Overview
The Scottish Government uses New Engineering Contracts (NEC) to maintain 70 sites across Scotland, encompassing services such as engineering, energy management, cleaning, security, grounds maintenance, and waste management. The SPACE FM team worked with the government to tender, negotiate, mobilise and transition from their NEC 3 contract to their new NEC 4 Term Service Contract (TSC). We were delighted to be part of this new project, which will future proof the management of Scottish Government facilities for the long term. Sustainability is a central focus, with the aim of reducing greenhouse emissions, improving energy efficiency, and improving the ecology on land surrounding the buildings.
Our collaboration achieved recognition in the 2023 NEC Building/FM Contract of the Year Award.
Approach
Our approach was characterised by collaboration, training, and a commitment to achieving the government’s objectives in facilities management:
Collaborative Procurement – We worked closely with the government from initial stakeholder workshops and market engagement through to tender evaluation and contract mobilisation. The collaborative approach ensured alignment with government policy and milestones, facilitating a smooth transition from NEC3 TSC to NEC4 TSC.
Joint Training – SPACE FM and government team members, along with the new contractor engaged in regular NEC training sessions, creating a shared understanding of goals and a team spirit. This training helped achieve a one-team approach as the guiding principle for all interactions.
Contract Management Software – We tendered for a software solution, conducting market research and demonstration days, evaluating options and eventually proposing three potential softwares. We introduced Cemar NEC contract management software to ensure efficient communication between all parties involved. The software streamlined operations, enhancing overall communication and performance standards.
NEC SLAs and KPIs – Using NEC contracts service level agreements and key performance indicators enabled both the government and the service provider to measure and monitor critical areas, improving service delivery outcomes. We also developed a software solution to track KPIs.
Future-proof Contract – The transition to NEC4 TSC ensured the contract was future-proof, allowing for innovation and continuous improvement. The move from NEC3 to NEC4 supported an open and collaborative service delivery approach.
Enhanced Services – The collaborative approach from NEC4 drives has resulted in an improved customer experience, greater flexibility, and a more responsive service, increased cross-skilling with facilities support, remote operation and continued innovation.
Efficiency Savings – By focusing on shared goals and streamlined communication the contract achieved overall efficiency improvements.
Communication and Performance – Implementing NEC contract management software improved communication and performance standards among the 130 users involved, including both the client and the contractor. This led to measurable enhancements in service delivery outcomes.
Highlights
- Working as a close-knit, collaborative team with the Scottish Government
- Identifying key requirements with all stakeholders
- Open day to engage with the market
- Attending in-depth training to ensure all processes were cutting edge
- Facilitating sustainability efforts and innovation
- Highly commended at the 2023 NEC Building/FM Contract of the Year Award
