SS-046 Ver 1.0 (May 23)
Confidential & Proprietary | 2024 CBRE Inc.
1. Applying Security services to the Account operations
The priority of Security services across a site or sites is broken down into four (4) levels to help understand the generic requirement to be applied at site level. This is a guideline only as some site may require a more detailed set of components when building out the services and outcomes for the site or sites which should be in line with the expectations and the MSA of the client.
Refer to Understanding Scope and Priority Asset page for further clarity: Click here
2. Required actions
FULLY IN SCOPE
Security is contracted with the client; significant guard services and other security related services and technical provision, employment of security SMEs
1
2
3
NO SECURITY IN SCOPE
No security has been prescribed for the site but some FM services may include a level of security procedures and requirements
4
The extent of actions required are dependent on whether or not the services are In-Scope or Out-Of-Scope and when In-Scope is defined in the Clients MSA. If the services are deemed Out-Of-Scope there still may be security requirements to be applied to the account.
Priority Level
Priority Level
Proceed to the following pages for Phases and actions
Security Services
Application of Security Services In / Out-Of-Scope
Transition
Page 1 of 4
SS-046 Ver 1.0 (May 23)
Confidential & Proprietary | 2024 CBRE Inc.
1. Applying Security services when In-Scope
Implementing services when In-Scope can be achieved in 2 or 3 stages, depending on the scope of Security. This process should apply to all lines of business and all accounts, new and mature. It is recommended that accounts implement the requirements in phases to avoid over-complication. Three phases are recommended:
Phase 1: At Account Level Phase 2: At Site or Facility level Phase 3: At a local level
2. Required actions
FULLY IN SCOPE
Security is contracted with the client; significant guard services and other security related services and technical provision, employment of security SMEs
1
2
3
Priority Level
3. Useful Links
Phase 1
- Appoint capable staff to manage the services
- Ensure responsibilities are defined to staff
1
- Develop and complete Scope Matrix
- Conduct GAP Analysis
- Document outcomes
2
- Develop Account level Security Manual at account level
- Use Security Manual as template for each location
3
- Develop and complete Site Scope Matrix to establish security standards required and procedures to apply
4
Account Level
Phase 2
- Complete SLA documentation for all sites
- Update SLA to security manual
1
- Develop Site level Security Manual using the Account Security Manual as the template
2
- Implement and document Security standards required, this should cover:
- Guard services
- Access control procedures
- Key procedures
- Emergency procedures etc
3
- Commence developing a Supplier Performance measurement system (KPI's etc in SLA)
4
Site or Facility Level
Phase 3
- Complete SLA's for all remaining sites
- Include SLA's to cover both Guarding, Patrols and Security systems monitoring and maintenance
1
- Implement remaining requirements including procedures and protocols
2
- Implement Supplier Performance Management system
3
- Lock in review and audit timeframes and protocols
- Set meeting schedules and commence initial meetings, where required
4
Local Actions
Link to Transition Templates page - CLICK HERE
Security Services
Security Services In-Scope
Transition
Page 2 of 4
SS-046 Ver 1.0 (May 23)
Confidential & Proprietary | 2024 CBRE Inc.
1. Applying Security services when Out-of-Scope
When ‘Security’ has not been specifically included in the clients’ MSA, it is not always that all Security is Out-of-Scope. It is important for cost control, risk management, insurance and safety, that the essential elements of scope for Security is identified. To do this, we follow two (2) phases:
Phase 1: At Account Level
Phase 2: At Site or Facility level
2. Required actions
Phase 1
- Appoint capable staff to manage the services
- Ensure responsibilities are defined to staff
1
- Develop and complete Scope Matrix
- Conduct GAP Analysis
- Document outcomes
2
- Complete a Scope review with Client to confirm Scope
- Document Scope
- Decide if costs need to be recovered from Client and agree on cost structure
3
- Allocate responsibilities and document accordingly
4
Account Level
Phase 2
- Complete Scope Matrix identifying all required activities
1
- Identify and ensure procedures are documented and available for use
- Where no Client procedures are available document and issue to Client
2
- Ensure a SLA covers all security activities, lock in with Client
3
- Ensure that CBRE has insurance coverage for all activities to be performed
4
Site or Facility Level
NO SECURITY IN SCOPE
No security has been prescribed for the site but some FM services may include a level of security procedures and requirements
4
Priority Level
Security Services
Security Services Out-Of-Scope
Transition
Page 3 of 4
SS-046 Ver 1.0 (May 23)
Confidential & Proprietary | 2024 CBRE Inc.
1. Overview
The Security service provider is required to complete a schedule of hours and posts for every site and facility. The schedule will be agreed with CBRE and used as a record to confirm hours contracted, hours provided, and hours billed. The schedule will also be completed to show remote services such as key holding, mobile patrols, mobile responses, and alarm monitoring, etc.
For all mobile / reactive services, the daily hours must show the period during which the service is available.
2. Typical Application
The extent of actions required are dependent on whether or not the services are In-Scope or Out-Of-Scope and when In-Scope is defined in the Clients MSA. If the services are deemed Out-Of-Scope there still may be security requirements to be applied to the account.
Keyholding – Monday to Friday 1900 hours to 0700 hours every night
Mobile patrols – Number per day / night and duration e.g. 2 per day for one hour. If there is more than one mobile patrol per period, a new line for each patrol should be added
Alarm Monitoring – Duration per day / night the service is provided e.g. 1800-0700 hours every night
3. Instructions for completion
One sheet per site or cluster (a group of identical sites / facilities with the same service levels e.g. bank branches
Add new sheets for each additional site
Use one line per post / role / service – if there are more than two posts of the same type e.g. security officers use one line for each
Completed schedules are to be provided to each CBRE Site Manager and CBRE Regional Leads
If completed during or following the transition of a new business – the completed schedules are to be provided to CBRE Transition Director
Schedules must be updated by the Security service provider for any new sites added, sites deleted or changes to the security services for a site