Provision of Facilities Management Services

Tender description

XC Trains Limited (XC) will be conducting a tender for the provision of a Facilities Management (FM) services. XC requires comprehensive FM service, covering 24 sites nationwide, from Plymouth in the South West to Edinburgh. A partnership approach is required to ensure a seamless operation, safety, and efficiency of these locations through a combination of hard and soft FM services, dedicated personnel, and tailored solutions to meet our evolving needs. Lot 1: XC Trains Limited (XC) requires comprehensive Facilities Management (FM) service, covering 24 sites nationwide. A partnership approach is required to ensure a seamless operation, safety, and efficiency of these locations through a combination of hard and soft FM services, dedicated personnel, and tailored solutions to meet our evolving needs. Scope of Services 1. Facilities Management - 24 Sites XC requires FM management across 24 XC sites, ensuring all buildings, assets, and services function optimally. This includes: • Planned Preventative Maintenance (PPM) and reactive repairs. • Asset management, compliance tracking, and statutory maintenance. • Health & Safety oversight, including risk assessments and emergency preparedness. • Management of all site-specific Health & Safety requirements, including Risk Assessments and Method Statements (RAMS). • Energy and sustainability initiatives to improve efficiency and reduce costs. • Contractor and supplier coordination for specialist services. 2. Soft Services At 8 key locations tailored soft services to enhance the workplace experience, including: • Cleaning and janitorial services. • Waste management and recycling initiatives. • Security coordination and access control. • Grounds maintenance and landscaping. 3. Health & Safety Management, Including RAMS • End-to-end Health & Safety management across all sites. • Risk Assessments and Method Statements (RAMS) for all FM activities, ensuring compliance and workplace safety. • Coordination of statutory inspections, audits, and reporting. • Implementation of safe working practices for all contractors and staff. • Regular training and compliance tracking to meet industry regulations. 4. Management of Birmingham Engineer & Engineer Reporting • Dedicated Birmingham-based engineer under FM management, ensuring rapid response to maintenance needs and site-specific technical support. • Engineer reports provided regularly, detailing completed works, asset conditions, and any outstanding maintenance requirements. 5. Dedicated Account Management & Additional Services • Dedicated Account Manager as the single point of contact for all FM-related queries and service requests. • Coordination of ad hoc requests such as: o Concierge services for staff and visitors. o Meeting room management, including setup and AV support. o Food delivery and hospitality services for business functions. o Event planning and support for company-wide initiatives. Commitment to Excellence XC requires an FM company that is committed to delivering exceptional service quality, cost efficiency, compliance, and workplace safety while proactively identifying improvements that enhance the overall FM experience for XC. We require a partnership to ensure seamless day-to-day operations, strategic planning for future needs and a high standard of service delivery across all managed sites.