Facilities

Facilities Management Spend Management

Controls Form Spend Controls Form
Annex 11.3 (revised Apr Annex
2019) 11.3 (revised Apr 2019)

Section 1 - should be completed for all contracts

CCS CUA Ref: Department/ Parent Organisation: Department Division or Arms Length Body:
If received

Title of contract: Wider Project / Programme (If applicable): Business Case Stage:
OBC FBC
Prior to procurement Prior to award, new
contract or extension

Date submitted: Please provide full address of property(ies) included in the contract: Control Request Type:
(Inc list as an attachment if required)
New contract Extend contract

Contract Owner / SRO: Submitting Department Contact Details:

Name of Departmental Final Internal Approver:
Name:
Phone No:

Department approved Business Case / Procurement Approval by Internal governance?: Value of request:
Strategy attached.
Yes No Under £10m TCV Over £10m TCV
Yes No Subject to CCS FM Control review Subject to Cabinet Office
Details: only. Commercial Control and approval
If no, and if your request is less than £10m, please provide a comment 10 working day SLA. by Minister for the Cabinet Office.
on the following: 28 day SLA.
● Options considered
● Consideration of the Office of Government Property and
Government Property Agency reform agenda (FM Clustering,
and GPA Hubs).
● Transition or exit arrangements / issues
● Details of non-cashable benefits.
● Key conditions to manage supplier performance and how
these will assure VFM and risk.
 Facilities
Facilities Management Spend Management
Controls Form Spend Controls Form
Annex 11.3 (revised Apr Annex
2019) 11.3 (revised Apr 2019)
Term of Contract/Extension Name of Current FM Contractor(s): Utilise a CCS FM Framework:
requested:
Yes No
EXTENSION ONLY: If no, please provide explanation of the request to be exempt from the
If a request for extension, is this: Latest date to Expected Extension Commencement mandate:
confirm extension Date:
Regular Irregular
to supplier:

Summary on why the approach was chosen and the reason for an extension:

Financial Summary Table:

Yr1 Yr2 Yr3 Yr4 Yr5 Yr6 Yr7 Yr8 Yr9 Yr10 Total
(£k)

Current
run rate /
No change
forecast
(a)

Savings
(b)

Spend
Requested
(a - b)

● Please provide a short commentary on the spend figures, CAPEX/REVEX inc lifecycle Contract model:
costs and pricing structure.
● Is this spend included on the Department Commercial Assurance Pipeline? Integrated FM (TFM/HFM/SFM) Single Service
● Have any provisions been built into the contract on pricing i.e. open book?
If this is a new commercial model for the Department (i.e. aggregation of many single services
into TFM) please state.

Section 2 - should be completed for all contracts over £10m (This is subject to the Cabinet Office Commercial Controls Process)

For contracts over £10m, the Business Case should demonstrate* *Please refer to HMT Green Book Guidance for reference
 Facilities
Facilities Management Spend Management
Controls Form Spend Controls Form
Annex 11.3 (revised Apr Annex
2019) 11.3 (revised Apr 2019)
● Options Analysis Yes No Please refer to the Commercial Operating Standards for reference
This section highlights the key areas which are reviewed during the controls process. The
● Maximising Competition Yes No information is also used to support the CCI Team's work around the Commercial Operating
Standards, which aims to promote practices and procedures that will drive stronger commercial
● Market engagement Yes No behaviours and value for money across government.

● Evaluation Methodology Yes No Comments – please use the space below to reference each point to the business case, or to
provide details if these are not in any other document supplied, particularly:
● Key T&Cs (inc Exit, Change Yes No ● Highlight the sourcing route (OJEU, Framework, Other)
Control) ● If OJEU, which procedure?
● If Government framework, which one?
● Potential bidders, if known.
● Achieving VfM Yes No ● In developing the options for this request, has consideration been given to the Office
for Government Property and Government Property Agency reform agenda.
● Achieving Benefits (including Yes No
savings methodology)

● Pricing, Benchmarking, Yes No

Margin, Open Book,
Indexation

● SME engagement Yes No

● Risk Management Yes No

● Contract Management Yes No

Section 3 - does not need to be completed if you are using a CCS framework, or if you are requesting an extension.

Comply with Procurement Policy Note 14/15 (Supporting Apprentices and Comply with Procurement Policy Note 01/18. All new procurements valued
Skills through public procurement). This applies to contracts above £10m TCV above £5 million per annum, to amend contract Terms and Conditions to
and duration of 12 months and over. include clauses requiring the successful prime supplier(s) to:
a: Advertise on Contracts Finder, subcontract opportunities arising from that
Yes No
contract above a minimum subcontract threshold of £25,000; and
Comment: b: Separately, report on how much they spend on subcontracting, and
 Facilities
Facilities Management Spend Management
Controls Form Spend Controls Form
Annex 11.3 (revised Apr Annex
2019) 11.3 (revised Apr 2019)
Comply with Procurement Policy Note 06. Provide Management Information separately how much they spend directly with SME or VCSE organisations in
on total contract cost, actual spend and performance data and savings and the delivery of the original contract.
enable management information to be shared with the CCS FM Category.
Yes No Yes No
Comment: Comment:

Ensure the contract includes requirement to monitor energy, waste and water Provision of a 90 day/3 month termination clause.
consumption and provides incentives to minimise these.
Yes No
Yes No
Comment:
Comment:

Incorporate the Crown Commercial Service FM Service Standards within any Catering Contracts - where possible any catering contracts should aim for nil
specification (where applicable). subsidy or best commercial model.
Yes No Yes No N/A
Comment: Comment:

Clearly demonstrate Value For Money for Government as a whole. Ensure fair payment practices are applied.
Yes No Yes No
Comment: Comment:

Section 4 - Decision Form (Cabinet Office/Crown Commercial Service use only)

This will be provided 10 days from submission for contract value below £10m and 28 days above £10m

Approval to proceed Yes No

The CCS FM Category are satisfied that the processes carried out meet the
requirement for centralised procurement of goods and services and offer best
value for money for Government as a whole.

Procurements or extensions Over £10m in Total Contract Value Yes No

 Facilities
Facilities Management Spend Management
Controls Form Spend Controls Form
Annex 11.3 (revised Apr Annex
2019) 11.3 (revised Apr 2019)
All new contracts or extensions over £10m in TCV will be submitted to the
Cabinet Office Commercial Assurance Team for further approval as part of the
Cabinet Office Commercial Control.

Date submitted to Cabinet Office Commercial Assurance Team (CCS FM Category to complete):

Comments

Signed

Department CCS
● Name: ● Name:
● Title: ● On behalf of FM Category, Crown Commercial Service
● Signature: ● Signature:
● Date: ● Date:

Section 5 Recommendation of Contract Award

This section should be filled in and returned to CCS FM Category once evaluation has taken place and a preferred bidder identified, prior to contract award.
Note: For contracts less than £10m, this is for CCS informatIon only and does not need a decision, requests over £10m require approval from the Cabinet Office at Award.

Date (go live)

Supplier/s

Cost Elements Annual:

Total Fixed Contract Value:
Inclusive fixed fee element:
Variable elements :
 Facilities
Facilities Management Spend Management
Controls Form Spend Controls Form
Annex 11.3 (revised Apr Annex
2019) 11.3 (revised Apr 2019)
Margin proposed – Prime*:
Margin proposed – Subcontractor*:
*Include any detail on profit, risk or other applicable margins proposed

Contract Term

Pricing Basis:
Fixed
Fixed price incentive
Cost plus fixed fee
Cost plus incentive fee
Time plus materials
Other (please state)

Contract Award Report to include Yes No

Award Recommendation and details of basis for recommendation

Evaluation criteria and scoring (final bidders)

Details of costs and savings against baseline (final bidders)

Details of service scope and properties included

Contract Management structure supplier side and department side

Incentive mechanism (if used)

TUPE/Redundancy implications and risks/indemnities (department & supplier)

Details of mobilisation timescales, costs, set up fees (including any CAFM/FM systems)

Is a rate card being used?

Is the contract open book?

 Facilities
Facilities Management Spend Management
Controls Form Spend Controls Form
Annex 11.3 (revised Apr Annex
2019) 11.3 (revised Apr 2019)
Investments & payback (department & supplier)

What provision has been built in to address the risk of non-delivery, slippage or overspend by the
supplier?

What benchmarking and checks have been done to confirm the price is competitive?

Value over £10m total contract (if yes, the Cabinet Office Commercial Assurance Team will be need
to be notified BEFORE award, for further strategic supplier approval from MCO – carrying a 28 day
SLA)

Confirmed Savings (cashable) Yes No

Total Benefits £
Over number of years:

Total Contract Saving year 1 £

Year 2 £
Year 3 £
Year 4 £
Year 5 £
Year 6 £
Year 7 £
Please add further years if applicable.

Signed on behalf of customer

Name:
Position:
Signature:
Date: