Hard and soft FM sit at the heart of safe buildings, compliant operations and satisfied users. When procurement is rushed or under-resourced, costs drift, statutory checks get missed and complaints rise. We provide a practical FM procurement consultancy that gives you capacity, compliance and control. Every engagement is bespoke and delivered around your procurement and contract management needs.
What we deliver
You get a clean route to market, strong specifications, reliable data for bidders, pricing models that reflect risk, and a mobilisation plan that actually works on day one. If you already have a contract in flight, we run value for money reviews and stabilisation plans so performance recovers without defaulting to retender.
Hard and soft FM in scope
Hard FM covers statutory and planned maintenance for M&E, lifts, fire, water hygiene, BMS and building fabric. Soft FM covers cleaning, security, catering, waste, reception, mail, porterage and grounds interfaces. Many buyers also include minor works and lifecycle projects. We help you choose a model that fits your estate and risk appetite, whether that is total FM with a single supplier, bundled lots by service, or regional breaks that open the door to SMEs.
FM scope, risks and the way we control them
| Scope area | Typical buyer risks | What we standardise before market | Pricing and KPIs that work |
| Hard FM, statutory compliance | Incomplete asset lists, missed visits, weak evidence at audit | Clean asset register, SFG20 aligned PPM, access plans, digital logbook templates | Lump sum PPM per asset group, clear reactive SLAs, statutory pass rate, first-time fix, evidence quality |
| Hard FM, reactive and minor works | Callout sprawl, high dayworks, unclear priorities | Priority matrix, attendance and fix targets, out of hours rules | Fixed callout bands, capped SOR, quote rules above thresholds, right first time and ageing reports |
| Soft FM, cleaning | Task based legacy specs, overpaying for underused space | Output standards by zone, occupancy and risk profiles, event cleaning rules | Lump sum by zone, quality scores at inspection, complaint closure, hygiene audits |
| Soft FM, security | Over-guarding, unclear assignment instructions | Threat and risk assessment, post orders, tech enablement review | Blended rate with relief cover defined, incident KPIs, patrol verification, false alarm reduction |
| Catering | Poor uptake, food waste, unclear subsidy | Baseline sales and footfall, menu and allergen policy, waste tracking | Open book with gainshare, satisfaction and nutrition KPIs, waste reduction targets |
| Waste and recycling | Contamination, missed lifts, rising costs | Stream map by site, container plan, contamination controls | Pay by lift with caps, diversion from landfill, contamination events, route compliance |
Route to market that fits your risks
The Procurement Act gives you flexibility, but it also raises the bar on transparency. We design a process that meets your needs without adding noise. Framework call-offs are used where speed is essential and the fit is clear. A competitive flexible procedure is used when you need stronger competition, pre-procurement market feedback, or negotiation on method and price. We will set the lot strategy, term length, extension logic and performance break clauses so the contract remains sustainable for both parties.
Specifications that suppliers can price and managers can inspect
Clear, outcome based specifications reduce disputes and improve standards. For hard FM we align planned tasks to SFG20, add risk based adjustments, and lock service evidence into a digital format so audit is simple. For soft FM we define what good looks like by space type and time of day, then set measurable inspection rules. Where an input is essential, for example deep cleans in clinical areas, we specify it with reasoning and controls. Everything is written with inspection in mind, so your team can verify delivery quickly.
Data that lowers price risk
Bidders price what they can see. We build a reliable data room that includes an agreed asset register, drawings or site plans, occupancy patterns, access constraints, a summary of past volumes, sample work orders and a mobilisation calendar. TUPE information is captured early and validated. Better inputs reduce caveats and help you secure firmer pricing.
Commercials that reward outcomes
FM contracts fail when commercials fight the service. We match the model to the work. Planned maintenance sits on fixed pricing with clear evidence rules. Reactive tasks follow a capped schedule of rates with slim variation paths and no open-ended dayworks. Cleaning is lump sum by zone with a fair change protocol. Security rates cover relief, training and vetting up front to avoid constant uplifts. Catering leans on open book with simple gainshare that rewards waste reduction and higher uptake. Service credits are used to protect users, not as a revenue line, and are linked to material failures.
Mobilisation and day one readiness
Most pain happens in the first twelve weeks, so we put detail here. TUPE consultations are mapped week by week, right to work and vetting are planned, uniforms and inductions are sequenced, and equipment is ordered against a realistic lead time. For hard FM, statutory tasks due within the first month are pre-booked and access is confirmed. For soft FM, an opening inspection plan targets the highest risk spaces first. Residents, users and stakeholders receive clear communications about what will change and when.
Contract management that managers will use
You will not need a second system to manage the contract. KPIs and measures live in the supplier’s CAFM, and we agree a simple monthly dashboard that boards can read. Meetings follow a fixed rhythm, usually a monthly performance review and a short weekly call to remove blockers. We blend joint inspections with independent spot checks and we publish the results. Change control is quick, and benchmarking is used sparingly to test value rather than to force unrealistic rebates.
Value for money on live contracts
If a contract is under strain, we start with a value for money review. That covers standards, routes, staffing, training, supervision, equipment, compliance evidence, helpdesk and CAFM use, and the commercials that drive behaviour. We agree a reset plan with the supplier, set short review cycles and measure the trend. Tendering is a last resort, not the first tool out of the box.
ESG and social value that deliver
FM is central to your net zero and social value plans. We will build measurable commitments into the core contract, for example lower carbon plant, energy and water efficiency in cleaning, recycling that actually diverts waste, biodiversity uplift on the estate, apprenticeships and local jobs, and supplier diversity targets. Reporting is practical and links to your corporate metrics so you are not collecting the same number twice.
Digital, CAFM and evidence
We work with the system you have or help you choose one that fits. Asset data, PPM completion, reactive logs, inspection results, incident trends and social value outputs flow to your dashboard. For buyers without a CAFM, we can set up a light evidence pack that still passes audit and keeps the supplier honest.
Building your team’s capability
Many FM buyers ask for extra hands during peaks or a permanent uplift in skills. We provide short clinics for budget holders, evaluator training so scoring is fair and fast, and a contract manager toolkit your team can apply the next day. If you need longer support, our outsourced contract management model gives you expert capacity that sits alongside your people.
What you can expect at the end of an engagement
You will leave with a route to market plan, a complete bidder pack with clean data, evaluation tools, a mobilisation schedule that suppliers can follow, and a contract management handbook that locks in the benefits. If we are improving a live contract, you will have a signed recovery plan, a reset of measures, and a visible improvement trend.
Sectors we support
Local government, housing associations, NHS and blue light, education estates and charities. Each has its own standards and pressures, so our approach adapts to the context while keeping the controls that make FM work.