Review of the organization of work with premises in ASF

Project overview

For our client Malmö Stad, we are looking for consultant(s) for the above assignment.

Concepts

Premises in this assignment refer to all areas that the administration is responsible for or has costs for, such as office spaces, operational premises, apartments, sites, and housing.

The work with premises issues within the labor market and social administration is currently organized in three parts:

Together, these functions are responsible for different parts of the administration's premises-related assignments.

On September 1, 2026, the Administration and Service Unit was moved to the HR Department within the administrative staff. In connection with this change, the administrative director commissioned the HR manager to review, together with the affected managers, how the administration's overall work with premises issues should be organized.

The starting point is the need for clear, cohesive, and appropriate premises support for the operations.

The purpose is to develop a decision basis for how the administration's premises-related assignments should be organized and managed in the future.

The review should particularly contribute to:

The starting point should be the needs of the operation, rather than the current organizational placement.

Brief current status description

The investigation should, at an overall level, describe:

The current status description should be sufficient to understand the starting point, but is not the main focus of the investigation.

Future handling and organization

The main focus should be on how premises issues can and should be handled in the future.

The investigation should provide proposals for:

The proposals should encompass the principle of a single point of contact for the operation and, where appropriate, a clear point of contact for external parties, such as property owners and insurance companies.

If several realistic solutions exist, they should be described and compared. The investigation should result in a recommended direction.

Proposals will be assessed based on:

The review primarily covers:

Other functions are affected to the extent necessary to understand important interfaces and dependencies.

The investigation will provide proposals and recommendations. Decisions on any organizational changes will be made by the administrative management.

The assignment will begin with a dialogue between the client and the consultant where the plan, method, scope, and forms of work will be specified.

The documentation should not pre-emptively dictate how the investigation is carried out. The consultant is expected, in dialogue with the client, to propose an appropriate plan.

As a basis for assessing the scope of the assignment, the administration estimates that up to approximately 15 interviews may need to be conducted. The interviews may include, for example:

The exact number of interviews, the persons to be interviewed, and the forms of data collection will be determined in dialogue between the client and the consultant.

In addition to the interviews, it is assumed that the consultant will review relevant existing documentation and conduct necessary consultations with the client.

The investigation will result in:

The results will be documented in writing and summarized in a short presentation for the administrative management.

The investigation will provide the administrative management with sufficient basis to decide on:

Must-have requirements

See must-have and should-have requirements in the attached file "Competence Matrix - JR-55967"

Scope:

The call-off has a fixed price that the consultant will provide in their bid.

Remuneration

Compensation will be a fixed price.

(No compensation will be paid for travel or travel time.)

• Background
• The Premises Unit, Finance Department
• The Administration and Service Unit, HR Department
• The Apartment Unit, IFO Adult Intervention
• Purpose
• clear and accessible support for operations and managers,
• clear responsibilities, roles, and mandates,
• efficient and cohesive working methods,
• reduced overlaps and organizational gaps,
• better conditions for steering, prioritization, and follow-up.
• Assignment Content
• how the premises-related work is currently organized,
• the main assignments and distribution of responsibilities,
• central interfaces, dependencies, and any ambiguities.
• how the premises assignment should be organized,
• which assignments and functions should be kept together,
• how responsibilities, roles, and mandates should be distributed,
• how strategic, tactical, and operational premises issues should be linked,
• how working methods and processes can be simplified and coordinated,
• how competence and resources can be used effectively,
• how clear contact paths can be created for operations and external parties.
• Assessment Criteria
• operational benefit – the support should be based on the needs of operations and managers,
• clarity – responsibilities, mandates, and contact paths should be easy to understand,
• wholeness – premises issues should be manageable in a cohesive manner,
• efficiency – resources and competence should be used appropriately,
• controllability – the organization should support prioritization, follow-up, and long-term planning,
• feasibility – the proposals should be practically possible to implement.
• Scope
• the premises unit,
• premises-related parts of administration and service,
• the apartment unit.
• Implementation and Estimated Scope
• unit managers for affected units,
• affected department managers,
• employees and other key persons with specific knowledge of the premises assignment,
• if necessary, other internal or external actors with important interfaces to the work.
• Deliverables
• a brief current status description,
• analysis of the most important development needs,
• proposals for future organization, distribution of responsibilities, and working methods,
• alternative solutions, if necessary,
• a recommended direction and proposal for next steps.
• Expected Outcome
• how premises support should be organized in the future,
• which assignments should be kept together,
• where responsibilities and mandates should lie,
• how contact paths and working methods should be designed,
• what changes and further actions are needed.

Project details

As soon as possible

End: 2026-12-31

Approximately 10% on-site, remaining time remote as agreed with the client.

Invoicing Plan: 50% upon start, remaining 50% upon completion.

Availability: The bidder must be available within 5 days of award. The bidder agrees to this when submitting a bid.

Option: Yes, the client has the option to extend the contract by 3 months at a time until 2027-06-30. The client also has the option to order additions/extensions to the contract if needed for more interviews of key persons - up to 10 interviews. The compensation may be increased beyond the basic assignment if the option is activated.

Invoice Information: PayExpress is standard for all our contracts. See information below. Otherwise, 30 days payment term + 1-5 days for administration applies.

Bid must include:

☒ CV - for all offered consultants.

☒ Fixed Price

☒ Competence-specific references. At least two relevant reference assignments for the assignment. (Attached to bid)

☒ Schedule (Attached to bid)

☒ Implementation Plan. (Attached to bid)

☒ Completed Competence Matrix (Attached to bid)

Interview

Consultants may be called for an interview if necessary to establish qualification requirements.

Contractual Terms

Terms for the assignment will be based on Ework's agreement with the client (See attachment).

Evaluation

Bids will be evaluated by Ework based on the best balance between price and quality.

Last day to respond

2026-11-13 (23:59)

Questions & Answers

If you have questions regarding the assignment, please contact the assignment manager, Moa Henningsson, [contact removed]

We appreciate if any questions are communicated via email as they often need to be forwarded for confirmation with the client.

Questions & Answers will be added here below as they arise:

• Start: 2026-11-23
• Remote: hybrid
• Location: Malmo, Sweden, SE
• Languages: Swedish