this rollout discussed the pricing structure for each work package being offered under this framework. He also listed the services under each work package.

There are 18 service areas proposed to be covered under this framework which is similar to the previous RM3830 and referred to as ‘work packages’.  Each supplier on the agreement will be offered to provide all the mandatory core services within each of the below work packages:

  • Work Package A – Contract management
  • Work Package B – Contract mobilisation
  • Work Package C – Social Value
  • Work Package D – Net Zero Carbon
  • Work Package E – Maintenance services
  • Work Package F – Statutory Obligations
  • Work Package G – Landscaping Services
  • Work Package H – Catering Services
  • Work Package I – Cleaning Services
  • Work Package J – Workplace FM Services
  • Work Package K – Visitor Support Services
  • Work Package L – Security Services
  • Work Package M – Waste Services
  • Work Package N – Miscellaneous FM services
  • Work Package O – Specialist (Defence FM Services)
  • Work Package P – Computer-aided facilities management (CAFM)
  • Work Package Q – Helpdesk Services
  • Work Package R – Management of billable works

Standard Building Types to be Priced at Framework:

  • Call Centre Operations
  • Community – Doctors, Dentist, Health Clinic
  • General Office – Customer Facing
  • General Office – Non Customer Facing
  • Hospitals
  • Nursing and Care Homes
  • Pre-School
  • Primary School
  • Restaurant and Catering Facilities
  • Secondary Schools
  • Special Schools
  • Universities and Colleges
  • Warehouses
  • The price evaluation will be scored on a variance from the median basis.
  • Each building type will be analysed separately.
  • The rates submitted will be analysed to establish the median rate per service line and building type, which will then be used as the basis for the scoring calculations.

Becky Leftwich, who is the Workplace Category Lead for this framework, discussed the changes in the Terms and Conditions for this rollout:

  • The terms & conditions will remain very nearly similar to the previous framework and as are applicable to the wider public sector contracts.
  • There will, however, be an option to either bolt-on NEC 3 TSC or the NEC 4 FM contracts to those customers who wish to use the same.
  • There will be a number of pricing options including Fixed Fee, Target Cost and Cost Reimbursable to add flexibility.
  • Sourcing Playbook now also applies to procurements and additional changes have been made to CCS standard template.

Stephanie Porter, Commercial Agreement Manager, talked about Selection Questionnaire, Award Questions and Social Value Performance Indicators.

  • Cross lot bidding: To ensure that the Framework Contract benefits from a diverse range of suppliers, a supplier can be awarded a maximum of two places in each lot.
  • Technical & Professional ability: Suppliers will have to produce certificates of past performances from buyers of their services for the most recent two years. The Certificate of performance will be lot specific and can be from the buyers in either the public or private sector.
  • Services: There should be a minimum number of mandatory services the supplier should provide.
  • Geographical Coverage: There will be a table included in the selection questionnaire based on geographical location.
  • Insurance Levels: Insurance levels will vary based on the lots.
  • Standards: The mandatory standards are ISO9001 & ISO 14001 for all nine lots and ISO 27001 is mandatory for Lots 1c, 2c & 3c.
  • Cyber Essentials: Cyber essentials are mandatory at the framework level and at the buyer’s request.
  • Financial Thresholds : Financial Thresholds will be set based on the lots and will be assessed by the CCS team.

There will be Quality and Price Split in the ratio of 60:40 for Quality & Price. The final score will include both quality and price scores.

Social Value Performance Indicators are as follows:

  • There will be 6 social value Performance Indicators included, covering:
        1. Modern Slavery
        2. Apprenticeships
        3. Prompt Payments
        4. Carbon Net-Zero
        5. SMEs/VCSEs
        6. Workforce Diversity & Inclusion
  • These will be measured and progressed throughout the lifetime of the framework
  • A report card on Performance Indicators should be submitted on a Quarterly basis

James Scott, Commercial Agreement Manager, talked about RM6257-Security – Physical, Technical and Support Services. The Framework will have a single Lot (Currently split into two). There will be a potential for a Digital Platform as well.

Important timeline are:

Activity

Timeline

Customer Engagement Session

Thursday 7th October

Supplier Engagement Session

Thursday 14th October

ITT Release Date

Spring 2022

Award Date

October 2022

Go Live Date

January 2023

Becky Leftwich, discussed the RM6241 Housing Maintenance & Management Re-let. The existing Housing Management and Maintenance offering is due to expire on January 2023. The market engagement PIN was published in May 2021. CCS is proactively seeking inputs for shaping up this new upcoming agreement.

 

Rob Bodell, informed the participants about RM6264 Low-Value FM & Workplace Services framework and shared its current progress as below:  

 

Engagement with internal CCS stakeholders (e.g. customer experience team) is going on to establish customer requirements from a low-value procurement solution across all of the Public Sector.

A PIN is being published, enabling Supplier engagement to commence.

 

Further discussions with SME representative trade bodies are planned during September and October to explore areas such as the scope of services, terms and conditions, regional structure, entry-level requirements (e.g. ISO 9001), social value, carbon net-zero and current buyer behavior.

 

Work on the development of Dynamic Purchasing System (DPS) filters is ongoing.

 

The webinar closed with a Q&A session.

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Crown Commercial Service (CCS)

Crown Commercial Service is the Cabinet Office Executive Agency responsible for policy making, advice and delivering direct procurement services to government departments. As of 2019-20, CCS has ~771 employees working across 5 locations including Liverpool, Norwich, Newport, Leeds &London.

The agency supports over 18,000 customer organisations procure products and services from more than 5,000 suppliers. The Key responsibilities are managing the procurement of common good an services, increasing savings for the taxpayer by centralising buying requirements for common good& servcies and leading on procurement policry on behalf of UK government.

UK Facilities Management landscape – Residential and Housing Sector

Residential and Housing players are responsible for development, building, purchase, and refurbishment of residential homes across the region. The Ministry of Housing, Communities, and Local Government is a ministerial department, supported by 12 agencies and public bodies which is responsible for creation of places to live and work.

In 2020, average UK house price rose by £13,316, however, the prices are expected to fall by 5% in 2021.

The Residential and Housing sector spends circa ~£6.3 Bn of Residential and Housing sector, Hard FM accounts for highest proportion of services contracted with TCV of ~£4.0 Bn (63.1%), followed by Soft FM with ~£1.0 Bn (15.4%) and Integrated FM with ~£0.8 Bn (12.5%).

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