Facility Management & Infrastructure
Facility management tenders, lot by lot.
Every lot, every site, every form, in one bid. An FM tender is rarely one bid. It is four lots, 120 sites, a TUPE schedule, a mobilisation plan, a stack of certificates and the buyer's own pricing and data sheets. James, SEQUESTO's AI bid agent, splits the work by lot, drafts from the bids you have already won, and fills every form, so your bid team can focus on the solution and the price.
Who this is forBid managers and bid coordinators at facility services, cleaning, security, catering, maintenance and infrastructure companies, and the operations, HR and HSE colleagues who supply their part.
The challenge
Why FM tenders take more people than they should
The same answer, slightly different, per lot
The cleaning method statement is mostly the same for each lot. The differences (site types, hours, staffing, KPIs) are where the marks are, and where copy-paste errors creep in.
Operations, HR and HSE hold the facts
Mobilisation plans, TUPE information, health and safety records and site visit notes sit with people who are running contracts, not writing bids.
Certificates and forms decide before anyone reads
ISO 9001, 14001 and 45001, insurance, turnover tables and declarations. One expired certificate or one wrong tick-box and the bid is out at selection.
How it works
One bid, split the way the buyer split it
01
Read the pack, lot by lot
James reads the tender, the specification, the site list and the annexes, and summarises scope, lots, award criteria and deadlines for your bid/no-bid decision.
Analyse & qualify
02
Turn every lot into work
Each requirement becomes an item in your template, tagged by lot. James assigns operations, HR and HSE questions to the right people and lets them know.
Requirements & clarifications
03
Draft once, tailor per lot
James drafts method statements, mobilisation plans and social value answers from your past winning bids, then adapts each to the lot's sites, hours and KPIs, with sources shown.
Draft answers
04
Check, fill and finish
James checks certificates and insurance against their expiry dates, fills the buyer's Excel, Word and PDF forms in place, and checks every requirement in every lot before the bid is called complete.
Coverage check
Before and with SEQUESTO
| Before | With SEQUESTO |
|---|---|
| One Word file per lot, copied and edited by hand | One bid, every requirement tagged by lot |
| Operations chased by e-mail for a mobilisation plan | James drafts it from past contracts; operations reviews |
| Certificates checked on the day of upload | Expired and expiring certificates flagged early |
| The site list retyped into the buyer's data sheet | The buyer's own forms filled in place |
| "All lots drafted" means done | Every requirement in every lot checked by James |
Worked example
How James handles a regional multi-lot framework
A facility services company bids for a regional government framework for cleaning and technical maintenance, split into lots, with documents in French and Dutch. James summarises the pack, extracts every requirement tagged by lot and drafts the clarification questions. He drafts the cleaning method statement once from past winning bids, then tailors it to each lot's building types and opening hours. The TUPE questions go to HR, the safety record to HSE. James flags that the ISO 45001 certificate expires shortly before the framework starts. He fills the buyer's Excel site sheet and Word declarations in both languages, and the coverage check lists any lot where the KPI table is still empty.
Built for FM procurement workflows
Only in SEQUESTO
The buyer's forms, in their language
Site sheets, declarations and tick-boxes in Excel, Word and flat PDFs. Form labels read in 13 languages.
Form filling
Your tender process, set up once
Your stages, fields and lot structure, changed by your team without code.
Adaptive workflowsOperations answers in two clicks
Site managers see only the questions assigned to them, in their own language.
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In 30 minutes we show you the lot-by-lot breakdown, the tailored method statement and the buyer's forms filled from your documents.
Frequently asked questions
Questions from FM bid and tender teams
Yes. Every requirement is tagged by lot, so you see progress and coverage per lot, and James tailors shared content to each one.
No. Pricing stays with your commercial team, in its own folder, visible only to the people you choose. James fills the buyer's pricing form with the figures you give him.
Copilot helps one person write a paragraph. James works across the whole tender: he splits it by lot, brings in operations and HR, fills the buyer's forms and checks every requirement.
SEQUESTO runs on an isolated instance per customer, hosted in the EU or the US, and is ISO 27001 certified and SOC 2 Type II audited.