Facilities Management Tenders: Maintaining Government Assets

The Shift to Integrated Facilities Management

Traditionally, government departments tendered for services separately: one contract for cleaning, one for security, another for HVAC maintenance. However, there is a strong trend towards Integrated Facilities Management (IFM). This means the state appoints a single main contractor to manage all services for a building or campus. This shifts the risk and management burden to the private sector.

Soft Services vs. Hard Services

1. Soft Services

These are people-centric services: cleaning, security, gardening, landscaping, pest control, and catering. Tenders here focus on labor rates, staff vetting, and consumables supply.

2. Hard Services

These relate to the physical fabric of the building: HVAC (air conditioning) maintenance, lift maintenance, electrical repairs, and plumbing. These require specialized technical skills and often CIDB grading (ME, EB, GB).

Key Tender Requirements for FM

• SAFMA Membership: Membership with the South African Facilities Management Association is increasingly a differentiator.
• OHS Act Compliance: As the facility manager, you become the 'employer' in terms of safety liability. A robust Health & Safety file is critical.
• Helpdesk Capability: For IFM tenders, you must demonstrate how you will receive, log, and close out maintenance calls (e.g., a 24/7 call center or app).

The Role of Sub-Contracting

Few companies can self-perform everything from guarding to lift repair. IFM tenders are heavily focused on your Supply Chain Management. You must show how you will appoint, manage, and pay specialist sub-contractors, often while meeting 30% local set-aside targets.

Conclusion

Facilities Management is about extending the lifespan of public assets. Tenders that demonstrate a proactive (preventative) maintenance approach, rather than just reactive fixing, are far more likely to succeed.