oSIST prEN 15222:2005

SLOVENSKI oSIST prEN 15222:2005

PREDSTANDARD
september 2005
Upravljanje z objekti in s storitvami – Pogodbe – Navodilo za pripravo
pogodb o upravljanju objektov
Facility Management – Agreements – Guidance on how to prepare Facility
Management agreements
ICS 03.080.99; 91.040.01 Referenčna številka
©  Standard je založil in izdal Slovenski inštitut za standardizacijo. Razmnoževanje ali kopiranje celote ali delov tega dokumenta ni dovoljeno

EUROPEAN STANDARD
DRAFT
NORME EUROPÉENNE
EUROPÄISCHE NORM
May 2005
ICS
English version
Facility Management - Agreements - Guidance on how to
prepare Facility Management agreements
Facilities Management - Accords - Lignes directrices sur la Facility Management - Vereinbarungen - Leitfaden zur
façon d'élaborer des accords de Facilities Management Ausarbeitung von Facility Management-Vereinbarungen
This draft European Standard is submitted to CEN members for enquiry. It has been drawn up by the Technical Committee CEN/TC 348.
If this draft becomes a European Standard, CEN members are bound to comply with the CEN/CENELEC Internal Regulations which
stipulate the conditions for giving this European Standard the status of a national standard without any alteration.
This draft European Standard was established by CEN in three official versions (English, French, German). A version in any other language
made by translation under the responsibility of a CEN member into its own language and notified to the Management Centre has the same
status as the official versions.
CEN members are the national standards bodies of Austria, Belgium, Cyprus, Czech Republic, Denmark, Estonia, Finland, France,
Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia,
Slovenia, Spain, Sweden, Switzerland and United Kingdom.
Warning : This document is not a European Standard. It is distributed for review and comments. It is subject to change without notice and
shall not be referred to as a European Standard.
EUROPEAN COMMITTEE FOR STANDARDIZATION
COMITÉ EUROPÉEN DE NORMALISATION
EUROPÄISCHES KOMITEE FÜR NORMUNG
Management Centre: rue de Stassart, 36  B-1050 Brussels
© 2005 CEN All rights of exploitation in any form and by any means reserved Ref. No. prEN 15222:2005: E
worldwide for CEN national Members.

Contents Page
Foreword.3
Introduction .4
1 Scope .5
2 Normative references .5
3 Terms and definitions .6
4 Primary activities .7
5 Different types of Facility Management agreements .8
6 Main characteristics of Facility Management agreements.9
7 Preparation and implementation of Facility Management agreements .12
8 Facility Management agreement structure .14
Annex A (informative) Public procurement legislation.41

Foreword
This document (prEN 15222:2005) has been prepared by Technical Committee CEN/TC 348 “Facility Management”,
the secretariat of which is held by NEN.
This document is submitted to CEN enquiry.
When published definitely, This European Standard should be given the status of a national standard, either by
publication of an identical text or by endorsement and conflicting national standards should be withdrawn.
Introduction
Effective Facility Management brings value to an organisation and all associated stakeholders.
The objective of this European Standard is to provide guidance for the preparation of an effective Facility
Management agreement. Such an agreement by its nature defines the relationship between on the one side an
organisation that procures facility services (client) and on the other side an organisation that provides these services
(Facility Management service provider).
Although Facility Management can vary from a combination of single facility services e.g. 'security' and 'cleaning' to
fully integrated facility services and/or a functional approach to an organisation e.g. 'workplace' or 'mobility', this
European standard is primarily written for organisations that adopt integrated facility services and/or a functional
approach. In addition, as technical developments increase and economic systems mature, the demand for this type
of facility services, both nationally and internationally, will increase.
It is therefore important that Facility Management agreements are approached in a structured and careful manner.
The purpose of this standard is to:
– Promote cross-border client/Facility Management contractor relationships within the European Common Market
and to produce a clear interface between the client and the Facility Management service provider.
– Improve the quality of Facility Management agreements so that disputes and adjustments are minimised.
– Assist in the selection and scope of facility services and to identify options for their provision.
– Give assistance in, and advice on, the drafting and negotiation of Facility Management agreements and in
specifying arrangements in the case of dispute.
– Identify types of Facility Management agreements and make recommendations for the attribution of rights and
obligations between the parties of the agreement.
– Simplify comparison between Facility Management agreements.
This document is a working and standardized tool intended for parties who wish to draw up the Facility Management
agreement within the European Common Market. It offers headings, which are not exhaustive. Parties may or may
not include, exclude, modify and adapt these headings to their own contracts.
This standard is a guidance document and does not oblige the parties to use any part of its content.
Not all the clauses discussed in this standard will be applicable to every Facility Management agreement.
The Facility Management agreement shall follow the European, national and local legal and fiscal rules where the
agreement will apply. Each individual agreement should be drafted, and negotiated where appropriate, to take into
account the requirements, the parties involved and any applicable laws and regulations.

1 Scope
This European standard provides guidance on the preparation of agreements for Facility Management work.
The European standard can be applied to:
– Both public and private European Common Market cross-border, as well as domestic, client/Facility management
agreements or relationships.
– The whole range of facility services including planning, management, management and service, service and
subcontract or operations.
– Full range of activities associated with any type of working environment (e.g. industrial, commercial,
administration, military, health etc.).
This European standard is applicable to services, if they are primarily characterized by the following properties:

– business to business services;
– managed by the Facility management service provider;
– recurrent type of operations;
– performance oriented;
– prices or mechanisms to determine prices for services which are closely linked to performance.
In prEN 15222 the main examples of services concerned are listed.

The standard is primarily written for Facility Management agreements between a client and an external Facility
Management service provider. However a large part of this standard can be applied to cases where the Facility
management service provider is an internal entity within the client's organisation and be very helpful to set up an
approach based on Services Level Agreements (SLA).
This standard does not replace any specialized standards related to services within the scope of the Facility
Management agreement.
The standard does not:
– Go into detail concerning the management of environmental issues;
– Provide standard forms for Facility Management agreements;
– Determine rights and obligations between client and Facility Management service provider;
– Detail employment conditions in regard to Facility Management agreements, although such details are extremely
important.
2 Normative references
The following referenced documents are indispensable for the application of this document. For dated references,
only the edition cited applies. For undated references, the latest edition of the referenced document (including any
amendments) applies.
prEN 15221:2004, Facility Management – Terms and definitions
3 Terms and definitions
For the purposes of this European Standard, the terms and definitions given in prEN 15221 and the following apply.
3.1
asset
anything considered by an organisation having an positive value, especially of financial value
3.2
benchmarking
process of measuring performance (including price) of facility services and comparing the results internally or
externally
3.3
demobilisation
phase during which proper and effective transfer back of facility services as specified in the Facility management
agreement to the client or to a new Facility management service provider.
3.4
due diligence
compilation, comprehensive appraisal and validation of information of an organisation at the appropriate stage of the
Facility Management agreement required for assessing accuracy and integrity at the appropriate stage of the
agreement process
3.5
escalation path
procedure to insure that when problems can't be resolved within an agreed time frame, they are rapidly brought to
the appropriate level of responsibility for adequate resolution.
3.6
exclusivity
Facility management service provider has the solus position for the facility service(s) delivery
3.7
facility management agreement
document and/or agreement stating the conditions for provision of facility services between clients and external
service providers as well as internal service providers
3.8
facility management contract
legally binding Facility Management agreement between juridical different business entities
3.9
facility management contractor
organisation that contracts to provide facility services and has the accountability for contract performance
3.11
facility management service provider
organisation that provides the client with a cohesive range of facility services within the terms of the Facility
Management agreement
3.12
functional approach
approach to Facility Management that focuses on integration of individual services to attain the required output
function
NOTE For example: maintenance of predetermined environment or the functionality of a workplace.
3.13
integrated facility services
set of facility services that interact with each other
3.14
letter of intent
note or memorandum setting out a clear intention to take a certain course of action or to enter into a formal
agreement
3.15
open-book
transparent exchange of relevant information between the client and the Facility management service provider
3.16
mobilisation
phase to establish and implement all resources, systems, data and procedures prior taking full responsibility of the
facility services to be delivered as specified in the Facility Management agreement
3.17
partial service
client service where only partial responsibility or interface obligation is included within the scope of the Facility
Management agreement
3.18
performance based payment system
method of payment based on agreed output criteria
3.19
performance indicator
client's measure that provides information about performance of facility services delivery
3.19
stakeholders
all parties who have an interest, public or private, related to the relevant activities as specified in the Facility
Management agreement
3.20
sub contractor
organisation engaged by the Facility Management contractor to perform a specific portion of a facility service
3.21
supplier
provider of a facility service or product
4 Primary activities
In Facility Management agreements it is fundamental that the Facility Management service provider has an
appreciation and understanding of the client's primary activities, relevant organisation strategies and organisational
structure at its inception and during the period of the agreement.
The primary activities description should include:
– A description of the client’s intended corporate image and trademark.
– A description of the client’s products and services.
– A description of the client’s customers.
The distinction between the primary activities and support services is decided by each organisation individually; this
distinction has to be continuously updated.
5 Different types of Facility Management agreements
5.1 Introduction
It is recommended that the two parties, before finalizing the details of the Facility Management agreement, insure
they have a common understanding on the type of Facility Management agreement intended, according to the types
described in this section.
5.2 Organisational needs
The relative responsibility of each party for facility services listed in the Facility Management agreement should be
determined in the following areas. Reference to the annex A in prEN 15221 (Facility Management model) may be
useful at this stage.
a. Facility Management on a strategic level;
b. Facility Management on a tactical level;
c. Facility Management on an operational level.
This deter
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