Transcript Case Study (2) - EstatesMaster

EstatesMaster
Case Study 2
Breakfast Briefing Presentation:
Setting the Facilities
Budget for a large new
Corporate HQ
Nigel Anderson
IFPI Ltd
14th June 2013
The Brief
• Borough Council
• Consolidation of facilities to new
corporate style head office building
• Benchmarking required to establish
facilities budget
• Carried out as part of strategic
review of FM services
Benchmarking Process
• Workshop
– Building specialists
– Service area specialists
• Service level questions discussed and
answered by the group
• Effects on benchmark cost monitored
real time
• Audit trail recorded
Process – nudging the drivers
Fabric Maintenance:
Building Fabric Maintenance
1. What is the annual expenditure on maintenance of the building fabric?
0
2. What is the gross internal area of the building?
21000
3. How many floors are there in the building?
5
4. What is the average depth of the building?
0.7
5. What is the floor area of any atrium?
300
6. How many occupants are there in the building?
1700
External walls, windows, doors and cladding
7. What is the specification?
Minimum Maintenance
8. What is the normal routine for maintenance?
Casual inspect and repair
9. What was the extent of planned maintenance/ repairs/ minor alterations?
Minimum
10. What was the extent of emergency repairs?
Minimum
11. What restrictions were there on the time of executing the work?
Minimum restrictions
12. What physical restrictions were there on gaining access to the areas?
Fairly low restrictions
Process – nudging the drivers
Results
Total Actual Cost
Total Benchmarked Cost
Actual Cost per m2
Benchmarked Cost per m2
0.00
54,689
0.00
2.60
Service Definition and Costs
Service
Cleaning
Services Maintenance
Fabric Maintenance
Security
Reprographics
Stationery
Document Distribution
Energy
Totals
Costs for alternative Service Levels
Lower
Medium
Higher
375,000
411,000
585,000
510,000
631,500
682,500
67,500
82,500
82,500
225,000
256,500
376,500
777,000 1,174,500
1,519,500
610,500
768,000
1,201,500
2,125,500 2,700,000
3,078,000
621,000
901,500
919,500
5,311,500 6,925,500
8,445,000
Service Level - Cleaning
Recommended
(medium)
£411,000
The levels of service
indicated are typical of
a provincial or city
centre back office
building, e.g. as
occupied by a Central
Government
Department or a large
professional firm.
Alternative 1
(higher)
£585,000
Alternative 2
(lower)
£375,000
This higher level would
entail a very thorough
cleaning regime, e.g.
vacuuming carpets
every day, emptying
waste bins at regular
pre-set intervals,
cleaning worktops daily
etc. Such a regime
would be typical of a
Headquarters building
for a major corporate
commercial
organisation.
This lower level would
typically be found in the
back offices of industrial
estates.
Maintenance of Services
Recommended
(medium)
Alternative 1
(higher)
Alternative 2
(lower)
£631,000
£682,000
£510,000
The maintenance regime for
the major services like airconditioning and electrical
services is set at ‘preventive’
i.e. regular inspection of
components and replacement
before they begin to put their
systems at risk. This is the
normal level for offices where
occupiers need noninterrupted services but
without relying upon full
planned maintenance – see
Alt’ 1. The costs reflect the
wear-and-tear of a 24/7
occupancy regime.
This is for a ‘planned
maintenance’ regime
involving automatic
replacement of
theoretically life-expired
components. Such a
regime is really only
warranted in very high risk
buildings where occupiers
are engaged in critical
activities e.g. air traffic
control, trading floors etc.
This is for mainly
‘condition-based’
maintenance where there
is no scheduled inspection
regime but the engineers
report components which
require maintenance or
replacement. Such a
regime is typical of
industrial back offices or
other buildings occupied
by lower-paid staff not
involved in critical
activities.
Thank you for your interest
Any questions?