Work With-U

(1)

2015

Steve George

Workwith-U Limited

Helping Your Ideas Take Flight

(2)

Introduction

Workwith-U is a small but very experienced consultancy which has been specifically formed to pro ide Clie ts a d Custo ers ith a o e stop shop approa h to all aspe ts of Facilities

Management, Projects Management, CAFM and Asset Management and related support and service provisions.

Formed in 2005 by Steve George to meet an increasing demand, Workwith-U, has gone from strength to strength by providing what our clients need when they need it.

This short catalogue or summary of our service provisions in this unique area of consultancy will show what a diverse range of services we can offer and since forming a consortium agreement with other highly skilled consultants we are a le to o er just a out a t pe of support hi h the ig o s a offer you but at a fraction of the cost – usually at least a 30% saving.

We hope that he ou read through this guide ou ill o e to realise that our o sulta ts do ’t have to be big with nationally known names to provide you with a first class service within your time frames, within your budget and in accordance with your requirements and specifications – we work on the specific premise that as the Client you drive and we are here to make sure you get where you want to go.

By networking with other skilled and likeminded consultants we have been able to consistently achieve the deliverables placed upon us by clients and customers. Following the economic downturn we have been forced to return to a mainly single person consultancy provided by Steve but we are optimistic about the future and confident in what we can offer to FM teams as a reliable and approachable consultancy.

We look forward to working with you and demonstrating in practice what we promise we can do in print.

Steve George

Facilities and Projects Management Support

As a member of BIFM, APM, BCS, IIRSM and CIOB we are proud to be able to provide a wide range of services based upon experience and working with large multi-national clients and government sites. We can provide a full service from lead-in and due diligence enquiries right through to contract go-live and beyond – in the following pages we can outline how we can help in Projects of all kinds and

(4)

Bids, Tenders and Enquiries

We are happy to assist right from the start of a client enquiry for a new project or contract by engaging as part of the bid team and carrying out investigations and due diligence enquiries. These are backed by written and electronic reports and databases, spread- sheet’s, prese tatio s or hate er it takes to take a bid forward successfully.

For smaller companies we will carry out the bid in full and complete the full tender process with minimal inconvenience to our clients – you only need to provide us with the specifics we cannot detail without your support – we will do all the rest and even deliver the tender. We can provide CAD support to bids and tenders and manage this important process in for you.

We can carry out supplier evaluations to help you decide if you wish to carry forward the existing suppliers or engage your own and assist with writing contracts and contractual documents. This can include supplier interviews, supply chain compilations and tender evaluations.

Broad brush condition surveys can be carried out to the estate and RAG reports or recommendations supplied to allow full evaluation of the property portfolio.

A green energies and sustainability report can be produced and backed by an environmental assessment to baseline the site ready for takeover, on government sites DREAM and SEAT/SA requirements can be applied and evaluated. Our bids on your behalf can be backed with detailed health and safety policy information, risk assessments, method statements, environmental assessments, transport and travel plans, whole life cost modelling and much more. The level of detail is your decision but we will always provide sufficient to satisfy the client ITT or PQQ.

We are used to sitti g at peer re ie s or la k hat e aluatio s a d due to this we can provide a robust case to support bids to senior management or Board level members. We also use this k o ledge to i orporate hat the lie t e pe ts details i to our ids a d te der applications/submissions.

In short we will assist in any way we can to ensure you have reliable information to base your bid upon and to be comfortable that the contract if awarded will be viable. You will be in charge at all times and no tender or supporting information will be released to anyone without your express permission following review and agreement to proceed.

Workwith-U pride ourselves on confidentiality and security of information and also always meeting deadlines, even when deliverables may be challenging and difficult to achieve. We have secure offices near Swindon and our IT systems are protected by the best anti-virus and security software packages which are regularly reviewed and updated to ensure protection for ourselves and our clients.

(5)

Award, Go-Live and Beyond

We are able to provide a full Projects and/or FM management support service to you. This can include interim management provision until you appoint staff or cover in times of sickness or other unavailability of key staff.

We will help you put together your supply chain and develop framework agreements, key

performance indicators and supply level agreements with your supplier base and work up binding contracts with you to ensure compliance.

If you require it a full survey and recording of the asset portfolio can be carried out or the details handed to you checked and validated. This can be scheduled for PPM (see also CAFM and associated services) and complete maintenance management systems developed and put into place.

A full Annual Maintenance Plan (AMP) can be developed to improve the on-going planned preventative maintenance regimes. This can be as detailed as you wish and a drive towards developing condition based maintenance initiated with the addition of whole life costing of the portfolio if you so wish. Surveys can be limited to large maintainable assets or can be developed to include the full fixtures fittings and equipment holdings – the choice is always yours.

An Estates Development Plan (EDP) can be useful to decide how capital expenditure can be forecasted for the term of the contract. Again this can be linked into the whole life costing and a Forward Work Plan (FWP) developed from gap analysis of the maintenance systems against breakdown and reactive works experienced over a time period.

Advice on your on-going energy usage can be provided and we can offer the services of an accredited Non-Domestic Energy Assessor to carry out EPC’s agai st our uildi gs a d fa ilities which will also feed into your EDP and be identified as necessary from your AMP results.

(6)

CAFM & Associated Services

We have a great deal of experience in evaluating existing Computer Aided Facilities Management (CAFM systems. We are also able to assist you in bringing in new systems to replace existing out-dated or unfit for purpose systems and can recommend some nationally recognised software houses that in turn recognise us as a key partner in CAFM support and provision.

From the outset we can bring in several software houses to present their systems to you and then carry forward a competitive tender exercise which will allow a full and proper evaluation. If you wish to proceed we can assist in bringing in the new system, translating, massaging and correcting existing data and migrating this to your new system and going live. We can also provide user training for many of the systems we recommend.

For those of you who wish to go a little further we can also recommend and work with you on full Enterprise Resource Planning (ERP) systems but these are extremely expensive and many of the less expensive modern CAFM systems do much of what a full ERP can provide.

Your CAFM system can be developed to be as simple or complex as you wish and cover both hard and soft services. A full Helpdesk can be introduced and the whole system put onto an Intranet or the Internet for your own customers to request repair works, book rooms, hospitality, porterage or the like. It is your choice and we will facilitate it for you.

We can also provide complex bespoke databases to support FM and projects and also mobile asset capture and tasking services to ensure statutory compliance in maintenance activities and working towards best practice and CBM if required. Our solutions are robust and well tested across large and small sites. Whatever you need we can find a solution for you.

Finally regarding these types of support services – Workwith-U are not allied to any particular software house and receive no remuneration whatsoever from these suppliers so we provide a totally unbiased service.

(7)

Project Management and Capital Works

General Project Management Services

Steve is a longstanding member of APM and we have a range of experience in projects management and supporting services on all types of new build, refurbishment and specialist project works. We can provide you a full service in phases or stages allowing you to pick what you want or adopt an all-in approach with us.

The phases we offer you include all aspects of projects from initial concept to close out and beyond handover to ensure you get exactly what you want. Because of our agreements with other highly experienced and skilled consultants we can provide all standard and many unusual service streams to back up the project process flow. We suggest that a package is built from the following:

Gate 0 -Initiation / Concept– We will discuss your initial idea with you and help decide the most cost effective and acceptable way forward. As part of this we can provide help with:

 Business Case / PID preparation

 User Requirements compilation

 Initial budget estimates

 Proposal of the project support team

 Commence project Risk Register

 Engagement of CDMC as applicable

 DREAM/BREEAM Initial Stage

Gate 1 – Design Feasibility:

 Engage with architects and specialist designers as appropriate to flesh out the concept

 Update budget estimate as appropriate to provide Capital Bid support

 Identify suitable suppliers for tender purposes

 Hold initial informal talks with Local Authority Planning Department and other interested parties as appropriate

 Identify Project Board and Team if Capital expenditure approved.

 Prepare Project Management Plan

(8)

Gate 2 – Move to Tender:

 Firm up design and agree with Project Board (obtain sign off)

 Initiate tender documents (Contractual Documents, H&S Plans & CDM advice, Outline Specification, Drawings, Sustainability requirements, Site Specific Rules and Requirements, WLCC and Asset Management Returns, Other Information as required) and build into tender pack.

 Send out Expression of Interest letters and evaluate responses. Draw up bidders list and obtain Project Board sign-off.

 Carry out full E-Tender using In-Te d or WWU’s o se ure e-tender service.

 Act as Planning Agents for Client and make appropriate application.

 Deal with Requests for Information and issue Addenda to Tender as necessary.

 Arrange Tender Opening

 Carry out full tender evaluation on five point basis.

 Commercial

 Constructional /Structural/M&E Compliance

 CDM/H&S

 Sustainability & Environmental

 Security

 Advise Project Board with full report and recommendations

 Arrange interviews with suppliers if and as necessary

Gate 3 – Move to Construction / Works in Progress

 Issue appointment / rejections on behalf of Project Board

 Agree final project delivery team with Project Board

 Deal with Planning considerations and requirements

 Arrange pre-start meeting

 Agree all relevant terms and conditions with the appointed supplier

 Update Project Management Plan and Risks Register

 CDMC to agree H&S File and associated requirements with appointed supplier

 DREAM/BREEAM Construction Phase

Gate 4 – Delivery

 Manage supplier as required throughout works on behalf of Client

 Arrange and chair all project meetings and issue minutes and reports

 Arrange and sit at all Project Board meetings

 Onsite i spe tio s a d agree e t of RFI’s a d a desig a e d e ts proposed appointed supplier.

 Pre-completion and snagging inspections

 Practical completion

 Handover, close out

 Energy Performance Certification

 Post works inspection and retention reviews (as applicable)

(9)

Governance

We can offer a full range of the necessary governance to manage and formalise your projects. We will assist you to work to a system which suits your organisation. Although we are fully familiar with PRINCE2 and have managed IT projects successfully using it, we have found that it is readily

adaptable to use for construction and similar works. Some of the documentation we can help with are:

Business Case / Authorities Requirements Project Initiation Documents

Project Appraisal/Review Forms Project Management Plans Sustainability Appraisals Valuation Certification Budget Estimates Budget Appraisals Expressions of Interest Full Tender Documentation Outline Specifications CAD Drawings

Control of Requirements for Information

Planning Applications / Permitted Development Applications Environmental Impact Assessments

Energy Performance Certificates Close Out Documentation

Other Services

To ake our o pa a true o e stop shop e ha e de eloped other asso iated ser i e strea s over the years by way or training, CPD and our associations with other consultants and clients. Our company brochure lists all of these but a few are listed on the next page:

(10)

Management System Audits

Bespoke Database Design and Compilation Space Planning

DDA (Now Equalities Act) Advice and Design application Sustainability and Renewable Energies Review and Reporting Whole Lifecycle Costs Modelling

Condition Based Maintenance Process Mapping Feasibility Studies

Gap Analysis

Interim Management

 Holiday Cover

 Sickness Cover

 Short Term Management

Our Network

To make our services even more extensive we are pleased and proud to belong to an informal consortium of very highly skilled consultants who can add to our own skillsets and make the whole experience more beneficial and cost effective for our client base.

We can now offer any services that the huge consultancies are able to at a much reduced rate as we do not have the overheads these large companies have to maintain. This is working in practice for existing clients who are benefitting from a consultancy who can meet all their needs under one umbrella at a sensible and affordable cost.

Our associates are:

Hampshire Planning Services – CDMC Specialists

David Osborne Associates – Architecture, Structural & Civil Engineering, M&E Consultancy Cyril Orchard Group – Projects Management, Surveying, Clerk of Works etc.

PLGMS Ltd – Specialist data services Corin Hughes – Wind Energies Specialist Dr Robin Davies – Earth Energies Specialist Imperative Energies – Biomass Specialists

This gives a true single point of resource for our clients and we hope that you will take full advantage of our services and those of our associates and contact us to discuss things further.

Insurances and Health & Safety

WWU are fully insured for the following:

Public Liability

Professional Indemnity