Facilities Management (FM) involves a wide range of buildings services, including:
- Heating, ventilation and air conditioning systems
- Fire risk assessment
- Fire prevention measures (e.g. fire doors and compartmentation)
- Mechanical, electrical and plumbing systems
- Security and access control systems
- Drainage and sewers
- Grounds and vegetation maintenance
- General repairs
- Locks and windows
Our writers have prepared FM bids for both planned and reactive maintenance services. Common questions they prepare include:
- Provision of call centres
- Developing planned preventative maintenance programmes
- Response times for reactive maintenance and call-outs
- Use of computer-aided FM (CAFM) systems
- Health and safety
- Fire safety (including fire-prevention and fire fighting equipment)
- Risk assessment, safe systems of work and method statements
- Staff recruitment, training, supervision and management
- Handling chemicals and other substances hazardous to health
- Compliance with regulations
- Permits (e.g. hot works)
- Specialist maintenance (e.g. lifts, escalators, gas appliances, etc.)
- Use of specialist equipment (e.g. cherry pickers)
- Management of sub-contractors.
Our approach to Facilities Management Bid Writing
We adopt a flexible approach to preparing these types of bids as each one is different and our clients have different requirements.
For large and complex bids, we typically produce and agree a bid plan at the start of the project with you that includes bid phases, key deliverables and milestones. They are likely to include:
- Holding an initial workshop with those people in your company who will have an input into the bid so that we all understand the nature of the bid, your strategy, key milestones and deadlines.
- Identifying subject matter experts – those people in your company who hold the information we need to prepare the tender.
- Creating a storyboard for each question – that is an outline of the content, win themes and evidence – by interviewing the subject matter experts and holding workshops.
- Producing a first draft of the responses to each question for review by the subject matter experts to check for factual accuracy. These are sometimes called Amber Reviews.
- Identifying from the narrative opportunity to enhance the bid by providing diagrams, graphs and other forms of visual evidence.
- Refining the responses following feedback from the Amber Reviews ahead of presenting the draft bid to a wider team within your company who will be responsible for approving its content. These are sometimes called Red Reviews.
- Final polishing of the narrative ahead of a final sign-off by your management team and its submission to you client (Gold Reviews).
For smaller bids, we follow the same principles but will propose a more ‘light touch’ approach that suits your requirements.
Our experience in Facilities Management Bid Writing
The following provides an overview of the types of FM bids we have supported.
Planned and preventative maintenance bid writing
Planned maintenance is a programme of activities designed to keep plant, equipment and systems in good working order so the they remain safe to operate and their life is extended as far as possible.
In a typical building they will include a broad range of activities from the servicing of lifts to maintenance of boilers; from cleaning gutters to flushing through waste pipes and sewers; from fire detection systems to the provision of first aid kits in working areas.
We have successfully supported a large number of FM bids including the operation and maintenance of prisons and detention centres, railway and underground stations, public toilets, vehicle depots, and a university.
Reactive maintenance bid writing
Reactive maintenance responds to maintenance issues that arise unexpectedly. It could include attending to a burst pipe, repairing a broken lock or cleaning up a spillage.
Reactive maintenance bids invariably come with a requirement to provide a 24/7 contact centre the customer can call in the event an issue arises. Issues may need to be prioritised according to their severity and staff need to be deployed quickly. Logistical planning and communication systems are therefore critical to a successful service.
We have submitted successful bids on behalf of different customers for reactive maintenance systems including the provision of call centres that use technology to log, track and close calls. Services included maintenance in railway and underground stations, medical clinics, prisons and detention centres, and airports.
Grounds maintenance and horticulture bid writing
Grounds maintenance and horticulture involves the maintenance of the grounds around a building. It will include planting according to the season, weeding, feeding, pruning, and irrigation. More and more cities in particular are turning to living walls and other green structures to provide a more aesthetic environment and to create healthier living spaces given the scientific evidence of how plants trap pollution particles.
We have prepared a number of successful bids on behalf of customers that have included grounds maintenance of estates, the installation and maintenance of living walls and roofs on railway stations, office buildings and vehicle depots, as well as the management of vegetation growing alongside railway lines.