SS-039 Ver 2.0 (Oct 23)
Preparing for Transition is a vital component of implementing a new Security service provider to a Client's site or sites. Careful planning must take place to ensure that all elements of the Transition are completed allowing for the Security service provider to commence on site on Day-1 Go-Live without any issues.
1. Overview
Confidential & Proprietary | 2024 CBRE Inc.
5. Useful Links
2. Critical deliverables of a successful Transition
3. Typical Implementation Journey
Proceed to the next pages to understand the balance of processes for Mobilisation of services on site
4. Expectations of a successful Transition
Security Strategy meets Client reqirements
Business Continuity - No disruptions
CBRE delivers Security expertise
CBRE implements innovation and best practices
Supplier partner changes done seamlessly
Supplier partners meet or exceed SLA and KPI targets
Glidepath savings are achieved on site
Risks are mitigated or eliminated
Security Services
Transition Planning
Transition
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GAP Analysis completed
Day-1 PO's prepared and issued
RISK Analysis completed
Contract prepared
Security solutions embedded to sites
On-boarding of new Security service provider
Site training and inductions completed
Security Leads appointed
Document Security Standards - with Supplier
Create Security Operations manuals
Operate, Audit and Review
Improve operations
Contract Updates, new RFP
1. The Mobilisation Phase- what is it?
Confidential & Proprietary | 2024 CBRE, Inc.
4. Useful Links
Mobilisation is the First phase after the Contract has been awarded to CBRE.
This covers preparing for Go-Live and the components to have the Security service provider ready and capable to commence on site.
Who prepares the Mobilisation Plan?
The Plan should be jointly prepared by CBRE Operations and the Transition team.
Understand and align Scope and document services to be provided
3. Mobilisation Planning
Mobilization planning- Is the steps taken to start a New Client contract.
What is required?
- Due Diligence Activities
- Prepare Mobilization plans
- Agree on any metrics to monitor progress
- Agree on key personnel to manage the process and assign responsibilities
Key Activities in planning
Develop the Mobilzation plan and align to other CBRE services
Align plans and approve with CBRE Leadership, incl timetables
Review any Risks associated with the implementation
Complete mobilization tasks including Risk resolution
Finalise all outstanding activities incl contracts and reporting
Provide OK to Go-Live and confirm to all required parties
2. Conducting Due Diligence
What is Due Diligence?
What must the Service Provider do?
Understand and align Scope with CBRE and document
Coordinate and plan the transition with CBRE leadership
Implement the services within the agreed timeframe
Examples of Legacy Risks and Non-Compliance to be aware of
- Legacy Service Levels different from those specified by the Client
- Undeclared requirements for training, security clearances and licenses, uniforms and equipment
- lack of documented procedures
- Poor security controls in place
- Poor Asset condition
The Service Provider must:
Support CBRE to obtain all available relevant client security management and security governance documentation, to include (but not limited to):
Security Policies, Security Standards, Security Processes and Procedures, Service Levels, KPIs, SOPs and Assignment Instructions and any other relevant material. This includes all security documentation relating to non-guarding security services and activities.
Work with and support CBRE transition teams for conducting Due Diligence, work as per agreed CBRE timelines and participate in client and CBRE communications in line with CBRE communications plan.
Continue to report on and show proof of Compliance to all relative standards fpor each site and cluster.
Security Services
Mobilisation Phase
Transition
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SS-039 Ver 2.0 (Oct 23)
Establish spend baseline, budgets and cost allocations
Establish existing
services and security levels
for each site
Carry out GAP analysis, adjust service levels as required and cost to deliver to Client
Assess Risks and any Non-Compliance, address with Client to remediate
The process of establishing key data for services to be delivered, identifying gaps
1. Identifying Enhanced and Legacy Services
Confidential & Proprietary | 2024 CBRE, Inc.
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Where a service level is identified during Due Diligence that is above CBRE / Security service provider’s minimum standards and / or was not specified by the Client in their tender specification (and all related material provided) or could not reasonably have been foreseen by CBRE and the service provider then the service provider must prepare a schedule for CBRE to highlight any additional costs from these additional requirements.
These additional requirements must show the following:
The enhanced standard which
is to include industry best practices and / or regulatory requirements
Any gaps between the
proposed solution in the bid
and the actual service levels to be implemented
Any increment to the costs for the services to be performed
Any additional services
required to meet and be
accepted for and paid by the Client
Ask the Question - Are there any better value options ???
2. Considerations for Best Practices in Enhanced Legacy Services
CCTV systems to cover high risk areas or areas not fully patrolled
Fencing and natural barriers to prevent unauthorised entry
improved lighting and additional lighting coverage
Building Intruder detection systems installed
Perimeter detection systems installed
Alarms and early
warning systems
installed
Mobile patrol check-in readers installed to monitor guard movement
Best Practices ensure RISKS are reduced or eliminated
Security Services
Identifying Enhanced & Legacy Services
Transition
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SS-039 Ver 2.0 (Oct 23)
1. The Transformation Phase - What is it?
Confidential & Proprietary | 2024 CBRE, Inc.
4. Useful Links
Transformation is the process of changing service delivery from the condition in which tit is found during Due Diligence to a:
- More cost-effective and efficient service
- Reducing costs
- Improving services
It serves the following purposes:
- Stabilise services and provide compliant, effective and cost-efficient security services
- Manage and mitigate client, CBRE and Security service provider’s risks
- Change Security services delivery to improve services and reduce costs
- Achieve the savings plan
2. Key Transformation Activities
3. What if the Security provider is the incumbent?
Security Services
Transition Phase
Transition
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SS-039 Ver 2.0 (Oct 23)
Security Leads appointed
Document Security Standards - with Supplier
Create Security Operations manuals
Operate, Audit and Review
Improve operations
Contract Updates, new RFP
Complete GAP Analysis
Ensure all legal Statutory requirement in place
Cost out GAPS-Discuss with CBRE
Update
all documents and procedures
Review and Improve operations
Contract Updates
1. The De-Mobilisation Phase- what is it?
Confidential & Proprietary | 2024 CBRE, Inc.
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When an account is terminated, it is essential to ensure an amicable and smooth exit for both CBRE and the Security service provider, particularly as the Client may return for services in the future. An orderly exit will reduce legacy risks and costs, protect reputation, demonstrate good ethics and sound business and risk management practices. The De-Mobilization standards also apply to sites that are taken out of scope for reasons of disposal and business sale.
Who prepares the De-Mobilisation Plan?
The Plan should be jointly prepared by CBRE Operations and the Service provider.
Assist with management of operational Risks during Exit
2. Purpose and expectations of De-Mobilisation
CBRE Key Activities in De-Mobilisation
If a business is closing ensure a residual security operation remains
Ensure all outstanding costs are accounted for
Provide employment information where required
What must the Service Provider do?
Work with CBRE and provide an
Exit Strategy
Ensure return of Client Assets or handed to
new Service provider
Ensure CBRE Assets are secured and recovered
- To ensure smooth and risk-free exit from Clients’ premises and handover to others or stopping of service responsibilities
- To safeguard any outstanding costs which are identified and a way of ensuring that they are recovered or continue to be met by clients e.g. for the payment for security hardware installed to facilitate guarding cost reductions
- To ensure there are no legacy liabilities through security failings including lack of control over security assets and any subsequent claims for loss
3. Activities of De-Mobilisation
Security Services
De-Mobilisation Phase
Transition
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SS-039 Ver 2.0 (Oct 23)