Our customer, a public scientific, cultural and professional institution, requested our services to assist its "Safety and Fire" Department in renewing its contract for the maintenance of lifts (lifts, goods lifts and book lifts).
Some figures about the project:
- 45 devices concerned, with between 2 and 30 years of operation
- A requirement for 24 hour/7 day availability
- Presence of a level P3 laboratory on the client's premises
The objective of the assignment is to ensure the renewal of the contract, in a context where the current contractor no longer meets the institution's requirements. The new contractor is therefore required to remedy the situation and meet the contractual objectives set:
- Compliance with the French Construction and Housing Code and more particularly with the articles created or modified by French Decree 2004-964 of 9 September 2004.
- Compliance with the regulations relating to the French Labour Code, Housing 3rd family A and B as well as ERP from the 1st to the 5th category of type R, L, S, N, X, W, PS and P.
- Compliance with the French Order of 7 August 2012 on technical inspections to be carried out on lift installations
- Service rate of the equipment set at 95%
- Coverage of small expenses, up to €500, in the contract package
- Monitoring of the contract and “ticketing” through a web application
To carry out the project over a period of 4 months, CKS has mobilized a multidisciplinary project team:
- A Project Director, a key player in the mission, he participates in the production of analyses, manages the Client relationship and carries out a "Quality" control of all deliverables.
- A Manager, an expert in public procurement with over 13 years' experience
- An experienced Consultant, specialized in Facility Management (FM) contracts, including the maintenance of fleets of lifting equipment.
In order to carry out the mission within a tight timeframe, CKS intervened with a proven methodology, namely:
- Definition of the most appropriate purchasing strategy, highlighting opportunities for legal and contractual security and for optimising purchasing performance (quality, costs, deadlines, CSR and innovation).
- A definition of the most appropriate consultation engineering.
- A definition of the consultation schedule, specifying the essential "milestones" and contributions expected from the various project players (RACI).
- Enrichment of the specific technical conditions with the best practices of the market and with the updates of the regulations in force.
- The drafting of the Tendering documents (AAPC, RC, Draft contract, Financial Annex), as well as the elaboration of the scoring criteria for the applications and offers.
- The creation of an application analysis grid and a customized offer analysis grid
- Drafting and publication of the AAPC.
- Support in the technical analysis of tenders (rereading tenders with the prescriber, highlighting inconsistencies in technical memoranda, rating the organisation of maintenance, securing the rating with regard to the rules of public procurement, etc.).
- Financial scoring of tenders (control of abnormally low tenders, consistency of prices with the level of service proposed, highlighting of any hidden costs).
- Production of an analysis report and a presentation report.
- Drafting and sending letters to obtain the elements required for the notification of contracts (insurance, tax and social security certificates, etc.)
- Drafting of rejection letters
At the end of the project:
- The contract was contracted in accordance with the rules of public procurement;
- The purchasing performance achieved enabled the reimbursement of 5 times the cost of the service;
- The contract was updated to take account of regulatory changes and provide a better framework for the service;
- A proper monitoring system of the service provider's performance on the market has been implemented.