Facilities Management Tender & RFP Procurement Guide

1. Structuring the FM Specification: Input vs Output Based

Input-based specifications dictate the exact headcount and hours, whereas output-based specifications define the required performance standard (e.g. plant availability, SLA response times, statutory audit compliance). Output specifications incentivise efficiency and technological innovation.

2. Accurate Estate Data: The Antidote to Post-Award Variations

The single largest cause of post-contract commercial friction is deficient asset data during tender. Providing verified asset counts, floor areas, maintenance history, and statutory certificate registers prevents bidders from inserting large contingency risk premiums or submitting costly post-award variations.

3. Evaluating Pricing and Technical Capability

Score tenders across Quality (60%) and Commercial (40%). Scrutinise direct labour vs subcontracting models, CAFM transparency, mobilisation governance, and contractor audit regimes rather than simply accepting the lowest headline price.

PRACTICAL FM APPLICATION

Need to structure maintenance across your estate?

Use our interactive PPM schedule builder to establish asset-led planned maintenance frequencies according to verified statutory standards.

Launch PPM Builder Explore EntireFM PPM Services

Direct Engineering Accountability. No Bureaucratic Delays.

Whether you require a comprehensive Hard & Soft FM contract, single-site mechanical & electrical maintenance, or an urgent specialist survey, EntireFM deploys certified engineers and dedicated account managers nationwide.

Comprehensive Statutory Compliance Management

Structured PPM scheduling, periodic engineering testing, statutory record keeping, and digital audit logs.

Central Operations Helpdesk

Direct helpdesk triage, reactive engineer dispatch, and clear SLA performance tracking.

Direct Technical Consultation:Speak directly with an operations director or regional engineering manager on 020 4586 5422.