Posted 5th March 2025 by Rob Whalley

Key Elements in Preparing a Tender Document for Facilities Management Software

Facilities management (FM) software is essential for organisations seeking to streamline their operations, enhance efficiency, and improve service delivery. When procuring FM software, preparing a comprehensive tender document is critical to ensuring you select the best solution for your needs. Below are the key elements to consider when drafting a tender document for facilities management software.

Introduction and Background

Begin with a clear introduction that outlines your organisation’s background, objectives, and the purpose of procuring FM software. Provide an overview of your facilities management operations, including the scope and scale of services, existing challenges, current software in use, and expected improvements with the new software. Consider and document details around the following:

A general overview of the organisation, including the goods and services it offers.
The organisation’s or department’s structure.
Whether you operate a centralised helpdesk or if each site runs independently.
Whether you outsource work to contractors or deliver services through in-house teams.
The number of sites you manage.
Whether your asset lists are current and accurate, or if an asset audit will be required.
Whether you are working in line with any industry standards (e.g. SFG20).
The number of system administrators and on-site technicians who will require access to the system.
Whether any data extraction from legacy systems is required.

Submission Guidelines and Procurement Process

Provide clear instructions on how vendors should submit their proposals, including:

Contact details for queries and the deadlines for query submissions.
Any pre-bid meetings or clarification sessions.
Format and required documentation.
Deadline for submission.
Outcome notification timeline.
Next steps for successful bidders.

Evaluation Criteria

Clearly define how proposals will be evaluated/weighted. Common criteria include:

Compliance with functional and technical requirements.
Cost-effectiveness and value for money.
User-friendliness and ease of adoption.
The vendor’s ability to provide ongoing support and updates.
Vendor presentations.
Implementation approach.
Vendors experience providing systems to similar organisations.
Vendors insurances, system security and security/safety policies.

Scope of Work

Define the functional scope of the software requirements in detail. This section should cover:

System functionality – Core functionalities required within the scope. Providing a simple spreadsheet with required functionality (e.g. “The system must have a web-based ticketing form for customers to raise reactive work order tickets”) for each area scope (e.g. Work Orders, PPMs, Asset Management etc), with Yes/No/Partial answer options and comment fields, is often a great way to capture this information.
Integration with third-party systems – Integration requirements with existing systems (e.g. ERP, HR, finance software). Rather than simply stating, ‘Integration with other systems is required,’ specify the exact systems (and relevant version numbers) that need integration. Also, clarify what data or process flow the integration is intended to achieve—i.e., what information should be transferred and when.
Future growth – Scalability needs to accommodate future expansion. Listing "must-haves," "should-haves," and "nice-to-haves" helps clarify priorities and allows for scoring against essential and non-essential items.

Technical Requirements

Specify the technical specifications of the software, including:

Cloud-based vs on-premises deployment – Define whether the organisation requires a cloud-based solution, an on-premises installation, or a hybrid model, considering factors such as accessibility, maintenance, and cost-effectiveness.
Mobile accessibility and platform requirements – Specify the need for mobile-friendly solutions, including compatibility with Android and iOS, offline functionality, and ease of use for field personnel.
SSO (Single Sign-On) integration requirements – Identify if the software needs to support SSO protocols such as SAML, OAuth, or OpenID to enhance security and simplify user authentication.
Security protocols and data protection measures – Outline encryption standards, firewall protections, multi-factor authentication (MFA), and compliance with data protection regulations such as GDPR or ISO 27001.
Compatibility with existing IT infrastructure – Ensure the software integrates seamlessly with the organisation's current technology stack, including databases, operating systems, and third-party applications.
System uptime and performance requirements – Define expectations for system availability, response times, and service level agreements (SLAs) to ensure uninterrupted operations.
User roles and access control capabilities – Specify how the software should handle role-based access control (RBAC) to restrict or grant permissions based on user roles.
Data protection, security, disaster recovery, insurance, and certification requirements – Establish requirements for data backup strategies, disaster recovery plans and certifications such as Cyber Essentials, SOC 2, HIPAA, or ISO 22301 to safeguard business continuity.

Vendor Qualifications and Experience

Define the criteria for selecting a vendor, including:

Industry experience and track record in FM software solutions – Evaluate the vendor's experience in developing and implementing FM software. Consider their years in the industry, client portfolio, and expertise in addressing facilities management challenges.
References and case studies from similar projects – Request case studies or references from clients with similar needs. This provides insight into the vendor’s ability to deliver successful implementations, resolve challenges, and support long-term user adoption.
Certifications and compliance with industry standards – Ensure the vendor adheres to recognised industry standards such as ISO 27001 (Information Security), SOC 2 (Service Organisation Control), and GDPR (General Data Protection Regulation).
Customer support and training offerings – Assess the vendor’s support services, including the availability of a dedicated helpdesk, response times, and service level agreements. Additionally, evaluate their training options—such as on-site training, webinars, and user documentation—to ensure smooth onboarding and ongoing user competency.
Insurance requirements – Verify that the vendor carries adequate insurance coverage, including public liability, professional indemnity, employer liability, and cyber insurance.

Implementation Plan and Timeline

Outline the expected implementation schedule, including:

Phases of deployment (pilot testing, full rollout, training sessions).
Data migration and integration timelines.
Vendor support during implementation and post-go-live maintenance.

Pricing Structure and Budget

Request a detailed breakdown of costs and clarify whether pricing should be based on G-Cloud or other framework agreements. If possible, provide a template for vendors to complete to ensure cost comparisons are straightforward.
The template should include:

Mobilisation Costs (One-off Payment)

Project management costs.
Installation/configuration costs.
Data management costs.
Training costs.
Bespoke customisation and additional development costs.

Licence Fees (Annual Payments)

Software fees – annual cost of the software.
Administrative licence – cost per year per administrative licence (specify if these are concurrent or named users).
Technician licence – cost per year per technician licence (specify if these are concurrent or named users or named devices).
Hosting costs – annual cost for hosting, including any restrictions (e.g., tiers based on data volumes).
Support costs and upgrades – specify any additional costs for support and upgrades.
Bespoke costs – outline any other recurring costs associated with the project.

Additionally, request details of any applicable discounts based on long-term agreements and schedules of rates for contract terms.

Legal and Contractual Terms

Include any legal requirements, such as:

Confidentiality and data protection clauses.
Service Level Agreements (SLAs) and performance guarantees.
Intellectual property rights.
Contract details (i.e. vendor or organisations contract apply)
Contract duration and renewal options.
Contract break clauses.

Conclusion

A well-structured tender document is vital in ensuring a transparent and effective procurement process for FM software. By clearly defining your requirements, evaluation criteria, and expectations, you increase the likelihood of selecting the right software provider who can meet your operational needs and long-term goals.