Quality · Facilities management
Facilities management tender quality assurance: describing checks, not just certificates
Prepared by TenderChecker. Last reviewed 4 October 2026. General guidance only — every buyer's own instructions and criteria take priority.
Short answer
Buyers usually want to see how you will know the service is meeting their standard and what you do when it is not.
A certificate may support your answer, but it does not replace a description of the checks you will actually run on this contract. Only mention accreditations you genuinely hold.
What the buyer might be asking
- How will you monitor performance against the KPIs?
- How are failures identified and corrected?
- How will you report to the client?
Worked example (fictional)
Everything in this example — company, people and numbers — is invented for illustration.
Example question: Explain how you will assure quality across the soft FM services, including monitoring, reporting and continuous improvement. (Max 600 words)
Fictional context: Fictional bidder: Clearline FM Ltd. Supplied fictional notes: monthly joint audits offered; a corrective action log; monthly KPI report against the buyer's schedule; quarterly review meeting.
Weak draft (fictional)
Quality is at the heart of everything Clearline does. We have robust quality procedures and always exceed client expectations. Our managers carry out regular checks and any issues are dealt with quickly.
What the draft misses
- 'Regular checks' and 'quickly' are not measurable. The buyer cannot see frequencies, owners or reporting.
- There is no link to the buyer's KPIs, and continuous improvement is not addressed.
A better version (using only the fictional facts above)
We will issue a monthly KPI report against the buyer's KPI schedule. We offer a monthly joint audit with the buyer's representative [insert who attends for us]. Failures will be recorded in our corrective action log [insert how each is assigned, tracked and closed]. A quarterly review meeting will cover [insert what is reviewed and how improvements are agreed]. [Insert any accreditation you hold and how it applies, if relevant.]
Bracketed text marks facts the bidder still needs to supply. Never fill these with invented figures.
Evidence checklist
- ☐ Audit frequency and who audits
- ☐ How results are recorded
- ☐ Corrective action process
- ☐ Report content and timing
- ☐ How improvements are agreed
Common mistakes
- Listing ISO standards you do not hold
- Inventing KPIs not in the specification
- No reporting detail
- Only describing values