Share: Share on Facebook Share on Twitter Share on LinkedIn I recommend visiting to read:%0A%0A {0} %0A%0A {1}

Scoping for Facilities Management Services

Jessamin Kaur • 25/03/2020

Scoping for Facilities Management Services

Determine the Budget

Before calling for a service contract, you need to determine your expense budget. What is the estimated cost of maintaining the facilities, equipment and systems? Your scope is inadvertently tied to your budget (and vice versa) and your expectations for service quality. Standard practice is to refer back to historical costs and asset lifecycle planning. Getting the budget right means having a clear picture of what services you need, when, where, how and for what. If you’re calling for an all comprehensive maintenance services but your equipment is fairly brand new, then you may be paying much more for outsourced services than is needed. Budgets are a good benchmark against quotations received and is an indication of who is under or over quoting for the services. 

Ask the Experts

If outsourcing for the first time, reach out to key service providers in the market to understand the dynamics, challenges and constraints of delivering outsourced services. You’ve got nothing to lose and vendors will appreciate the opportunity to showcase the latest developments and innovation in their respective industries. This allows you to scope the services with full knowledge of what’s possible. The specifications of the scope can also determine the quality and calibre of vendors participating in the quotation exercise. 

Ambiguity Hurts Both Parties

If you’re requesting for maintenance services, you need to share detailed information about the assets. Essential asset information, depending on the type of services, can include equipment lists, quantities, brand and model of systems, system specs and any other crucial information that will affect the vendor’s proposed solutions, resources deployed and ultimately, how much you’ll have to pay. Adding on contract clauses to pass on the risks to vendors, while being ambiguous in the scope, will lead to vendors pricing in exorbitant fees to cover them. Be precise in the tasks and technical aspects of the scope with detailed supporting information. If you’re worried about confidentiality, sign a non-disclosure agreement with vendors or be selective in the type of services outsourced.   

Be Clear on Expected Outcomes and Measures

Be realistic in your expectations. If you have a small budget to work with, scale the performance measures accordingly. This doesn’t mean cutting corners, but you’ll have to trim down the frills and freebies. Focus on achieving the essential outcomes identified and be clear on measures of performance.  


Related Insights

card image
Insights • Sustainability

Banking on Green Office Buildings in Singapore

Does sustainability pay? We think it does help performance.
Xian Yang Wong • 21/11/2022
Cushman & Wakefield Q2 Asia Pacific Webinar: Spotlight on Singapore
Insights • Investment

Cushman & Wakefield Q2 Asia Pacific Webinar: Spotlight on Singapore

As Asia Pacific begins to show signs of recovery from COVID-19, led by a rebound originating from China, what is the current status of the commercial real estate market and where is it headed?
Anna Town • 13/08/2021

Related Stories

Dexcom Philippines New Office Fit-out Project
Dexcom Philippines • Healthcare
Learn More
Cushman & Wakefield Stories Philippines Inc. • Travel
Learn More
Cushman & Wakefield Stories
OMD Philippines • Advertising
Learn More
With your permission we and our partners would like to use cookies in order to access and record information and process personal data, such as unique identifiers and standard information sent by a device to ensure our website performs as expected, to develop and improve our products, and for advertising and insight purposes.

Alternatively click on More Options and select your preferences before providing or refusing consent. Some processing of your personal data may not require your consent, but you have a right to object to such processing.

You can change your preferences at any time by returning to this site or clicking on Privacy & Cookies.
These cookies ensure that our website performs as expected,for example website traffic load is balanced across our servers to prevent our website from crashing during particularly high usage.
These cookies allow our website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced features. These cookies do not gather any information about you that could be used for advertising or remember where you have been on the internet.
These cookies allow us to work with our marketing partners to understand which ads or links you have clicked on before arriving on our website or to help us make our advertising more relevant to you.
Agree All
Reject All