Effective Contract Management in Facilities Management

Effective communicative contract management is the backbone of any successful Facilities Management contract, ensuring that services are delivered with utmost precision and efficiency. In this blog, we delve into the strategies Artic employs to manage contracts seamlessly, including robust procedures and cutting-edge systems. Learn how our meticulous approach guarantees the highest standards in service delivery and how we tailor our methods to match your unique requirements. Discover the benefits of entrusting your building to a team that values excellence in every aspect of contract management.

With over 25 years of experience in the Greater London area, we take pride in providing exceptional repair and maintenance contracts. Our planned preventative maintenance (PPM) approach ensures that all assets are regularly maintained and fully compliant. Let’s dive into the key elements of our contract management for reliable service delivery.

Set-up – Master PPM Schedule, Job Allocations, RAMS Docs, and Site Base Set Up

At Artic, we understand that efficient and well-organised planning is the foundation of successful contract management. We work closely with you to create a comprehensive Master PPM Planner, meticulously detailing maintenance schedules for each asset. This planner ensures that every asset receives timely and appropriate maintenance, keeping them in working efficient condition.

Our agile approach to job allocation, using our sophisticated CAFM system, allows us to respond to reactive callouts promptly without disrupting the overall maintenance schedule. This flexibility ensures that any unexpected issues are dealt with swiftly and efficiently, minimising disruptions to your operations.

In addition, our site-specific RAMS (Risk Assessment and Method Statements) documents are developed to address the unique needs of your site. These documents guide our engineers, ensuring that they adhere to all safety regulations and deliver high-quality services without compromising safety.

Day-to-Day Operation

Our service operates on three tiers to ensure comprehensive coverage:

Tier 1

On-Site Residential Engineering Team: Our on-site engineers are dedicated to your location, providing full-time support during regular working hours. These skilled engineers are carefully selected based on their expertise to cover specific asset types. By focusing on dedicated asset types, they become specialists in their area, resulting in thorough inspections, efficient repairs, and detailed reports.

Tier 2

Artic Mobile Field-Based Engineering Team: To cover specific PPM processes, we deploy our experienced mobile engineering team. These engineers are strategically located throughout Greater London, enabling quick and efficient response times. They operate within our normal working hours and use our state-of-the-art Concept Evolution CAFM system to accept, progress, and report on PPM jobs via handheld PDA’s. This allows for seamless communication and quick access to job details, ensuring your assets receive the best care possible.

Tier 3

Specialist Subcontractors PPM: For assets that require specialised expertise, we partner with trusted and reputable specialist subcontractors. These specialists align with Artic’s commitment to excellence and comply with all regulations. By integrating subcontractor maintenance processes into our Master PPM schedule, we maintain complete transparency in our operations, ensuring your assets are always compliant.

Headline Key Features

24/7 Emergency Availability:

Your peace of mind is our priority, and that’s why we offer round-the-clock emergency support. No matter the time or day, our team is ready to respond promptly to any critical incident that may arise.

Single Point of Contact:

We believe in simplicity and effective communication. You will have a dedicated point of contact, making it easy for you to engage with us, provide updates, and address any concerns.

Priority-Based Call Triage:

Your priorities are our priorities. Our streamlined call triage system ensures that urgent issues receive immediate attention, minimising any potential disruptions and downtime to your operations.

Out-of-Hours Response:

We understand that emergencies can happen at any time. With a maximum 4-hour response time during out-of-hours periods, you can count on us to be there when you need us most.

Bespoke PPM Work for Reduced Downtime:

Our well-structured planned preventative maintenance and Condition Based Maintenance minimises downtime for your assets, leading to increased efficiency and reduced repair costs.

Benefits of Using Artic for your Facilities Management Partner

Efficiency and Simplicity:

Our decades of experience have refined our processes to be efficient and straightforward. We aim to simplify every aspect of service delivery, ensuring a seamless and hassle-free experience for our clients.

Expert and Skilled Engineering Team:

Our highly skilled and experienced engineers possess in-depth knowledge of various asset types, enabling them to deliver high-quality service and effective repairs.

Dedicated contract management team:

Our highly experienced Contract management teams are chosen based on their sector experience providing a wealth of experience and constant reporting and communication based on your needs.

First-Time Fix Success:

By matching the right engineer to the specific asset, we increase first-time fix success rates, minimising disruption to your operations and reducing repair costs.

Compliance and Safety:

Compliance with regulations and safety standards is paramount in our operations. Our RAMS documents, safety protocols and compliance reporting and certification ensure that all work is carried out safely and in line with industry best practices and legal requirements.

Responsive Support:

With a wide range of resources and strategically located engineers, we can respond quickly to your needs, providing efficient and timely service.

At Artic, we master contract management to deliver robust and compliant service. With our expert team, state-of-the-art technology, and dedication to excellence, your facilities will receive the best care possible. Partner with us for seamless Hard FM services in London.

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