Case Studies

Aboriginal Housing Victoria - Building Condition Audits

300 residential properties located throughout Victoria

FM Essentials performed comprehensive building condition audits to 300 houses located throughout Victoria. The team of auditors utilised tablets and our custom-designed asset and maintenance management software (fmXpert) to perform the building condition audits. The scope of services included the costing of 7,000 defects using the Department of Health and Human Services’ Schedule of Rates to form a 5 Years Plan for each property, as well as the development of CAD Plans, and the provision of strategic advice pertaining to development opportunities. Data was provided in the form of highly detailed pdf reports and Excel data reports accessible via the fmXpert web-portal.

Cushman & Wakefield - Facility Management Bid Writing

PPP Project – Landmark Commercial Building, Brisbane

FM Essentials assisted in the development of the facility management component of the PPP Bid Submission. This included the development of a base building facility management strategy for a landmark commercial building, incorporating a scope of services, service delivery model, whole of life asset management planning, client interface and performance management framework, and outline service specifications. The facility management strategy underpinned Cushman & Wakefield’s commercial proposal, included as part of the consortium’s PPP Bid Submission.

Medibank - Facility Management Strategy

720 Bourke Street Project, Melbourne (30,000 sq. m; 5 Green Stars)

FM Essentials developed a comprehensive facility management strategy for the organisation’s new National HQ, custom-designed to support a highly innovative Activity Based Working (ABW) model. The facility management strategy identified the scope of services for tender specifications and included a strategic overview of maintenance planning, base building integration, contractor management, and facility management mobilisation. The strategy also included detailed cost analysis and the development of optionality metrics to support the decision-making process.

In addition to implementing improvements to operating procedures and service levels, our facility management consultants identified cost efficiency opportunities in excess of $1.0M p.a.

Medibank - Tender Specification Writing

720 Bourke Street Project, Melbourne (30,000 sq. m; 5 Green Stars)

FM Essentials developed over 20 different tender specifications, covering all facility management services with a required procurement component. These facility management tender specifications ranged from cleaning, to an in-house catering solution, to landscaping services, and incorporated all of the maintenance services for the tenancy. This was part of a broader engagement as facility management consultants for the Thrive Project, extended over a 24 months period.

These customised tender specifications enabled Medibank to achieve best value and service level outcomes across the full suite of facility management services to the tenancy.

Origin Energy - Facility Management Implementation

321 Exhibition Street Project, Melbourne (33,000 sq. m; 5 Green Stars)

FM Essentials delivered wide range of facility management implementation services over a 12 months period for the fit-out of Origin Energy’s new Melbourne HQ, including the development of facility management procedures, the project management of facility management readiness, and various facility management post implementation services, notably contractor management, defects management process, post-handover issue remediation, construction project transition to business as usual, and interim management of the tenancy during the phased handover period.

A primary focus of this contract was the management of all post-handover construction and defects works (which were extensive), to ensure the safety of staff, visitors, and all contractors, and to minimise business disruptions – with zero incidents reported over a 9 months period.

Westpac - FM Strategy and FM Implementation

Barangaroo Project, Sydney (60,000 sq. m; 6 Green Stars)

FM Essentials developed a comprehensive Asset Management Plan and Service Briefs for all of the maintenance services at Westpac’s iconic new corporate site at Barangaroo. The documents comprised an industry best practice approach to all aspects of maintenance planning, including the governance framework, performance management and reporting considerations, with a focus on Whole of Life and strategic lifecycle management. Our consultants also reviewed the O&M Manuals and other technical documentation supplied by the Project and extrapolated the critical data for strategic transition to Westpac’s National FM Contractor, DTZ, A UGL Company.

FM Essentials worked with Westpac Group Property, Lend Lease, JLL and Cushman & Wakefield in the creation of maintenance schedules and asset lists, providing expert maintenance planning.

Assisi Aged Care - Facility Management Services

Aged Care Facility, Rosanna, Victoria

FM Essentials manage all aspects of building compliance and high risk maintenance, including:

  • Development of Specifications
  • Maintenance & Lifecycle Planning
  • Development of operating budgets and forecasting
  • Management of contractor procurement
  • Work Order/Contractor Management
  • Essential Safety Measures Auditing & Building Compliance
  • Reporting & Data Management
  • 24/7 Customer Care Centre

Our one-stop shop facility management services incorporate preventative, corrective and reactive maintenance covering essential safety measures, electrical, plumbing, air-conditioning, catering and laundry equipment maintenance, and the management of other maintenance services. Our experts implemented a solution for managing the client’s system failures and drive a range of improvements to operating efficiency. There were zero non-conformances at the client’s last accreditation audit.

Godfreys - Facility Management Services

National retail portfolio comprising 200 sites

  • Maintenance & Lifecycle Planning
  • Management of contractor procurement
  • Work Order/Contractor Management
  • Essential Safety Measures Auditing & Building Compliance
  • Reporting & Data Management

Our facility management services incorporate preventative, corrective and reactive maintenance covering essential safety measures, electrical, air-conditioning, auto-doors and roller shutters.

We also delivered a best practice solution for managing the client’s system failures.

Haven Home Safe - Facility Management Services

3 substantial residential properties located in Melbourne Metro (150 apartments)

FM Essentials manage all aspects of building compliance and maintenance, providing facility management services to the operating of the base building and to the 150 apartments.

Key aspects of our services include:

  • Development of Specifications
  • Maintenance & Lifecycle Planning
  • Development of operating budgets and forecasting
  • Management of contractor procurement
  • Work Order/Contractor Management
  • Essential Safety Measures Auditing & Building Compliance
  • Reporting & Data Management
  • 24/7 Customer Care Centre

The Customer Care Centre supports the needs of the both the property managers and the tenants, providing preventative, corrective and reactive maintenance covering essential safety measures, electrical, plumbing, air-conditioning, and handyman services (carpentry, plastering, painting, floor coverings, etc.). We delivered a best practice solution for managing the client’s system failures, provided emergency hazard response, such as flooding, and participated in emergency planning.

Henkell Brothers

Henkell Brothers Investment Managers Pty Ltd

Henkell Brothers are one of Melbourne’s most successful property investment companies and have grown extensively over the last 20 years. They currently manage over 20 different owner investment entities who collectively own more than 30 corporate properties throughout Victoria. Henkell Brothers reviewed the way the company’s transactions and operations were managed and realised that there were risks and inefficiencies resultant from the way in which information was managed and shared between departments (e.g. Property and Accounts), including duplication of data entry and inconsistent data. This was identified as a major risk. fmXpert asset and facility management software was utilised by the organisation to streamline workflow and to drive improvements to data integrity, and improve overall services – our software has now been in place for over 10 years.

Melbourne Grammar School

Melbourne Grammar School

Founded in 1858, Melbourne Grammar School educates some 1,800 students from Prep to Year 12 and is organised into three campuses to meet the needs of the different age groups encompassing the Junior School, Grimwade House (Prep to Year 6) in Caulfield, and the Middle School (Years 7 and 8) and Senior School (Years 9 to 12) both located in South Yarra. The School has been using fmXpert for over 10 years to better manage its maintenance work orders and job flow, so as to minimise disruptions to the teaching environments and ensure compliance with SLAs.