FM scope builder

Section 2 is the part worth arguing about internally before anyone drafts a clause. Every line below is a decision that will otherwise be made for you, in year two, by whoever shouts loudest.

FM SCOPE OUTLINE · Office tower

1. SCOPE OF SERVICES

Hard services
  - HVAC, chillers and air handling
  - Electrical distribution and lighting
  - Plumbing and drainage
  - Fire detection and suppression
  - Lifts and escalators
  - BMS and controls

Soft services
  - Cleaning
  - Manned guarding and access control
  - Pest control
  - Waste management
  - Helpdesk and CAFM

Specialist and statutory
  - Lifting equipment examination

2. BOUNDARY QUESTIONS THE CONTRACT MUST ANSWER

HVAC, chillers and air handling
  Planned only, or planned plus reactive? Who funds a compressor or coil replacement, and above what value does it become the client's capital?

Electrical distribution and lighting
  Who holds the authorised person appointment for switching, and is thermographic survey inside the fee or a variation?

Plumbing and drainage
  Where does a blockage stop being maintenance and become a drainage contractor call-out, and who pays for jetting?

Fire detection and suppression
  Who holds the statutory certification and the relationship with Civil Defence, and who funds remedial works arising from an inspection?

Lifts and escalators
  Does the cover include replacement of major components, or servicing and minor parts only? That one decision is the biggest single price variable in a lift bid.

BMS and controls
  Who owns the BMS licences and the head-end, and does the contractor get write access or read-only?

Cleaning
  Output specification or input specification? Headcount buys attendance. An output spec buys a result and can be measured.

Manned guarding and access control
  Who holds the security licence, who owns the CCTV data and its retention period, and what is the escalation route at three in the morning?

Pest control
  Programme or call-out? A programme has a monitoring point map, trend data and records an auditor can read. A call-out has an invoice.

Waste management
  Who holds the waste transfer documentation, and does segregation reporting form part of the monthly report?

Helpdesk and CAFM
  Whose CAFM, and who owns the data in it? If the contract is silent you find out at exit, and the next tender is as blind as this one.

Lifting equipment examination
  Statutory examination by a competent person. Who appoints them, and who closes the defects they raise?

3. SLA PRIORITY SKELETON · set your own response and resolution times
  P1  Safety, security or total loss of a critical service
      Response: ____   Resolution: ____
  P2  Significant impact on operations or on a single critical asset
      Response: ____   Resolution: ____
  P3  Localised fault with a workaround available
      Response: ____   Resolution: ____
  P4  Cosmetic, or work that can be batched into planned activity
      Response: ____   Resolution: ____

  Define separately: when the clock starts, the working-hours calendar,
  and the exhaustive list of valid pauses.

4. MOBILISATION DELIVERABLES
  - Verified asset register, walked and reconciled rather than inherited from the tender pack
  - CAFM configured and loaded, with the asset hierarchy agreed in writing
  - PPM schedules built from manufacturer and statutory intervals, not a generic library
  - Critical spares list agreed and stock held
  - Permits and statutory certificates transferred into the incoming provider's name
  - Manpower recruited or transferred, inducted and site-familiar
  - HSE documentation submitted and approved
  - Go-live sign-off, with anything incomplete carried as a named open item

5. THE THREE CLAUSES THAT CAUSE MOST DISPUTES
  - The repair versus replace boundary, stated per asset class as a value and a scope
  - The SLA clock: when it starts, the working-hours calendar, and the exhaustive list of valid pauses
  - CAFM data ownership, the export format, and the right to extract on request rather than only at exit

Assembled with the ITF FM scope builder. A starting point, not a contract.