Metroplan defines this as the structured planning, tendering, awarding and management of facility management services – from needs analysis, through the award strategy and service specifications, to invoicing and performance management.
Setting up the procurement of facility management services in a professional manner
Facility management services encompass technical, infrastructural and commercial services – ranging from maintenance and repairs, through building cleaning and security, to space management and property management. The rate of outsourcing of FM services has risen significantly in recent years, particularly in the case of technical services, as building services are becoming increasingly complex and require specialist expertise.
Purchase FM services in a structured manner
Metroplan supports companies in setting up the procurement of FM services in a professional and structured manner. This includes product group analyses, the consolidation of volumes, the development of service specifications, the selection of suitable procurement models, and the definition of key performance indicators and control mechanisms. Right from the start of the project, we ensure transparency regarding actual expenditure in facility management. To do this, we analyse invoices from the past twelve months using professional data extraction tools and AI-supported analyses. This enables us to quickly gain a comprehensive overview of product groups such as energy services, building cleaning, security services, and plumbing, heating and air-conditioning systems, thereby creating a robust foundation for further optimisation.
Integrating end-users, the building department and procurement within FM Procurement
Studies and practical experience show that FM procurement is particularly effective when the interests of specialist departments (users/operations), the construction or technical department and the procurement department are aligned at an early stage. Whilst end-users and the technical department focus primarily on functionality, availability and life-cycle costs, the procurement department concentrates on cost-effectiveness, public procurement law, process standardisation and supplier management.
Recording technical requirements in a structured manner
- Define requirements profiles for each property and user group
- Take into account minimum technical requirements and standards
- Set requirements for availability, response times, service levels and reporting
Bringing the Construction/Engineering Department and the Procurement Department onto a common data platform
- Incorporate building and plant data (e.g. from CAFM/CAFM systems)
- Integrate existing maintenance plans, operational responsibilities and life-cycle assessments
- Take into account interfaces with projects, refurbishments and building services planning
Metroplan facilitates this coordination process and ensures that technical requirements and procurement considerations are consistently incorporated into tender and contract documents. In facility management in particular, we often find that companies are unable to fill vacant procurement roles due to a shortage of qualified specialists. In such situations, we take over the operational management of the product group and ensure, from day one, that end-users receive professional support from experienced FM procurement specialists.
General/Total FM or separate trade contracts? Finding the right procurement strategy
In practice and in the specialist literature, a distinction is made between various procurement models: individual contracts, bundled service packages, integrated FM packages, total FM and main contractor models. Each model offers different advantages and disadvantages in terms of competition, management effort, flexibility and risk.
Assessing options for procurement strategies
- Individual contracting: High degree of control and competition within each trade, but greater internal coordination effort
- Bundling / Package allocation: FM packages by location, region or service category
- Total-FM / General-FM: a single central contracting partner, clear lines of responsibility, reduced internal management effort, but greater dependence and high demands on the contract and the SLA/KPI set
Criteria for the strategic decision
- Structure and number of sites
- Internal resources and management capacity
- Desired flexibility and contract term models
- Risk distribution and desired innovation contributions from service providers
Accurately reflect requirements, GAEB files and specifications
A key success factor in FM procurement is the quality of service descriptions and service specifications. Practical guides and BME documents emphasise that recurring services that can be clearly specified must be accurately reflected in service specifications and, where applicable, GAEB structures, in order to ensure that they are binding, comparable and suitable for invoicing.
Clearly define service profiles and service levels
- Separation of core services, additional services and optional services
- Definition of qualitative performance indicators (e.g. response time, fault resolution time, quality checks)
- Mapping of service levels and KPIs that can be monitored at a later stage
Using GAEB files and specifications for facility management services
- Structuring of FM services into GAEB-compliant specifications, where appropriate
- Clear allocation of quantities, units, intervals and objects
- Integration of technical data from planning/CAFM to describe FM services precisely on an object-by-object basis
Metroplan assists with the consolidation and structuring of service specifications so that tenders can be compared and subsequently invoiced transparently.
Take into account guarantees, warranties and FM contract management
Particularly in the case of technical facility management services and building services systems, the interplay between construction works (which have their own warranty periods) and ongoing facility management contracts is a key issue. Practical experience shows that unclear arrangements at this interface can quickly lead to disputes and a lack of clarity regarding responsibilities.
Incorporating warranty and guarantee requirements into service specifications
- Clarity regarding guarantees arising from construction and building services projects and their transfer to facility management contracts
- Allocation of defect notifications, responsibilities and escalation procedures
- Regulations governing testing, maintenance and inspection obligations that safeguard warranty claims
Establish processes for warranty management and defect tracking
- Defined processes for recording, processing and tracking defects
- Clearly defined roles (e.g. property manager, building services manager, procurement)
- Integration with service tickets and reporting
Metroplan incorporates guarantee and warranty requirements into specifications, contracts and processes, ensuring that collaboration between the construction/building services teams and facility management operations runs smoothly.
Transparent billing and audit of FM service providers
Specialist articles and seminars highlight that, particularly in the case of FM services, a lack of transparency in invoicing and the absence of audit processes frequently lead to additional costs. Contracts usually include fixed base fees, variable service components and cost-plus services – without a clear invoicing structure and cost control, this can quickly become confusing.
Making billing logic and pricing structures easy to understand
- Separation of lump-sum services, quantity structures and cost-plus elements
- Clear links to specifications, quantities and service levels
- Transparently regulate mechanisms for indexation and price escalation clauses
Embedding invoice verification and performance reporting within the organisation’s structure
- Link digital performance records (e.g. checklists, service reports, ticketing systems) to invoice line items
- Define standardised audit processes and roles in procurement, facilities management/operations and, where applicable, in controlling
- Establish key performance indicators and reports for cost, volume and quality control
Procedure: How Metroplan supports the procurement of FM services
Clarifying the current situation and the target state
We analyse existing FM contracts, the supplier landscape, cost structures, management processes, service specifications and the existing collaboration between the departments involved. At the same time, we work together to define the target state for the future procurement of FM services.Defining requirements and the procurement strategy
The procurement strategy is developed on the basis of the requirements and site structure, internal resources and FM objectives. Metroplan provides support in determining whether individual trades, FM packages or total FM models are the most appropriate option – including ‘make-or-buy’ considerations and outsourcing options.Drawing up specifications and tender documents
We provide support in drawing up or revising specifications, GAEB files, evaluation matrices, SLA/KPI sets and draft contracts, so that tenders can be compared and the subsequent delivery of services and invoicing can be clearly managed.Supporting the tendering, award and contract conclusion processes
Metroplan supports the tendering process, the evaluation of bids, negotiations with bidders and the award decision – taking into account price, quality, service, references and strategic fit. The assessment of potential cost savings is carried out on the basis of a tried-and-tested and realistic evaluation framework. As it is not always possible to make a direct comparison between an in-house award and a tender process supported by Metroplan in every project, we use a proven set of comparative and evaluation criteria to assess economic potential in a transparent and comprehensible manner.- Ensuring implementation, management and billing
Following the award of the contract, we provide support in translating contracts into operational processes, roles, billing logic and key performance indicator systems. This ensures that FM services are not merely awarded on a formal basis, but are managed efficiently and transparently in practice. Our project experience shows that this does more than just improve process quality. In client projects, we have, amongst other things, increased the number of tenders by more than 30 per cent, achieved savings of over 20 per cent on first-time tenders, raised on-time performance for the creation of new suppliers to over 98 per cent, generated additional revenue from payment terms of more than 1 per cent, and increased on-time performance in converting purchase requisitions into purchase orders to over 98 per cent.
The Benefits: Cost-effective FM services with clear management
By adopting a structured approach to the procurement of facility management services, organisations can achieve:
- More cost-effective contract and pricing structures through volume bundling, market analysis and professional tendering procedures
- Higher service quality and greater controllability through clearly defined service profiles, SLAs and KPIs
- Greater transparency in invoicing through structured service specifications, defined invoicing logic and financial control
- Closer integration between end-users, the construction/technical department and procurement, which reduces friction and speeds up decision-making.
Conclusion: The procurement of FM services offers significant potential for optimisation in any organisation.
In the past, the procurement of the very extensive range of facility management services was not organised in the best possible way. Until now, the specialist departments and local users had been responsible for procurement and for negotiating terms and conditions. Metroplan demonstrates how it is possible to transition from these old practices to modern, digitalised processes – to this end, we draw on our extensive expertise in the construction sector and practical solutions derived from the digitalisation of orders and invoices. In doing so, we combine strategic procurement, operational implementation and digital data analysis to make FM services more cost-effective, transparent and manageable in the long term.
FAQ on the procurement of facility management services
What does Metroplan mean by the procurement of FM services?
How are the end-users, the building department and the procurement team involved?
The client, the construction/engineering department and the procurement team work together within a clearly structured process. Metroplan facilitates this process, defines roles and interfaces, and ensures that functional, technical and commercial requirements are consistently incorporated into tender and contract documents.
What are some typical questions regarding procurement strategies?
Typical issues include choosing between individual service providers, FM packages and comprehensive FM services, the sensible bundling of services, the desired contract term, risk allocation and the ability to manage the service internally.
What role do GAEB files and specifications play?
GAEB files and structured specifications form a key basis for describing recurring facility management services in a clear, comparable and billable manner. They support both the tendering process and the evaluation of tenders, as well as subsequent invoice verification.
How are warranty and guarantee claims dealt with?
Warranty and guarantee requirements arising from construction and building services projects are systematically linked to FM contracts. Processes for tracking defects, monitoring deadlines and clarifying responsibilities are designed to fit within the contractual and management framework of FM procurement.
Does Metroplan also provide support with accounting and audit services?
Yes. Metroplan provides support in designing billing models, defining verification procedures and key performance indicators, and structuring reports and audits, to ensure that the services provided by FM service providers are billed in a transparent and traceable manner.
Contact
Your contacts
Dr. Thomas Mielke
Managing Partner
Andree Siever
Senior Manager
