Facilities Management - Maintenance Services Contract

  • Mandatory
Date: 1 Jul 2018 - 30 Dec 2022
Updated: 2 Mar 2017
Managed: Property NSW Contact owner
Type: Whole of government
Scheme Number: 7061001-08
The contract covers routine, preventive, statutory and emergency facilities maintenance services.

In using the existing Facilities Maintenance Contract, agencies can use already established management and contract structures.

Under the contract, the appointed head contractors in each of the 8 regions can provide an established management and contract structure.

Range of services

The range of services available under the contract include:

Preventive and statutory maintenance services for specific systems and equipment

  • annual inspection of roof anchor points
  • annual inspection and servicing of windows including rollers, sash cords, sash stays, spiral balances and hardware and fittings and selected doors (automatic doors, roller shutters, and smoke and fire doors)
  • annual inspection of fume cupboards for assemblies including taps (gas and water), exhaust fans, power outlets and doors
  • materials workshop machinery (wood and metal)
  • kKilns
  • testing and time testing of residual current devices (RCD) and earth leakage circuit breakers (ELCB) fitted to switchboards
  • water filtration and disinfection systems
  • emergency and exit lighting and signs
  • lights and fittings
  • passenger lifts
  • stairway, stage and platform lifts
  • service lifts
  • back flow prevention devices
  • thermostatic mixing valves
  • annual servicing of sewerage pumping stations, grease, clay and dilution pits
  • gas lines and heaters, gas ovens in commercial kitchens
  • evaporative cooling systems
  • ducted central air conditioning and cooling tower systems
  • extraction systems – including dust, kitchen, paint spray booths and paint baking ovens extractions
  • package and VRV air conditioning units / split AC systems / Split ducted AC systems >15kw
  • package and VRV air conditioning units / split AC systems / Split ducted AC systems <15kw
  • central and space heating systems
  • fire and smoke control systems
  • fire and smoke detection and alarm systems
  • fire extinguishing equipment (hydrant and associated booster pumps and sprinkler systems, extinguishers, fire blankets and fire hose reels.)
  • nominated building management systems
  • gas manifold systems and associated gas lines
  • emergency stop buttons
  • annual inspection of eye wash shower units
  • annual inspection of hydrotherapy pools and spas
  • oil Separator units, associated pits and pumps

Routine maintenance services for specific services

  • cleaning of roofs, gutters and downpipes
  • cleaning of portable water storage tanks
  • clearing of grated drains, stormwater pits and sumps
  • pest control (quotation basis)
  • turf / grass maintenance (quotation basis)
  • tree maintenance (quotation basis)

24/7 callout response service – urgent /next day where requested

24 hours a day, 7 days a week, single contact point (call centre)

  • Emergency repairs (WH&S / Security)
  • Insurance
  • Breakdown repairs

Minor maintenance works project management

Agencies may at various times identify minor maintenance / planned works projects that they want to manage under this engagement.

These works can be managed and carried out by the contractor. These are not capital funded projects which are generally carried out under a separate contract arrangement,

terms and conditions in line with each agencies internal and government procurement guidelines.

Key contract features

  • a collaborative approach and a one-team culture between Property NSW, agencies, local facility managers and the contractor
  • value for money and pricing transparency
  • maintaining all assets and sites to a consistent and sustainable standard without faults
  • increased manager of facilities satisfaction in the delivery of maintenance services
  • maximising responsiveness to facility manager’s and stakeholder requirements concerning service delivery
  • highest standards of safety for all persons and all sites to minimise agencies’ exposure to risk
  • achievement of exceptional contractor performance and aligned contract management through a performance management framework.

Key benefits

  • It enables contractors to offer an established strong, client-focused and cohesive local management structure across all areas of NSW.
  • It reduces contract development, procurement and administration costs and time incurred by government agencies to procure these services.
  • The Building & Place Services Unit of Property NSW is responsible for the oversight of the facility maintenance contracts.  The unit focuses on high-level advice policy, strategy and dispute resolution.
  • Agency representatives can manage the contract on a day to day basis or engage Property NSW to provide this as a fee for service.

Extension options

Two x One Year Contract Extension options

Eligibility to use contract

Public bodies can purchase from NSW Government contracts under Clause 6 of the Public Works and Procurement Regulation 2019.

How to register as an eligible buyer

Please contact Building & Place Services, Property NSW to register interest in using this contract.

Email: facilitiesmanagement@finance.nsw.gov.au

How to manage complaints and disputes

If a complaint or dispute occurs, both the buyer and the supplier must first seek resolution at the agency level.

Buyers: check our complaint management guidelines online.

Suppliers: make your complaint to the agency customer service representative or procurement area agent. If you can't reach resolution, you can escalate your complaint internally to someone more senior in the agency, or directly to the agency head.

If the dispute cannot be resolved by mutual agreement of both parties, you can escalate the complaint to NSW Procurement.

Contact NSW Procurement via our details on this site if you need more advice.

Approved suppliers

Note: There are 8 individual regions under this contract, each with their own Head Contractor appointed and Individual contract numbers.

Please refer to the Contract user guide PDF, 732.76 KB for details.

Code of behaviour

The supplier must, in carrying out this agreement, comply with the codes, policies and guidelines and standards listed in the contract, which includes the Code of Behaviour for the Protection of Children and other Vulnerable People.

The supplier must ensure that all persons working on the site or sites under the contract; including but not limited to the supplier’s employees and managers, consultants and sub-contractors, understand and comply with the requirements shown below:

  • All supplier employees must gain permission to enter the school or facility before commencing work and they may only enter approved areas. The supplier’s representative, or where a sub-contractor is working without the supervision of the supplier, the sub- contractor’s representative, must report their presence to the person in charge of the school or facility on arrival each day and record, in the site visit log, the details of all of the supplier’s or sub- contractor’s employees working at the site or sites that day.
  • Supplier employees should avoid talking with, touching or interacting with any children or residents or other users of the school or facility, except where the work requires it, or in an emergency or safety situation.
  • Supplier employees must only use approved toilets and other facilities, unless the person in charge of the school or facility gives written authority to use alternative arrangements.
  • The work area must not be able to be used or accessed by children, or residents or other users of the school or facility while work is in progress. Clear signs and barricades (where appropriate) must be used to prevent any inadvertent or unauthorised access.
  • Appropriate privacy must be maintained when working on toilets and similar facilities. Supplier Employees must ensure that toilets and similar facilities are not occupied or in use by children, residents or other users before entering to perform work, and that work does not continue when use of the facilities is required.
  • Where practicable male employees should perform work on male facilities and female employees on female facilities.
  • Supplier employees must wear clothing that is tidy and in good condition, including a shirt, shorts or trousers or skirts at all times.
  • Supplier employees should report any concerns about children’s behaviour or child abuse to the person in charge of the school or facility.
  • Supplier employees must wear or carry an identity card at all times when on the site or sites.

Price lists

Please contact the Building & Place Services, Property NSW for onboarding processes and contract pricing information.

Email: facilitiesmanagement@finance.nsw.gov.au

Contract orders

Please contact the Building & Place Services, Property NSW for onboarding processes and contract orders.

Email: facilitiesmanagement@finance.nsw.gov.au

Government taxes and charges

All taxes, duties and charges imposed or levied in Australia or overseas in connection with the performance of this agreement will be borne by the supplier.

Third party purchasing

Clause 6 of the Public Works and Procurement Regulation 2019 allows the NSW Procurement Board to provide access to suppliers of public sector bodies to state contracts standing offer agreements for the provision of goods and services. These suppliers are known as Nominee Purchasers. The public sector bodies making the nominations are known as Nominating Agencies.

'Nominee Purchaser' means a supplier to a public sector agency, nominated by the public sector agency to be authorised to place Orders under Standing Offer Agreements for works done as such a supplier and registered by NSW Procurement.

Access of nominee purchasers to NSW Government contracts standing offer agreements:

  • is limited to standing offer agreements relevant to the contract between the nominating agency and the nominee purchaser, and which are specifically listed in the nominee purchaser’s registration and
  • is for a fixed period of registration, usually ending on the completion of the term of the contract between the nominating agency and the nominee purchaser.

A nominee purchaser must not purchase goods or services under a NSW Government contract standing offer agreement, unless they are related to its obligations under a contract with a public sector agency and are used during the term of such a contract or included or incorporated in works, goods or services to be provided to the public sector bodies.