Kier KAPS (DOCX, 3414 KB) - Sheffield City Council

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Property & Facilities Management Contract Data Sheet

Kier KAPS




Produced by Commercial Services

Managers of the Council’s External Spend















Purpose



This document is one of a series produced by Commercial Services
providing information on Sheffield City Council’s key Suppliers, the
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Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
2


Kier Group plc is a leading construction, services and property group specialising in building
and civil engineering services, commercial property development, structured property
financing and affordable private and public housing. The Group employs

nearly 10,000
people worldwide and has an annual revenue of £2.1 bn.


Whatever a customer requires at any stage of the built environment lifecycle, one or more of
Kier’s businesses can bring them solutions, individually or combined, locally or nationally.

Kier’s network of over fifty regional offices and their strong local relationships ensure that they
can supply both the skills and the resources to meet customer demands anytime, anywhere.


Employing around 1,500 people within the city, Kier has had a
close working relationship with
Sheffield Council since the formation of the LLP over 10 years ago. Operating one the UK’s
largest partnering contracts of its kind, Kier Sheffield maintains almost 43,000 houses and
other public buildings such as libraries
, schools and social services establishments. This
relationship has been further strengthened by the Kier Asset Partnership Services (KAPS)
Strategic Partnership
,

operating since July 2009
,

delivering comprehensive Property and
Facilities Management servi
ces to the Council’s Civic and Corporate Estate.


The vision for the SCC/KAPS Strategic Partnership is to:



Ensure development of a true Partnership
,

having transparent, challenging and
achievable goals
,

nurturing a mutual interest in success.



Achieve major

service improvements from within the same expenditure envelope or
less in real terms.



Deliver a vibrant built environment and a platform for the change needed to move the
delivery of services to the next level.



Enable the Council to use its property asset
s more effectively to support
transformational change and the place shaping agenda.



Create an Asset Management regional centre of excellence that is recognised by local
authorities across the country as the benchmark of outstanding service.


Sheffield City

Council’s contract with Kier KAPS covers two areas of business services. The
contract commenced in July 2009 and ends in June 2016, unless the option to extend,
included within the contract, is taken up. The contract can be extended by up to a further 6

years for either all or for some of the services.


The business service areas covered by the contact are:



Property.



Facilities Management.




(A full breakdown of these services can be found on the following page).


The range of services delivered by the co
ntract directly benefits the Council’s internal staff,
and hence the Council’s business, and therefore also the citizens of Sheffield, making it one
of the most diverse contracts managed by the Council.








Introduction


Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
3














































Kier KAPS

provide the following services on behalf of SCC under the
Property & Facilities
Management

Contract:




Property:
-

o

Asset Register & Asset Data Records Management.

o

Asset Valuations including “Right To Buy”.

o

Commercial Estate Management.

o

Rural Estate
Management including Access To Countryside & Nature
Conservation.

o

Office Accommodation & Management of Leases.

o

Property Disposals & Acquisitions including Compulsory Purchase.

o

Disturbance Claims.

o

Ratings Advice & Liability Management.

o

Space Planning & Move

Management.

o

Recovery of Fees & Charges.

o

Feasibility Studies & Project Management.

o

Encroachments / Boundary Disputes.

o

General Consultancy.




Facilities Management:
-

o

Security.

o

Town Hall & Redvers House Attendants Service.

o

CCTV


General Surveillance & Bus La
ne Monitoring.

o

Corporate Mail & Disposal of Confidential Waste.

o

Events & Room Bookings.

o

Catering including operation of the “Whip Inn”, “Flavours” & Supply of
Refreshments to Town Hall Functions & Meetings.


Full description of services provided



Kier Asset Partnership Services (KAPS)

Floor 4, Cathedral Court

1 Vicar Lane

Sheffield

S1 1HD


Contact via KAPS Helpdesk


Tel. 20

5
3444


Email
-

sheffieldp&fmsupport@kier.co.uk


Kier Home Page

S
upplier details and

operating base

Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
4





Contract
Commenced


J
uly

2009
.




Contract
Ends


J
une

2016 (option to extend for
up to a further 6

years

in portions of
not less than twelve months each
)
.




Duration
of initial term


7 years

(with option to extend for up to a total term of 13
years)




Current Value


£8.6m per annum (2012/13 level).




Sample
Volumes

(2012/13 activity levels):
-


o

94

Proper
ty Disposals completed
.


o

11

Property Acquisitions completed
.


o

416

Properties valued for Right To Buy purposes
.


o

2
46

sites cleaned on a regular basis
.


o

19
7

One Off Mail Jobs carried out
.


o

25
,
939

Bus Lane Contraventions identified
.



Sheffield City Council has defined the best practice approach implemented for managing and
developing its commercial relationships
-

the Intelligent Client Model. This is supported by a
world class contract management approach developed by the Counci
l’s Commercial Services
Department.


The ‘Intelligent Client’ is defined as the integrated roles, responsibilities, structures, processes
and values that exist to ensure that Sheffield City Council manages and develops the delivery
of services and systems,

minimises risk and obtains value for money over the full life of the
commercial relationship, defined by the legal agreement put in place between the Council and
the Service Provider.


Key facts and figures


Contract management governance arrangements


Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
5


The management of Sheffield City Council’s Contracts is supported by comprehensive
governance arrangements in the form of Governance Boards.


Strategic Partnership Board:


This Board is about strategic direction,
major developments and an oversight of the
effectiveness of the Contract. It is not involved in the management of the Contract unless
matters of a serious nature are escalated by the Management or Service Operations Boards.


Management Board:


This Board i
s about the performance management of the Contract and service provision.


The Management Board has responsibility for ensuring that Performance Indicators are being
achieved, risks are being jointly managed, the Payment and Performance Mechanism is
being

operated correctly, a high performance relationship and culture is being developed and
maintained and that Contract variations, or issues are resolved.



Service Operations Board:


This Board is responsible for the ongoing performance and development of t
he contracted
services within the specific service area. Where a Contract has a number of individual service
areas, it may be appropriate to have individual Service Operations Boards for each service
area.


All Boards are controlled by Sheffield City Counc
il.


It is important that the Intelligent Client and Service Provider(s) are working in partnership,
which is about performance and people. The ‘people’ elements are within the ethos and
principles or culture and values which the Intelligent Client will es
tablish, and are based on
the following:




Openness, excellent communication, mutual trust and sharing of information



Developing agreed and clearly understood mutual objectives



Commitment towards continuous improvement



Resolution of problems in a constructi
ve and collaborative way



Working proactively to manage a relationship


Contract managemen
t governance arrangements

(cont’d)


Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
6




Governance



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SCC Contacts



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Kier KAPS

Contacts



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Contract management governance arrangements

(cont’d)

Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
7


















































Monthly KPIs, except where indicated


KPI No.

Description

Minimum
Level

Expected
Level

Actual
Level
Achieved

Performance /
Quality






FM1

Annual maintenance plan
(annual KPI)

100%


100%


Expected
Level

FM5

CCTV staffing levels

93%

98%

Expected
Level

Property2


Statutory notices served /
responded to within
required timescales

100%


100%


1 failure

below
minimum
level

Property4


Asset valuations (annual
KPI)

20% of all
assets p.a.

20% of all
assets p.a.

Expected
Level

CS1


Help Desk fully
operational
within specified times

<3 failures
per month


<3 failures
per month


4 failures in
total (fewer
than 3 in
any month)

PM2


Projects delivered to
required timescale &
quality, within budget

As per
project
description

As per
project
description

Expected
Level

FIN1


Financial / management
data supplied within
required timescales

100%


100%


Expected
Level

FIN2


Validation of lease invoices
& raising of invoices to
collect payments

90%


95%


In excess of
Expected
Level


Key performance data

Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
8


















































Monthly KPIs, except where indicated


KPI No.

Description

Minimum
Level

Expected
Level

Actual
Level
Achieved

Responsiveness






FM3

Hard FM response to
emergency / essential
incidents within
required
timescales

90%


95%


In excess of
Expected
Level

FM8

Attendants / Security
response to emergency /
essential incidents as per
agreed protocol

95%


100%


Expected
Level

FM10

Mail response to
emergency / reactive
requests as per agreed
protocol

90%


95%


In excess of
Expected
Level

Property1

Achievement of
contractual response
times

95%


98%


1 failure
below
minimum
level

Health & Safety






FM2


Achieve & maintain
building statutory
compliance


100%


100%


Expected
Level


Key performance data

(cont’d)

Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
9


















































Key performance data

(cont’d)

Monthly KPIs, except where indicated


KPI No.

Description

Minimum
Level

Expected
Level

Actual
Level
Achieved

Customer
Satisfaction






FM4

Hard FM
-

complaints

<3 failures
per month

<3
failures
per month

2 failures in
total

FM6

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Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
10















































E
mployment, apprenticeships and Corporate Social R
esponsibility






Training for Adults With Learning Difficulties


Provision of training within Flavours Restaurant for
up to 12
adults with learning difficulties
from Disability Day Services

(a maximum of 6 to be present in the restaurant on any one
day)
.


Burngreave Vestry Hall


Supp
ort to Local Community Projects at th
is site.


Sustainability

/ Environmental


Quarterly email from KAPS


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C
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Monthly fund raising events.


KAPS Charity Pot


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Community Projects


Carried out by KAPS
at least quarterly
.


Internships

/ Work Experience


KAPS e
mploy a number of interns to provide work experience for graduates.


Student Work Experience Placement programme.


E
mployment, apprenticeships and Corporate Social R
esponsibility

Kier KAPS
:
Property & Facilities Management






Pr
oduced by Commercial Services, Managers of the Council’s External S
pend

page
11


































Latest Quarterly Service Report



Latest Annual Service Plan

Quarterly Service
Report - Jan - Mar 2013 - Final.pdf





G:\CEX\Corp Res\
Commercial Services\Team - SCM\Contracts\Property & FM-Kier KAPS\Performance Reviewing\Performance\Corporate Performance Reporting\Annual\KAPS SERVICE PLAN 2010-11 V1.pdf


Environmental Policy




Health, Safety & Environmental Procedures

Kier_Group_Environm
ental_Policy_Statement_January_2011.pdf





Kier Group P O & A
Procedures (with Jan 2012 Policy Statement).pdf


Latest six monthl
y “Property Matters” Newsletter

Property Matters -
Winter 2012 - Final (24 01 13) (2).pdf



Other useful links

E
mployment, apprenticeships and Corporate Social R
esponsibility
cont’d


Customer Service Excellence


Retain KAPS CSE accreditation
.


Corporate
Responsibility


Quarterly rev
iew of CR progress against plan & q
uarterly CR Committee meeting.


Ongoing update o
f ”iConnecting” (Kier CR software).


Employee Learning & Development


Annual learning and development plan to encourage employee engagement and
development.


Undertake annual ‘Have your Say’ initiative and remedial actions in place to encourage
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