Trusted as a reliable method of identifying risks, generating strategy and communicating needs to make the most intelligent use of capital, Facilities Condition Assessments (FCA) are an invaluable resource for facilities leaders. Also referred to as a Property Condition Assessment (PCA) or as a Building Condition Assessment (BCA), these custom reports created from detailed, on-site assessments are essential for the longevity of physical assets across industries.
Prior to having an FCA performed, a Request for Proposal (RFP) must be submitted. This document, which is submitted to potential vendors to solicit proposals, includes details such as client information, project objectives, key timelines, point(s) of contact and scope of work. Crafting a solid RFP can confound even the most experienced of facilities professionals, but thankfully, it doesn’t have to.
Need to create a winning RFP? Explore expert tips for writing a solid proposal for your organization.
How Do You Write a Strong RFP for a Facilities Condition Assessment?
Successful RFPs typically include the following elements:
Program Overview: This introductory section provides an overview of the organization’s need for an FCA, project objectives, a summary of requirements, key RFP dates and a main point of contact. This section is intended to clarify all basic details related to the request so that proper expectations are set between the client and vendor from the start.
Scope of Work: The Scope of Work section is an ideal place in the RFP to list FCA service requirements (e.g. request for vendor knowledge of ASTM Designation: E 2018-01, terms of vendor inspection, what systems will be inspected). It is also the appropriate place to outline software requirements/requests (i.e. storage of assessment data in a pre-developed Capital Planning and Management System).
Technical Proposal Requirements and Framework: For the third section of your organization’s RFP, explain in detail how the vendor should format their proposal. This is primarily done for consistency in vendor responses so that all proposals can be given equal consideration. The client can request that the proposal include elements such as a table of contents, an executive summary, specifics related to the body of the proposal and separate submission of pricing.
Fee Proposal Requirements and Framework: The Fee Proposal section serves as an extension of the previous section. It should outline how the client (your organization) would like pricing presented by the vendor.
Submission Requirements: Here is where the client provides even more detail on how sections three and four should be submitted. This includes what email address should be used for the proposal submission, as well as formatting of the email subject line.
Evaluation Criteria: Outlines how each vendor RFP will be evaluated by the client.
Software Demonstration and Oral Presentation: Explains what will be requested should the client want an in-person presentation from the vendor.
Download Sample RFP Template Here
Are There Engineering Requirements for a Facilities Condition Assessment?
Interestingly, there are no specific licensing requirements for performing an FCA. While engineers are often associated with FCAs, many trained professionals can evaluate facilities’ lifecycles and conditions effectively. This is where it becomes essential for clients to list expected vendor qualifications in their RFP to avoid incorrect expectations.
As the Client, What Do I Need to Do to Prepare for a Facilities Condition Assessment?
Start by understanding your strategic objectives and how you plan to use the FCA results. Review past assessments to clarify the project’s scale and required effort. Identify necessary data points and allocate time for internal stakeholders to share information and discuss desired outcomes.
Bonus Tip: Determine who will fund your FCA. Having a designated “owner” for the outcome is crucial for implementing the assessment’s findings.
What Should I Expect From an FCA?
A well-conducted FCA provides realistic costs for your facilities’ needs, strategically categorized into a field-validated project inventory. This leads to an actionable framework for project prioritization and implementation, including:
Strategic Assessment: Evaluating the condition of physical assets for repair, modernization and new space needs.
Backlog Management: Segmenting and sequencing the facilities backlog based on technical and program needs.
Scenario Development: Creating funding and reinvestment scenarios.
Backlog Accumulation Strategies: Developing strategies to slow backlog growth.
Who Will Benefit From an FCA?
A strategic assessment of asset conditions and a mission-driven capital plan benefits:
Facilities Staff: Gain a comprehensive inventory and actionable plan for prioritizing project needs.
Finance Administrators: Understand facilities’ challenges and optimize fiscal resources.
Fiduciary Leaders: Access transparent information on property conditions and their impact on organizational missions.
Stakeholders: Receive assurance that critical issues are identified and included in the investment plan.
Want to explore Gordian’s assessment options? Check out our four Facility Condition Assessment offerings today.
