FM Service Design & Tendering-en

FM Service Design and Tendering

Property preservation program

We design effective, clear and service oriented FM tenders

We design Facility Management services, service specifications and tendering processes, supporting supplier selection while reducing risks, ambiguity and management criticalities.

What

FM Service Design & Tendering is the service through which we support asset owners, developers and companies in designing Facility Management services and managing tendering processes. We begin with the requirements of the asset, the expected standards and the desired Customer Experience to define service scopes, technical specifications, maintenance plans, asset registers, evaluation criteria and tender documentation. The objective is to select suppliers that are genuinely aligned with the required service level, avoiding generic or insufficiently measurable tenders. The service integrates technical, management and contractual expertise, ensuring that the tender becomes a governance tool rather than merely a procurement procedure.

Needs

Many Facility Management tenders are developed using standard specifications that fail to reflect the asset’s specific characteristics and the client’s actual expectations. When activities, responsibilities and service levels are not clearly defined, each supplier prepares its proposal according to its own interpretation, making it difficult to compare equivalent offers. The risk is that price becomes the primary selection criterion without fully understanding what will be delivered. Once services commence, this may result in inadequate provision, additional costs, disputes and unmet expectations, when changing agreements and operating arrangements is already more complex and expensive.

How

We analyse the asset, the services required, the expected quality levels and the critical issues to be governed. Based on this analysis, we design the service model, defining scope, frequencies, standards, SLAs, KPIs, control mechanisms and bid evaluation criteria. We prepare service specifications, tender documents, technical and financial evaluation matrices, and support the client throughout the clarification, comparison and supplier selection stages. Our work follows a practical approach, ensuring that the documentation is clear for the purchasing organisation, verifiable by those responsible for governance and sustainable for the service provider.

Why

A well-designed FM tender enables the client to procure a service that is genuinely aligned with the characteristics of the asset, the management objectives and the Customer Experience intended for users. Clear and detailed service specifications make it possible to compare bids based on the same scope, select the supplier with greater confidence and reduce the risk of additional costs, disputes and service levels falling below expectations. Once operations begin, they also make it easier to verify performance, address deviations promptly, govern supplier relationships effectively and maintain service quality, control and continuity over time.