Welcome to the Introduction to
Estates Professional Services RM3816
Please remain on mute through out the presentation. Feel free to ask questions via the chat
function and we will collate these at the end and provide a response and distribute the
presentation.
The CCS Buildings Pillar sets out to
support customer through the
building, operation and management of
the Built Asset.
We offer a full property lifecycle
service for property, construction,
infrastructure consultancy projects
across all RIBA stages.
Using our extensive knowledge of the
market and suppliers there are 2 key
frameworks you can access for all of
your property and project management
needs, whilst being reassured that they
are efficient, effective and compliant.
Devolved
Administrations
Government
Departments
Local
Government
Housing
AssociationsEmergency
Services
Health
Education
Charities / 3rd
Sector
Who uses our Commercial Agreements?
Wh
at
we o
ffer
Wh
at
we o
ffer
8% average
savings
Best in class
supplier
management
Specialist
suppliers
UK wide
national
capability
Addresses
sustainability
& social
value
policies
“
Estates
Professional
Services RM3816
Estates Professional ServicesW
hat
we o
ffer
RM3816
Reduce
property
costs &
identify
savings
Identify
income
generation
opportunities
Efficient,
effective &
compliant
estate
management
expertise
Vertical
Real Estate
service
Release
unwanted
property
assets
Support services can include, but not limited to, early planning and design support, VRE, general property
management (inc strategic planning for acquisition and undertaking interaction with landlords, indicative space
planning to assess property suitability and space management) and ongoing property advice.
Estates Professional ServicesW
hat
we o
ffer
RM3816
Range of national and regional suppliers, through 4 service (‘Lot’)
options:
33% SME
Suppliers
LOT 1: National Delivery
LOT 2: Regional Delivery
LOT 3: Vertical Real Estates
LOT 4: Fully Managed FM and Property Service
Lot 1 National Delivery12 suppliers
One stop shop - All services mandatory (apart from
International delivery optional service)
Suppliers should demonstrate national capability
either directly or through supply chain partners
Direct award for tasks up to £50k
Services outlined are not an exhaustive list-
discuss requirements with the supply base.
Lot 2 Regional Delivery
Up to 7 selected suppliers in each regional panel
Suppliers could not be awarded on both Lot 1 and 2
The services are divided between mandatory and
optional services
Suppliers should demonstrate regional capability
either directly or through supply chain partners
Direct award for tasks up to £50k
Lot 3 Vertical Real Estates5 selected suppliers
All Lot 3 services mandatory
Suppliers should demonstrate national capability either direct or through supply chain partners
The Lot provides a range of traditional estates services together with a number of services to
develop the digital agenda.
The Supplier shall provide advice, guidance, management and assurance on the leasing of new
sites, existing sites that have infrastructure and agreements in place with Infrastructure Providers,
Emergency Services Network (ESN) or Mobile Network Operator’s (MNO’s) or sites where the
Contracting Authority is the Tenant and VRE infrastructure is proposed or exists.
The supplier shall provide advice, guidance, management and assurance on the use of buildings,
mast or structure that may be used for antennas, solar panels or other appliances together with
buildings, masts or structures that may be used for signage, advertising and other purposes
along with those services needed to support the commercial exploitation of such spaces.
Lot 4 FM & Property Managed Service5 suppliers
All Lot 4 services mandatory
Should a customer require procurement capability/expertise
Suppliers should demonstrate national capability either direct or through supply chain partners
Direct award for tasks up to £50k
The Suppliers shall provide a full end-to-end managed procurement service for the provision of
Facilities Management (FM) Services for delivery on a national basis. The Supplier will be expected
to consider using any relevant Authority framework agreements and subsequent frameworks and
any other public sector framework agreements as specified by the Contracting Authority. The
Supplier may also be requested to run an appropriate procurement acting as the agent of the
Contracting Authority.
Plus a variety of other services but not limited to, Procurement strategy development including
holistic view of property related requirements, Procurement and project management advice
ensuring timely activity, Options analysis, Development of customer business case, Asset
verification and condition surveys, Compiling asset information, population to the data pack,
service matrix, cost models, KPI’s and ITT documentation, Managing the procurement process
including award recommendation and overseeing the mobilisation process.
Service Lot 1 Lot 2 Lot 3 Lot 4
Acquisition of freehold and leasehold property ✔ ✔ ✔ X
Disposal (includes letting or other commercial arrangements)
of freehold and leasehold property✔ ✔ ✔ X
Rent reviews ✔ ✔ ✔ X
Valuations ✔ ✔ X X
Lease renewals ✔ ✔ ✔ X
Dilapidations - undertaking surveys / leading negotiations ✔ ✔ ✔ X
Landlord and tenant issues including landlord consents,
service charges and claims✔ ✔ ✔ X
Rating support services ✔ ✔ X X
Strategic advice, including the preparation and development
of an estate strategy✔ O ✔ X
Sample of the services you’re able to procure through the framework but not limited to:
Scope of Services
Sample of the services you’re able to procure through the framework but not limited to:
Scope of Services
Service Lot 1 Lot 2 Lot 3 Lot 4
Planning ✔ ✔ X X
Building surveying services ✔ ✔ X X
General advice on estate and property management
including strategy✔ ✔ ✔ X
General estate and property management duties, (landlord
and tenant day to day) ✔ ✔ X X
Compulsory purchase ✔ O X X
Daylighting/ sunlighting/ overshadowing and rights of light ✔ ✔ X X
Party wall awards ✔ ✔ X X
Wayleaves and easements ✔ ✔ X X
RIBA stage planning (0 to 2 / part of pre-acquisition scope) ✔ O X X
Retail property services/management
Procured Managed service
✔
X
O
X
X
X
X
✔
Suppliers
Lot 1 National
Arcadis LLP
BNP Parabis Real estate Advisory & Property UK Limited
Capita Business Services Ltd
Carter Jonas LLP
CBRE Limited
Cushman & Wakefield
Gerald Eve LLP
GVA Grimley Ltd
Kier Business Services LLP
Lambert Smith Hampton Group Ltd
Montagu Evans LLP
Sanderson Weatherall LLP
Lot 2a East Anglia
Copping Joyce
Essentia Trading Limited
NPS Property Consultants Limited
Savills (UK) Limited
Lot 2c London & South East
Amey OW Limited
Essentia Trading Limited
Fisher German LLP
Jones Lang LaSalle Limited
Knight Frank LLP
Lot 2b East and West Midlands
Bruton Knowles
E3 Cube
Fisher German LLP
Savills (UK) Limited
Valuation Office Agency
Lot 2d North East
Bruton Knowles
Knight Frank LLP
NPS Property Consultants Limited
Valuation Office Agency
WYG Management Services Ltd
Suppliers
Lot 2e North West & N Wales
Amey OW Limited
Fisher German LLP
Jacobs UK Ltd
Jones Lang LaSalle Limited
Knight Frank LLP
Valuation Office Agency
WYG Management Services Ltd
Lot 2g Scotland
FG Burnett Limited
J&E Shepherd Chartered Surveyors
Ryden LLP
Lot 2h SW and S Wales
Alder King
Bruton Knowles
Jones Lang LaSalle Limited
NPS Property Consultants Limited
Savills (UK) Limited
Lot 3 VRE
David R Boyne property solutions Limited
Fisher German LLP
Knight Frank LLP
Lambert Smith Hampton Group Ltd
Savills (UK) Limited
Lot 4 FM Procured Managed Service
Arcadis LLP
Capita Business Services Ltd
Long O Donnell Associates Limited
WT Partnership Limited
WYG Management Services Ltd
Lot 2f NI
Lisney NI Ltd
Pricing methodology
Hourly rate by discipline - ranging from Director to Apprentice
Percentage fee which has a minimum fee and a capped maximum fee
Fixed fee per service
Initial fixed fee for consultation which will then be discounted from the final percentage fee
Price variance for London and property type office, residential, retail, industrial or Land
Incentivised - fees charged on the % saving or % additional income
Rates are fixed for a minimum 2yr period and cannot be increased, they are the suppliers
maximum rates which could be improved further at competition.
In practice the cost model provides a range of pricing
Pricing methodology
The Estate Professional Services Framework facilitates the provision of services using
pricing methodologies to provide the customer:
Flexibility - we have included a number of variables including regional, London specific and
property type variables allowing customers to tailor costs to their requirements
Incentivisation - A number of incentivised pricing methodologies or gain shares have been
included to ensure the delivery of value for money for services delivered
Transparency - Providing transparency in pricing to allow customers to easily understand the
methodology and communicate this internally to ensure necessary approval, audit and
governance approvals.
Suppliers Rates include all exspenses inc travel
RM3816 Since Launch
RM3816 Since Launch
General Rules For Call Off…
Estates Professional Services How to
Direct Award
22
1. Understand what services you require which can be provided by RM3816- Complete a Customer User Agreement Form which can be found on the documents tab of the RM3816 webpage and email to CCS to be provided with a reference for your procurement which should also be provided to the suppliers.
2. Choose which Lot you would like to procure the services through.
3. Register to the CCS eSourcing portal via the link: https://www.gov.uk/government/publications/esourcing-suite-guidance-for-customers
4. Download the rates from your chosen Lot- a step by step guide can be found on the webpage of the documents tab called ‘How to Access the Suppliers Maximum Framework Rates to review’ to help you find them.
5. Evaluate all suppliers rates inline with what your requirements are to get an idea of cost- Direct Award cap is £50k
6. Evaluation criteria does not always need to be based on lowest price- we advise if required you have a conversation with suppliers so that you understand their capacity and lead times to see if this also fits your requirements along with if they have any experience/knowledge of your specific requirements.
7. Customers are reminded of the need to keep a record of their decision making process which shows how the relevant conditions were applied, making it clear that all capable suppliers were considered each time an award was made. Customers will be expected to disclose this documentation in the event of a challenge. It is for each contracting authority to ensure they adhere to their own procurement/commercial governance as well.
8. Once you have chosen your supplier you will then need to complete the RM3816 Call Off Contract, which can be found on the RM3816 webpage, on the documents tab called RM3816 Estates Professional Services Attachment 5 - Call Off Contract.
9. Please note the following advice about how to complete the Call Off Contract for a Direct Award… Customers entering into the Call Off Contract following a direct award should complete the Template Call Off Order Form without modification to the Template Call Off Terms governing the provision of the Services; and by inserting or confirming only those sections which are necessary for the Call Off Contract to be formed.
Call off process – Further Competition
23
1. Understand what services you require which can be provided by RM3816- Complete a Customer User Agreement Form which can be found on
the documents tab of the RM3816 webpage and email to CCS to be provided with a reference for your procurement which should also be provided
to the suppliers.
2. Create a scope of requirements that encompasses all of the services you may need and want the supplier to include in their cost- this can also
include bespoke requirements around Security, Insurance etc
3. Register to the CCS eSourcing portal via the link: https://www.gov.uk/government/publications/esourcing-suite-guidance-for-customers
4. Download the rates from your chosen Lot- a step by step guide can be found on the webpage of the documents tab called ‘How to Access the
Suppliers Maximum Framework Rates to review’ to help you find them.
5. Evaluate your chosen Lot cost models to align your requirement's to what you need to be costed.
6. Depending on the complexity of the scope of requirements it is advised that Customers should have Supplier engagement, this could be via
conference calls, 1-2-1s, webinars, Expression of Interests or Capability Assessments. This will allow the Supplier to get more knowledge about the
customers requirements, enabling the Supplier to provide the best response they can.
7. All Suppliers from your chosen Lot should be invited to the Further Competition.
8. Advise suppliers where possible from the contact details on the RM3816 webpage what online procurement portal you will run the competition from.
Call off process – Further Competition
24
9. Allow appropriate time for the tender once published- this should also include a clarification period should suppliers have any questions. The less
time given, the poorer the response from the supply base will be. Take into account National Holidays. E.g. Christmas
10. Evaluation Quality - Award criteria to be set by the Contracting Authority conducting the award (which in total should add up to 100%) can vary as
much between 10%- 90%.
11. CCS has developed a Call Off Template which can be used to run further competitions via the EPS framework. Whilst customers can use their own
documentation, this template is specifically tailored to the requirements of this framework. This should ensure customers can run a compliant and
efficient further competition process. This can be found on the documents tab of the RM3816 webpage called Customer Call Off Templates.
Customers can use their own templates though if preferred.
12. Always provide feedback to the unsuccessful suppliers.
13. CCS do not provide an Award Letter of Appointment, so you can use your own version.
14. Use the Attachment 5 Call Off contract to finalise the award- you may want the supplier to help complete this as well. This can be found on the
RM3816 webpage called RM3816 Estates Professional Services Attachment 5 - Call Off Contract.
15. Legal Services- as best practice Contracting Authorities should provide or seek their own legal advice if required as this can be complicated for the
RM3816 suppliers to include within their costs.
Benefits of using EPS RM3816
“
CCS support through two teams – Commercial Agreement Managers & Strategy Team.
Technical and practical knowledge support from CCS colleagues trained in Estate, Project & Programme
Management who can guide you to the best route to market for your requirements.
Extensive choice of suppliers and service lots
Detailed customer guidance and user templates
Ability to direct award (up to £50k on RM3816, with no value limit on PMFDTS RM3741) or run a further competition
Flexibility on call off award weightings (Price vs Quality)
Fixed Framework Rates for a minimum of 2 years
Maximum framework rates, all INCLUSIVE of travel expenses
Upskilling and knowledge transfer from Supply chain
Call Off KPIs – Can be made bespoke to customer needs e.g.Gain share potential, Lead Times, SLAs, Insurance,
Security etc...
CCS support with tailored Customer workshops to help take you through the procurement process and share best
practice in regards to market engagement to get the most out of tenders.
How to Access EPS Framework
“
Please see links to the webpages:
http://ccs-agreements.cabinetoffice.gov.uk/contracts/rm3816
The webpage offers a lot of information around the framework, and also a suite of documents you will find
useful on the documents tab, which includes…
Framework Agreements
Scope of services
OJEU Notice
Customer Brochure
Customer Guidance
Customer Presentation
Call Off Contract
Customer Further Competition Templates
Customer User Agreement
How To Direct Award
How To Conduct a Further Competition
How to access the supplier maximum rates
The first step if you wish to use the Framework is to complete and return a Customer User Agreement, which
can also be found on the documents tab, we will then return this to you with a reference that you can quote to
the suppliers on the framework, this is to be filled in for every new procurement via the Framework.
Summary on EPS
EPS provides access to services relating directly to existing/new assets or land with an aim of supporting
customers in managing their full estates strategy requirements. The services commence at the planning phase
and then focus on the ongoing management of estate operation through to disposal.
Support services can include, but not limited to, early planning and design support, VRE, general property
management (inc strategic planning for acquisition and undertaking interaction with landlords, indicative space
planning to assess property suitability and space management) and ongoing property advice.
Register for forthcoming webinars….
https://www.eventbrite.co.uk/o/ccs-buildings-events-amp-webinars-17517035883
From now until December we are running monthly webinars which cover the below topics, please be sure to
register if you would like to attend:
20/02/2019 2.15pm Next steps covering…pre market engagement/ cost models/ tendering
25/03/2019 2.15pm Deep Dive on ITT and Tips and Trips for customer approach
