FM Guidance for Design TeamsMEFMA Focus Group

Team Members

• Neil Blakey FM Consultant, Mace Macro

• Stuart ClaytonProject Manager, Serco Middle East• Ryan Darnell

Senior Services Manager, Khidmah• Brad Robbins

Director of Services, Khidmah

Focus Group Goals

To provide an “FM Guidance for Design Teams” briefing document to inform design teams, at all stages of the design & construction process, of the issues they should address to enable effective and sustainable FM operations to be undertaken.

To identify those recommendations that are critical to effective operations and those that are simply ‘beneficial’ to FM operations.

To be published by MEFMA to the benefit of members

Setting the Scene

Why should and FM be involved in the design stages of a development?With the increased cost in building operations there is a renewed focus on cost reductions with Facility Managers at the forefront. Many of the operational reductions would be made in a more cost effective manner in the design stages of a development rather than post handover.

Davis Langdon Strategic Consulting Effect on Whole Life Cycle

Setting the Scene: Current Market• Developer reluctance due to value vs. cost and limited understanding• Late engagement of FM expertise leading operational difficulties• Issues at Handover too little to late to attempt to rectify• Lack of Life Cycle Consideration or value in cost• H&S risks to operations valued in leasehold properties more and more• Additional operational costs due to lack of efficient operational

methodologies which now has an impact with more educated owners and buyers comparing total cost of occupancy

• Sophisticated Developers do this… though should we outline if this has better placed them in the market or the downturn with better products or not

Literature Review

• Developer Project Structures in developed countries

• FM Design Activities in Industry guides and standards

• Existing FM/Developer Processes

Project Structure

• From the literature review the Royal Institute of British Architects (RIBA) plan of work was chosen as most comprehensive and is followed by many leading developers.

Project Structure

Most organizations follow the RIBA project stages: A to L

Identification of client's needs and objectives, business case and possible constraints on Development.

Preparation of feasibility studies and assessment of options to enable the client to decide whether to proceed.

B Design BriefDevelopment of initial statement of requirements into the Design Brief by or on behalf of the client confirming key requirements and constraints. Identification of procurement method.

Prep

arati

on

A Appraisal

Project StructureImplementation of Design Brief and preparation of addditional data

Preparation of Concept Design including outline proposals for structural and building services systems, outline specifications and preliminary cost plan.

Review of procurement route.

Development of concept design to include structural and building services systems, updated outline specifications and cost plan.

Completion of Project Brief.

E Technical DesignPreparation of technical design(s) and specifications, sufficient to coordinate components and elements of the project and information for statuatory standard

Des

ign

C Concept

D Design Development

F1 Preparation of detailed information for construction

F2 Preparation of further information for construction required under the building contract.

G Tender Documentation

Preparation and/or collation of tender documentation in sufficient detail to enable a tender or tenders to be obtained for the project.

Identification and evaluation of potential contractors and/or specialists for the project.

Obtaining and appraising tenders; submission of recommendations to the client.

Pre-

Cons

truc

tion F Production

Information

H Tender Action

Project StructureAppointing the contractors

Issuing of information to the contractor

Arranging site hand over to the contractor

Administration of the building contract to Practical Completion.

Provision to the contractor of further Information as and when reasonably required.

Review of information provided by the contractors and specialist

Cons

truc

tion J Mobililisation

KConstruction to

Practical Completion

L1 Administration of the operational contract after Practical Completion and making final inspections.

L2 Assisting building user during initial occupation period.

L3 Review project performance in use.

Use L Post Practical

Completion

Challenges

• Defining the user/s of the report• Focus Group members – Experience Not

Diverse and all aligned• Restrictions on organizations Intellectual

Property• Limited strata specific literature for design

guidelines

Progress

The team is developing outline guidance for the Design stages:•Appraisal•Design Brief•Concept •Design Development•Technical Design

Team is now developing actions for the Pre-Construction Stage

Example of FM Design Guide ConsiderationsRIBA STAGE A – APPRAISAL FM should be involved in Identifying the Stakeholder’s expectations and will consider the following from an FM perspective:•Use of the site by the Client•Site location:

•Infrastructure:•Roads, Utilities, Public transport infrastructure, What is already in place•What options are available•Accessibility

•Restrictions:•Zoning, Industry use, Freezone areas

•Prestige associated with location•Environmental considerations

•Location•Client desire e.g LEED/PEARL ratings

• Site Procurement e.g. Leasehold/Freehold•End user, sale or return, what are the drivers e.g. Lifecycle considerations•Political and regulatory influences e.g. Anticipated code changes

Survey DevelopmentWhy produce a survey?

– Narrow range of experience– Test our concepts

The survey is designed to:– Gauge the industry importance placed on FM involvement in the design stage– Gauge level of FM involvement at present in projects– Discover any new processes being utilized in the industry– Develop trends on current review processes– Determine if special considerations are given to Strata developments– Expand upon our literature review findings.

• The data will be key to determining further the audience for the report

• The survey data will be presented in the final report

Survey Content

Information will allow group to differentiate data captured between FM Practitioners and Developers

Information will gauge the level of importance placed on FM involvement in Design guidelines. Will also act as baseline.

Survey Content

Will allow Focus Group to plot the current trends in which stages FM’s are involved in Design Stage

Will allow Focus Group to determine the percentage of organizations that have structure approach. Will allow FG to determine percentage that use internal vs. industry guidelines

Survey Content

Survey results can be correlated between development types

Group is interested in Strata considerations given to design reviews and additional comments from survey participants

Project TimelineTimeline

– 26th September – Focus Group formed– 3rd of October - Review of Objectives– 3rd of October to 24th October - Literature Review– 24th October to 1st November - Compile Design Review Activities– 1st November to 14th November – Actions for Preparation– 14th November to 30th November – Actions for Design– 21st November to 4th December – Survey– 1st December to 21st December – Actions for Pre-Construction– 2nd January to 8th January – Actions for Construction– 9th January to 15th January – Actions for Use– 15th January to 26th January – Draft Report– 26th January – Submit draft to MEFMA Board for Review

Forward Actions

• Collate Surveys and review the implication of the survey results

• Review remaining RIBA plan sections F-L• Review Focus Group structure and seek

Developer/Project involvement• Involve additional representatives from Strata and

Developer backgrounds• Group is presenting at Arabian Build and

Construction Expo, taking place from 22 – 25 April 2012 with Cityscape

Questions?