Partnering with Voltix Services for Simplified, Streamlined Embassy Facilities Maintenance
“We would highly recommend Voltix Services, based on our experience with our staff, management and understanding of different cultures within the embassy. To date, the level of service has always been prompt, efficient, very friendly and considerate, tailor made to our requirements.”A MISSION FOR MAINTENANCE
Facilities maintenance in embassies and diplomatic missions requires the highest standard of security and professionalism. It also presents a unique mix of challenges around cost-effective facilities maintenance across multi-site locations – often for heritage and historical buildings – and the need for optimal productivity, efficiency, and the move to more sustainable practices.
The Kuwait Embassy has been working with Voltix Services since early 2022. “The contract was won from a competitive tendering process and crucial studies were undertaken in Kuwait prior to the appointment. After extensive research, Voltix Services stood out as value for money,” according to an embassy representative. “The technical interview showed that Voltix has a wealth of knowledge and expertise in the facilities maintenance field.”
Voltix provides a full facilities maintenance service at the embassy, including the provision of a reactive callout service, planned preventative maintenance, statutory compliance, mechanical and electrical maintenance, and a handyman service.
The Embassy Infrastructure
The Kuwait Embassy consists of three commercial buildings: the Embassy of Kuwait Building, Hyde Park House, and the Royal Thames Yacht Club. There are also a number of residential buildings owned around the country.
BACKGROUND
In the decade before they partnered with Voltix Services, the Kuwait Embassy used maintenance contractors who were directly engaged with the embassy.
“We decided to change our incumbent provider due to poor maintenance, poor communications, and poor reporting,” said a spokesperson for the embassy. “None of our expectations were met as in the agreement and KPIs.”
The Kuwait Embassy found Voltix Services by conducting a simple Google search. They were attracted to the professionalism of their content, which was augmented by their LinkedIn profile. Voltix Services’ size and service offering was a match for the embassy’s portfolio and requirements. This balanced the personal service of a smaller operation – with sufficient scale to offer the resources to meet the embassy’s needs.
“We were looking for a friendly, trustworthy maintenance provider to work with us and help to plan and upgrade our plant and equipment to meet future regulations and save on vital utility costs.”
Kuwait Embassy – London
THE CHALLENGES
Issues From Predecessors
Many essential assets were not in working order as the previous maintenance contractors at the embassy had not performed their contracted duties. In partnering with Voltix Services, the embassy was aware that the backlog of maintenance left by their legacy providers demanded the immediate attention of their successors. “Much of the key plant, such as chillers, were not in operation,” says Adrian Major from Voltix Services. “The building management system had completely failed.”
Summer temperatures in 2022 reached 40 degrees, which underscored the urgency – and a high-priority response was required by Voltix, with many departments needing an urgent fix. This put a load on the Voltix OPS team and engineers. The team expected it would take six months to resolve legacy issues.
Outdated Systems and Historical Buildings
The last update on the buildings had taken place in 1990, which left much of the equipment well outside of its normal lifecycle and inefficient.
Additionally, working with Grade 2 listed buildings requires adherence to regulation and special considerations. For example, new equipment installations cannot alter the external facade of a building or be visible to the general public. Painting and decorations need to comply with specified colour codes and cannot be changed.
THE STRATEGY
Initial Approach and Ongoing Service Commitment
Voltix had the expertise to provide immediate temporary fixes (and provided additional labour – over and above their contractual obligations) to improve occupant satisfaction, wellbeing, and comfort within the buildings.
At the beginning of the contract, Voltix ensured a manager was on site at least one day per week to give engineers advice and to get familiar with the bigger issues that needed urgent attention. Voltix had weekly meetings with embassy staff to tease out information and history relating to long-standing problems.
Ongoing Services
The solution lies in the services Voltix performs at the embassy:
- Static maintenance engineer with air-conditioning and electrical expertise.
- Handyman services
- Emergency callout service, with a four-hour turnaround time – 365 days of the year, 24/7.
- Gas safety
- Lightning conductors
- Fire detection systems and equipment
- EICR certification
- Chillers and gas builders
- Legionella monitoring
- BMS systems
- Painting and decorating
- Ironmongery and glazing
Technology
The proficiency of the Voltix team is complemented by advanced technology. Systems have been put in place to remotely monitor the embassy plant and equipment to ensure that systems such as upgraded chillers, boilers, and ventilation systems are working optimally at all times.
Easy Gains
Over the period of the initial contract, Voltix upgraded lighting systems. When one lamp needed changing, the whole room was upgraded to LED for energy savings and an enhanced working environment.
They also identified and resolved water leaks within the building, which provided immediate savings on water bills and damage to the building.
Maintenance Scheduling and Strategy
One of Voltix’s first steps was to produce a full asset list for the embassy portfolio. These asset details were added to their CAFM system and maintenance schedules were produced to mitigate the need for reactive maintenance and achieve improved continuity. This allowed for priorities to be addressed and a plan of action to be devised to get the plant back up and running.
Reporting
Voltix provides monthly reports keeping the embassy updated on labour, health and safety, and the maintenance tasks performed during the reporting period – together with detailed information around any issues encountered and addressed during the month.
Updated Building Management Systems
In addressing redundant BMS, Voltix sought to futureproof plant and equipment by engaging specialist supply chains to assist with new proposals that were a fit for the next 20 years, with an approximate value of £300,000.00. The initial aim of these upgrades was to restore control functionality for occupants.
Voltix has also made a proposal to upgrade the heating and cooling systems, which has allowed the embassy to effectively budget for capital expenditure. If accepted, this will have a big impact on the embassy’s energy consumption and expenses. Complete with the BMS system, the value of the projects add up to around £2 million.
SERVICE IN ACTION
The embassy instigated an emergency callout at the Royal Thames Yacht Club following power loss at the facility on a Saturday morning on 14 May 2022. Voltix attended to the issue within two hours of it being reported and restored the electrical supply and hot water service.
Voltix has also attended to heating and cooling in the residence buildings and has performed other callouts to address blocked drains and water leaks.
Royal Thames Yacht Club London
OUTCOMES
100% staff retention for engineers. The personal attention and tailored solutions create true relationships between embassy members and the Voltix mobile engineering team. Our team is part of your team in a true partnership.
Forward planning and strategy. Renewed BMS systems realign strategy to current needs and create a more proactive approach to maintenance and building management.
Service levels, security, and trust. Voltix’s services encompass the highest levels of expertise. All engineers have passed strict security checks and subcontractors are vetted and adhere to access requirements.
100% health and safety record. Since the inception of the contract, there have been no incidents or near misses and RAMS are always provided.
Compliance. Voltix keeps the embassy compliant to UK standards – with special conscientiousness around working in Grade 2 listed buildings.
Energy efficiency. The embassy is working towards reduced energy consumption and improved sustainability through strategy planning and implementation.
ONE SOLUTION FOR DIVERSE FACILITIES MAINTENANCE NEEDS
Voltix Services has partnered with the Kuwait Embassy to simplify and streamline their facilities maintenance. With a team of professionals across a range of solutions, Voltix is the one company you can trust for expertise, reliability, and top-level customer service. From emergency responses to scheduled maintenance and future facilities strategies, get in touch with Voltix Services for more information on embassy facilities maintenance solutions today.