Procurement & Relationship Building with FM Services
Course Info
Code IND21-112
Duration 5 Days
Format Classroom
Course Summary
Facilities management is crucial for many different organisations and industries. Any type of building, whether that be residential, commercial, or residential, will contain facilities that would need to be seen to regularly to ensure full and safe working condition. While some of these organisations may have a facilities management team established, many others will have to out-source professionals to conduct the service.
For organisations who utilise procurement to meet their facilities demands, they will need to have an in-depth understanding of how service contracts work. These contracts should establish all details relating to the desired service, including specifications, terms and conditions and tender. These should be discussed and agreed on by all involved parties to guarantee the task can be completed swiftly and as accurately as possible.
These contracts must also be managed beyond their creation. Those responsible for establishing the contracts will need to closely monitor the progress of the task to ensure it is meeting deadlines, and that all costs remain within the organisation’s budget. They should also be equipped to communicate and settle any disputes with any parties tied to a contract.
During this course, you’ll learn:
To understand the importance of procurement and relationship building within facilities management.
To describe the process of acquiring a facilities management contract.
To assess the different aspects of a service contract and how to create one effectively.
To evaluate various facilities to identify opportunities for service level improvements can be made and where costs can be reduced.
To comprehend the tender process and manage it accordingly.
To ensure all working conditions are compliant with all relevant health and safety regulations.
To regularly monitor service performance to ensure the contract is being worked accordingly.
To communicate openly with contractors and solve disputes as they arise.
This course is designed for anyone within facilities management who is responsible for procurement and managing contracts. It would be most beneficial for:
Facilities Managers
Contractors and Sub-contractors
Procurement Managers
Procurement Consultants
Operations Managers
Financial Advisors
Legal Advisors
This course uses a variety of adult learning styles to aid full understanding and comprehension. Participants will review established contracts between organisations and contractors to highlight key details surrounding the tender process, service expectations and terms and conditions.
To ensure a full understanding of the subject, the participants will partake in a variety of different learning methods including presentations, video materials, group discussions and practical activities. This combination of methods will ensure the participants can develop a comprehensive understanding of content knowledge and related skills.
Course Content & Outline
Section 1
Fundamentals of Facilities Management
Defining what facilities management is, its importance and necessity within an organisation.
What roles are involved within facilities management and their skills, competencies, and common responsibilities.
Identifying what features would be included within facilities management – ventilation, heating, elevators and more.
Explaining why procurement is often required within facilities management.
Section 2
Understanding Service Contracts
Describing what a service contract is within facilities management services.
What specifications should be included within a contract – service provided, time taken, and resources required.
The process of drafting service specifications and structuring pricing schedules.
Setting the terms and conditions of the contract and overall service.
Common mistakes when creating supplier contracts – knowing what’s ideal.
Maintaining an easily understandable document through formatting and structure.
Section 3
The Tender Process
What is the tender process in relation to service contracts.
Setting and meeting deadlines and establishing responsibilities for all involved parties.
Managing price to match the organisation’s budget – getting the ideal bids.
Utilising various interviewing and negotiation techniques when discussing potential payment with contractors or suppliers.
Section 4
Contract Strategy
Determining the contract strategy depending on ideal outcomes and expectations.
Calculating and eliminating all unnecessary costs.
Evaluating organisational goals and objectives to set achievable expectations for the service contract.
Limitations of service contracts and how to navigate them to ensure the goal is still met.
Exploring the different contract relationship styles and which may be more suitable.
Section 5
Contract Management
Keeping the focus on strategic management and improvement.
Driving innovation amongst contractors.
Monitoring performance and making adjustments wherever necessary.
Building a relationship with those under contract to promote a positive working environment.
Engaging with tension and conflict in a calm manner and resolving disputes amicably.
Procurement Compliance: A Comprehensive Guide
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Procurement compliance is vital for transparent, ethical, and efficient business practices. This blog provides valuable insights into the importance, benefits, and implementation of procurement compliance frameworks. Learn about metrics, technology, and prioritisation strategies for seamless adherence to regulations and ethical standards.
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