Quality · Facilities management
FM tender contract management answer: KPIs, meetings and performance reporting
Prepared by TenderChecker. Last reviewed 4 October 2026. General guidance only — every buyer's own instructions and criteria take priority.
Short answer
Name the roles managing the contract, the meeting rhythm, how each KPI is measured and reported, and what happens when performance falls short.
Use the buyer's KPIs where provided rather than inventing your own.
What the buyer might be asking
- Who manages the contract?
- How are KPIs measured and reported?
- What happens when performance slips?
Worked example (fictional)
Everything in this example — company, people and numbers — is invented for illustration.
Example question: Describe how you will manage the contract and report performance against the KPIs. (Max 600 words)
Fictional context: Fictional bidder: Clearline FM Ltd. Supplied fictional notes: dedicated contract manager; monthly performance meetings; quarterly review with director.
Weak draft (fictional)
We will manage the contract professionally and exceed all KPIs.
What the draft misses
- 'Exceed all KPIs' is an unsupported promise.
- No roles, meetings or reporting.
A better version (using only the fictional facts above)
A dedicated contract manager [insert role responsibilities] will meet the buyer monthly to review performance, with a quarterly review attended by a director. Each KPI in the specification is measured by [insert data source] and reported [insert format]. Where a KPI is missed, [insert corrective action and escalation].
Bracketed text marks facts the bidder still needs to supply. Never fill these with invented figures.
Evidence checklist
- ☐ Named roles
- ☐ Meeting rhythm
- ☐ KPI data sources
- ☐ Reporting format
- ☐ Escalation and correction
Common mistakes
- Promising to exceed every KPI
- No data source for KPIs
- No escalation route