MINOR WORKS PROCUREMENT
A self-serve solution that is quick, easy and compliant.
Everything FM has created a self-serve portal to help estates managers compliantly, and easily, award minor works contracts. Procuring high volumes of minor works with so many SME suppliers, often required at relatively short notice as reactive maintenance, places a significant demand on estates teams’ time and resources. Our online automated service can be tailored for direct award and/or mini competitions from our dynamic supply chain. Benefits include:
Everything FM offers a fast and easy route to market for busy procurement professionals and estates managers.
To use a self-serve portal to award minor works contracts to specific suppliers.
To select SME suppliers from the Everything FM supply chain, and with the benefit of being able to include additional suppliers quickly and easily.
Ensures compliance with the EU/UK Procurement Directives and Public Contracts Regulations 2015.
The aim of the minor works self-serve portal is to make the procurement process as user-friendly as possible, saving users’ valuable resources and time. The process is simple to use for both commissioners and suppliers.
The Everything FM framework provides flexibility through its agreements and templates to provide commissioners with an easy to use process for selecting suppliers and awarding contracts. Whilst there are terms and conditions for ordering bodies and suppliers under the framework, variable conditions can be established for each Call Off contract let through the framework. This means that your minor works standard order form can be created setting out the appropriate criteria which local SME suppliers will need to meet to be onboarded to the supply chain.
Estates and facilities officers add their works specifications to the order form via a dedicated and password secure area of the Everything FM website, using a simple online form. Selected suppliers are sent specification details and invited to submit their quotations to fulfil the contract via the self-serve portal.
Estate managers compliantly award contracts through the automated process, with value for money benchmarked as suppliers are required to publish their labour rates when joining the Everything FM supply chain.
A FLEXIBLE AND EASY PROCESS AT YOUR FINGERTIPS!
All transaction records are maintained within the Everything FM Customer Relationship Management system, which captures all documents, contracts, procurement and contract case files. A transaction dashboard report is shared on a monthly basis, together with a monthly invoice to cover framework levy fees. Each contract is awarded and signed by the awarding officer and the supplier, and counter-signed by Everything FM via e-sign software for ease and security. Everything FM is governed by ISO/IEC:27001 Information Security Management System, Cyber Essentials and ISO:9001 Quality Management System, as well as GDPR compliance.
As part of the onboarding process, suppliers are required to sign up to a social value commitment, which is applied to all successful minor works awards and detailed within the Standard Call Off contract. Due to the nature of local SME suppliers and their expected inability to support formal social value portal commitments, they contribute a small percentage of the contract value to a collective social value fund theme within your Social Value Framework.
Everything FM is a compliant public sector framework. It was established to offer innovation in public sector procurement, designed to align with the principles and objectives of the Transforming Public Procurement White Paper and the Procurement Act. Everything FM is a framework structure for the procurement of facilities management and related services for eligible public sector bodies across the UK. Everything FM is operated by Place Group, which has 20 years’ experience supporting the delivery of billions of pounds of quality infrastructure and services, to over 5,000 public sector customers. We believe in exceptional customer service and go the extra miles to achieve the best solutions:
- We are FM experts
- Our team of experts are CIPS accredited public sector procurement professionals
- We are passionate about using procurement to help our clients better achieve their outcomes
- We can tailor our service to exactly fit your requirements
- We work in true partnership with our clients and view ourselves as an extension of your team
- Our client servicing is exemplary
- We take the admin out of the process on your behalf but also act as a strategic sounding board if this is what you require
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