FM-Marktforum

What has AIS Management to do with the FM-Marktforum?
AIS Management has developed the web-based tendering and placing tool FM-Marktforum. The FM-Marktforum is operated by AIS Management.

What is the FM-Marktforum?
The process tool FM-Marktforum has been developed particularly for the online purchase of goods in need of specification, in particular construction, building maintenance and Facility Management. The FM-Marktforum is two-dimensional, software functionality as well as knowledge archives:

• The software supports your buying process: Service specifications, selecting and contacting suppliers, preparing offers, placing and documenting all takes place within the same medium. You don´t need to transfer files any longer. Offers match exactly the requirements and thus can be compared and evaluated immediately in a computer-aided environment.

• The archives contain extensive data for service specifications, tendering them and evaluating offers coming in (data concerning services, prices and suppliers, key figures etc.).

Who has the FM-Marktforumbeen developed for?
Those involved in processes of specification, tendering and placing, particularly in the fields of construction, building maintencance and facility management, but also for members of purchase and competent departments, clients, Real Estate asset and portfolio managers, property managers, department planners and and Facility Management service providers who obtain sub-contactors´ services.

Do I need any special prior knowledge for working with the FM-Marktforum?
The user interface of the FM-Marktforumis easy to understand. It´s usage complies with well-known Windows standards. There is no special computer knowledge needed for working with the FM-Marktforum. Online support is implemented. Trainings and personal support can be arranged.

Do I have to buy the FM-Marktforum-software?
No. The FM-Marktforum is available in ASP mode, i.e. an installation of this software or any special hardware requirements are not necessary. In order to work with FM-Marktforum all the user needs is Internet access at his work place along with a first-time access accreditation (user name, password).

Are there any installation or update costs that occur when using the FM-Marktforum?
No. When using this software in ASP mode no FM-Marktforum software is being installed on the user´s work place computer. The FM-Marktforum software is located on the computers in the datacenter to which the user has access via the Internet. By applying ASP mode it is ensured that always the latest program version of the FM-Marktforum is being used. That way there are no software installation, application or update costs occurring to the user.

What do I have to do as an advertiser to use the FM-Marktforum?

•  If you are not a customer of AIS Management yet, you have to get a license agreement from AIS Management  
• call up the website http://www.fm-marktforum.de  
• log-in with the access keys given to you by AIS Management and start working. You can „kick off“ and generate data immediately.

What does ASP mean?
With ASP (Application Service Providing) the software is offered on a rental basis. The software is installed on the servers of the datacenter hosting them, the user sitting at his computer – the “client” – gets access to the servers via a network (e.g. the Internet). There is no installation or maintenance work to be done on the client. The client transmits the commands to the ASP server processing the data given by the client. This concept ensures that always the latest version of the FM-Marktforum is being used.

How much do I have to pay as a buyer or an advertiser, respectively, using the FM-Marktforum?
This depends on to which extent and within which scope you intend to use the solution. We would be glad to make you a detailed offer tailored to your individual needs.

What do I pay as a supplier when bidding at the FM-Marktforum?
Nothing.

What are the technical pre-conditions that have to be met when using the      FM-Marktforum?
All that needs to be installed on the user´s computer is an access to the Internet and a standard Internet browser (e.g. Microsoft Internet Explorer, version 5.00 or higher, along with a Java Virtual Machine by Microsoft) as well as Adobe Acrobat Reader, version 4.00 or higher incl. a corresponding browser plug-in. Due to the ASP concept (see below) the FM-Marktforum software does not need to be installed.

Do I need to have a particular operating system installed on my computer?
No. FM-Marktforum runs with all standard operating systems.

Can I get access to FM-Marktforum when using the operating system Microsoft Windows?
Yes, you can.

Can I get access to FM-Marktforumwhen using the operating system Apple Mac OS?
Yes, you can.

Can I get access to FM-Marktforum when using the operating system Unix?
Yes, you can.

Which data within FM-Marktforum does the advertiser has access to?
The advertiser has access to his own projects, his own archives as well as the general FM-archive (estimated prices, texts dealing with scopes of work, suppliers´ database etc.) which is taken care of by AIS Management. Each advertiser only has access to his own tenderings and corresponding offers made by the bidders invited by the advertiser. It is not possible to look at tenderings generated by third parties.

Is it possible to import service specifications drawn up outside the FM-Marktforum into the FM-Marktforum?
Yes, it is. For this we have implemented an interface enabling the advertiser to import service specifications in the GAEB format (1990) DA 83 with the structure „SS / Range / Title / Single position“. We would be glad to give support in converting service specification files that have no GAEB format.

Is it possible for me being an advertiser to add planning material, contract conditions etc. to my service specification displayed in FM-Marktforum?
Yes, it is. You can add lead texts or files of any format in any level of your service specifications.

Which suppliers is it possible to get in touch with via the FM-Marktforum?
Basically anyone within the scope of a limited tendering, the pre-condition being that the supplier is registered at the FM-Marktforum, i.e. his data must have been added to the suppliers´ database by AIS Management and that he has received his username and password. As an advertiser you are not forced to do without your established suppliers, though – in case your favorite supplier cannot be found on the FM-Marktforum he simply has register in the way described above. By the way, you have the option of generating your own supplier archives in the FM-Marktforum. Registered suppliers can be assigned to these customized supplier archives individually.

What happens if a supplier has no Internet access?
Usually, this never happens. If it does happen, the supplier has to get himself an Internet access. As an advertiser and buyer, you “spend the money” and thus determine the medium offering the greatest benefit concerning tendering and offers to you. Practical experience shows that the FM-Marktforum is well accepted among suppliers, even when they don´t have any Internet experience whatsoever. After all, due to the benefits of using the FM-Marktforum the feedback given to us by suppliers is nothing but positive.

Which supplier can register at the FM-Marktforum's supplier´s database?
Basically anyone.

Which data within the FM-Marktforum has the supplier access to?
The supplier only has access to the tenderings set up to him. In order to view and edit an advertisement the supplier must be invited by the advertiser to participate. It is not possible for the supplier to look at the names or prices of his competitors or how many there are.

Which tenderings I have set up at the FM-Marktforum can the suppliers view?
Only the suppliers that have been invited by you via the FM-Marktforum can view your tenderings. A supplier cannot look at his competitors or their prices.

Is it possible for the suppliers to exchange information concerning prices?
The supplier only has access to the service specifications set up for him individually. Since the suppliers have to be informed separately and the supplier does not know who else is bidding, any arrangements whatsoever are not possible via the FM-Marktforum.

Is it possible for a supplier to export a tendering from the FM-Marktforum and edit it offline?
Yes, it is. For this an interface has been implemented to enable the supplier to export the query in the GAEB format (1990) DA 83 with the structure „SS / Range / Title / Single position” and import it into the commonly used calculation solutions. Re-importing the edited query set up in the GAEB format (1990) DA 84 into the FM-Marktforum is also possible by using the corresponding interface.

How is a formal contract made?
You can either accept a bid online via the FM-Marktforum or you can make contracts the usual way by signing personally „on paper“.

How can I get registered as a supplier?
If you want to get registered at the FM-Marktforum, please get in touch with AIS Management.

Where are my data stored?
Both advertisers and suppliers work in real-time on the physically same system which is located on computers at a datacenter. Here, the data is stored.

Is it possible to store the data locally on my computer?
You can store your tenderings as pdf-files, html-files or as GAEB-files locally on your system. Furthermore, price comparison lists and test logs can be exported into Microsoft Excel or Microsoft Word. After all, you can print out service specifications, offers, price comparison lists and contract templates as well as the whole process.

Do I have to dispatch any files?
Files (service specifications, offers) don´t need to be dispatched. The suppliers invited by the advertiser automatically get access to the service specification in question. The supplier´s entry are made on physically the same system.

Is there still any paper involved?
Basically, there is no paper needed, since the whole process (service specification, tendering, making and evaluating offers as well as negotiating and accepting bids) can be done totally via the Internet. Of course it is still possible, though, to print out service specifications, offers, price comparison lists, contract templates etc. as well as to document the process as a whole incl. preliminary results.

Do I need to be online all the time?
A connection to the Internet is only needed for making entries. You can log-out anytime and log-in again later whenever you want to continue with what you´ve done before.

What happens if my computer crashes?
There will be no data loss. There is no need for the user to save his data any longer. Any entry made is stored directly in the database. All you have to do – as an advertiser as well as a supplier – is to log-in once again and you can continue with what you´ve done before.

What happens if I forget to quit FM-Markforum ?
Depending on your Internet provider´s configuration you may get a note after a while that you have not made any actions despite your Internet line being active. In some cases the connection may be closed. In any case, your data is safe.

Is it possible to reflect the rights connected with the organisation of hierarchy and procedure in my company in FM-Marktforum, i.e. is it possible to grant certain uses certain rights within FM-Marktforum?
Yes, it is. Within the user administration of FM-Marktforum the “Super user“ is able to grant rights to certain other people involved – internal employees as well as subcontractors (planning offices etc.). That way it is made sure that certain actions, e.g. publication of tenderings, opening offers or acceptances can only be made by employees or institutions that have the rights to do this.

Our tenderings are made externally, is it still possible to use FM-Marktforum?
Of course it is. All you have to do is to grant your partner the access right he needs. The planner can set up the tendering at his own computer. You can watch the progress made on your own monitor.

I have assigned a third party with advertising, why should I be using or make others use FM-Marktforumin the first place?
Using FM-Marktforum significantly optimizes your processes of tendering and placing and saves you money, even when third parties are involved. First, the latter charge you for these outsourced processes (as well as for avoidable recurring planning processes). You benefit from reduced costs when the third party is using FM-Marktforum. Secondly, standardizing, knowledge management, benchmarking, controlling as well as standardized reports and basis of decisionmaking become more important particularly when third parties are involved, but also with many other kind of projects. Here, you can make significant improvements by reducing project periods when working with FM-Marktforum. After all, you decide what happens to your data, even if the third parties do not work for you any longer.

We already have an E-Procurement solution. What do I need the FM-Marktforum for?
Is your E-Procurement solution able to describe complex goods or services, respectively? Or is it possible – merely a simple example – to buy light bulbs via a catalog order number but not to check over certain periods if it´s working and specify what´s to be done if it does not work anymore? Is it possible to set up tenderings online with your purchasing platform? Or is the tendering limited to simply dispatch e-mails with attachments added? Is your purchasing platform able to offer archives and “learning“ knowledge databases? Is your purchasing platform able to compare prices automatically? Does your e-procurement solution offer you a database with classified suppliers you can invite to make offers? Does your purchasing platform meet the standards of VOB and VOL? Does your e-procurement solution generate purchase logs (who has done what and when)? Is your purchasing solution revision safe? The bottom line off all this: Mass-produced articles described by simple order numbers on the one hand and complex goods or services specified in individually set up service specifications on the other hand call for two separate ordering processes and thus two complementary specialized e-procurement solutions.

When is the right time to switch to online-purchase of services?
Right now, if you don´t want to miss the connection. You will lose money with each project not realized using the FM-Marktforum. You will be doing things cheaper, better and quicker by working with the FM-Marktforum.

Why should my company not be making tenderings on paper or by exchanging storage media or by dispatching data?
Don´t you want to save money?
Don´t you want to save time?
Don´t you want to make the buying process easier for your employees?
Don´t you want any transparency in your buying processes?
Do you want to miss the connection?