FACILITY MANAGEMENT & MAINTENANCE CONTRACT FOR PUBLIC
WORK DEPARTMENT (PWD FMM) SEMINAR INISIATIF DAN HALATUJU CPAB Date : 26 January 2015 Time : 11.00am Venue : BIlik Bixa/Citrus, Tingkat 18, Menara PJD
CONTENT
Philosophy of FMMC
Scope & Concept of FMMC
FMMC vs Conventional O&M
Advantages & Risk of FMMC
PHILOSOPHY of FMMC
PERFORMANCE BASED
Sustaining Asset Value
Delighting Customer
Supporting Organisation
SINGLE POINT OF
RESPONSIBILITY
Ownership Full
Commitment Proactive Manner
Accountability Ensure The Quality Of
Service
FMM Concept
MANAGEMENT, OPERATION & MAINTENANCE
CUSTOMER FOCUS
AGREED SERVICE
LEVEL
TERMED CONTRACT
CONTINUOUS IMPROVEMENT
SCOPE OF
FMM
MANAGEMENT SERVICES
OPERATION AND
MAINTENANCE SERVICES
MINOR WORKS
CONSULTANCY SERVICES
Co
nve
nti
on
al V
S P
erfo
rman
ce
Bas
ed C
on
trac
tin
g
Conventional Performance Based
1. the specification
is detail whereby
the contractor will
be instructed on
4W 1H exactly the
work had to be
done
1. advised what is the end result (or
output). The contractor will be
given the scope and “autonomy” to
achieve the end result through
their preferred method
2. measured against set KPIs to
ensure that measures such as
quality, timeliness and budget
criteria are met - APD
Inp
ut
VS
Ou
tpu
t
Sp
ecif
icat
ion
Input Output
• Customer/client/govern
ment defines –
• “4W 1H” the work
is to be done and
Service Provider
follows the
specification.
• Customer/client/
government describes –
• “What” they want to
achieve and Service
Provider determines
“how” to do.
Facilities Management Services
VS Conventional O&M
ITEM FM O&M
MANAGERIAL SERVICES √ X
CONSULTATION SERVICES √ X
MINOR WORKS √ X
PERFORMANCE MANAGEMENT √ X
PREMISE DATA & INFORMATION √ √
OPERATION & MAINTENANCE/TECHNICAL SERVICES √ √
ELEMENTS OF FMM’S IMPLEMENTATION
Service Level Agreement
Condition Of Contract
Technical Standard Specifications
Performance Requirements
Management Plans
GOVERNMENT'S RIGHT TO INSPECT,
INVESTIGATE AND AUDIT
Inspect
• inspect the Site and any standard or equipment used in the implementation of the Services;
Audit or Monitor
• audit or monitor the performance of the Services;
Inspect
• inspect all records and documents in relation to the implementation of the Services which are required to be kept at the Site;
Request
• request and obtain any information with regard to the Services; and/or
Carry out audits
• carry out audits on the Contractor's operational and financial matters pertaining to the Contract.
THE ADVANTAGES OF FMMC
Customer focus
Agreed Service Level (ASL)
KPI and APD – 15 KPI / APD
Scheduled Monthly Payment
Management Plans And Reports
Transition Period @ 6mths Pre/Post
HSE, QMS etc auditing
Inspector/Verifier
ISM, CMMS, Inventory etc
Asset Condition Appraisal
Customer care centre/Help desk
Risk Transfer
NO SPECIFIC LISENCE FOR FACILITY MANAGEMENT CONTRACTOR
COMPETENCY FOR FACILITY MANAGEMENT CONTRACTOR ONLY CAN BE MEASURED DURING THE PROCUREMENT STAGE THROUGH THE TENDERER ASSESMENT
QUALIFICATIONS FOR FACILITY MANAGER AND VERIFIER APPOINTED MUST HAVE MULTI-DICIPLINE KNOWLADGE AND CAPABLE TO DOMULTI-TASKING JOB IN MANAGEMENT AND TECHNICAL
RIS
K O
F F
MM
C
DOCUMENTATIONS OF
FACILITIES MANAGEMENT & MAINTENANCE
REFERENCE DOCUMENT
Standard Form of Contract For Facilities Management – PWD
Facilities Management Form (2013 Edition)
JKR Technical Standard Specification For Building Facilities
Management
FM Perfomance Requirement (KPI & APD)
•important documentation: •as-built drawings (all discipline) •O&M manuals etc •testing & commissioning documents •Equipment spare parts list •System drawings •Etc….
ELEMENT FM CONTRACT
Scope of Services
PERFORMANCE REQUIREMENT -Key Performance Indicators (KPI)
-Ascertained Performance Deduction (APD)
Monthly Payments
Auditing
Type 1: Existing Building without FMMC
Type 2: Existing Building with FMMC
Type 3: New Building under DLP
TYPES OF BUILDING CONDITION FOR
FACILITY MANAGEMENT &
MAINTENANCE CONTRACT
MANAGEMENT SERVICES
Transition Management Services
Administration & Financial Management
Services
Quality Management Services
Utilities Management Service
Health, Safety and Environmental (HSE)
Risk Management Services
Incident Response and Disaster
Recovery Management (IRDRM)
Human Resource
Customer Care Management
Information System (MIS)
Energy Management and Conservation
Waste and Redundant Materials
Event management
O&M Services in FMC
CAR PARKING AND TRAFFIC
MANAGEMENT SERVICES
MECHANICAL SERVICES
ELECTRICAL SERVICES
CIVIL & ARCHITECTURE
SERVICES
CALL CENTRE SERVICES
HOUSEKEEPING & CLEANING SERVICES
LANDSCAPE SERVICES
PEST CONTROL SERVICES
SECURITY SERVICES
TECHNICAL SPECIFICATION
Performance Indicator to assess the
Contractor’s performance
Required Service Levels
during the management of the FM Services
Required Performance
from the management of the FM Services
Manage and Administer : operation, maintenance, cleaning, security system, grounds keeping, waste disposal and customer care of all the asset
Provide : operation and maintenance of all services excluding the services provided by other utility services/ providers
During transition period operate and maintain utilities handed over on agreed date(s) in a progressive manner
Liaise with all utility providers from time to time
Manage all enquiries relating to the FM services
identify any defect and immediately notify S.O.
coordinate and facilitate the rectification of any defect with relevant party.
Undertake condition surveys of facilities, open spaces, infrastructure and services to be handed over.
provide S.O. on a weekly basis, defect rectification work that has been undertaken.
Ma
na
ge
me
nt
RO
LE
of
FM
Co
ntr
acto
r
PERFORMANCE REQUIREMENT (KPI & APD) This framework is prepared with the intention of applying a payment deduction
mechanism for the Facilities Management & Maintenance Services at the Site.
This Deduction Mechanism shall not be applicable for works/ services outside the
scope of Facilities Management & Maintenance Services.
Issues, requests, complaints, shutdowns or unavailability of services resulting from the
Planned Preventive Maintenance Schedule or Scheduled Corrective Maintenance
shall not be subjected to any deductions.
The Facilities Management & Maintenance Services for the Contract are governed by
a set of Key Performance Indicators (KPI). There are three (3) different kinds of
KPI for this Contract:
Performance based KPI
Services Availability based KPI.
Asset Availability based KPI.
Deductions shall only be made where the cause of unavailability is due to negligence of the
FM Contractor.
Combined availability and service performance deductions asset availability will be capped at
the Monthly Payment Plan and are not subject to carry forward to the following month.
RELATIONSHIP BETWEEN COC, TECHINCAL
SPECIFICATIONS & PERFOMANCE MANAGEMENTS
CONDITION OF CONTRACT
APD
NO YES
SCHEDULED
PAYMENT
MEET
KPI
KPI : measure the level of quality / agreed service level
KPI : monthly reports
KAEDAH KAWALAN DAN PEMANTAUAN
1. PELAN PENGURUSAN (Management Plan)
Pembekal Perkhidmatan wajib menyediakan
Pelan Pengurusan bagi setiap komponen
Perkhidmatan Fasiliti;
Setiap Pelan Pengurusan dikehendaki
mematuhi ISO 9001-2000 dan akan dikaji
serta dikemaskinikan pada setiap tahun;
Pengurusan, Operasi dan Penyelenggaraan
aset dan fasilti wajib diurus mematuhi Pelan
Pengurusan yang telah diluluskan oleh S.O.
KAEDAH KAWALAN DAN PEMANTAUAN
2. PENGURUSAN PRESTASI Pembekal Perkhidmatan dikehendakki mengambil
bahagian dalam proses pemantauan, kajian semula,
pelaporan dan pengauditan bersama SO terhadap
pencapaian indikator prestasi DENGAN :- Melaksana Dan Menganalisa Hasil Kajiselidik Kepuasan
Pelanggan Pada Tiap Suku Tahun Bagi Menilai Pencapaian
Prestasi Sebenar Berbanding KPI;
Mengadakan Kajian Prestasi Bulanan Berbanding KPI;
Mendaftar Hasil Penilaian Prestasi Ke Dalam Sistem
Pengurusan Maklumat;
Menyediakan Laporan Pencapaian Prestasi Selaras Kehendak
Kontrak
Menyelenggara Rekod-rekod Berkaitan Insiden