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DMA Group Understanding Procurement Frameworks in Building Maintenance and FM

Understanding Procurement Frameworks in Building Maintenance and Facilities Management: A Quick Guide for the Private and Public Sector

Procurement frameworks have emerged as a crucial tool for facility managers, building owners, procurement officers, and government agencies. They streamline the procurement process, ensure compliance with regulations, and bring about significant cost savings. But how are they effectively utilised in the building maintenance and facilities management industry?

The following guide provides some essential insights and practical strategies for navigating the complexities of procurement frameworks, while enhancing your procurement practices.

What Are Procurement Frameworks?

Procurement frameworks are pre-established arrangements that allow organisations to procure goods and services from a list of vetted suppliers. They are designed to simplify the procurement process, especially for complex and high-value contracts. Unlike a direct procurement process, which involves negotiating terms for each purchase, a framework agreement sets out the terms and conditions in advance. This allows for faster and more efficient procurement.

Key Features of Procurement Frameworks

  • Pre-qualification of suppliers: Suppliers are vetted and pre-approved based on their quality, compliance, and capability.
  • Standardised contracts: These frameworks come with consistent terms and conditions, reducing the need for prolonged contract negotiations and legal costs.
  • Flexibility: Organisations have the option to choose from multiple suppliers or contractors within a framework, allowing for tailored procurement solutions.
  • Efficiency and speed: With pre-established terms and approved suppliers, procurement processes are significantly faster.
  • Compliance and risk management: Procurement frameworks ensure adherence to regulations and reduce the risk of procurement challenges.

What are the Benefits of Procurement Frameworks for Customers?

Cost Savings

  • Pre-negotiated pricing: Frameworks typically offer competitive rates due to bulk buying power and established relationships with suppliers.
  • Reduced procurement costs: The administrative and transaction costs associated with procurement are lowered, thanks to simplified bidding and contracting processes.

Time Savings and Efficiency

  • Streamlined procurement processes: With a pre-approved list of suppliers and pre-negotiated terms, the time required to procure services is significantly reduced.
  • Faster access to services: Organisations can quickly mobilise suppliers, ensuring timely responses to urgent needs.

Quality Assurance and Supplier Reliability

  • Vetted suppliers: Suppliers undergo a rigorous pre-qualification process, ensuring they meet specific standards for quality, reliability, and compliance.
  • Consistent service quality: Frameworks include mechanisms for monitoring and managing supplier performance, ensuring consistent service quality.

Compliance and Risk Management

  • Adherence to regulatory standards: Procurement frameworks ensure compliance with relevant laws, regulations, and procurement standards, especially for public sector organisations.
  • Risk mitigation: Structured and transparent procurement processes help mitigate risks associated with supplier selection, contract management, and service delivery.

Flexibility and Choice

  • Access to multiple suppliers: Frameworks provide access to a range of suppliers, allowing organisations to choose the one that best meets their needs.
  • An option for mini-competitions: Many frameworks allow for mini-competitions among approved suppliers, encouraging competitive pricing and innovation.

Simplified Contract Management

  • Standardised contracts: With clear terms and conditions, standardised contracts reduce the time and resources needed for contract negotiation and legal review.
  • Centralised oversight: Frameworks often provide centralised management and oversight, simplifying contract administration and issue resolution.

What are the Benefits of Procurement Frameworks for Suppliers?

  • Increased visibility and market access: Being part of a framework can enhance a supplier’s reputation and lead to more business opportunities.
  • Reduced competition: The limited number of suppliers in each framework reduces the level of competition, increasing the chances of securing contracts.
  • Work security: Frameworks often provide longer-term work opportunities, offering a more stable source of income for suppliers.
  • Growth opportunities: Inclusion in procurement frameworks offers suppliers substantial benefits, such as access to large clients and opportunities to scale their operations.

Important Procurement Frameworks in Building Maintenance and Facilities Management

The frameworks outlined in this section represent some of the more popular options available in the market today. However, it is important to acknowledge that this list is not exhaustive, as many other frameworks might also cater to specific needs and requirements. We encourage organisations to explore all possible options to ensure they find the best fit for their procurement strategy.

The frameworks outlined in this section represent some of the more popular options available in the market today. However, it is important to acknowledge that this list is not exhaustive, as many other frameworks might also cater to specific needs and requirements. We encourage organisations to explore all possible options to ensure they find the best fit for their procurement strategy.

  • Crown Commercial Service (CCS) Frameworks
    Primarily for public sector clients, offering a wide range of services including facilities management, building maintenance, and energy services. For more information about their frameworks and how they can benefit your organisation, please visit the Crown Commercial Service website.
  • Procure Partnerships Framework
    Designed for both public and private sector clients, offering a range of building maintenance, facilities management, and construction-related services. For more details and to understand how the Procure Partnerships Framework can enhance your procurement processes, please visit the Procure Partnerships website.
  • Fusion21 Frameworks
    A social enterprise catering to public sector organisations, with a focus on building maintenance, compliance, and facilities management services. For more information on how Fusion21 Frameworks can support your organisation’s needs and streamline your procurement processes, please visit the Fusion21 website.
  • LHC Frameworks
    Serving public sector housing and social landlords, with frameworks covering a variety of building works and maintenance services. For more information about the LHC Frameworks and how they can assist your organisation in achieving efficient and effective procurement, please visit the LHC website.
  • Pagabo Frameworks
    For public sector  organisations, Pagabo offers a range of procurement options for facilities management and maintenance. To learn more about how the Pagabo Frameworks can provide efficient solutions tailored to your organisation’s procurement needs, please visit the Pagabo website.
  • Procurement for Housing (PfH)
    Targeting social housing providers, with frameworks for repairs, maintenance, and facilities management. For further details on how Procurement for Housing can empower your organisation’s procurement processes and enhance operational efficiency, please visit the PfH website.
  • NHS Shared Business Services (NHS SBS)
    Focused on the public healthcare sector, providing facilities management and estate services. The NHS Shared Business Services framework is designed to streamline procurement and enhance service delivery, ensuring that healthcare organisations can focus on providing quality patient care. For more information on how NHS SBS can support your organisation’s needs, please visit the NHS Shared Business Services website.

How to Choose the Right Procurement Framework

  • Assess organisational needs: Understand the specific requirements and the scope of services needed.
  • Evaluate the framework’s scope and flexibility: Check if the framework aligns with your organisational goals and operational flexibility.
  • Consider cost implications: Review the pricing structure and potential cost benefits.
  • Look for added value: Consider frameworks that offer additional benefits such as training, sustainability commitments, or community engagement.

Procurement frameworks offer significant advantages for organisations in the building maintenance and facilities management industry. By streamlining the procurement process, ensuring compliance, and delivering cost-effective and high-quality services, they are an invaluable tool for both the private and public sectors.

How to Work with Us

To discover the procurement frameworks that DMA is currently part of, we invite you to click here. There, you will find information outlining our available frameworks and how they can align with your organisational requirements.