THE PROBLEM
Facilities teams are responsible for complex and highly regulated property portfolios in the UK. Public and private sector buildings and specialist sites must all remain fully operational while meeting strict compliance, safety and governance requirements. At the same time, Estate teams are managing ageing infrastructure with high volumes of backlog maintenance tasks, competing for capital investment priorities and increased scrutiny around how estate decisions are evidenced.
Central to all of these pressures is a common requirement: Accurate, consistent asset data. Without a reliable picture of asset condition, compliance status and lifecycle requirements, it becomes increasingly difficult for organisations to prioritise risk, justify investments or
demonstrate assurance.
As a client who needs to carry out asset surveying or onboard a contractor to carry out reactive maintenance and minor works, you might find you have a problem. You need to appoint a contractor but the “Traditional” procurement process (design, produce Bill of Quantities, go out to tender) doesn’t lend itself to maintenance and minor works because it’s not possible to predict what you’ll be asking the contractor to do. If you can’t report on the condition of your buildings, how can you justify funding, costs and prioritise works? If you can’t describe the works, how can a contractor price it?
THE SOLUTION
Asset Surveying and Condition Surveys with robust reporting
Contractor selected in a competitive tender
Cost control
Quality control – workmanship and service levels
High levels of control over quality of service such as response times
Predict future expenditure quickly and accurately
Have a fully auditable account for each repair or project
Gordian’s Kykloud is a mobile surveying and inspections application designed to support the capture of asset, condition and compliance data across large portfolios. It is used by surveying professionals, estates teams and facilities managers to carry out a wide range of surveys, including condition assessments, compliance inspections, asset verification and lifecycle data collection.
When you have condition survey data you can pair with Gordian’s Schedule of Rates based Measured Term Contract or MTC. A Measured Term Contract is designed for use by employers who have a regular flow of maintenance, minor works and improvements projects that they would like to be carried out by a single contractor over a specified period of time. Measured Term Contracts are suitable for projects procured via the traditional or conventional method, using a measurement payment structure such as a Schedule of Rates. In fact, the NSR Schedules are specifically named in the JCT Measured Term Contract as the preferred solution.
A Schedule of Rates can be described as a hypothetical Bill of Quantities. It’s a list of all the tasks (and their prices) that the contractor might be asked to do instead of an actual Bill of Quantities which is a list of tasks and prices that the contractor will be asked to do.
Measured Term Contract simply means that the contract is for a set period of time (the Term) and the works are measured and valued against the pre agreed schedule of rates.
The Condition and Maintenance Procurement Solution
Kykloud forms part of Gordian’s wider capital planning and asset management suite, allowing captured condition data to be used within lifecycle planning and budget forecasting activities. While the platform itself does not make investment decisions, it provides the underlying data required to
inform those processes.
The NSR Schedules of Rates are available in several ‘disciplines’ and contain a large number of pre-priced tasks. For example, our three main schedules Building, Mechanical and Electrical have almost 24,000 tasks.
The prices in the Schedule don’t include contractor’s overheads & profit and Prelims so at tender stage, the contractor calculates their required percentage adjustment. It’s that percentage adjustment that allows you to evaluate the tenders to select the contractor who offers best value for money.
