This document provides an agenda and overview for a presentation on facilities management solutions related to risks and opportunities during the COVID-19 pandemic. The presentation covers topics such as cleaning and premises hygiene, maintenance excellence, outsourcing and procurement, certifiable products and standards, and new facility management technology. It discusses challenges such as cost pressures, skills shortages, and changing customer needs. It also outlines risks and opportunities for facilities management during COVID-19 such as emphasis on clean buildings, flexible contracts, and demonstrating business value through certification. Standards like ISO 41001 on facility management systems and ISO 45005 on safe working during pandemics are presented as ways to optimize performance while minimizing risk.

1. Date Month
Date Month
Creating Value : Optimising Performance : Minimising Risk
GVA Acuity
Facilities
Management
Solutions
Richard Davies
January 2020
Evbex-Asia
Covid-19
Facilities Management
Risks and Opportunities

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1. Introduction
2. FM in Context & FM impacts
3. Risks and Opportunities in FM
4. Cleaning – Premises Hygiene
5. Maintenance – Demonstrating excellence
6. Outsourcing & procurement
7. Customer needs
8. Certifiable Products
9. FM Technology
10. Questions
Agenda

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Introduction – Richard Davies
• 34 years experience in construction and FM
• MSc, IEng ACIBSE, CIWFM
• Head of FM Consulting for large National
Property Consultancy
• Undertaken extensive research into FM
• Developed a unique process for improving FM
services performance and value
• Tendered > $1 billion
• Visiting lecturer, Various FM boards, publication
of good practices
• UK expert representing BSi on ISO FM
Committee
• https://www.linkedin.com/in/richard-davies-fm-navigator/

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Introduction – Evbex-Asia
• Established in the UK
• Partnering Asian Institute of Excellence in Sri
Lanka
• Successful track record in the UK
• Pure consultancy, advisory and training – not
affiliated with any FM Supplier
• Focus on business improvement through best
value solutions
• Core values – creating value – minimising risk and
optimising performance
• Differentiator – Intimate knowledge of the industry
and experience gained with supply and demand
businesses

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Our guiding principles

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1. Continued drive for cost savings is unsustainable
2. Impacts of Covid-19
3. Lack of understanding in terms of purpose and opportunity
4. Lack of experience and skills to optimise FM (formal training, particularly
for construction – occupation and operation and maintenance
5. Lack global common standards
6. Not aware of best practices
7. Often poor trust between demand and supply business
General FM Challenges in Facility Management

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FM Challenges & changing practices due to
COVID-19
• Increased home working & spread thought day and evening
• Greater emphasis on technology to create the communication links
• Building changes (overall reduction & re-purposing)
• Managing vacant or buildings with fluctuating occupancy levels
• Additional pressure on cost & reducing cost of FM services
• Greater agility required and flexible FM contracts – repurposing
• Procuring new, fit for purpose FM supply contracts
• Changes to Objectives/Specifications/SLA&KPIs/Pricing
• Hybrid models to provide more client control
• Emphasis on clean buildings – (challenge to reducing costs)
• Maintenance conundrum – compliant but agile
• Role of FM becoming more prominent – greater reliance from the
core business
• Shift from operational to tactical and even strategic
• Business continuity planning
• Policies & robust systems, processes and procedures (ISO 41001)

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Building control measures – return to work
105
Other measures
 Proper planning – risk assessments
 Increased information for
occupants
 Hand sanitiser throughout building
 Floor & furniture marking
 Holding room for suspected
cases
Hygienic Premises
 Sanitise building before opening
 High touch point cleaning
 Monthly deep cleaning/fogging
 Hospital grade disinfectant in public
areas
Building Egress
 Single point of entry
 Temperature check prior to entry
 List of all occupants & date of return
 Clear routing around the building
 Appoint trained floor wardens
 Manage lift density
Visitor Controls
 Number of visitors limited
 Visitors approved prior to arrival
 Key questions
 PPE (gloves, mask & sanitiser)
Catered for in ISO 45005:2020 – Occupational health & safety management –
General guidelines for safe working during the COVID-19 pandemic

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Cleaning & Covid-19 – Premises Hygiene
H&S/Employer Obligations
• Employer must protect people from harm
• Includes steps to protect worker and others
from COVID-19
• Coronavirus transfers from people to
people and surfaces to people
• Must keep surfaces clean & regular
handwashing to reduce risk
• Safeguarding business as ‘COVID-SECURE’
Commercial Business Considerations
• Creating a safe environment for employees
and visitors
• COVID-19 has decimated life and
businesses
• Current emphasis on business survival
• Plan for business growth in 2021
• Reputational – considered as a responsible
& caring employer
• HOW CA WE COMBAT THE DEADLY
INVISIBLE ENEMY?

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Premises Hygiene Certification
Benefits of Evbex Premises Hygiene
Audit & Certification
• Ensure a hygienically clean premises
• Safeguard your employees and visitors
• Effective and demonstrable cleaning
control
• Determine the exact cleaning strategy and
operation
• Manage your Cleaning Supplier with
confidence
• Best practice-based cleaning standards
• Agile to meet changing threat levels
• Ensure a fit for purpose cost base
• Effective measurement of Cleaning
Services
• Reduce business risk & increase
compliance
• Make a valid contribution towards
eradicating Covid-19
Evbex Approach to Keeping you ‘COVI-
FREE’
• Based on BSI Kitemark for Hygienic Premises
• Mark of Trust and Quality - worldwide
• Demonstrates that you care and addressed the
risks of COVID-19 in your premises
• Advantages:
• Get back to work safely
• Protect your colleagues and customers
• Give people confidence by
demonstrating conformance
• Create resilience for the future
• Underpinned by certification
• Relationship & Roles
• Evbex – Associate Consultant
• BSI will audit & Kitemark Certify
• Evbex will educate, perform gap analysis;
support implementation & certify

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What are the challenges and issues around maintenance?
• Vacant buildings / fluctuating occupancy levels
• Tension between core business and FM
• Challenge between balancing fixed maintenance contracts
against need for agile service provision and cost
• Need to maintain compliance / building and people risk
mitigation but do not wish to pay for services that aren’t used
• What Standards do we have to show us the way?
• How do we achieve the compromise and how do we set a
baseline for tomorrow?
Facilities Maintenance Services

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1. Consider changes to organizational policies that may affect building
services/maintenance
2. Understand occupancy plans, intentions and program
3. Review statutory compliance plans, adjust accordingly
4. Review critical plant with due consideration to 2)
5. Re-assess maintenance risk assessments
6. Consider temporary SFG 30 & Business Focussed Maintenance strategy
7. Consider specific requirements of Building Owner (Cost) & tenants
8. Check availability and position of specialist suppliers during the period
9. Agree new plans with Building Owner/Management
10. Co-ordinate with other services
11. Re-visit escalation procedures
12. Obtain Change Order to implement Plans
13. Ensure building will be statutory complaint and will protect critical plant
14. Implement new arrangements
15. Ensure effective communications
Controlling risk – guidelines for optimising a safe
approach to Maintenance during Covid-19

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SFG 20 - The definitive industry standard for PPM
 Recognised as the industry standard for
Facilities Planned Maintenance
 Dynamic web – based library of building
maintenance specifications
 Launched in 1990 by Building Engineering
Services Association (BEASA)
 Includes 100’s of maintenance task schedules
 Enables maintenance activities to be specified
 Included in tenders
 Enables ease of auditing
 Ensures a maintained and compliant building
 tool for facilities managers, building owners,
contractors and consultants,

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SFG20 – assets covered

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SFG30 - Mothballing and Reactivation of services
New version (March 2020) 2020
– 131 pages
General Principles
• Provides guidance and instructions on
how to mothball services
• Ensure assets are brought back to full
operation together
• Plan resources and materials/ parts
• Engage supporting 3rd party specialists
early
• Co-ordinate with other services
• Communicate Plan to stakeholders
• Ensure all building aspects are Compliant
before reoccupation

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Business continuity during partial building
lockdown – reduced resources effect
Emergency
Preparedness
Business Continuity Business Recovery
SFG30 Closure &
Mothballing of
Services
Partial Building
Closure/
Occutpation
SFG30 Building
Reinstatement

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Application of SFG20 & SFG30
- pre / during / post lockdown
Pandemic Start
Asset Register
SFG20
Maintenance
Plan
SFG30
Mothballing
Statutory
Maintenance
Compliance
Statutory
Maintenance
Compliance
Lockdown Minimal
Occupancy
SFG30
Reinstatement
SFG20
Business as
Usual
Pandemic End
Return to Work
Normal
Statutory
Maintenance
Compliance
Reactive
Repairs &
Projects
Reactive
Repairs &
Projects
Reactive
Repairs &
Projects

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Optimised maintenance
Pandemic Start
Asset Register
SFG20
Maintenance
Plan
SFG30
Mothballing
Statutory
Maintenance
Compliance
Statutory
Maintenance
Compliance
Lockdown Minimal
Occupancy
SFG30
Reinstatement
Optimum/BF
Maintenance
Strategy
Pandemic End
Return to Work
Normal
Statutory
Maintenance
Compliance
Optimum/BF
Maintenance
Strategy
Reduced
Optimum/BF
Maintenance
Strategy
Reactive
Repairs &
Projects
Reactive
Repairs &
Projects
Reactive
Repairs &
Projects
Risk
Assessment

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Optimum maintenance planning pyramid

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• Identifies cost saving opportunities
• Aligns with business needs and objectives
• Provides tailored resource planning
• Structured around the business not maintenance as a means to an end
• Provides a reliable basis for decision making
• Manages business risks
• Substantiates the consequence of failure
• Informs a pro-active maintenance plan based on risks and opportunities
• Negates business disruption/losses
• Establishes a sustainable maintenance plan
• Used in tendering
• Establishes trust and collaboration
• Built in Sri Lanka!
Business focussed risk based maintenance

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• Current contracts are fixed price – difficult to flex
• Typical duration 5-7 years
• Re-tender very costly, disruptive & time consuming
• However, changes required following COVID-19
• Review FM model/structure/resource requirements around demonstrable
business support
• Tomorrow’s sourcing requirements & FM contracts will look a lot
different
• Client led as opposed to FM supplier lead
• Changes to:
– Objectives
– Specifications
– KPIs
– Pricing structure
FM Souring & FM Contracts

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Stages in implementing an FM Tender
RFI
STAGES
IN FM
TENDER Stage 1
Stage 2
Stage 3
Planning
Procurement
Implementing

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Certifiable Products
1. ISO 41001 – Facility management –
Requirements with guidance for use
2. Premises Hygiene Certification (COVID-19)
3. Facility Maintenance Excellence
Certification: 21-23
4. FM Procurement Excellence Certification
5. Supply Chain Management Excellence
Certification
6. Customer Satisfaction Excellence
Certification
7. Quality – Value Index (Operational
Excellence)
8. Social Accountability
Strategic projection of FM through
demonstrating best value and best practice
 Webinars
 Training
 Advisory
Certified Approach
 Gap Analysis
 Implementation
 Auditing

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Certifiable Products - Best Practice Standards
[1 of 2]
REF CERTIFIABLE PRODUCT STANDARDS
1 FACILITY MANAGEMENT
SYSTEM
1 ISO 41001: 2018 - Facility Management Systems - Requirements
2 PREMISES HYGIENE 1 ISO 45001: 2018 - Occupational health & safety management -Requirements
2 ISO 45005 - Occupational health & safety management - General guidelines for safe
working during the Covid-19 pandemic
3 PAS 5748: 2014 - Specification for the planning, application, measurement and review of
cleanliness services in hospitals
3 Facility Maintenance
Excellence
1 BS 8210: 2020 - Facilities Maintenance Management
2 ISO 41001: 2018 - Facility Management Systems - Requirements
3 ISO 55001: 2014 - Asset Management
4 ISO 50001: 2018 - Energy Management Systems
4 SFG20 & 30 - Maintenance Standard
5 BSRIA Business Focussed Risk Based Maintenance
4 FM Procurement
Excellence
1 ISO 41012 - Guidance on strategic sourcing and the development of agreements
2 BS 8572:2018 - Procurement of facility-related services. Code of practice
3 ISO 2040:2017 - Sustainable Procurement
4 RICS Procurement of Facility Management: 2018

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Best Practice Standards [2 of 2]
REF CERTIFIABLE PRODUCT STANDARDS
5 Supply Chain
Management Excellence
1 ISO 27001 - Information Security Management
2 PAS 7000: 2014 - Supply Chain Risk Management
3 ISO 22301:2019 - Security and resilience - Business continuity management systems -
Requirements
4 ISO 44001:2017 - Collaborative business relationship management systems - Requirements and
framework
5 ISO 28000: 2007 - Security Supply Chain Management
6 SA 8000 - Social Accountability
6 Customer Satisfaction 1 ISO 9001: Quality management system - requirements
2 ISO 10002: 2018 - Quality management customer satisfaction - Guidelines for complaints
handling
3 ISO 10004: 2018 Quality management - Guidelines for monitoring and measuring
4 BS 8477: 2014 - Code of Practice for Customer Service
6 Quality-Value Index 1 EFQM
2 Stakeholder Collaboration Relationship & Customer Mapping
3 Customer Satisfaction
4 Optimised Resources
5 Operational Excellence
7 Social Responsibility 1 SA 8000 - Social Accountability
2 ISO 14001: 2018 - Environmental management systems - Requirements
3 PAS 7000: 2014 Supply Chain Risk Management
8 Add-ons 1 ISO 31000: Risk Management
2 ISO 20000: 2018 - Service Management

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Evbex Certifiable Products

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QVi – journey to best practice

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Resources – general (ISO 41001)

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ISO 41001 – Facility Management System
• Offers an opportunity to apply a robust structure to FM
• Demonstrable ‘best practice’ for FM
• Focusses on:
• Needs of the organisation + interested parties
• Risk based approach to defining requirements
• Delivers a ‘fit for purpose’ resourcing approach and model
• Justifies cost and purpose from first principles
• Gets you closer to the core business
• Ensures Management Commitment
• Flexible to encompass other needs/requirements/standards
• Ensures continuous review and improvement
• Projects your organisation as ‘best in class’

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Resources – ISO 45005 – General guidelines
for safe working during the Covid-19
pandemic

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FM Navigate – Tomorrow’s cloud-based
technology solution
• Addresses the challenges presented by COVID-19
• Unlike existing technology systems
• Market research +30 years of knowledge & experience
• Built for demand organisations & users
• Enable user to manage, control, administer FM from one platform
• Cloud-based
• Launch in Jan-2021, 20-months of development
• Modular but integrated
• End-to-end strategic, tactical and operational system based on
P-D-C-A
• Will save you money
• Will make you more efficient

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FM Navigate – Modular but integrated

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FM Navigate – Product overview

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FM Navigate – Integrated Modules

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Supplier vetting & management

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• FM challenges & in Context of COVID-19
• Changes to building egress, wayfinding & user behaviours
• Building hygiene a big issue – Premises Hygiene Certification
• Facilities Maintenance Risks – compliance, risk mitigation & value – how
can these be combined and be achieved?
• FM sourcing & procurement – flexible & agile arrangements required
• Access to Best Practices –Certifiable Products
• Quality-Value index – Lean Operational Excellence in FM
• Need to demonstrate a systematic and integrated approach – ISO 41K
FMS
• Enhancing the FMS to encompass COVID-19specific requirements &
other areas of Best Practice
• Increasing dependency on FM Technology during and beyond COVID era
– FM Navigate
Summary

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Questions ?

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Contact details
Richard Davies
Evolve Business Excellence
Tel (Asia): +94 51 09 990
Tel (UK): +44(0) 3330 129 064
Mob: +44(0) 7747 011726
Email: richard.davies@evbex.com