Information on facilities management service provision

The request was successful.

Dear University of Aberdeen,

I would be most grateful if you would provide me, under the Freedom of Information Act, the following information regarding your facilities management approach:

• How are facilities management services (hard FM, soft FM or TFM) handled across your estate?
- If any services are outsourced, which services and to which suppliers?
- What are the start dates and durations of these contracts, and which services are included in each?
- Is there an extension clause in the contract(s) and if so, what is the duration of the extension?
- Has a decision been made yet on whether the contract(s) are being either extended or renewed?
- What is the job title of the senior officer (outside of procurement) responsible for the contract(s)?

• Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?

• Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)?

Thank you for your help.

Yours faithfully,
John Mann

Foi, University of Aberdeen

Dear John Mann,
I refer to your email of 11 August and, on behalf of the University, I acknowledge receipt and confirm that your request is being dealt with in terms of the Freedom of Information (Scotland) Act 2002. In terms of the Act, a reply will be sent to you as soon as possible and within the statutory timescales.

Yours sincerely,
Mary Sabiston
Information Compliance Officer
University of Aberdeen

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Foi, University of Aberdeen

Dear John Mann,

FREEDOM OF INFORMATION REQUEST FOI 2021- 227

I refer to your email of 11 August 2021 requesting information relating to facilities management service provision.

Your request has now been considered under the Freedom of Information (Scotland) Act 2002, ‘the Act’.

• How are facilities management services (hard FM, soft FM or TFM) handled across your estate?

Facilities Management is a mixture of in house and outsourced activity.

The University is part of the Advanced Procurement for Universities and Colleges (APUC). Details of the University’s contracts, including contract dates and services are published on the (APUC) website. Our contracts register is available from the following link:

https://www.apuc-scot.ac.uk/#!/instituti...

Facilities Management services entries are mainly found in the following subcategories:

Janitorial and Domestic Supplies and Services
Estates and Buildings
Facilities Operations

The senior officer responsible for each contract will depend on the circumstances of the specific contract. The two contacts for general enquiries are:

The main procurement team, who are available at the following address:
[email address]

The main estates team, are available at the following address:
[email address]

You can also find a list of key Estates staff, their roles and contact information on our website from the following link:
https://www.abdn.ac.uk/staffnet/working-...

For further details about our procurement process and tendering please see the following information page on our website:
https://www.abdn.ac.uk/staffnet/governan...

The University also publishes details of contract award notices on the Public Contracts Scotland website:
https://www.publiccontractsscotland.gov....

• Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?

No, our helpdesk is run in house.

• Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)?

Tribal K2 Asset and Facilities Management System

Where we have indicated that the information you have requested is published on our website the information is otherwise available and exempt from disclosure. The University is not obliged to provide you with copies of the information in terms of section 25(1) of the Freedom of Information (Scotland) Act 2002 – Information otherwise available.

Should you be dissatisfied with this response, you have the right to request a review. A request for review must be made within 40 working days of the receipt of this reply. It must include your name and address for correspondence and specify the request for information and the grounds for dissatisfaction with the decision. Please send your request for review to [University of Aberdeen request email].

If you are unhappy with the outcome of the University’s internal review, you have the right to appeal to the Scottish Information Commissioner within six months of the receipt of the University’s review response. Details on how to make an appeal to the Commissioner are available at www.itspublicknowledge.info/Appeal. Should you be dissatisfied with the Commissioner’s decision, you have a right of appeal to the Court of Session on a point of law.

Yours sincerely,
Mary Sabiston
Information Compliance Officer
University of Aberdeen

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