Introduction

Tendering your facility management (FM) contract is a critical decision that can greatly impact the success and efficiency of your operations. However, the tendering process can be complex and overwhelming if you are not adequately prepared. In this blog post, we will discuss the key factors you need to know before tendering your FM contract. By understanding these important considerations, you can navigate the process with confidence and make informed decisions that align with your facility management goals.

1. Define Your Objectives

Before initiating the tendering process, it is crucial to clearly define your facility management objectives. Determine the scope of work, service requirements, and performance expectations. This clarity will help you communicate your needs effectively to potential FM contractors.

2. Conduct a Comprehensive Needs Assessment

Perform a thorough needs assessment of your facility to identify the specific plant, assets, services and support required. Evaluate your current strengths, weaknesses, and areas that need improvement. This assessment will serve as a foundation for developing detailed tender documentation.

3. Develop Clear and Concise Tender Documentation

Create a well-structured and comprehensive tender document that outlines your requirements, evaluation criteria, and contract terms. Include detailed specifications, timelines, and any other relevant information. Clear and concise documentation will attract high-quality FM contractors and facilitate accurate and fair evaluations.

4. Prequalification Process

Consider implementing a prequalification process to shortlist potential FM contractors. This process involves evaluating their capabilities, experience, financial stability, and adherence to regulatory standards. Prequalification helps ensure that you only engage with reputable and qualified contractors who carry an SSiP (Safety Schemes in Partnership) accreditation.  Companies accredited and affiliated with schemes such as Safecontractor and Constructionline will already be pre-qualified.

5. Evaluation Criteria

Establish a robust evaluation criteria framework to assess FM contractors objectively. Consider factors such as experience, technical expertise, service quality, pricing, sustainability practices, and cultural fit. Assign appropriate weights to each criterion to ensure a fair evaluation process.

6. Communication and Collaboration

Maintain open and transparent communication with potential FM contractors throughout the tendering process. Clarify any queries promptly and provide necessary information to facilitate their understanding of your requirements. Foster collaboration to build strong working relationships with potential partners.

7. Review References and Case Studies

Request references and case studies from shortlisted FM contractors. Review their past performance, client testimonials, and success stories. This information will provide valuable insights into their capabilities and reliability.

8. Contract Negotiation and Service Level Agreements (SLAs)

Negotiate contract terms and SLAs with the selected FM contractor. Ensure that the agreement aligns with your objectives, covers key performance indicators, and includes provisions for monitoring and reviewing service delivery.

Conclusion

Tendering your FM contract requires careful planning and consideration of various factors. By following these essential guidelines, you can enhance your chances of selecting the right FM contractor that meets your facility management needs. Remember, a well-structured and transparent tendering process can lead to a successful partnership and contribute to the overall success of your facility management operations.

If you’re considering tendering your FM contract, Artic is here to assist you. With our expertise and experience, we can guide you through the process and provide tailored solutions to meet your facility management requirements. Contact us today to learn more.