The Department of Government Services (DGS) is undertaking a return to market procurement process for the provision of Real Estate and Facilities Management (REFM) services. This procurement seeks to improve service delivery, drive operational efficiencies, and deliver ‘value for money’ outcomes for the State of Victoria.

This procurement process will provide an opportunity for suitably qualified suppliers to support one of Victoria’s largest and most diverse property portfolios. Respondents will be required to deliver a comprehensive range of REFM services, either in their own right or through a consortium in partnership with others.

The Portfolio

The REFM contract is integral to DGS managing its diverse property portfolio of approximately 291 leased and owned buildings (primarily office accommodation) and delivering accommodation services to client government departments and agencies. The new REFM contract will replace the current arrangement, which expires in March 2026.

The portfolio buildings vary in location, size, occupancy type, and service needs and are located across the whole of Victoria, ranging from major Melbourne CBD tenancies to smaller regional offices. The composition and scale of the portfolio changes over time to meet the changing requirements of Victorian government clients.

Proposed Scope of Services

The REFM services include:

1. Real estate and property management services, including leasing and property management, support for lease transactions, tenancy operations and divestments, and workplace and tenancy support.
2. Facilities management services including the management, coordination of the services and sites, including planning, vendor procurement and management, repairs and maintenance, cleaning, waste management, pest control, landscaping and car park operations.
3. Asset and space management services, including asset planning and lifecycle management, including condition assessments, space planning and occupancy optimisation.
4. Environmental and sustainability services, including energy and utilities management, environmental compliance and sustainability initiatives.
5. Management services, such as financial and performance reporting, systems and data management, procurement and subcontractor management.

Respondents must be able to deliver all aspects of the Scope of Services.

Indicative Key timings

• ITT registration period:
• Open 28 April 2025 at 2pm
• Closes 23 May 2025 at 3pm
• ITT documentation issued w/c 12 May 2025
• ITT tender submissions 4 July 2025 at 3:00pm (AEST)

Participation and Registration Requirements

Organisations or consortia interested in participating in the REFM procurement process are required to complete a registration process which includes:

• Registering at The Buying for Victoria Supplier Portal at www.tenders.vic.gov.au and downloading the Registration Template.
• Completing the Registration Template which will require:
• Details of the organisation and/or consortium
• Evidence of capability which demonstrates the ability to deliver the full Scope of Services across the entire Portfolio
• Providing a letter from a licenced Australian financial institution confirming that, if required, it could issue a performance security bond of $5 million AUD to the organisation/consortium as evidence of being able to meet the financial security requirements of the future REFM contract (noting that this may not reflect any future contractual requirement regarding performance security).
• Submitting an executed Confidentiality Deed.

The Registration Template, executed Confidentiality Deed and letter from a financial institution must be submitted to DGS prior to the end of the registration period at the following email address:

• REFM-RTM Group (DGS) refm-rtmgroup@dgs.vic.gov.au
• With the subject line as “REFM RTM – 24/25-102R – ITT Registration – [Organisation Name]”

Organisations that meet the Participation and Registration Requirements will (where the Invitation to Tender process proceeds) be registered by DGS for the Invitation to Tender, and will be provided the Invitation to Tender documents and granted access to the Data Room.

Organisations are encouraged to submit their Registration Templates and necessary documentation as early as possible, as it is the intention of DGS to commence providing access to Invitation to Tender documents and to the Data Room from week commencing 12 May 2025.