2. Key Components of the RFP                      Other Key Elements to consider

Confidential & Proprietary | 2024 CBRE, Inc.

1. Sourcing  preferences and RFP Timing

• Agreed Supplier partner list with key contacts identified
• Clearly defined Scope of Services / Works 
• Agreed program of works and key milestones (including site availability hours or constraints)
• Contracting requirements
• Detailed pricing sheets with breakdown of all key cost drivers
• Clear bidding instructions 
• Provision of clarification process for supplier questions
• All assumptions and exclusions should be qualified by the Supplier
• Well-defined questions to validate supplier capabilities (technical and other)
• Submission dates
• Bid analysis and scoring matrix 
• Structured feedback to all Supplier partners post bidding exercise
• Clear commercial and terms and principles, aligned with the principal and agency models
• Review and check insurance requirements from CBRE and Client (dependent on contracting entity)

• Strategic (FM) Preferred or Diverse Supplier partners should always be considered first with the exception of client preference
• Early engagement of Supplier partners and client is key to ensure proper understanding of the Scope of Works (SOW)

• Clear statement of Need - Identifying the specifics on types, quantities , model or part numbers and placement of equipment etc for equipment to be supplied on site
• Additional components - details of any additional requirements that may offer value add
• Warranties - a request for specifics on warranties of equipment to be supplied on site
• Service timelines - a request for specifics on  service periods, uptime and response times for equipment installed

3. Go To Market Strategy

Sourcing Strategy

Pricing Strategy

• Review Supplier partner profiles to ascertain if Tier 1, 2 or 3, assess suitability

• Grade Supplier partners on their ability to complete all works including long term preventative maintenance contracts

• Financial capacity of the business
• Industry Certifications and / or Licensing relative to the job location 
• Fixed term pricing (no inflationary increases)

• Margin offering and mark-up

• Project threshold size and capacity

• Transparent pricing strategy

4. Key notes

• Assess all business needs in line with those of the client
• Set clear objectives and outcomes for the planned strategy, document and assign responsibilities
• Where required, site visits should be undertaken by Supplier partners to ensure a full understanding of site conditions
• Ensure that cost baselines and cost history are established including compliance gaps or risks, inherent products / services not specific but in scope, and any out-of-scope products / services (scope creep)
• Performance monitoring and reporting to be established on Day 1

5. Key parameters for RFP submission consideration by supplier partner

• Commitment to ESG and use of recycled materials, where available
• Supplier partner capacity to meet project timeframes
• Asset recovery
• Technology enhancements and Innovation
• Systems integration and reporting
• TCO- Total Cost of Operation
• Asset life expectancy for installed equipment

6. Complying with CBRE policies and standards of Conduct

CBRE Supplier Code of Conduct

CBRE Procurement Policy

CBRE Standards of Business Conduct

CBRE Conflict of Interest Declaration

Our Standards of Business Conduct when procuring goods and / or services on behalf of CBRE is an essential part of our Ethics & Compliance Program. This reflects our culture and values and the necessary principles ensure every transaction we conduct on behalf of the company is ethical and legal.  These Standards of Business Conduct is based on CBRE RISE values. These values are the foundation on which CBRE is built, and how you must conduct your daily business activities.

When developing your RFP and eventually executing this into a finalised Contract please ensure that ALL CBRE Standards of Business Conduct are followed.  For each and every transaction you involve with a Supplier partner it is essential for the Supplier partner to also comply with our requirements and this includes signing a Declaration of Conflict of Interest.  

The following links provide you with the basis of which all CBRE employees agreed to on commencement with the company:

(Click on the links to gain access to the relevant documents)

Click Link shapes to access the documents

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Confidential & Proprietary | 2024 CBRE, Inc.

1. Preparing RFP Questions

Before issuing a RFP questionnaire, ensure that the Suppliers to be targeted sign a "non disclosure agreement", and the timelines are set out to be able to assess and reward the contract accordingly.  The below additional questions can be added and tailored to suit your site specific our customer specific requirements.   Be sure to include all the necessary questions that will allow for a full and detail pricing submission from the Supplier partner.  Samples of these questions are below.

General information- Supplier Details

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• Supplier name, headquarters, address, regional office details, website, year founded, and CEO details
• Revenue
• Product Portfolio- previous work
• Regional capabilities
• Number of Employees engaged 

Assurance and Regulatory

• Do you provide proactive advisory to update us on any new HVAC systems regulations, which could impact the business?
• Are you engaged with our company for other services, which could result in conflict of interest?
• If you are already engaged with us for other services, please mention the type of work being completed.
• Are the consultants working on across locations for various requirements well-versed with the local market regulations?

• Please provide 3 active client references outside of our company for which your organization provided services. Please provide the company name, length of relationship, address, contact name, contact details and email for each client reference
• Who do you consider to be your largest competitors?
• What is your competitive advantage as compared to your competitors (What differentiates your company from others)?
• Who are your top 3 clients? What percentage of your revenue do they comprise?
• Are you a specialist or generalist firm?

Quality

Service Delivery

• Can you cover all services under the requirement scope?  
•  Can you service all types of HVAC units that are required to be serviced for our company 
•  Can you service all the target locations? 
• How do you work with other brokers/consultants in the HVAC maintenance space?
• If some of the HVAC services are handled by another company, how do you work together with the other company?

•  Does your company follow a process to measure reporting quality and/or to track performance? 
• Do you measure the quality of the work performed? 
• Do you ensure continuous process improvements to enable efficiency? 
• How does your firm measure its success?
• Do you provide interim reports to ensure that the quality of the work is maintained through out the project tenure?

Technology and Innovation

• Do you offer any value-added services in addition to regular HVAC maintenance? 
•  Do you use any technology to perform certain HVAC service tasks that might improve the efficiency and effectiveness of the service? 
• Do you use any price benchmarking or optimizing analytics tools?
• Whilst we have outlined the services we require, please suggest if there is an alternative approach for consideration, which might achieve better results or enable you to price more aggressively

Client References and Market Position

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Confidential & Proprietary | 2024 CBRE, Inc.

1. Assessment Guideline

Company profile

Financials

Footprint / Capabilities

Service offering

Competitor differentiation

Sustainability / Safety

Business model

Company structure

Quality Processes

Innovation / Technology

Supplier Diversity program

Market Strength

Non-compete agreements

Legal action history

Maintenance offering

Industry Certifications

Customer satisfaction

Warranty coverage

Maintenance and support

Measures in place

Reporting processes

Environment / Recycling policy

EHS Policy

Company Policy in place

Performance / cost issue program

Service / product capability

E-business solutions

E-business capability

E-commerce interaction

Matched services- all regions

Industry training / certifications

Employee training

Service offerings globally

D&B registered

Margin maintenance

Credit standing / rating

Annual revenue

Utilisation level / impact on market and CBRE clients

2. Typical RFP Weighed Assessment criteria

Criteria

Weighting

Description

Supplier Capabilities

incl ESG

This section requires the Tenderer to demonstrate its superior operational capability to deliver the Services by identifying: the company structure, experience, management systems in place, and inherent capacity of the company through directly employed staff. Elements of ESG need to be accounted for by the supplier

40%

Delivery of Service

This section requires the Tenderer to demonstrate how it proposes delivering industry-leading services and compliance to CBRE systems and processes

20%

Innovation / Quality

This section requires the Tenderer to detail any innovations and added value services that it could provide to improve the service delivery.  Evidence must be displayed of quality control and enhancements offered

5%

HSE

This section requires the Tenderer to demonstrate its superior knowledge of Health, Safety and Environment (HSE) legislation and provide details on its systems and procedures in place to manage HSE risks and activities in the delivery of Services

15%

Commercial ($$)

 This section covers the commercial pricing offered

20%

Note: Further or additional assessment criteria may be added to account for client specific requirements of where there are specific criteria components that need to be considered due to local , regional of  global requirements.

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