Provision of Real Estate and Space Management Services

Description

The ECB is seeking interested parties to participate in a negotiated tender for the provision of real estate and space management related services for its offices in the Rhin-Main area of Germany. The tender shall be broken down into three separate lots: — lot 1 – provision of strategic real estate advisory and corporate real estate management services; — lot 2 – provision of strategic space management services; — lot 3 – provision of operational space management services, furniture planning and interior design and relocation planning services. Interested parties may apply for one, two or all three lots. The foreseen duration of the contracts shall be four years with a possible extension of one additional year, respectively. The envisaged contract signature date is end of August 2020. The start of actual service delivery is planned on 1 December 2020 with an approx. three months start-up phase. Lot 1: Provision of Strategic Real Estate Advisory and Corporate Real Estate Management Services The ECB is seeking a contractor who will provide advice on any strategic corporate real estate management related topics, such as real estate strategies; real estate forecasting models, strategies for development-projects; change management strategies and organizational development projects. The services further comprise of any relating reporting, documentation and support of the decision-making processes and include any corresponding meetings and workshops in order to achieve the objectives. The above may include the relevant overall coordination. The successful tenderer shall provide upon request comprehensive strategic real estate management advice on executive management level to establish and execute corporate business strategies related to estate organization, management and performance and winning concepts for their successful implementation, including change management. The scope of this Lot is closely linked to the evolving top global real estate trends, such as geopolitical risks, security concerns and volatility, integration between human resources, space and ways of working, convergence, data intelligence and digital developments, sustainability, co-working, forecasting models (demand vs. supply; options to meet demand, etc.) in close cooperation with forecast strategies but as well ownership related strategies for the acquisition of land and premises i.e. for lease or buy or build real estate development projects. The scope includes besides the development of related strategies and concepts, preparation of the decision making process and upon approval of the ECB their successful implementation and delivery in time, budget and quality. The successful tenderer shall provide operational business related real estate asset management services, including recurrent property management related tasks and projects e.g. verification, analysis and settlement of costs, identifying and proposing cost optimization scenarios, contract management, valuation services, forecast, local real estate market reports and projections on market developments, due diligence for current space and premises or under consideration for acquisitions/disposal, maintenance and development of information systems and tools, etc. Real estate brokerage services are excluded. The estimated value is only an indication of possible future requirements, it shall be non-binding and the ECB reserves the right to order more or less services depending on its organizational requirements. Lot 2: Provision of Strategic Space Management Services The ECB is seeking a contractor who will provide consultancy services on any strategic space management related topics. The scope of service is closely linked to the evolving space management and work environment trends, such as well-being aspects, performance, productivity, integration between human resources, space and ways of working, convergence, data intelligence and digital developments, sustainability, co-working, etc. The ECB may request consultancy services such as conceptual office and workplace concepts and functional zoning, Blocking & Stacking, including project management and related communication and change management. The duties encompass: 1. strategic space management consultancy for projects and tasks with project-character: • analyse and evaluate space related data and customer requirements as the basis for strategic developments; • gathering of demand forecasts of the clients and analysis of supply and demand; • prepare and update functional charts (relationships and workflows between business areas); • prepare scenario planning incl. blocking & stacking, consolidation, relocation for business areas and at divisional level for e.g. reorganizations; • prepare space planning and test fits (including Room Allocation Planning) for floor layouts; • conduct feasibility studies and assess business cases, e.g. SWOT analysis, financial and timely impact of the reorganization measures etc.; 2. strategic space management consultancy for specific topics: • support the development of standards and governance related to the overall approach of space management; • support workplace demand forecast process, lead utilization studies and provide proposals to enhance this process and perform portfolio opportunity assessments; • evaluate and prepare proposals for working methods, standards and processes and implementation, quality audits to improve space management of all levels (operational, tactical and strategic); • identify, plan and implement special topics with regard to the existing space management e.g. digitalisation, reporting, data analytics, benchmarking); 3. change management and communication: • develop change management concepts, including cultural change and related communication and facilitate these in planning and implementation phases; • support and guide the space management team towards an improved customer relationship management and service mapping, in general; • the services further comprise of any relating reporting, documentation and support of the decision-making processes and moreover include any corresponding meetings and workshops in order to achieve the objectives. The estimated value is only an indication of possible future requirements, it shall be non-binding and the ECB reserves the right to order more or less services depending on its organizational requirements. Lot 3: Provision of Operational Space Management Services, Furniture Planning and Interior Design and Relocation Planning Services The ECB is seeking a contractor who will provide managed services for operational space management, furniture planning and interior design and relocation planning services. The operational space management services are the foundation to accommodate the dynamic business needs of workplaces on a daily basis. As the ECB has an assigned workplace concept in place the main focus of the operational space management is to process the customer tickets, facilitate the changes needed and to maintain the data in the CAFM system to ensure a high data quality. In addition the operational space management is in close contact with the customer to support and clarify, if required. The operational space-related planning includes the coordinated space layout, furniture and technical implementation planning. The relocation planning services are needed to execute the moves of the affected workplaces, this includes a comprehensive relocation strategy, a detailed implementation concept, a sequence plan for the requested moves based on a master relocation list and clarifications and agreement with affected business areas and logistics. The duties encompass: 1. daily data and workplace assignment support: • process and monitor of customer requests (tickets) for changes of workplace assignments in CAFM system (e.g. move requests of starter, leaver, relocation, re-entry) for individual moves (< five workplaces) and non-individual moves; • 1 level support to internal customer: — clarify, inform and process the customer requests (tickets) via telephone/e-mail to the customer/workspace coordinators; — communicate to the customer via telephone/e-mail to other internal stakeholders who have to deal with the workflow behind the scenes and implement moves (e.g. relocation planning and service); — contribute to updates on provided training material and information needed by the customers/workspace coordinators via internal knowledge channels, e.g. exchange platforms; • identify missing data, clarify with respective stakeholders, update and maintain space-related data to ensure a good data quality; • tracking of the business areas workplaces supply and demand; • provide regular reporting in a defined manner on the performed moves and actual overviews of occupancy rates and include respective data analytics. The average number of moves between 2016 and 2018 was approx. 8 700 moves per annum; 2) daily space management support: • 2 level support to internal customer, • process, validate and monitor customer requests (tickets) in CAFM system (e.g. (> five workplaces, layout changes with wall changes / without wall changes) of different ranges of quantity and complexity; • coordinating with customer with pending or missing information and obtaining the approval of requester in the CAFM system; • create and coordinate master relocation lists according to ECB standards, a tool containing all workplace relocation related information (MRL) and names-to-seats planning (NTS) and obtain approval; • execute and support specific exercises to identify, monitor or maintain workplaces (e.g. Stocktaking exercise, Potential capacity assessments etc); 3) daily furniture planning and interior design support: provide daily furniture planning and interior design services for all ECB spaces; 4) optionally, provide furniture planning and interior design. The ECB may request operational furniture planning services as a managed service for reoccurring daily business tasks, for specific ECB spaces and events (VIP areas, meeting and conference rooms, archives, etc.); 5) optional relocation planning services. Provision of a comprehensive relocation strategy, a detailed implementation concept and a sequence plan for the requested moves based on a master relocation list. Clarification and agreement with affected business areas and logistics. The estimated value is only an indication of possible future requirements, it shall be non-binding and the ECB reserves the right to order more or less services depending on its organizational requirements.