all new, extended or variations to FM contracts.”

This guidance will assist in complying with the Facilities Management (FM)spend Controlcontrols processesprocess arewithin changingindividual –organisations here’sand whatCentral itGovernment meansvia forCabinet you

AlongsideThe BudgetFM 2025,Controls are operated by the governmentOffice announcedof significantGovernment reformsProperty, Crown Commercial Services and Government Commercial Function.

Scope of the FM Control

FM Controls apply to ALL new FM contracts, ALL FM contract extensions and major FM contract variations (contract variations in excess of £10 million). The route to approval will depend upon the publicvalue spendingof controlthe proposed spend:

• Over £500,000 and accountabilityunder framework,£20 thereforeMillion - approval should be sought by completion of the FMC1 Submission form, emailed to fmcontrols@cabinetoffice.gov.uk
• Over £20* Million - the Cabinet Office ofCommercial GovernmentSpend PropertyControls isProcess changingshould howbe followed, submitting via the Commercial Assurance Management System indicating the case is FM businessspecific. For cases over £20m which will not be submitted for commercial control approval (e.g. cases that are handled.

  What’sclassified changing?

  Fromwith latethe February,Commercial FM‘assure’ Controlstatus) willplease nosubmit longeryour reviewOutline Business Case or Full Business Cases,case extensionalong requestswith confirmation of the Commercial ‘Assure’ status to fmcontrols@cabinetoffice.gov.uk.

*Please note that the £20m threshold may be reduced for procurements identified as contentious or contractoutright variations.contentious.

FromFM 1contracts March,with Outlinea Businesstotal Casevalue reviewsof willless alsothan cease.£500k should be notified via the FM pipeline, these do not require formal approval.

Assurance against standards

The exceptionFM isControl Ministerialprovides Panelassurance cases,with whichcases willmeasured stillagainst the Government Estate Strategy and other functional standards and best practice including Government Functional Standard For Property GovS004, Greening Government Commitments, FM Standards, The Government Property Profession Career Framework, The Sourcing Playbook, The HM Treasury Green Book, Infrastructure and Projects Authority: Assurance review toolkit.

An explanation of the the standards can be reviewedfound untilin 1the April.FM Control Guidance.

WhyThe now?FM control process

WithEngagement with the 31Office Marchof deadlineGovernment approaching,Property thereshould isn’ttake sufficientplace timeas early as possible in the process (approximately 6 months prior to allowyour arequired fullapproval assessmentdate, subject to the complexity of thesethe casescase). This can be achieved by emailing fmcontrols@cabinetoffice.gov.uk with a draft FM control form with as much information as is available at the time, stating ‘early engagement’ in the covering email.

Following this, please ensure subsequent FM controls forms are submitted at both Outline Business Case (OBC) and deliverFull addedBusiness value.Case This(FBC) changestage willprior allowto the teamissue of any tender documents, extension agreements, or major variations with sufficient time for scrutiny and decisions to focusbe ontaken developingbefore spend is committed.

The FM Controls approval process will operate within two Service Level Agreement (SLA) timescales. For cases above £500,000 and implementingunder £20 million the newSLA experttime upstreamis advice10 modelworking launchingdays. onFor 1cases April.above £20 million the SLA time is 28 calendar days (excluding any pause time whilst queries are answered).

WhatSubmitting doan IFM needcontrol toapproval do?request

All cases above £500,000 and under £20 million the FMC1 form should be completed along with any supporting documentation (including OBC/FBC) and submitted to fmcontrols@cabinetoffice.gov.uk.

For non-ministerial cases withunder £500,000 where a contractFM signingpipeline datehas priornot to1been Aprilprovided thatthe wouldFMC1 previouslyform haveshould gonebe throughcompleted and submitted to fmcontrols@cabinetoffice.gov.uk.

On receipt of a control approval request, a case lead will be assigned from within the Office of Government Property FM Control,Control youTeam. The case lead will needcarry out a review of the submission and engage with the nominated point of contact to useseek further clarification or query specific areas of the Self-Certificationcase checklistas instead.applicable.

ThisThe iscase straightforward:lead will complete an assessment of the checklistcase against the FM Control assessment criteria and havesubmit anadvice accredited propertyeither leaderfor (SCS)approval inat yourOfficial organisationlevel signor, itfor off.

Whatcontentious happensitems, afterto 1the April?

The newcase modellead bringswill somenotify importantthe changesorganisation topoint spendingof approvals:contact in writing of the FM control decision, which will be either:

• below

  Approved; Approved yourwith Delegatedspecified Authorityconditions; Limits:or Rejected Approvewith throughproposed youractions

  Managing ownconditions departmentalof processes

• aboveapproval

  Contentious yourspend limits,control orcases novel/contentious/repercussiveare spending:often You’llapproved needby HMthe TreasuryMinister approvalwith throughconditions designed to strengthen the Treasurycommercial Approvalscase, Process

Any applicable conditions attachedwill tobe previouslycommunicated approvedin caseswriting remainin yourthe department’sapproval responsibility.notification Functionalfrom teamsthe FM Control Team, including due dates. These conditions will nobe longerregularly trackmonitored these.for completion or compliance, which must be emailed to the fmcontrols@cabinetoffice.gov.uk inbox with updates on meeting or complying with the conditions.

HMA Treasuryproactive willresponse shareto moreany detailedconditions guidanceapplied beforeto 1cases April.is necessary and the FM Control Team must be notified if applicable conditions cannot be achieved by the due date. A monthly report on conditions compliance by organisation is submitted to the minister and Chief Operating Officer for the Civil Service.

FM control documents

Annex 1: FMFMC1 ServicesSubmission Definition (ODT)Form

ODT, 49428.7 KB

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Annex 2: Further Guidance (PDF)

PDF, 231 KB, 18 pages

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Annex 2: Further Guidance (ODT)

ODT, 105 KB

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Annex 1:3: FM Services Definition (PDF)

PDF, 528416 KB, 17 pages

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Annex 3: FM Services (ODT)

ODT, 319 KB

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Annex 4: Decision Form

ODT, 74.271.3 KB

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