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Facilities management services

FOI reference - FOI-271
Date - 17 June 2024

Request

  1. How are facilities management services (hard FM, soft FM or TFM) handled across your estates?
  2. If any services are outsourced, which services and to which suppliers?
  3. What are the start dates and durations of these contracts, including the end date, and which services are included in each?
  4. What are the values of the contracts?
  5. Is there an extension clause in the contract(s) and if so, what is the duration of the extension?
  6. Has a decision been made yet on whether the contract(s) are being either extended or renewed?
  7. What is the job title of the senior officer (outside of procurement) responsible for the contract(s)?
  8. Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?
  9. Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)?

Response

I confirm that we hold the information you have requested.

  1. How are facilities management services (hard FM, soft FM or TFM) handled across your estates?
    1. We have a hard services contract covering testing, maintenance and repair of building fabric, plant and conduits which lie within TPR’s lease, and which are stipulated as being TPR’s responsibility in the lease. TPR also uses an on-site handyman and a 24/7 Helpdesk service for covering out-of-hours callouts to site.
    2. Our waste services are provided by an outsourced company who collect TPR-specific waste. This is then weighed and recycled, with data returned for reporting services.
    3. Our cleaning services provide routine daily cleaning of the office space, an end-of-day clean and waste management services.

  2. If any services are outsourced, which services and to which suppliers?
    1. Our hard service contract is outsourced to BAM FM.
    2. Our cleaning services are provided by Churchill Contract Services LTD.
    3. Our Waste services are provided by Recorra South East limited.

  3. What are the start dates and durations of these contracts, including the end date, and which services are included in each?
    1. The BAM FM contract is between: 13 February 2023 and 12 February 2026.
      BAM FM are contracted to work on: Lighting controls (DALI), EWH, inline extract fan, grilles and diffusers, toilets, electric showers, LED lighting, emergency lighting, annual, emergency lighting – monthly, energy display certificate, carbon dioxide monitoring, daily site walkarounds, meter readings (electric/water), flushing of little used outlets, fan coil units, DX split condenser units, TM44, small power, ductwork attenuators, leak detection system, TMVs, Saniflow, sinks, hand dryers, fire extinguishers, disabled toilet alarm, "DB 2 general lighting and power risers A,B,C and D.

      DB 3 general lighting and power risers A and D, UPS, clock, shower head and tap descaling, domestic hot/cold water temp checks, dishwasher, fridges, auto swing door, access control, intercom, Speedgates, Grohe tap system, ZIP hydro tap system, water sampling TVC&LP, Exp vessels , emergency door breakglass testing, hairdryer, fire dampers.

    2. The Recorra South East limited contract is between: 1 January 2024 and 31 December 2024. Services included are:
      Weekly services are required to remove waste for recycling from TPR at Telecom House,125-135 Preston Road, Brighton BN1 6AF
      Collection of waste categories as below:
      • 1 x 1,100 litre general waste bin
      • 1 x 1,100 litre mixed recycling bin
      • 1 x 120 litre glass bin

      Weighing of waste categories and reporting weight data on all collections (to be available to TPR through Recorra’s online portal)
      • Recorra’s Obligations
      • Recorra will provide signage.
      • Recorra will provide combination locks on all bins.

      Collection days mirror that of Telecoms House, both waste and mixed recycling will be on Monday and Thursday, glass will go once every two weeks on a Tuesday.
      Recorra will provide weight data on all collections, this will be available 24/7 through an online portal or account manager.

      The services provided within this contract are: Routine daily cleaning of the office space, wiping down touch points, cleaning kitchen areas after lunch time, toilets during the day, reactive cleaning when required, routine evening/end of day clean, full vacuum clean of all floor areas, clean of kitchen areas, all desks and monitors, all meeting rooms, periodic cleans of toilets, internal window cleaning, deep clean of kitchen, deep clean of toilets, office chairs and other fabric, carpet clean of high-traffic areas, full carpet clean, deep clean of communication and equipment rooms, screen cleans, waste management, general waste, recycled waste, hygiene waste (special or hazardous waste), supply of consumables.

    3. The Churchill Contract Services LTD contract runs between: 27 February 2023 and 26 April 2026.
      The services provided within this contract are: Routine daily cleaning of the office space, wiping down touch points, cleaning kitchen areas after lunch time, toilets during the day, reactive cleaning when required, routine evening/end of day clean, full vacuum clean of all floor areas, clean of kitchen areas, all desks and monitors, all meeting rooms, periodic cleans of toilets, internal window cleaning, deep clean of kitchen, deep clean of toilets, office chairs and other fabric, carpet clean of high-traffic areas, full carpet clean, deep clean of communication and equipment rooms, screen cleans, waste management, general waste, recycled waste, hygiene waste (special or hazardous waste), supply of consumables.

  4. What are the values of the contracts?
    1. HardFM has a Total Contract Value (TCV) of £297,000.
    2. Waste has a TCV, if all is actioned, of £8,397.13
    3. Our cleaning contract has a TCV of £297,000

  5. Is there an extension clause in the contract(s) and if so, what is the duration of the extension?
    1. HardFm – Yes, two times 12 months.
    2. Cleaning – two times 12 months
    3. Waste – three times 12 months

  6. Has a decision been made yet on whether the contract(s) are being either extended or renewed?

    There is no confirmation of this as of now.

  7. What is the job title of the senior officer (outside of procurement) responsible for the contract(s)?

    Deputy Facilities Manager - Lead Associate

  8. Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?

    TPR directly employs a Facilities Team who manage an in-house helpdesk service for internal customers. The Facilities Team also use the helpdesk services of BAM FM (Hard FM) and Churchill (Cleaning) but these services are included in the outsourced contracts held with both suppliers.

  9. Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)?

    TPR’s outsourced Hard FM provider – BAM FM, uses ‘MRI Evolution’ CAFM software to manage TPR property/assets. TPR’s outsourced cleaning services provider - Churchill, uses Modus (Churchill/PCCS Group).
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