Facilities' Management Outsourcing and Contract Management
Date: March 23-24, 2017, Thursday and Friday
Time: 8:30-16:30, both days, inclusive of lunch and tea breaks
Location: Tianjin International School
Attire: Business Casual
Essential Question: What do I need to know and do to more effectively manage school vendor performance and control costs?
Learning Outcomes: Participants will be introduced to the Vendor Management Cycle and be instructed on their role and the activities they should engage in during each stage of this cycle.
The Vendor Management Cycle includes:
- Contractor sourcing
- Due Diligence
- Request for Proposal (RFP)
- Contract Award
- Service Deliverable (Service Level Agreement - SLA)
- Contractor Management (Key Performance Indicators - KPI)
- Contractor Evaluation
- Vendor Handover or Renewal
In many cases the staff tasked to coordinate sourcing, contracts, SLA and KPIs do not have a clear understanding of the users' needs and scope of works, and vice versa, the user has limited input in the sourcing activities, and he/she is left to use contractors whom may not be qualified to deliver the work, ultimately resulting in delays and extra charges.
This two-day workshop has been designed to improve facilities' management outsourcing and vendor contract management. Participants will become familiar with and learn to enforce the Scope of Works (SOWs), Deliverables (SLA) and Monitoring (KPI) that govern the relationship between the school and the vendors. Case studies and facilitated discussions will develop awareness of the impact facilities' management outsourcing and contract management have in schools, both positive and negative. Role plays and activities will reinforce essential managerial skills aimed at problem solving and managing knowledge more effectively.
Objective for this workshop are:
- Identify and discuss scope of work, responsibilities and deliverables; and
- Understand the liability and benefits of outsourced contracts.
Workshops will begin each day at 8:30am and end by 4:30pm. The agenda for this workshop is:
Day 1 - Contract Sourcing and Management
- Contracts 101
- Contract sourcing
- Request for proposal
- Due diligence
Day 2 - Outsourcing
- Scope of Work (SOW)
- Deliverables (SLA)
- Managing Outsourced Staff Risk and Benefits
- Monitoring (KPI)
Target Audience: This workshop is designed as an introduction to Outsourcing and Contract Management for Facility Management Teams. Schools should consider sending a team of participants. This team should be represented by members who work directly with the vendors, the person responsible for identifying and contracting vendors, as well as a senior leadership member who influences the contracting process for Facilities Management.
Luca Mantovani worked for Jones Lang Lasalle (JLL) and over a period of seven years assumed a role in Senior Management for the Beijing office. During his tenure at JLL, he designed and implemented facility management solutions for clients across China, always ensuring quality service and effective delivery while balancing users' wellbeing. Several of JLL's clients in Greater China include International Schools and this will be the experience that Luca relies on to help facilities management staffs understand how to communicate effectively with all stakeholders in the Vendor Management Cycle.
Luca's love for China lead him to study at Beijing University, where he began his journey in becoming fluent in Mandarin Chinese. The love for language and working with Chinese has been a major contributing factor to his success in this industry. Luca now lives in Hong Kong where he applies his valuable skills and experiences in Facility Management by consulting on improvement processes, increasing transparency and reporting standards.