An integrated approach to procurement
At FM8, we are committed to providing our clients with the best possible solutions for their complex procurement needs. We have extensive experience and expertise in the facilities management sector, and we use the latest technology to enhance our service delivery and ensure security and compliance. Our experienced teams understand the challenges and opportunities that our clients face in the highly competitive and regulated government, defence and commercial market sectors, and have worked with both buyers and suppliers of facilities management services. Within FM8, we have built routines and processes based on this accumulated experience, helping us to deliver value for money, quality and innovation to our clients whatever the sector they represent. We offer a range of support services through every stage of the procurement process, from planning and strategy to execution and evaluation. Whether our clients need to supplement their existing team with flexible and skilled resources, or they need a full-service solution for their procurement project, we can tailor our services to meet their specific needs and objectives.
Our approach
When seeking to outsource facilities management services, navigating the procurement process efficiently is essential. By following FM8's systematic approach to facilities management contract procurement, we can support organisations to optimise service delivery, enhance operational efficiency, and achieve strategic objectives effectively.
As the Request for Proposal (RFP) serves as the primary means of soliciting proposals from prospective suppliers it is essential that detailed requirements, evaluation criteria, submission guidelines, and contractual terms are compiled and expressed clearly to assure a successful procurement.
We initiate this process by conducting a full scale ‘Needs Assessment’, which is a comprehensive review of your facilities management needs. This involves identifying the current state of facilities services and then developing the scope of future services requirements including regulatory compliance, performance, and value for money criteria.
We will then prepare clear and detailed specifications and associated tender documentation to fully articulate your organisation's requirements, defining the technical, operational, and performance standards that prospective suppliers must meet.
Upon receiving proposals from suppliers, we can provide experienced personnel to conduct thorough evaluations to assess each proposal's merits. This involves analysing factors such as cost, quality, technical capabilities, and compliance with specified requirements.
In addition to evaluating suppliers capacity to deliver services within specified timelines and to meet performance standards, we will assess potential risks associated with supplier selection, contract implementation, and ongoing service delivery.
Our comprehensive approach to the evaluation of commercial and technical aspects ensures that selected suppliers can meet your organisation's requirements while adhering to contractual and regulatory obligations. Once all other evaluation elements have been completed, we believe it is vitally important to finally compare the suppliers tendered price against the proposed operational delivery model to ensure alignment from a sound deliverability perspective.
Post award and during the contract mobilisation phase, it is not unusual for appointed suppliers to submit commercial claims for costs for additional services or assets that they assert where note specified within the procurement documentation. We can provide post procurement support to assist in assessing, defending and/or validating such claims to minimise scope creep and associated impacts on cost.
THE FM8 STAGED APPROACH TO PROCUREMENT. Our teams are ready to help with all or any of these stages.
Why use FM8?
We recognise the sensitivities about using an external organisation to support key procurement projects within your organisation, and the challenges of onboarding a new entity as part of your supply chain. As an organisation with experience of both supplier and client organisations, we bring a combination of competency and capacity to the clients we work with, supplementing their own capabailities with a flexible and experienced team to carry out discrete projects with defined deliverables.
Flexible work team
We provide our clients with the right people at the right time, depending on their project requirements and budget. Our team consists of procurement experts who have over 35 years of combined experience in tendering £15 billion of facilities management opportunities in the government, defence and commercial market sectors. They have the skills, knowledge and networks to help our clients achieve their desired outcomes.
Experienced people
Our professional team members are experienced and knowledgeable. They have the ability to quickly learn and adapt to new situations and challenges thanks to their broad capabilities in communication skills, leadership experience and past industry exposure. They also have the respect and trust of both buyers and suppliers, which facilitates the procurement process and enhances the relationship with our clients.
Leading technology
We use cutting-edge technology to support our clients' procurement activities, such as artificial intelligence tools to generate and review documents, data analytics to provide insights and recommendations, and secure collaboration systems to facilitate communication and coordination. We leverage these technologies to support our clients' procurement process, from market research and analysis to contract negotiation and award.
Proprietary systems
We have developed our own methodologies and frameworks to guide and manage the procurement process, based on the best practices and standards in the industry. We also have access to exclusive databases and sources of information that can give our clients a competitive edge. We are constantly updating and improving our systems and tools to ensure that they are aligned with the latest trends and regulations in the sector.