This page provides step by step instructions on how to use the facilities management services contract.
Agencies should use this contract if their property portfolio is primarily non-operational (ie office accommodation and public interface space). Minor value operational facilities management services can be provided under this AoG solution. Agencies participate in this contract by completing a secondary procurement process with the providers on the panel.
When selecting a facilities management provider, you should first understand your agency's facilities management requirements and objectives.
Scope definitions (agency login required)
Assess this contract against your agency's requirements. Keep in mind your agency’s current facilities management model and target future state structure.
Your agency should consider:
Consider each provider's value-add services, profile, rates and how they align to your requirements. This information can be found on the providers page using an agency login.
Talk to some or all of the providers to communicate your needs for each of your sites, and to learn more about their services. Think about what you might want to learn from them before you talk to them (eg how they can plan the transition to your desired facilities management delivery model.
Depending on the estimated value of your engagement, you may then have to seek quotes from some or all of the panel providers.
Your secondary procurement process will be determined by the value of your engagement based on the estimated whole of life contractual value.
The process below is based on an agency led secondary procurement process. Other options to be considered could be:
Please contact us if you would like to discuss the most appropriate option for your agency.
For engagements valued less than $1M your agency may either:
For engagements valued between $1M and $5M, your agency will need to seek quotes from a minimum of three panel providers.
For engagements valued at $5M and above, your agency will need to seek quotes from a minimum of five panel providers.
Once you have chosen your provider, you will need to agree on your facilities management model, pricing, a transition plan, approach to account management and any unique service requirements you may have.
Once agreed you need to complete the statement of work to formalise your decision. A statement of work template can be found within the contract documents section using an agency login.
An agency can change from one supplier to another at any time during the term of the contract, giving notice of 60 business days' to the current supplier of your intention to terminate the statement of work.
Your chosen provider will produce a transition plan detailing the steps to be carried out to transition your agency.End of process