CAFM tender and selection consulting
As an independent, client-side CAFM/IWMS consultant, springFM guides your organisation through the entire CAFM selection process – not as a software vendor or reseller, but representing solely your interests, from strategy development to the completion of the implementation.
Get in touchFrom strategy to quality-assured implementation
Clarifying CAFM strategy and objectives
Before any system is considered, we clarify why a CAFM system is actually needed: what its scope should be (asset register, maintenance management, space booking, energy monitoring, etc.) and what level of organisational and process maturity supports the implementation.
Needs assessment
We map the processes and data requirements of the areas involved – operations, real estate management, IT and finance – and identify gaps in current systems and procedures.
Requirements specification and request for proposal
We translate the assessment results into a document ready for tendering: functional and technical requirements, integration needs (e.g. BIM, ERP, access control), service level expectations and the selection criteria.
Market research
Based on the specification, we screen the available CAFM and IWMS solutions and suppliers objectively, from the client’s perspective, and compile a longlist followed by a shortlist.
Running the tender
We issue the request for proposal, coordinate the Q&A process, organise product demonstrations and prepare a comparative evaluation of the bids.
Evaluation and decision support
We support the decision with a weighted set of evaluation criteria, check references where necessary and assist with price negotiations – the final decision always remains yours; we provide the professional basis for a well-founded choice.
Implementation project management and quality assurance
We oversee the implementation of the selected system on the client’s side: we check the data migration, coordinate testing and training, and continue quality assurance after go-live to make sure the system truly supports day-to-day work.
Good to know before you start
How long does a CAFM tender take?
Depending on the size of the organisation and the complexity of its processes, it typically takes from a few months to half a year from strategy development to contract signing – we clarify this in every case during the initial assessment.
How is this different from asking the CAFM vendor directly for advice?
Vendors and resellers recommend their own products. We look at the market as a whole and represent solely the interests of your organisation throughout the selection process.
Is a tender worthwhile for a smaller property portfolio?
Yes – the size and format of the tender can be scaled to the portfolio, but a thorough needs assessment and an objective comparison save considerable risk and cost in the long run, even for smaller organisations.
Let's discuss your situation
Would you like to discuss where your organisation currently stands in selecting a CAFM system? Get in touch with us.
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