News: New National Guidelines Released for Departmental Facilities Safety

On 2025-09-21, the National Building and Safety Authority released updated guidelines impacting departmental facilities management across public and private sectors. The guidelines emphasize preventive maintenance, occupant safety protocols, and standardized reporting for incidents. Departments must review their maintenance schedules, emergency plans, and vendor contracts to ensure compliance within the six-month transition window.

Key changes in the guidelines

• Preventive maintenance standards: Minimum inspection frequencies and documented maintenance logs for critical systems (HVAC, fire suppression, elevators).
• Occupant safety protocols: Enhanced evacuation drills, accessibility standards, and mandatory first-aid training for departmental safety leads.
• Incident reporting: Standardized incident categories and timelines for reporting to central authorities.
• Vendor oversight: New due diligence requirements for third-party contractors, including background checks and proof of certifications.

Why this matters to departments

Facilities management often operates under tight budgets and legacy schedules. The new guidelines shift the focus from reactive fixes to preventative care, which can require upfront investment but typically reduces long-term risk and emergency spending. Compliance also has legal and reputational implications, making it essential to integrate guideline requirements into departmental planning cycles.

Immediate actions for departmental leaders

1. Perform a compliance gap assessment against the new checklist.
2. Prioritize high-risk systems for immediate inspection (e.g., fire suppression, emergency lighting).
3. Review vendor contracts and request updated certifications and insurance information.
4. Schedule mandatory training and evacuation drills within the next quarter.

Budgetary implications

Some departments will need to reallocate funds for inspections, retrofits, and training. Consider a phased approach: address high-impact items first, then use a scheduled capital improvement plan (CIP) to spread the remaining work across multiple fiscal years. Document the cost-benefit analysis to secure funding and demonstrate risk reduction to stakeholders.

Technology and documentation

Adopting a Computerized Maintenance Management System (CMMS) or upgrading your existing system can help with compliance. Key capabilities to look for include scheduled work orders, maintenance histories, certificate storage for vendors, and automated alerts for overdue inspections.

Case scenarios

Small department with single building

Start by mapping critical systems and conducting a rapid audit. Negotiate short-term vendor engagements for inspection and remediation, then build a longer-term maintenance contract that meets the guidelines.

Large department with multiple facilities

Centralize compliance tracking and use a phased roll-out. Pilot the updated protocols in high-risk facilities and iterate based on findings. Consolidate vendor management to reduce administrative overhead.

Choosing vendors under the new rules

When procuring vendors, include the guideline checklist in your RFPs. Ask for references and proof of compliance. Create a standard vendor assessment form to streamline future procurement decisions.

Training and culture

Infrastructure compliance is as much about culture as it is about documents. Encourage cross-department collaboration on safety initiatives, and empower facility leads to report hazards without bureaucratic friction.

Next steps and resources

We compiled a free compliance starter pack for departmental leaders that includes a gap assessment template, vendor checklist, and a three-month remediation plan. Departments should assign a compliance owner immediately and schedule an all-staff briefing to communicate changes and timelines.

"Compliance is an ongoing journey. The goal is safer workplaces and fewer surprises — not just a checkbox on a to-do list."

For a full copy of the guidelines and our starter pack, visit the resources section of this site. Departments that act early will face lower costs and fewer operational disruptions as they meet the new standards.