Saving time and money

Paul Bullard, product diredctor at SFG20, the industry standard for buliding maintenance specification, shares his insights on how effective contract management can save public sector businesses significant time and money, and how to overcome the most common obstacles

Managing maintenance contracts in the public sector is a challenging, but ultimately, necessary task. The consequences of poor contract management go beyond inefficiency; they directly impact safety, compliance, and financial performance. By adopting effective strategies, public sector organisations can save significant time and get the best value for money, while ensuring that buildings are well-maintained and legally compliant.

Common challenges the facilities management industry is facing

Facilities management professionals, building owners and public sector workers face numerous challenges that can easily derail efficient operations. From dealing with complex building legislation, to navigating the tendering process and maintaining a golden thread of information, these challenges require careful planning and execution.

The legislative landscape in the facilities management industry is constantly evolving. Staying up-to-date with building regulations requires time, expertise, and the ability to quickly integrate new legislation into existing maintenance plans. For public sector organisations, failing to comply can result in significant legal and financial consequences. Allocating resources to ensure compliance is not optional, but a central part of effective and responsible maintenance management.

Tendering for maintenance services can be a frustrating experience for both clients and service providers. For facility managers, creating a precise specification of works is challenging and service providers may be unsure if their proposal can be compared like-for-like with competitors’ tender submissions. At the same time, service providers may remain unsure if their proposal matches up to competitors’ work. This imbalance and uncertainty can lead to inefficiencies and undesired outcomes that don’t fully meet a building’s needs.

When changing maintenance providers, critical building information is often lost. Without a proper building handover process, new providers may need to map out the estate as if it were completely new, wasting valuable time and resources. This inefficiency is further compounded by the “golden thread” requirement outlined in the Building Safety Act 2022, which makes comprehensive, up-to-date records of building information mandatory. Ensuring continuity of data during transitions is now not just efficient, but a legal necessity.

Prioritising Risk Management

Effective contract management begins with identifying and mitigating risks. Public sector companies must make sure that statutory tasks are completed before addressing any non-essential maintenance work. Taking advantage of tools like colour-coded task prioritisation systems, can help facilities managers distinguish between statutory, business critical, and discretionary tasks, enabling them to allocate resources effectively.

Risk assessments are also essential for minimising potential disruptions. For non-statutory tasks, organisations should focus on assets critical to operations, while deprioritising those with limited impact in case of failure. This approach not only reduces risks but also ensures that resources are used where they are needed most.

Streamlining the tendering process

When running a tender for the provision of FM services, it can be a challenging time for clients to ensure they get what they need and what they are paying for. The key is being able to clearly articulate your requirement via a scope of work or a performance specification. When a contracting party communicates this in readily accepted, industry-standard language, it can prevent misinterpretation and reduce the risk of not receiving the expected benefits from the project. This creates a more efficient process by removing time a service provider spends on creating their own maintenance regimes and ensures a clear comparison between what is being offered.

Maintaining the Golden Thread

The golden thread of information is critical for building safety and compliance, now outlined in the Building Safety Act 2022. Daily checks and routine maintenance must be documented meticulously to ensure accountability. Mobile solutions can simplify this process by enabling real-time recording of completed tasks. For example, daily checks on equipment like forklifts or HGVs can be logged directly into an FM system, creating a reliable audit trail.

For less frequent tasks, such as scaffolding inspections or machinery checks, digital tools can help ensure compliance with prescribed intervals. By maintaining detailed records, organisations can demonstrate adherence to safety standards and minimise legal risks.

On top of maintaining an in-depth log of all maintenance tasks completed and scheduled, FM professionals must ensure that this information flows efficiently between all stakeholders. Integrating FM systems further enhances overall efficiency and reduces delays by providing a central source for information on maintenance tasks.

Creating a successful building handover

A successful handover relies on the smooth transfer of building information. Typically, construction teams provide asset registers and operation and maintenance (O&M) manuals, which form the foundation for maintenance regimes. At the end of a contract, retaining detailed records – including audit trails, and maintenance history – prevents duplication of work and ensures a smooth transition. This continuity not only saves time and money but also supports compliance with the golden thread requirements. For public sector organisations, maintaining this digital record ensures a smooth handover and continued operational efficiency.

Conclusion

Managing maintenance contracts effectively is no small feat, but the rewards for a business are significant. Tedious tendering processes, vague contracts and the loss of building maintenance information upon completion can all cause significant disruption and confusion for both Building Owners and Service Providers. Taking advantage of SFG20’s software, Facilities-iQ, FM professionals can create precise maintenance regimes, ensure statutory compliance, and significantly simplify the tendering process.

Through its unique Maintenance Regime feature, Facilities-iQ enables both parties to draw up and access a precise specification to base a tender on, including clear KPIs. Users are automatically notified of updates to the standard and can choose when to apply them to their maintenance regime, providing the flexibility to quickly and easily adjust specifications to align with evolving legislation. With each schedule update, users can compare changes side by side and decide when to implement them. These updates then seamlessly integrate into FM systems via the freely available API, saving significant time.

About SFG20:

Launched in 1990 by the Building Engineering Services Association (BESA), SFG20 is recognised as the industry standard for building maintenance specification. With access to a library of over 2000 maintenance schedules that are updated dynamically to reflect changes in legislation and regulations, you can create customised maintenance schedules that are designed to keep you compliant while also saving you time, effort and money.