Posted 9th May 2025 by Rob Whalley

Navigating the Buying Lifecycle of a CMMS/CAFM System: From Preparation to Procurement

Investing in a Computerised Maintenance Management System (CMMS) or Computer-Aided Facilities Management (CAFM) software is a strategic decision for any organisation looking to streamline operations, boost asset performance, and ensure compliance. However, the buying process can be complex, especially given the variety of systems, vendors, and procurement methods available.

In this blog, we break down the typical buying lifecycle for CMMS/CAFM software—from internal preparation to selecting the best route to market, including tenders and public sector frameworks like G-Cloud.

Stage 1: Internal Preparation – Defining Your Requirements

Before engaging with the market, it's essential to understand your organisation’s specific needs and objectives. This initial stage sets the tone for the entire procurement process.

Key steps include:

• Assessing current systems: What’s working? What’s not? Where are the gaps in functionality, performance, or usability?
• Identifying business drivers: These could include reducing downtime, improving compliance reporting, accurate data management, improving operational efficiency, enhancing mobile access, or achieving cost savings.
• Engaging stakeholders: Input from facilities teams, IT, finance, and end users ensures the chosen system meets cross-departmental needs.
• Creating a requirements document: List must-have features (e.g., asset tracking, PPM scheduling, helpdesk functionality, SFG20 integration, key data output reports, mobile optimised, Single Sign-on (SSO)) and nice-to-haves or future requirements (e.g., IoT integration, BIM compatibility, AI capability, API).
• Determining budget and timelines: Understand what you can spend and by when the system should be operational (i.e. when licences of current systems expire…you’ll want to be ready to go live in advance of this date).

Stage 2: Market Engagement – Understanding What’s Out There

Once you're clear on your needs, the next step is to understand the market landscape. This stage helps you discover potential suppliers and refine your expectations.

Approaches include:

• Market research: Use online directories, analyst reports and use software comparison tools such as 'Comparesoft' (https://comparesoft.com/) to identify suitable vendors.
• Soft market testing: Issue a Request for Information (RFI) or invite vendors for informal demos to explore functionality and feasibility.
• Vendor webinars and events: These are useful to assess product maturity, support models, and future roadmaps.
• Referrals and Recommendations: Speak with connections from similar organisations about the systems they use and seek recommendations.

This process not only informs your requirements further but also helps build relationships with potential suppliers before entering formal procurement.

Stage 3: Choosing Your Route to Market – Tender or Framework?

The procurement route you choose will depend on your organisation type, internal policies, and the scale of the investment.

Option 1: Direct Award

If your organisation is not bound by formal procurement regulations, or if the total contract value falls below procurement thresholds, you may be able to directly award a contract to a supplier of your choice.

This approach is especially common in:

• Small and medium-sized enterprises (SMEs)
• Private sector organisations
• Low-value procurement scenarios
• Pilot or proof-of-concept projects

Pros:

• Fastest route to procurement
• Low administrative overhead
• Allows for agile and flexible vendor selection

Cons:

• May raise audit or governance questions if not justified properly
• Lack of competitive tension could affect pricing or scope

Be sure to document the rationale for direct award thoroughly and ensure the decision aligns with internal governance or financial approval limits.

Option 2: Formal Tender (Request for Proposal – RFP)

For larger organisations or those bound by strict procurement rules, such as public sector bodies, a formal tender may be necessary.

Pros:

• Promotes transparency and fairness
• Enables structured evaluation of multiple suppliers
• Provides clear audit trail

Cons:

• Time-consuming
• Can be rigid, limiting innovative solutions if not scoped carefully

For more information on preparing a tender document, please visit our blog on the subject: Advanced CMMS & CAFM Software | Key Elements in Preparing a Tender Document for Facilities Management Software

Option 3: Public Sector Frameworks

If you're a public sector organisation, frameworks such as Government G-Cloud offer a pre-vetted list of suppliers and streamlined procurement processes. https://www.gov.uk/digital-marketplace

G-Cloud (Digital Marketplace):

• Suitable for cloud-based CMMS/CAFM systems
• No need for full tender – procurement can be completed via direct award or mini-competition
• Speeds up buying while maintaining compliance with public procurement regulations

Pros:

• Faster than open tenders
• Reduced procurement risk
• Suppliers already pre-qualified

Cons:

• May limit access to innovative or niche suppliers not on the framework
• Framework terms may restrict customisation or pricing models

Stage 4: Evaluation and Selection

Regardless of the route to market, structured evaluation is critical. Tips for a robust evaluation process:

• Use a scoring matrix aligned to your original requirements, with weighting against functional requirements (should have, must have), costs, mobilisations and experience
• Include live demos and scenario-based testing
• Assess implementation approach, support models, training, and scalability
• Don’t underestimate cultural fit and long-term partnership potential
• Speak with current users of the systems you’re considering, to hear about real-world experiences and lessons learnt.
• Seek a best and final offer for preferred vendors, ensuring that quotes are comparative based on functionality (like-for-like), and separate quotes for additional functionality which may support future growth or be a key USP for the provider

Stage 5: Implementation Planning

Selecting the right system is only half the battle. Start implementation planning early, including:

• Data migration
• System workflow
• Desired output
• User training approach and supporting material
• Change management
• Phased rollout strategy

A collaborative, transparent relationship with your chosen supplier during this phase will be key to long-term success.

Final Thoughts

The journey to selecting and implementing a CMMS/CAFM system is multi-faceted. By investing time in preparation and choosing the right procurement route—whether through formal tender or frameworks like G-Cloud—you can ensure a smoother buying process and better outcomes.

Whether you’re a local authority, leisure provider, healthcare trust, or private enterprise, the best decisions are informed ones. Start with clarity, engage widely, and evaluate thoroughly.
For more information on how Tabs FM can support your CMMS/CAFM software needs, please contact sales@tabsfm.com