Paul Davies

Deputy Chief Operating Officer

10 March 2016

CIPS Event

The National Archives

The National Archives

• The National Archives is a non-ministerial government

department and is sponsored by the Department of

Culture, Media and Sport (DCMS)

• It is the official archive of the UK government

• It acts as the guardian of government’s information

• It preserves 11 million public records dating back over

1,000 years – physical and digital

• The National Archives are the governments experts in

information creation, care and use

• The National Archives leads the archive sector

The National Archives - Timeline

1838 – Public Records Office (PRO)

Chancery Lane

1977 - Kew

1996 - Kew

2001 – The National Archives (TNA)

The National Archives Estate - Kew

Kew

4.8 hectares

65,355 m2

NIA

Approx 550

FTE

Repositories – Storage of Public Records

Over 50% of NIA at Kew

Seasonally adjusted close

controlled environmental

conditions

150km of shelving

Approx 11 million

documents

The National Archives Estate - Deepstore

Deepstore Ltd.

Cheshire

Approx 30km storage

Facilities Management Responsibilities

• Operation and maintenance of the Kew site, including:

- Maintenance of repository environmental conditions

- Business Focused Statutory and regulatory maintenance

- FM Helpdesk operation

- Post and portering

- Grounds maintenance

- Energy management

- Cleaning

- Catering

- Car park management

• Sustainable Development

• Property management

• Health and Safety Management

2009 2011

Display Energy Certificates - Kew

2014 2015

168 93 63 46

Paul Davies

Deputy Chief Operating Officer

10 March 2016

CIPS Event

FM Procurement

Strategic or tactical?

FM Procurement – phase 1

10

Department 1

Department 2

Department 3

FM Supplier A

FM Supplier B

FM Supplier C

FM Procurement – now

11

Department 1

Department 2

Department 3

Crown Commercial Services

Facilities Management

Contracting Model (FMCM)

Framework

FM Procurement – future

12

Shared Estate Services

Cluster

Crown Commercial

Services

Facilities Management

Contracting Model

(FMCM)

Framework

Strategic or tactical procurement

Public sector procurement is moving from the tactical to the

strategic approach:

• Spending controls applied to Facilities Management

• FM strategy developed by Government Property Unit

(Cabinet Office)

• Establishment and award of the CCS FMCM Framework

• Collaboration of central government departments to create

shared estate services clusters

• The New Property Model and One Public Estate

Programme will drive futher collaboration, joint working,

shared services and above all - efficiencies

13

Strategic procurement of FM services

Designed to be bigger and better, the approach of groups of

departments and organisations tendering their FM services via

the 10 suppliers on the CCS FMCM framework will maximise

government spending power and deliver agile, modern

facilities management within the NEC3 form of contract

Aiming for partnership between client and service partner from

the outset, with shared goals, open book and openess – a

collaborative approach to service delivery encourages quality

and ensures value for money

14

CIPS EVENT – FM PROCUREMENT

End