Team Ongoing services

Kytom continuous services: take control of your post-delivery operating costs

For an 850 sqm fit-out leased over 7 years, your operating costs represent a significant share of the total cost over the occupancy period, often several times higher than the initial works budget. Most post-delivery failures do not stem from materials, but from poorly defined contractual interfaces between the designer, the builder and the maintainer. This is precisely where the use value of your lease is decided.

Kytom takes charge of the works-to-operations handover from the design phase onward, delivers an enhanced DOE compliant with NF P 03-001, trains your facility teams and supports your site for 36 months after acceptance. The result measured across our portfolio: a noticeable reduction in cumulative operating costs over 3 years, and a significantly shorter incident resolution time.

Here is how we structure this continuity, the technical trade-offs that make the difference and the gains you can expect.

Our offering

Our continuous services offering: from design to 36-month follow-up

A Kytom continuous services engagement covers the full handover between the works team and the operator. In concrete terms, we deliver four structuring elements.

An enhanced DOE compliant with NF P 03-001, compiled continuously during the works via a 7D BIM model: equipment geolocation, traced supplier references, consolidated wiring diagrams and maintenance manuals.

Modular training for your facility teams or your outsourced FM: technical (HVAC, electrical, BMS), administrative (ten-year and two-year warranties), preventive (maintenance cycles).

A rigorous contractual framework: preventive and corrective maintenance scopes, quantified SLAs, MTTR and MTBF indicators, committed availability rate.

A 36-month follow-up with scheduled interventions at 3, 12, 24 and 36 months to adjust procedures based on your usage feedback, and corrective intervention within 4 hours in urban areas.

On an intermediate floor area under a long lease, OPEX drift caused by a botched DOE represents a significant additional cost over the occupancy period. A structured handover is a financial asset, not a secondary line item.

The Kytom method

Five steps from auditing practices to 36-month follow-up

Our protocol structures the handover into five steps proven since 2006.

1. Audit of practices. Mapping of your existing processes, interviews with facility teams, general services and the CFO, identification of friction points.

2. Technical reference framework. Trade-off of materials and equipment according to three maintainability criteria: cost of spare parts, supplier after-sales availability, skills required for intervention.

3. Progressive documentation. Weekly entry during the works via 7D BIM and CMMS, never as retro-documentation. A DOE compiled continuously proves to be significantly more comprehensive than a retro-documented DOE, at an equivalent cumulative cost.

4. Modular training. Three modules delivered before and after delivery, tailored to your operator’s profile.

5. 36-month follow-up. Scheduled interventions at 3, 12, 24 and 36 months, corrections within 4 hours in urban areas.

This continuity of point of contact prevents the loss of information between design and operation, a frequent source of early failures.

Your benefits

Operating costs kept under control over time

Our experience feedback shows noticeable reductions in corrective maintenance costs from the very first year, and a lasting decrease in OPEX over three years, with significantly shorter incident resolution times and substantially reduced residual malfunctions beyond the first months of operation.

Financial translation. On an intermediate-sized office site, the savings generated generally exceed the cost of the support arrangement, with a favourable cost/benefit ratio depending on the technical complexity of the project. In design and build, these savings are secured by having a single point of contact across design and operation.

Method

Audit of operating practices
Mapping of your processes over 5 to 10 days: interviews with facility, general services and the CFO, inventory of current maintenance contracts and SLAs. Deliverable: a gap matrix with quantified recommendations.
Progressive documentation during the works
Weekly entry during the works via 7D BIM and CMMS: geolocation, supplier references, wiring diagrams, manuals. No retro-documentation. Enhanced DOE compliant with NF P 03-001 delivered at acceptance, 3 times more comprehensive than a retro-documented DOE.
Modular team training
Three modules delivered before and after delivery: technical (HVAC, electrical, BMS), administrative (ten-year and two-year warranties), preventive (maintenance cycles). Volume tailored to the operator’s profile, whether outsourced FM or an internal team.
36-month post-delivery follow-up
Scheduled interventions at 3, 12, 24 and 36 months to adjust procedures based on your feedback. Corrective intervention within 4 hours in urban areas. Annual reporting of MTTR, MTBF and availability rate indicators to your CFO.

Frequently asked questions

From what floor area does the full arrangement become cost-effective?

The full arrangement becomes relevant above 400 sqm as soon as technical lots come into play (HVAC, BMS, access control), and above 600 sqm for a standard single-floor site. Below that, a simple technical note and the transmission of supplier references are enough. We systematically quantify the trade-off before commitment, with no standardised protocol sold by default.

What is the additional cost of an enhanced DOE compared with a standard DOE?

Compiling the enhanced DOE represents a few additional man-days at the end of the works, a marginal additional cost relative to the cumulative savings generated over the lease term. The cost/benefit ratio remains favourable, modulated by the technical complexity of the site.

Why compile the DOE continuously rather than at the end of the works?

A DOE compiled continuously during the works is significantly more comprehensive than a retro-documented DOE, at a comparable cumulative cost. Delivery at D+30 guarantees contractual compliance, not technical quality. We contractualise weekly entry during the works, not a single deliverable at the finish line.

What does the 36-month post-delivery follow-up actually involve?

Four scheduled interventions at 3, 12, 24 and 36 months after acceptance to adjust procedures based on your usage feedback. On our instrumented sites, the time spent by the Office Manager on corrective maintenance decreases significantly between the first and third year of operation, as procedures are refined based on usage feedback. Annual reporting of MTTR, MTBF and availability rate indicators.

05 — Inspirations