Creation of specifications

The principles of good specifications

A good specification is the the basis for future contract management (cleaning, maintenance of green spaces, etc.) and must provide the means to ensure that the expected quality is delivered.

Le cahier des charges doit permettre :

• de donner le plus d'informations possibles aux soumissionnaires afin d'éviter la prise en compte de marges de sécurité trop importantes;
• de sélectionner votre prestataire sur des bases objectives;
• de gérer le contrat de manière simple et efficace : SLA's, KPI's et pénalités ou bonus. 

Our teams will work with you to understand your strategy and your specific needsagree on the frequency of services and translate this into technical technical clauses.

Our specifications impose an obligation of result for regular work. This can be verified by quality controls.  

Par ailleurs, nous séparons du travail régulier tous les travaux de basse fréquence, tels que les travaux spécifiques sur les sols, les vitres et les éléments particuliers, ou encore les travaux dans des locaux nettoyés uniquement en basse fréquence.  Cette distinction entre travail régulier et travaux de basse fréquence permettra par la suite de ne facturer que les travaux qui auront été réalisés et validés.

Clarity and simplicity are the key words governing successful specifications.

Help with drawing up specifications

We can help you draft the technical and/or administrative sections.

Nos cahiers des charges associent une obligation de moyens et une obligation de résultat. En effet, pour le travail régulier, nous préconisons de spécifier les fréquences de passage tout en les couplant à une obligation de résultat.

Our specifications include the creation of SLAs (Service Level Agreements) and associated KPIs (Key Performance Indicators) for human resources, technical resources, operational management and quality management.

In the context of public procurement, we can assist you in drawing up the selection criteria for service providers and the criteria for awarding the contract. 

Price inventory

To create the price inventory, we first need to obtain the following structural information for each area: its code, its designation, its category (corridor, office, meeting room, etc.), its floor type and, finally, whether it needs to be cleaned during the day, at night and/or at weekends.

Investing in this data collection will enable you to make savings throughout the duration of the contract. In fact, the more accurate the information provided to cleaning companies, the less margin for error they will have to make in their bid.

We will create a price inventory for you that will make it easy to compare and analyse bids. To do this, we will use the CASH module from the QUALIPSO Suite.

All cleaning companies have to do is enter an hourly rate and working pace for each room in the price inventory.

Quality manual, SLAs and KPIs

Working with your teams, we will finalise a quality reference framework containing the Service Level Agreement and how this will be measured (Key Performance Indicators). 

We pay particular attention to human resources, technical resources, operational management, quality management and environmental management.

With regard to quality management, for example, we explain precisely how it will be assessed, in accordance with the EN 13549 standard.

Selecting your provider 

We can help you select the service provider that best meets your requirements. 

As soon as we receive the bids, we will import the relevant data into the CASH module, which will generate a comparison report all the bids. 

We will be able to easily detect any errors or issues with the working pace, which may be too slow (and therefore more expensive) or too fast (and therefore likely to lead to quality issues).

You will benefit from the help of professionals to ensure that you select the right service provider.
In the case of public contracts, the award criteria must of course be strictly applied.

Negotiations and award report

Des négociations seront possibles ou non, en fonction du type de marché.

We can assist you during these negotiations and give our opinion on the feasibility or otherwise of the bids and claims made by the various bidders. 

For public contracts, we can write the technical section of your contract award report.