FM3.04 Specification and procurement of Facilities supplies and services

FM3.04 Specification and procurement of Facilities supplies and services

The main purpose of the unit FM3.04 Specification and Procurement of Facilities Supplies and Services is to emphasize the phenomena of procurement, specification and identification of mandatory services and supplies for effective facility functioning. It includes the systematic approach for defining the requirements, selection of accurate services or products, and efficient procurement process management. Moreover. This unit also caters to versatile domains including specification development according to the requirements of the organisation, need assessment conduction, supplier research, proposal orbits evaluation, contract negotiation, and vendor relationship management. It also focuses on the significance of recognising cost effectiveness, quality standards, criteria of sustainability, and compilers of regulations at the time of services or suppliers procurement and supplier selection.

Moreover, this unit also includes the internal stakeholder`s collaboration to certify the organisation`s objectives and goal alignment. Moreover, it also focuses on effective communication among suppliers for establishing explicit terms and expectations. After completing the unit FM3.04 Specification and Procurement of Facilities Supplies and Services the facility manager can minimise risk, and resource utilisation, enhance the efficiency of resource utilisation, enhance the efficiency of operation and contribute to the complete facilities with success.

Objective of unit

The main objectives of the unit FM3.04 Specification and Procurement of Facilities Supplies and services are:

• To identify the particular requirements of facilities regarding services and supplies which are mandatory for its operations done smoothly.
• To generate comprehensive and clear specifications that highlight the quality, required standards, schedules of delivery and quantities.
• To evaluate and research the potential suppliers for certifying their required particular needs efficiently and effectively.
• Check out the process of procurement from proposals or soliciting bids for negotiating contracts, certifying cost effectiveness, regulations compliance and quality assurance.

Learning outcomes

The learning outcomes of the unit FM3.04 Specification and Procurement of Facilities Supplies and services are demonstrated here:

LO1: To recognise the nature and function of the specifications utilised in the facility`s services and supplies procurement.

LO2: To recognise the versatile processes of procurement utilised for the facility`s services or supplies.

LO3: To recognise the diverse agreements of contract utilise for Facilities services or supplies.

LO4: To recognise the way through which contracts are managed to ensure delivery for specification and the place where it is possible to achieve adding value.

Assessment criteria

The assessment criteria of the unit FM3.04 Specification and Procurement of Facilities Supplies and Services is fulfilling all the learning outcomes of this unit. Here are the complete assessment criteria.

LO1: To recognise the nature and function of the specifications utilised in the facility`s services and supplies procurement.

• 1.1 Elaborate the functions of specification in the facilities’ procurement services and supplies.
• 1.2 Elaborate on the nature of output and input specifications and elaborate on their disadvantages and advantages.
• 1.3 Analyse the essentials and describe the requirements for a low-value service or supply by including regulatory and legal requirements, through liaison and through research with internal clients.
• 1.4 Generate a specification for the service Ore supply and define requirements in enough detail to provide the procurement basis.

Enlarge on definitions of specification being explicit requirements sets to be fulfilled by service or product in the context of Facilities Management and utilise the examples from the own experience of learners or case study. Show the classification justification for the individual requirement.

LO2: To recognise the versatile processes of procurement utilised for the facility`s services or supplies.

• 2.1 Elaborate and describe the main process utilization for the facilities’ supplies over service procurement including:
• Framework agreements
• Quotations
• full tendering
• 2.2 Elaborate the main through which this process integrative is assured, including the involvement of:
• Independent witnesses
• Segregation of duties
• Group decision making

LO3: To recognise the diverse agreements of contract utilise for Facilities services or supplies.

• 3.1 Elaborate the contract elements and responsibilities of versatile parties. Include
• Date
• Parties
• Services or goods specification for warranties, price, supplied, liability exclusion, terminations and terms, rights and confidentiality of intellectual property
• 3.2 Recognise the occasion of contract-making
• 3.3 Recognise the failing through which a contract can invalidate
• 3.4 Elaborate multiple categories of contracts usually utilised in Facilities Management including call-off contracts and purchase orders.
• 3.5 Analyse the categories that are most commonly utilised for multiple facilities management aspects and elaborate on the reason including:
• Information technology
• Maintainance
• Infographics
• Cleaning security
• Office furniture
• Stationery
• Fleet hire

Assessment criteria only contain the legal terms overview that is appropriate to exhibit their significance in the Facilities Management contract which is significant and a detailed contract law explanation without requirement. Learners have to answer these assessment criteria with a case study or their own experience.

LO4: To recognise the way through which contracts are managed to ensure delivery for specification and the place where it is possible to achieve adding value.

• 4.1 Analyse the flow of Information and process of reporting to make sure the delivery is analysed against service agreements level and key indicators of performance.
• 4.2 Analyse the delivery failure reasons.
• 4.3 Analyse the possible Association remedies with the contractors.
• 4.4 Find out the way to turn delivery into pacification through contractors` discussions.
• 4.5 analyse the time which is appropriate for it and elaborate on the way through which it implements sanctions for bad performance.

Sanction must be limited to those mandatory in the short term for returning the contract for performance agreement for example payments with hold until defects can character, not additional placing and contractor’s work. You don`t need to add remedies at law for example specific termination or performance, liquidated damages.

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