Winter Maintenance – Case Study
Background
The Property Management team at Bannon currently manage over 70 commercial sites across Ireland. The portfolio is made up of Shopping Centres, Retail Parks, Business Parks and Office Parks.
In recent years there has been an unquestionable shift in weather patterns, and this is particularly noticeable in the colder winter months. One such example was the severe weather experienced in February 2018 when Storm Emma hit Ireland. During the course of the storm, we saw significant accumulations of snow across our sites and temperatures as low as –11.0°C.
In any given year we see c.100 million visits to Bannon managed sites across the country and maintaining safe access to these sites is a crucial part of our role as Property Managers. We manage this risk by appointing contractors to carry out gritting services during periods of cold weather and snow clearance when required.
A number of years ago we recognised the obvious synergies associated with managing our winter maintenance services on a portfolio basis. For that reason, we have split our portfolio into three distinct zones (see below) and we tender the contract every 3 years.
Zone 1 – Greater Dublin Area
Zone 2 – South & South East
Zone 3 – Midlands, West & North West
Tender
A sub-team of Property Managers were appointed to oversee the tendering of the Winter Maintenance contract for the portfolio. The following tender process occurred;
Phase 1 – Review of portfolio geography and creation of 3 distinct zones
Phase 2 – Preparation of Request for Tender (RFT) document
Phase 3 – Shortlisting of suitable contractors including a visit to contractors’ facilities
Phase 4 – Issue RFT to shortlisted parties
Phase 5 – Review & analysis of tenders
Phase 6 – Selection & contract award to winning tenderers
In total the RFT was issued to 10 contractors and we received 6 complete tender submissions. The submissions were assessed and ranked based on pre-set criteria. All but one tenderer submitted a proposal for all three zones. The sub-team assessed the proposals and made a recommendation to the directors of the department to appoint three separate contractors (one per zone). This recommendation was followed and the contracts were awarded to the following parties;
Zone 1 – Greater Dublin Area – SAP Landscapes
Zone 2 – South & South East – O’Brien Facilities
Zone 3 – Midlands, West & North West – Ken Fitzsimons Landscaping
Benefits
The benefits of carrying out a procurement process of this nature are far reaching, to include;
- Value – The buying power of procuring the same service across 70 sites at the same time.
- Service – The inclusion of strict KPI’s in the respective contracts means a consistent approach across the portfolio.
- Health & Safety – Once predicted weather conditions meet a certain pre-agreed criteria our contractors will automatically mobilise to all sites and carry out gritting. In so far as is possible we have attempted to remove any subjectivity from the decision-making process.
- Insurance – Each appointed contractor has undergone an extensive vetting process to include a detailed review of their insurances.
- Administration – The associated burden of managing individual contractors across 70 sites has been significantly reduced.
Overall, we have seen significant benefits in procuring our Winter Maintenance services on a portfolio wide basis. Our retail clients can enjoy consistency of service across all sites. With a proactive and data driven approach, we ensure that footfall does not drop and visitor health and safety is managed.
