Objectives

The primary objective of this tender is to appoint a qualified professional service provider to deliver comprehensive Total Facilities Management (TFM) services for the Mandela Bay Theatre Complex (MBTC) over a period of three years. The goal is to ensure the optimal upkeep, maintenance, and management of the complex's infrastructure and facilities, thereby preserving its operational integrity and supporting its strategic functions.

Scope

The scope of work encompasses:

• Conducting comprehensive condition assessments of all immovable assets within the MBTC.
• Developing detailed maintenance and life-cycle plans based on assessment outcomes, covering:
• Planned Maintenance (Preventative, Scheduled, Condition-Based, Backlog, Statutory, Periodic)
• Day-to-Day Maintenance (Emergency, Minor Repairs, Minor Works)
• Development of facility-specific life-cycle plans with a minimum 30-year horizon.
• Formulating a holistic FM Service Plan that integrates all maintenance and management activities.
• Establishing a dedicated Facility Management Contact Centre for operational oversight.
• Implementing an information management system to support service delivery and reporting.
• Providing expertise across disciplines including architecture, quantity surveying, civil/structural, mechanical, and electrical engineering.
• Developing and executing a work plan with clear timelines and cost estimates.
• Managing various services such as security, energy, waste, water, stage management, fencing, and cleaning.
• Ensuring compliance with relevant legislation, bylaws, and procurement policies.

Technical Requirements

The technical requirements for the tender include:

• Assessment & Planning: Conduct thorough condition assessments aligned with GIAMA standards and MBTC templates; produce detailed reports and Bills of Quantities.
• Maintenance & Lifecycle Management: Develop maintenance plans covering all categories, including preventive, reactive, statutory, backlog, and periodic maintenance, supported by life-cycle strategies for each asset.
• Service Delivery & Management: Establish a dedicated FM Contact Centre; utilize an information management system for tracking, reporting, and communication.
• Expertise & Qualifications: Demonstrate proven experience and qualifications in architecture, quantity surveying, civil/structural, mechanical, and electrical engineering disciplines.
• Work Plan & Timelines: Submit a detailed work plan with timelines, milestones, and cost estimates, to be reviewed and approved by MBTC.
• Compliance & Legislation: Adhere to all applicable laws, including the Public Finance Management Act, VAT Act, Labour Laws, and procurement regulations.
• Reporting & Documentation: Provide regular progress reports, asset condition updates, and compliance documentation throughout the contract period.
• Pricing & Evaluation: Submit a comprehensive pricing schedule aligned with scope, including professional fees, disbursements, and VAT; bids will be evaluated on functionality (minimum 70 points out of 100) and price (80/20 system).

This structured approach aims to ensure that the selected service provider can deliver high-quality, compliant, and sustainable facilities management services that support the operational and strategic objectives of the Mandela Bay Theatre Complex.