FOR BUILDING FACILITY MANAGEMENT &MAINTENANCE (BFMM)
TECHNICALSPECIFICATION
Seminar Pengurusan FasilitiJKR 2017
Unit Perunding Teknikal AsetBhg. Perundingan Pengurusan Aset
Caw. Perancangan Aset Bersepadu IPJKR
Presentation Objective
• To understand the concept and familiarizewith the structure of Technical Specificationfor Building Facility Management &Maintenance
• Insight of the TS improvement and theway forward
Presentation Outline
FMM Technical Specifications
FMM Background
Way Forward
FMM Background
Land
Acquisition,
Planning,
Renewal,
Revitalization,
Disposal
30%
Design &
Construction
10%
Operation &
Maintenance
60%
LIFE CYCLE COST (30 YR
PERIOD)
Total Asset Management Model
FMM
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Source: Stewardship of Federal Facilities, 1998, NRC
• Routine Maintenance• Run to Fail• Breakdown/Corrective Maintenance• Repair• Replace• Upgrading
Business as Usual in Managing Government AssetsFM
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Government Asset Management ApproachFM
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Dasar Pengurusan Aset Kerajaan document approved by the Prime Minister
on March 27, 2009
Surat Pekeliling Am Bil 1 Tahun 2009: Manual Pengurusan Aset
Menyeluruh
Surat Pekeliling Am Bil 2 Tahun2012: Tatacara Pengurusan Aset Tak Alih
1. Tatacara Penerimaan & Pendaftaran2. Tatacara Operasi & Penyenggaraan3. Tatacara Penilaian Aset4. Tatacara Pemulihan & Naiktaraf5. Tatacara Pelupusan
1. Tatacara Penerimaan & Pendaftaran2. Tatacara Operasi & Penyenggaraan3. Tatacara Penilaian Aset4. Tatacara Pemulihan & Naiktaraf5. Tatacara Pelupusan
Sistem Pengurusan Aset Tak Alih Kerajaan (Aplikasi mySPATA)
(TPATA)
FM Comply with Government Asset ManagementInstruction
FMM
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FMM
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What is FACILITY MANAGEMENT?
“Facilities Management is the integration of multi-disciplinary activities within the built environment and the management of their impact upon people and the workplace”. - BIFM, UK
“The process by which an organisation delivers and sustains aquality working environment and delivers quality support servicesto meet the organisation’s objectives at best cost”.
- CFM at SGBS, Ustrath, UK
“Facility Management is the practice of coordinating the physicalworkplace with the people and work of the organization.It integrates the principles of business administration, architectureand the behavioral and engineering science.”
- American Library of Congress
PROCESS
Integrated Facility Management (IFM)
Integrated Facility Management (IFM)
• NAFAM 2007 Resolutions on Asset Management – 2 pilot projectsin 2009: Kompleks IPJKR Malaysia, KL & Kompleks JPM Parcel B,Putrajaya
• Combination of works and service scope in single FMM contract.FMM Main Contractor must be registered with CIDB (with relatedhead & sub head) and appoint Custodial Services sub-contractorthat is registered with MoF.
FMM
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FM Implementation History• FM in JKR: 53 projects implemented using CoC FM2008 through
Works Procurement method (Value of RM2.6b from 2009 to date).• Projects in WP Putrajaya, WP Kuala Lumpur, Selangor, Pahang,
Johor
FMM
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Principle of JKR FMM Contract
Philosophy of PERFORMANCE BASED CONTRACT
Single PointResponsibility Sustaining Asset Value Delighting Customer Supporting
Organisation
FMMC
Term Of
Reference
MANAGEMENT,
OPERATION &
MAINTENANCE
SERVICES
CUSTOMER
FOCUS
AGREED
SERVICE
LEVEL
TERMED
CONTRACT
CONTINUOUS
IMPROVEMENT
OBJECTIVES OF
PERFORMANCEBASED CONTRACT• Sustaining Asset Value• Delighting Customer• Supporting OrganisationFM
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FMM
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Single Point of Responsibility
OwnershipFull
Commitment
Proactive
MannerAccountability
Ensure TheQuality
Of Service
Appendix 1 Form of TenderAppendix 2 Letter of Acceptance of TenderAppendix 3 Summary of TenderAppendix 4 Schedule of PriceAppendix 5 Appendix To The Conditions of ContractAppendix 6 Treasury’s InstructionsAppendix 7 Government’s RequirementAppendix 7A FMM Technical SpecificationsAppendix 7B Performance RequirementAppendix 8 Site Information And Asset InventoriesAppendix 9 Form of Guarantee For Performance BondAppendix 10 Scope of FMM Services
FMM Conditions of Contract (FMM2016)– 62 clauses
Appendices:
FMM
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CoC FMM2016
FMM Implementation Elements
Site information & Asset Inventories, FacilitiesCondition Assessment, Service Level Agreement
Condition Of Contract
Technical Standard Specifications
Performance Requirements
Facilities Management Plans
FMM
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FMM TechnicalSpecifications
Management FundamentalsFM
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Spe
cific
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ns
Planning
Organising
CommandingCoordinating
Controlling
Henri Fayol’s POCCC model
Management FundamentalsFM
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echn
ical
Spe
cific
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Ed Deming’s PDCA model
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What is TECHNICAL SPECIFICATIONfor Building Facility Management &Maintenance?
A Government requirement that specifiesthe:-• Required Performance from the management of
the FM services• Required Service Levels during the management
of the FM services• Performance Indicator to assess the FMM
Contractor’s performance
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Content of Technical Specification
Appendix 4A in FM 2008 vs. Appendix 7 inFMM 2016
Scope of Work
– 23 scopes
FM Services
– 8 services
Tech Spec
FM 20087 Section
Scope of
Services
- 4 scopes
Tech Spec
FMM
2016
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Content of Technical Specs (FM 2008)1. General2. Definitions
3. Scope of Work4. Performance & Service Levels5. Facilities Management (FM) Services6. Rules, Regulations And Standards7. Verification Of Completed Work / Deduction8. Drawings and Technical Details9. Operation and Maintenance Manuals And Spare Part Books10. Drawing, Documents & Operation / Servicing / Maintenance
Equipment, Plant And Tools11. Training for Successor Contractor12. Handover of The Asset13. List of Reports To Be Submitted By The Contractor14. Inspector/Verifier For The PD/ SO15. Provisional Sum
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The services that shall be provided, comprise but not limited to thefollowing:
1. Facilities Management (FM);2. Mobilization and Demobilization Management;3. Transition Management;4. Financial Management;5. Utilities Management;6. Quality Management;7. Risk Management;8. Health, Safety and Environmental Management;9. Human Resource Management;10. Customer Care Management;11. Incident Response and Disaster Recovery Management
(IRDRM);12. Procurement Management;13. Inventory Management;14. Operation and Maintenance Management;
3. Scope of Work (FM 2008)FM
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Spe
cific
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Cont.. Scope of Work
15. Information Systems Management (ISM);16. Management Review and Reporting;17. Warranty Management;18. Energy Management and Conservation;19. Waste and Redundant Materials;20. Technical Library;21. Security Management;22. Event Management;23. Asset Condition Appraisal.
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3. Scope of Work (FM 2008)
5. Facilities Management Services(FM 2008)
8 FM Services
Customer Care
Call Centre
(Helpdesk).
Civil Maintenance
Mechanical,
Electrical and
Plumbing
House Keeping Pest ControlLandscape
(grounds-keeping)
Security Guards Security Guards
Tech
nica
l Spe
cific
atio
ns
Content of Technical Specs (FMM 2016)
Section 1: GeneralSection 2: Facility
Management Plan
Section 3: Contractor
Site Organization
Section 4: Facility
Management Services
Section 5: Facility
Engineering Operation
and Maintenance
Services
Section 6: Custodial
Services
Section 7: Technical
Advice and
Recommendation
Services
FMM
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• Purpose
• Objective
• Scope of Services
• Site Information & Asset Inventories
• Rules, Regulations and Standards
Section 1
General
• Facility Management Plan (FMP)Section 2
FM Plan
• FMM Work Program
• Monthly Payment Plan (MPP)
• Human Resource Management
• Competency of operation & maintenance
staff
• Quality Management
• Material & Spares Management
• Customer Care Management
• Site Office
• List Of Reports To Be Submitted By The
Contractor
Section 3
Contractor Site
Organization
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Content of Technical Specs (FMM 2016)
• Transition Management• Management Information System (MIS)• Utilities Management• Facilities Risk Management• Facilities Health, Safety And Environmental Mgmnt
(HSE)• Incident Response And Disaster Recovery Mgmnt
(IRDRM)• Energy Management• Space Management
Section 4:Facility
ManagementServices
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Content of Technical Specs (FMM 2016)
Section 5: Facility
Engineering
Operation and
Maintenance Services
• Operation Services
• Maintenance Services
Section 6: Facility
Custodial Services
• House Keeping
• Pest Control Services
Section 7: Technical
Advice and
Recommendation
Services
• Technical Advice &
Recommendation
Services
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Content of Technical Specs (FMM 2016)
Section 1 - Scope of Services
• The FMM Services shall also include but not limited to :
Facility Management Services
Facility Engineering Operation &
Maintenance Services
Facility Custodial Services
Technical Advice and Recommendation
Services
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Section 2: Facility Management Plan
Manage FM Services as per S.O accepted plan
Within 14 days from Commencement Date
Must be in accordance to latest ISO 9001
For every component of FM Services
Develop, execute, implement, and maintain
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Section 2: Facility Management PlanFM
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ical
Spe
cific
atio
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FMM Work
Program
Monthly
Payment
Human Resource
Management
Quality
Management
Material &
Spares
Management
Transition
Management
Customer
Care
Management
Management
Information
System (MIS)
Utilities
Management
Facility Risk
Management
Facility Health,
Safety and
Environmental
Management (HSE)
Incident Response and
Disaster Recovery
Management (IRDRM)
Energy
Management
Section 3: Contractor SiteOrganisation – FMM Work Program
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Plan, monitor, track and control the timely execution of
the activities and services
Manage resources more smoothly
Identify and monitor dependencies and constraints
between services to avert preventable delays
Communicate more frequently and effectively with FSO
and user/customer
Section 3: Contractor SiteOrganisation – Monthly Payment Plan
FMM
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Develop and implement Monthly Payment Plan that
includes a description projection of the cash flow for the
whole contract period
as guidance to the actual monthly payment
the actual monthly payment shall be based on actual
implementation of FMM activities and services done as per
assessment by FSO
Section 3: Contractor SiteOrganisation – Human ResourceManagement
FMM
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Staffing/Staff
Management
Competency
of O&M Staff
Working
Hours
Staff Safety,
Health &
Welfare
Section 3: Contractor SiteOrganisation – Quality Management
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Accredited and maintained to any latest version of MS ISO
9000, within 12 months of the Commencement Date
Adopt a Quality Management System that includes non-
conformance trigger points based on the operational,
contractual and financial matters pertaining to the Contract
Describing the steps the Contractor shall take to implement
the requirements of the SOP & Quality Management Plan
into its management processes
Section 4: Facility ManagementServices
Transition
Management
Transition
Management
Management
Information
System (MIS)
Management
Information
System (MIS)
Utilities
Management
Utilities
Management
Facilities Risk
Management
Facilities Risk
Management
Facilities Health,
Safety and
Environmental
Management (HSE)
Facilities Health,
Safety and
Environmental
Management (HSE)
Incident Response
and Disaster Recovery
Management (IRDRM)
Incident Response
and Disaster Recovery
Management (IRDRM)
Energy
Management
Energy
Management
Space
Management
Space
Management
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refers to the changeover from one FMContractor to New FM Contractor, from onecontractual arrangement to another or the
continuation of an existing arrangement on adifferent basis;
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Section 4: Facility ManagementServices - Transition Management
Transition
=
Changover
Mobilisation
=
Transition-in
Demobilisation
=
Transition-out
FM 2008
TransitionManagement
Mobilization andDemobilizationManagement
6 months
FMM 2016
• Transition Management Combine Transition &
Mobilization andDemobilization) 3 months
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Section 4: Facility ManagementServices - Transition Management
Transition Period : FM 2008
Transition(mobilisation)
6 months
Operation
A B D
FM Contract Period
ContractEND
ContractSTART
Transition (demobilisation)
6 months
C D
Commencement Date
SitePossession
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Section 4: Facility ManagementServices - Transition Management
FMM
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ions FMMC Timeline (FMM 2016):
Section 4: Facility ManagementServices - Transition Management
FMM
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ions FMMC Timeline (FMM 2016):
Section 4: Facility ManagementServices - Transition Management
FMM
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Help Desk
Personnel
Customer
Care
Service
Liaison/
Communica
tion
Section 4: Facility ManagementServices - Customer Care Management
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16.1 Application
Management16
.2 Technical
Library &
Repository
16.3 Warranty
Management
16.4
CMMS
Section 4: Facility ManagementServices - Management InformationSystem (MIS)
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Electricity Supply
Cold Water Supply
Chilled Water Supply
Treated Sewerage Effluent
LPG/CNG Supply
Section 4: Facility ManagementServices – Utilities Management
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Develop & Implement Facility
Risk Management Plan
Identify risk, effectively
mitigate and manage
Review, measure, register,
update risk database & report
Section 4: Facility ManagementServices – Facility Risk Management
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Energy Audit
Set Baseline Energy
Perfromance & Propose
Target Energy Reduction
Implement Energy
Conservation/Saving
Measures
Monitoring & Reporting
Section 4: Facility ManagementServices – Energy Management
• to establish Space Management Plan and to execute all theactivity relating to the space usage, space auditing, analysis inaccordance to the Space Management Policy and ManualOperasi Pengurusan Ruang (MOPR) Bangunan Kerajaan.
• to establish information systems, implement inventory controlsand conduct surveys
• To coordinate and conduct of the management of the spacerequest and booking refer to client’s requirement & MOPR
• To proposed space layout for distribution or redistribution spaceactivities based on space function assessment to the client forlayout and budget approval
• To carry out space assessment report and report to the clienton the space performance result.
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Section 4: Facility ManagementServices – Space Management
HELP DESK
SERVICES
COMPUTERIZED
MAINTENANCE
MANAGEMENT
SYSTEM (CMMS)
LANDSCAPE
WASTE AND
REDUNDANT
MATERIALS
Section 5: Facility EngineeringOperation & Maintenance Services
MECHANICAL
SERVICES
ELECTRICAL
SERVICES
CIVIL, STRUCTURAL
& ARCHITECTURAL
SERVICES
Operation Services
Maintenance Services
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MaintenanceSchedule &Frequency
Verificationof Work
Parts &Consumables
• Housekeeping Services
• Pest control servicesFacility Custodial
Services
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Section 6: Facility Custodial Services
Section 7: Technical Advise &Recommendation Services
• Specialist Work
• Procurement documentation
• Landscape design
• Interior design
• Building conservation
• Building retrofitting
Technical Advice
And
Recommendation
Services
2 types of KPI :
• Performance Based KPI
• PPM works, Complaints, Customer Satisfaction, Quality of works,
Reports, Energy management
• Availability Based KPI
• Services Availability – Electrical, Air Condition, Lift, Water Supply,
Toilets
• Asset Availability – Mechanical, Electrical, Toilets
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Appendix 7B:Performance Requirement
FMM
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ions PPM, Routine, Corrective Overall Service Delivery Customer care response Health and safety and statutory
requirements Service requests Reports
Power Supply Lift Air Conditioning & Temp. Min. 24°C Lighting Water Supply Toilet
Mechanical Asset Electrical Asset Toilet Asset
Appendix 7B:Performance Requirement
Way Forward
Way
For
war
dImprovement in PerformanceRequirement
Client FSO/JKR
Way
For
war
dImprovement in PerformanceRequirement
Key Performance Indcator
No KPI Me BIFM IFMA Northwestern
1The service delivery standards in the contractspecification are being met or exceeded √ √ √ √
2Service delivery times, where stated, are being met orexceeded √ √ √ √
3
Health, safety and environmental standards areregularly monitored, reviewed and maintained inaccordance with all legal and regulatory requirements.Injury/accident
√ √
4No failure to meet the response times set out in thecontract √ √ √
5 No breaches of the site security rules √
6No failure to be able to contact a senior member of thecontractors staff during the normal working day.Workforce effective
√ √
7The contractor is working effectively with the Employerto maintain costs at an acceptable level. Op budget,Total Cost of ownership (TCO)
√ √ √
8The contractor has a clear programme for maintainingstatutory compliance of the premises and is meeting itsrequirements
√
9 Customers are satisfied with the service √ √ √
10The contractor has a clear retention and motivationpolicy and is adhering to it. Workforceefficiency/effectiveness
√ √
11 Energy/water consumption efficient. Utility bills √ √ √12 Building condition metrics √13 FM learning & growth √14 Preventive maintenance (PM) closure √ √15 Rework √ √16 Proactive (self finding) √ √17 space cost √ √18 waste √19 overtime √20 spare parts stock adequacy √21 cleanliness, tidiness √
Way
For
war
dImprovement in PerformanceRequirement
SAMPLE Key Performance Indicators& Ascertained Performance Deductions
MCV (RM) 300,000.00
No KPI Weightage (%) KPI RM Equivalent Verification Methods> Random Inspections> Sampling Audits > Complaints> etc.> Random Inspections> Sampling Audits> Mystery shopping (for services such as Catering)> Accident Incidence Reports> Number of reportable accidents> Audit non-conformances> HS & E reports> Achievement of planned environmental initiatives
4 No failure to meet the response times set out in the contract 4 12,000.00 > Helpdesk reports on responses achieved> Security Incident Reports> Employee notifications> Client feedback > Complaints> Cost v Budget reports> Cost of variations
> Measurement of innovation and continuous improvement proposals
> Statutory compliance audits> Failure reports> Perception survey results> Data from Service Quality questionnaires> Data from the contractors Complaints Management system> Measurement of Customer take up (e.g. 8 No. of meals provided ismaintained or increasing)> Data from mystery shopping
> Customer forums are consistently recording high levels of satisfaction
> Staff retention policy is being applied > Staff turnover below the industry norm> No. of days lost through sickness> User feedback
The contractor has a clear retention and motivation policy and isadhering to it
Customers are satisfied with the service
The contractor has a clear programme for maintaining statutorycompliance of the premises and is meeting its requirements
The contractor is working effectively with the Employer tomaintain costs at an acceptable level
No failure to be able to contact a senior member of the contractorsstaff during the normal working day
Health, safety and environmental standards are regularlymonitored, reviewed and maintained in accordance with all legaland regulatory requirements
Service delivery times, where stated, are being met or exceeded
The service delivery standards in the contract specification arebeing met or exceeded
1
No breaches of the site security rules
10
2
3
5
6
7
8
9
9,000.00
25
25
10
8
3
-
-
75,000.00
-
25
75,000.00
75,000.00
30,000.00
24,000.00
KPI >90%
KPI 80-90%
KPI <79%
GREEN
AMBER
RED
Balanced Score Card
end of presentation