London Borough of Ealing Facilities Management Early Market Engagement

This document has been issued by London Borough of Ealing as part of some initial soft market testing in order to develop a procurement strategy for Corporate Facilities Management (FM).

The Council is responsible for a portfolio of properties and sites, ranging from the 3 main corporate/ civic office sites (Perceval House, Town Hall and Carmelita House) and the Greenford Children & Adults’ Centre, through to a wide range of properties including:

• Children & Adults: primary schools, children’s centres, youth centres, nurseries and respite care facilities
• Environment & Customer Services: libraries, youth centres, parks and depots
• Regeneration: “transition” sites

In terms of the services provided to each site, these vary from site to site, dependant upon the nature of the site and/or the requirements of our internal/external client.

Ealing FM is responsible for all fabric and technical maintenance at the Council’s corporate premises. FM is also responsible for maintenance of a large number of Council premises, through a management agreement entered into by the relevant directorate. Fabric and technical services will be provided to other premises through arrangements made by the relevant directorate, however the FM department is actively seeking to increase the proportion of premises for which it is engaged to manage.

The FM department will provide Statutory Compliance services and management to all corporate sites. Statutory Compliance also forms the minimum standard provided as part of its management service to premises that have been opted in to Corporate FM management.

Statutory Compliance services will include some or all of the following;

• Periodic fire risk assessment
• Fire alarm testing & maintenance
• Lifts and lifting equipment
• Lightening protection
• Pressure vessels
• Gas installations
• Emergency lighting
• Escape doors
• Water treatment
• L8
• Asbestos risk assessment

However this list is provided only as guidance, and statutory compliance work could involve any aspect of work covered by CIBSE Guide M Maintenance engineering and management — Statutory compliance legislation and guidance.

Internal clients are invited to add to this Baseline by selecting from a range of FM services, currently provided through external contractors. These include but are not limited to;

• Planned maintenance
• Grounds maintenance
• Gutter clearing
• CCTV systems
• Key-holding
• Reactive maintenance

Ealing FM also offers the following services, currently utilising in-house resources;

• Cleaning
• Security guarding

Total spend with external contractors, in respect of the above “hard FM” services was approximately £1.5million in 2014/15.