Helping you win Maintenance and Facilities Management Tenders

Our team of maintenance and facilities management bid writers:

• Bring over 46 years combined experience writing facilities management and maintenance bids across Australia.
• Have in-house experience writing bids and tenders for Tier 1 and Tier 2 facilities management companies. 
• Are government (and private sector experts) with experience writing bids to local government, state, federal government and defence.  
• Are highly responsive, polished and professional. We can project manage large facilities maintenance bids that extend across multiple states.  

The types of tenders and bids our team of tender writers will assist with

Our team has helped clients win a broad range of maintenance contracts for tender and facilities management contracts for tender. We are experts in writing winning facility management tenders and facilities maintenance contracts and also have experience helping our clients write building maintenance tenders. Our track record includes helping businesses large and small such as property and infrastructure owners, facilities management companies, builders and building maintenance companies, specialist trades such as electricians, plumbers and fire maintenance, and engineering and IT services companies for maintenance tenders associated with mining and data centres.

• Mining: Our team has helped a broad range of mining services providers write bids and tenders to mining companies for maintenance services. These range from simple cleaning and facilities management and maintenance to the maintenance of vehicles, trucks and other mining equipment. Regardless of the service type, when bidding to the mining sector – reliability is key. Any downtime is costly and our team work closely with our clients to put forward compelling proposals that demonstrate their skillsets, as well as their depth of resources and ability to consistent provide a costly service. This is what helps our client win mining maintenance contracts.
• Infrastructure and engineering: We have written maintenance and facilities maintenance proposals to provide maintenance services to large infrastructure projects. From tunnels to bridges and airports, our writers understand how to put together complex facilities maintenance proposals that showcase a team of maintenance engineers and other personnel and their respective abilities. We know the importance of talking about the total life cost of a project and will work with you to develop well presented graphics and infographics that clearly articulate your maintenance plans. We write to win and help you put together quality proposals that meet and exceed the mandatory criteria. Having worked on bids and tenders for large PPP infrastructure projects, we understand the projects and what it takes to win. We leverage on this experience to work with you to create a compelling submission. The types of infrastructure maintenance contacts we have worked on over the years include:
  • Road maintenance tenders including highway and local road maintenance.
  • Rail infrastructure maintenance tenders including track maintenance. signal maintenance and rolling stock maintenance.
  • Water infrastructure maintenance tenders including water treatment plant maintenance, distribution network maintenance and sewerage system maintenance.
  • Energy infrastructure maintenance.
  • Port and harbour infrastructure.
• Property and Real Estate: We have helped many maintenance and facilities management companies win contracts in the property and real estate market. This includes helping maintenance companies write bids, proposals, brochures and tenders to strata management companies and directly to real estate agents. On a larger scale, we have helped maintenance providers (including those providing fire, plumbing and other maintenance services) write bids and tenders for large scale property assets including commercial offices and industrial properties. When writing these type of bids, it is important to talk about your capabilities to manage the documentation and compliance side of facilities management. This especially applies to large apartment buildings and the industrial sector – we have experience in winning our clients commercial maintenance contracts, apartment maintenance contracts and industrial maintenance contracts. 
• Data centres and other specialised assets: Our clients have tendered for and won contracts for specialist assets. These include data centres and medical centres. These types of assets often required a highly specialised skillset for maintenance. When bidding for these proposals, we work with our client to focus on your proposed team, depth of resources and ability to hire specialised personnel. In addition, compliance with regulations including entrance and entry procedures is also critical.
• Cleaning and facilities management tenders: We have helped many clients write bids for cleaning and facilities management contracts. Our team helps our clients find maintenance contracts for tender, including property maintenance tenders and property management tenders. We have helped clients win maintenance tenders in Melbourne as well as maintenance tenders in NSW. 
• Assisting the real estate industry. In addition to assisting strata and facilities management companies, we have also assisted real estate agents to respond to and secure property management tenders. For small clients, or clients who aren’t responding to a government RFP, developing a simple building maintenance proposal is all that is required to grow your client base and secure additional contracts. Our experience extends to general maintenance contracts as well as specialist maintenance tenders for electrical, plumbing and fire maintenance. 

Where our clients are working in a specialised sector, there are often specific tenders and contracts tailored to that sector. For example, we have helped clients with high-rise maintenance tenders, plumbing maintenance tenders and electrical maintenance tenders. In addition, our bid writing consultants have facilities management tender templates on hand, and will can show you how to get facilities management contracts by writing a compelling FM tender.

Overall, our team of five bid and tender writers have extensive experience helping clients write winning maintenance and facilities management tenders.

Understanding Maintenance and Facilities Management bids 

Property and infrastructure owners understand the importance of maintenance and facilities management. Maintenance and facilities management, as well as taxes, are often their largest expenses.

They generally adopt formal procurement processes by releasing an RFP, RFT or ROI for maintenance services and facilities management services such as cleaning, plumbing, electrical maintenance and roof maintenance.

How we can help you win maintenance contracts 

Our team of tender writing consultants have completed hundreds of facilities management and maintenance tenders. Whether it be for a mine site, or a large building, we understand maintenance and facilities management and can put a winning tender or proposal together quickly and effectively.

Our team can help write and submit your next facilities management or maintenance tender and will:

• Write the content
• Assist with price estimation (if required)
• Introduce graphics to ensure it is professionally presented
• Ensure it is professionally written
• Leverage on our knowledge of the maintenance and facilities management industry to provide insight and guidance
• Draft professional CVs for your personnel
• Identify and convey your win themes and key points of difference.

Case Study – Tender for Maintenance Services to major hospital in the Northern Territory

Description: We were engaged by a maintenance and building service provider to submit a bid to a major hospital in the Northern Territory. Our client was a key service provider with strong knowledge of the existing hospital protocols and requirements. In order to conduct works in the hospital environment, there are specific accreditations for all personnel, and you need a tailored methodology that limits any impact on patients.

Challenge: This was a must win opportunity for our client. Although they had great knowledge and existing maintenance capabilities, and a team full of depth and expertise, they had no set procedures for operating in the hospital environment.

Solution: We helped tailor their bid to providing maintenance services to the hospital environment by helping them put their existing knowledge of hospital compliance and protocols from pen to paper. This positioned them for success – and set them apart from some of the competitors who submitted generic tenders.

Four strategies to win more facilities maintenance and facilities management contracts

Personalise your bid – Take the time to personalise your bid. Include a ‘Message from the CEO’ at the start of the bid as well as quotes and comments from your proposed team throughout the bid. Ensure these correlates to their respective areas of expertise. For example, have your safety officer write a comment in the safety response, and your team leader or proposed supervisor provide a quote any question on team structure. When submitting a cleaning or facilities maintenance bid, you can be almost certain you will come up against stiff competition. The incumbent will have an existing relationship with the client, and many large agents and facilities maintenance companies almost always have existing relationships with other companies.

By personalising your bid, you are profiling your organisation to the buyer and introducing your key personnel. This creates a positive relationship with the potential client and your team members on paper, and sets a relaxed and more informal tone for any shortlisting presentations and interviews.

It is also important to detail a connection between your previous experience and your proposed team through your personnel. I.e. talk about how your proposed team members have a track record of working together successfully, and detail which of your previous maintenance contracts they have been involved in.

Demonstrate an understanding of the contract or facility – Site visits are a valuable opportunity to gain insights into the contract. Whether you are bidding for a mining maintenance contract, or a facilities maintenance contract for a high-rise building, it is critical that you demonstrate a knowledge of the contract beyond the specifications.

When attending the site, take note of potential issues and areas where you can add value. Where there are challenges, incorporate these into your pricing so you don’t get caught out. Identify areas where you believe the current service provider is providing a substandard service – and focus on these areas in your response. Look at potential up-coming issues that may need to be dealt with and talk about these in your bid with potential solutions. Where there may be issues with the facility that you know from experience arise with other similar buildings, talk about these and how you would overcome or mitigate them.

Finally, ask questions throughout the RFP preparation period to gain a better understanding of the site or facility.

When you are writing the tender or response, ensure that in the executive summary as well as the body of the response, you demonstrate these insights. Talk about how your service will extend beyond the client’s expectations, and where you believe you can deliver improvements.

Provide detailed case studies – Just about every tender will ask for you to talk about your previous experience and even provide case studies. It is critical that you go into the required detail when responding to such questions.

In addition to providing a summary of your previous contracts or projects, for each of the projects you should include:

• The value of the contract
• The term of the contract
• What challenges were encountered and overcome.
• Which key personnel worked on the contract, in what capacity, and will they be part of the proposed team for this contract.
• Were there any safety issues on the site?
• What value-added services were delivered as part of the contract?
• What initiatives did you put in place for the contract to deliver a more efficient, better quality service?

Focus on being local – This is particularly relevant for government contracts, but also applies to the private sector. It is important that you demonstrate your support for the local economy, employment and local community.

Not only does this make sense from a service efficiency perspective, but it help ensure that the downstream economic benefits of the bid or tender flow through to the local economy.

Look at it from the perspective of say a local Council searching for a maintenance supplier for public buildings. If two suppliers are proposing to provide a similar service at a similar price, but one supplier employs a local apprentice, is based in the local area, purchases off other local suppliers and supports the local football team, Council will generally preference this supplier. There is often considerable weighting put on this in the criteria.

Areas we service

We help business across Australia secure facilities management and maintenance contracts. Our writers have helped businesses across metropolitan, regional and remote Australia including in:

• Darwin
• Sydney
• Melbourne
• Hobart
• Brisbane
• Perth

write winning maintenance and facilities management proposals. Our experience extends to securing contracts with all levels of government as well as the private sector. We have helped businesses write bids to the federal government, state governments such as the NSW Government and Western Australian Government, as well as local government, shire and local council contracts.

We can help you write proposals for maintenance and facilities management bids for clients in rural and remote areas for both government buildings and private.

The nature of FM and Maintenance tenders

Whether it’s an RFP, RFI, RFT, EOI or just a simple request for quote, Maintenance and FM bids are highly competitive and often have only subtle differences. They often apply to a number of industries at once, for example, electricians, plumbers and carpet cleaning.

There are common and unique requirements for each tender specific to your individual service or industry. Most property owners understand the need and advantages of specialization in the maintenance and building industry. This gives smaller operators have a good chance at winning work.

Regardless of the size of your organizations, clients expect you to jump through all the same hoops to win maintenance tenders, including work health and safety, human resource management, and site induction requirements.

They often ask for documentation of policies that many firms simply do not have nor do they have the resources or time to create. Here at The Tender Team, we have many of the necessary documents on file as templates.

The nature of the business usually ensures they are long term contracts, making it even more important to put your best foot forward when applying for maintenance tenders. On a positive note, they are often for new projects where there is no incumbent, such as defence projects.

Our consultants have completed hundreds of maintenance tenders and are skilled in project managing the process as well as drafting responses. Furthermore, we have templates in place of many of the policies and procedures requested, saving you time and money in drafting them.

Give us a call today to pick our brains and talk about how we can assist with your next bid or tender or email info@thetenderteam.com.au

We help businesses of all sizes including small business owners and medium business owners asking themselves:

• How do I get commercial maintenance tenders?
• Can I arrange training for my team of four in-house bid writers for facilities maintenance bids?
• How do I create a bid library using AI to write tenders more efficiently?
• I need help with my FM tender. Is there a consultant that can help?
• Where do I dint facilities management contracts?
• Why are we losing facilities management tenders?
• How do I get facilities management contracts?
• I need a bid or tender writing consultant that specialises in facilities management bids in Australia. Where can I find one?