Strategisch hulpmiddel
Waarom is investeren in een goed schoonmaakbestek onmisbaar?
Our expertise shows that a well-designed specification not only helps select the right service provider but also enables performance management based on clear and objective criteria.
In the field of facility management, and especially in cleaning, the specification is much more than just an administrative document. It is a strategic tool that determines service quality, efficiency, ease of contract management, and ultimately cost control.
Our expertise shows that a well-designed specification not only helps select the right service provider but also enables performance management based on clear and objective criteria.
1. Accurate data for fair offers
A good specification must provide bidders with as much information as possible. The clearer the context, the less room there is for approximation. Too often, unclear specifications—especially without accurate measurements—lead providers to include large safety margins. This inevitably results in more expensive or ill-suited offers.
It is essential to invest in collecting the following data :
- The exact surface area of each room
- Type of room : restroom, office, corridor, storage room, meeting room, etc.
- Type of flooring
- Possibly the time of service: Saturday, Sunday, night shifts
- Expected cleaning frequency and quality level (NQA) per room type
By providing this data, the client reduces uncertainty and enables more accurate, realistic, and competitive offers. This transparency not only improves the quality of proposals but also strengthens provider confidence, who can commit based on concrete facts. It also makes it easier to compare offers, as they are based on the same understanding of the needs.
2. Establish objective foundations for selection
Investing in a well-structured set of specifications enables the definition of objective award criteria such as price, number of hours, site organization, quality commitments, attendance management, replacement procedures, and more. This supports a rigorous approach that minimizes the influence of subjective elements. By integrating Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) as early as the tendering phase, the contracting authority can ensure that the offer aligns with its quality requirements.
3. Simplify and secure contract management
The specification is also an operational management tool. It enables simple and effective contract monitoring through clear formalization :
- Specific SLAs regarding human resources, technical resources, operations, and quality
- Penalties or bonuses based on KPI performance
- A result-based obligation for regular services, replacing a simple obligation of means and providing tangible accountability for the provider
4. Ensure clarity, simplicity, and traceability
Specification readability is crucial. A logical structure, clear language, and a separation between regular services and low-frequency tasks (floors, windows, fixtures, areas, etc.) allow all stakeholders to immediately understand the scope. This limits disputes, facilitates quality audits, and frames the relationship throughout the contract duration.
We observe every day that the quality of the specifications directly determines both the quality of the service delivered and the ease of contract monitoring. Investing in its drafting means investing in the sustainability, efficiency, and transparency of the partnership with the service provider. A well-crafted document is not an expense — it's a guarantee of performance.
