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

Governance

System & Process

Technology

People

IMPLEMENTATION STRATEGIC’S

ADVANTAGES OF FMMC

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

ISI KANDUNGAN Elements of FMMC

Introduction of Condition of Contract for FMMC

PILOT PROJECT

FM Contract PWD FM2008

Kompleks Ibu Pejabat JKR

Malaysia

Parcel B, Putrajaya

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

TIMELINE JKR FACILITIES MANAGEMENT

& MAINTENANCE CONTRACT

PRE - CONTRACT

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

POST CONTRACT

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

FSO

CLIENT /

OWNER

USER / OCCUPAN

TS

FM CONTRAC

TOR

LEVEL OF COMMUNICATIONS

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.

KPI APD

Scheduled Payments

WHY MANAGEMENT

PLANS AND

REPORTS ARE

IMPORTANT?

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

HARGAILAH

ASET NEGARA

For training purpose only. Unit Perunding Teknikal Aset,

Bahagian Pengurusan dan Perundingan Aset,

Cawangan Perundingan Aset Bersepadu,

Ibu Pejabat JKR Malaysia

January 2015