SERVICE

01

In recent years, as the life cycle of facilities has extended and maintenance and operation costs have increased in proportion to the number of years passed, it has become increasingly important to optimize post-completion operations and management methods. To improve the profitability of facilities such as schools, hospitals, office buildings, and factories, it is essential to comprehensively review items related to facility running costs, such as management costs, security costs, cleaning costs, upkeep costs, utility costs, and repair and maintenance costs, and to systematically manage these costs from a long-term perspective.

At Index Group we provide high value-added solutions to maintain and improve asset value and profitability by optimizing the maintenance and management costs and facility management systems of clients' real estate during operational life span of facilities. We also provide close support to our clients from the day-to-day issues they face to resolving future concerns.

02

Optimization of facility maintenance and management costs

Generally, running costs in the operation phase account for 80-85% of a building's life cycle costs. Therefore, to improve the facility’s profitability, it is important to not only manage the initial costs (construction costs, etc.), but also efficiently manage the running costs required to maintain and manage the facility post-construction.

As specific measures to reduce running costs, in addition to surveying the actual condition of the facilities and scrutinizing outsourcing contracts, we review specifications and cost reduction proposals for statutory inspections, cleaning, security, repair work, and energy management. Index Group assembles an optimal team of engineers experienced in construction, facilities, and maintenance and management to meet the conditions of the facility and the client's needs.

[Phase 1]
We conduct a condition survey of the facility.
We confirm all facility-related drawings and documents, including completion drawings, existing drawings, history of repair and large-scale renovation work, current outsourcing contracts for cleaning, security, and facility management, statutory inspection records, and energy management methods. In addition, through on-site surveys and interviews with the management contractor, we obtain an accurate overview of the facility and its management.

[Phase 2]
Based on the survey, we identify and evaluate issues.
We conduct an evaluation and analysis from various perspectives, including specifications, unit prices, facility size and characteristics, and management status, etc.. We will also closely examine yearly work schedule, daily reports, maintenance reports, annual management plans, etc., and check them against the consignment service contract to identify issues that need solving.

[Phase 3]
Propose the most appropriate management specifications and costs.
Based on our database, we compare the management costs, inspection frequency, and other specifications with those of similar facilities, and propose the most appropriate management specifications and costs.

[Phase 4]
By optimizing the specifications and costs, we improve the asset value and profitability of the client’s real estate. Specifically, we negotiate with the contractor, determine business specifications and management costs, and assist in concluding the contract (confirming the items to be reviewed).

03

Optimization of facility management structure

As the functions such as energy performance and business continuity become more sophisticated and complex, facility operation managers are required to have a wide range of knowledge, deep expertise, and high management skills. We support the establishment of an optimal facility management structure in order to build a stable operation system for the future and to streamline the cumbersome work involved in maintenance and management tasks such as inspection, repair, and cleaning.

When selecting a facility management company, we provide a series of bidding and contract support services (preparation of a list of candidate companies, preparation of quotation guidelines and other documents, implementation of bid briefings, Q&A sessions, proposal quotations’ evaluation, negotiations, and contract support).

04

Consideration of ESCO business

In addition to confirming whether the energy-saving renovation has been realized according to the plan of the ESCO (*) initially set, we verify the business contents of the ESCO contract from the client’s point of view, and analyze the contents of each article and various reports in the current contract in detail, including whether there are any items that are disadvantageous to the client, and propose measures to improve the issues. In addition, even after the ESCO contract expires, the facility is still in operation. We find out whether continuous energy saving is possible or not, roast out the latent issues and come up with the best solution for the client.

*An ESCO (Energy Service Company) is a company that is compensated for reducing its clients' utility and other costs. An ESCO business is an initiative in which the cost of energy-saving renovations is covered by the reduction in utility costs after the renovations.

05

Sustainable Facility Management

Amid calls for measures to combat global warming, builders and users of facilities are required to develop energy-saving facilities and to raise awareness of energy and water conservation. Depending on the scale and characteristics of a business or facility, Index Group can provide you with solutions that incorporate the latest technology trends in energy conservation, CO2 reduction, energy cost reduction, and decarbonization. In addition, we consider and maximize the use of preferential taxation and grants to achieve energy and CO2 savings.

In addition to realizing safe and comfortable facility operation and management, we build a system that contributes to the reduction of life cycle costs and the achievement of the SDGs.