Contracts management

We are a new service to the University, working with departments to get exceptional results from contracts

Our team FM of contract professionals represent the University in terms of contracts, so that departments and divisions can focus on their core purpose. 

Effective contract management is crucial to any organisation but with it comes daily challenges.  
We understand these challenges and have expertise in setting up, managing, monitoring and advising on, contract innovations. Our professional approach means we are able to really make the most of our contracts in order to deliver services of a consistently high standard. We engage and involve the University every step of the way with consultations and stakeholder working groups to reach an outcome that benefits, and is fit for purpose, for everyone. 

Diagram of the contract lifecycle, starting 1 Contract creation and Auth. 2 Contract collaboration and negotiation. 3 contract execution. 4 Contract admin. 5 Contract closeout / renewal and analysis

Contract lifecycle

Our growing team currently manages catering, cleaning, waste and some hard services contracts which sit within the Estates Division. This remit continues to evolve and adapt. We also provide general advice and support on others areas including pest control, barrier matting and more.

An effective contract is important because:

  • it enables departments, divisions to focus on their core function, while our contracts team take the strain
  • it is set up following a rigorous contracts and category management end-to-end process by our qualified contracts and purchasing specialists
  • it is professionally managed and coordinated with expertise from relevant University departments including FM, purchasing and central finance
  • it enables standards to be consistent across the University as structured service level agreements are put in place
  • it fulfils essential compliance requirements including living wage and sustainability
  • it delivers operational, time and cost savings for divisions and departments
  • departments have the potential to save further money as a result of procuring one contract for various integrated services, like cleaning or catering, as opposed to a number of different contracts for individual single services
  • it meets the needs and standards of divisions and departments at every level

Get in touch

If you are interested in adopting one of our existing contracts to manage your catering, cleaning or water requirements - or if you are worried about a contract that is not delivering or taking up too much of your time - please contact Lindsay Ryan, Head of FM Contracts on +44 (0)1865 2 88209 or lindsay.ryan@admin.ox.ac.uk. We will be happy to help.

 

Find out more

Did you know?

The current catering contract turns over £4.5m per annum and continues to grow as more departments adopt it.

Our catering contract with Compass at Oxford began in September 2017.

Get in touch

The catering contract is managed by the Facilities Management and Purchasing teams in Estate Services. If you have any questions regarding catering, please do contact Lindsay Ryan on lindsay.ryan@admin.ox.ac.uk.

The Contract team

The Compass at Oxford catering contract is managed between Strategic Facilities Management and Compass Group UK.  The Head of Contracts oversees the contract from the University's perspective, working closely with colleagues in purchasing. 

As a team, our aim is always to provide the best possible service to the University.

The Compass team

The senior team based here at Oxford are some of the best in their field.

The team includes:

  • James Giles, Partnership Director
  • Veryan Palmer, Group Head of Operations
  • James Larkins, award-winning Group Executive Chef, who has won Bronze at the Culinary World Cup in Luxembourg.

The wider Compass team has over 130 employees, all working to provide you with the best possible catering experience.

Good work taking place

Salad bar

We have been busy!  Since the contract began we have:

  • set up quarterly stakeholder working groups to engage with the cafe needs and aspirations of staff and students
  • adapted and improved the service based on the working groups discussions
  • refurbished 18 departmental cafes, along with the University Club.

 

Sustainability is at the core of our relationship with Compass. Compass are putting all the cafes through The Sustainable Restaurant Association accreditation to ensure our commitment and actions are in line with industry best practice. For more information on this and the many other sustainable practices we are adopting in our catering services, please visit our Sustainability in catering page.

Developing new contract

We are currently consulting with departments and divisions in order to change the University-wide cleaning contract, estimated to be worth a total value of £6.5million.

Managed by our FM Contracts team alongside our embedded buyer, we are working closely with University stakeholders to agree the tender specification, appointment of new suppliers and operational delivery while ensuring your needs are met.

If you have any queries, please contact Head of FM Contracts, Lindsay Ryan at lindsay.ryan@admin.ox.ac.uk or +44 (0) 1865 288209

Select environmental is the University’s only preferred waste supplier for non-hazardous general waste. 

Appointed in 2015, the contract has brought significant compliance, financial and reporting benefits. We continue to adopt sustainable practices in all we do. Our latest project has been sourcing wax-lined, recyclable cups and installing special cup recycling bins into cafes to reduce single use plastic in our cafes.

Managing your waste

Before disposing or arranging waste collections, do speak to your building, facilities, office manager or head of department. If you are an existing FM customer then you can log waste requests via the FM Helpdesk.
 

For more information about our waste contract and help with sourcing bins and other items, please contact Head of FM Contracts, Lindsay Ryan,  lindsay.ryan@admin.ox.ac.uk, +44 (0) 1865 288209

For general waste advice contact Estates Services wastemangement@admin.ox.ac.uk or speak to your Select account manager oxford@selectenviro.co.uk,  +44 (0)118 975 9000 / 0770880 4333
 

Get in touch

Want to know more about our contracts?

Contact Lindsay Ryan, Head of FM Contracts
+44(0)1865 2 88209
lindsay.ryan@admin.ox.ac.uk

Max Horner, Contracts Manager
+44(0)1865 2 88557
maxwell.horner@admin.ox.ac.uk

Romana Hafeez, FM Contracts Coordinator
+44(0)1865 2 78796
romana.hafeez@admin.ox.ac.uk

 

Related links

Find out more

Read our Annual Report here

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