Frequently Asked Questions
The Future AGFMA team have developed this web page so that it is relevant to all interested parties. It is important to us that you have the information you need as soon as it becomes available and that we are addressing your queries and concerns.
1. What is the AGFMA?
The Across Government Facilities Management Arrangements (AGFMA) is the mechanism by which the South Australian Government (the Government) ensures over 5,000 government-owned facilities around the State are properly maintained so that they remain safe and fit for purpose for the delivery of the essential community services they support. This includes schools, hospitals, prisons, police stations and most other government buildings.
The Department for Infrastructure and Transport is the lead agency responsible for management of the AGFMA, which coordinates the use of these arrangements with over 30 other Government agencies covered by it. Each year, there are over 200,000 maintenance work orders completed. Approximately 98% of these work orders under the AGFMA are delivered by private sector contractors, predominantly small to medium businesses (SMEs). The administration and coordination of work under AGFMA is currently split approximately 50/50 between two Facilities Management Service Providers; the Department for Infrastructure and Transport’s internal Facilities Services team, and Spotless.
2. What is the Future AGFMA?
In June 2020, Cabinet approved for the Department for Infrastructure and Transport to commence a competitive tender process for a fully outsourced model under a new operating model (Future AGMFA) commencing late 2021.The decision to progress to the Future AGFMA was informed by the South Australian Government following a review of the Across Government Facilities Management Arrangements (AGFMA) to address matters raised by, the Ombudsman, SafeWork SA and the South Australian Productivity Commission .
On 7 July 2021, the State Government announced on 7 July 2021 that the State had entered into a contract with Ventia Australia Pty Ltd (Ventia) for the delivery of a new, modern, best-of-breed model for facilities management under the Future AGFMA, commencing from 1 December 2021.
Under the future model, the administration and works coordination role will be entirely met by specialised external Facilities Management Service Provider, Ventia, who bring the benefits of modern, best-practice systems and processes. Importantly, under the Future AGFMA, the fulfilment of maintenance work orders will continue to be performed by South Australian private sector contractors, including the same contractors that deliver trade services across the State today.
3. What will happen with current contractors (sub-contractors/trades)?
Local work orders will continue to be allocated to appropriately qualified local contractors under the Future AGFMA, with a strong focus on South Australian Small and Medium Enterprises (SMEs).To support this, the Department has opened a Registration of Interest to connect contractors SMEs with Ventia, to maximise their opportunities to perform maintenance work in the future. Registrations of interest through the department are now closed. Ventia have opened an expression of interest on their webpage for the Future AGFMA. Further information about this process can be found here.
4. How will the transition to the Future AGFMA be managed?
The Department for Infrastructure and Transport is responsible for ensuring that the Governments decision is implemented, including transition and implementation of the Future AGFMA. The Department will coordinate the Transition-In process with Ventia as well as the Transition-Out of the existing FMSPs.
The Department is fully committed to a process of consultation with Contractors and Participating Agencies ahead of the changes.
The Participating Agencies Future AGFMA Forum was established in April 2021 as a key communication and engagement forum for Participating Agencies (including high level site representatives) throughout the transition process.
A number of face-to-face and online information sessions for local contractors and Agency Site Representatives will be held over the coming months across the State, including in regional centres.
The Office of the Industry Advocate will be closely involved throughout the upcoming transition process to ensure the opportunities for small, medium and Aboriginal businesses are achieved, and a strong commitment to supporting apprenticeships is maintained.
5. When is this change expected to take place?
Transition activities are currently under way to prepare for service commencement by Ventia on 1 December 2021. Please refer to the Transition Timeline for key activities for Participating Agencies and Contractors leading up to service commencement by Ventia.
6. Who currently delivers the services, and who will into the future?
The administration and coordination of work under the AGFMA is currently split approximately 50/50 between the Department for Infrastructure and Transport’s internal Facilities Services team, which operates utilising outdated legacy systems, and one external provider (Spotless) contracted in 2015. Under the future model, the administration and coordination will be entirely met by external Facilities Management Service Provider Ventia using modern, best-practice systems. Under the future model, works will continue to be delivered by private sector contractors, including the same contractors that deliver trade services across the State today.
7. Will Adelaide based contractors be used to complete regional works?
Local work orders will continue to be allocated to local contractors in the future model. Some specialist trade services that are not able to be sourced locally may be required to travel to complete some regional works only (i.e. Lift Technician). This will be the exception, not the rule.
8. What will transition to the Future FMSP look like?
It is important that continued service delivery is maintained and that the existing AGFMA continues to meet the delivery requirements of all Participating Agencies during the transition.
All business as usual (BAU) functions, including DIT-FS managing Preventative Maintenance plans, AGFMA Directorate contract management of the Spotless Contract, the AGFMA Hotline logging work orders, IT team supporting existing IT system, AGFMA Directorate continuing advisory services and auditing, will continue until 30 November 2021. Ventia will commence providing services from 1 December 2021.
Some existing service delivery activities will need to be temporarily maintained after commencement of services by Ventia on 1 December 2021 to ensure business continuity and to support in flight projects. To achieve this a multi-disciplinary project completion team will be established. The team will be responsible for ensuring that any in-scope projects are managed to completion or to a stage that will allow for a risk managed approach to handover.
Further information on the transition to Ventia can be found on the Ventia Future AGFMA Website (link).