Sample Bid Draft: Quality response
Tender: Cleaning of council offices and libraries (fictional example)
Bidder: Brightway Facilities Ltd (fictional example company)
Question set: Quality, 60% of total score. Price is 40% and isn't covered here.
Q1. Describe how you will mobilise the contract and achieve full service from day one (weighting 15%, 750 words max)
Brightway will run a four-week mobilisation, led by our Operations Manager [name], who will be the Council's single point of contact from contract award until the first quarterly review.
Week 1: Site surveys and TUPE. We'll visit all [number] sites with the Council's facilities lead to confirm cleaning areas, access arrangements, alarm codes and storage for equipment. We'll meet transferring staff in person, explain how TUPE protects their pay and terms, and answer questions one to one.
Week 2: Staff, equipment and systems. Every operative is vetted to [DBS level] before starting. Uniforms, ID badges and colour-coded equipment are issued. Site-specific cleaning schedules are loaded onto our [system name] app so supervisors can check tasks off in real time.
Week 3: Training. All staff complete our induction covering COSHH, safe use of equipment, lone working and safeguarding in public buildings such as libraries.
Week 4: Shadow running. Supervisors shadow the outgoing provider where possible and run a full trial clean of each site, with a snag list agreed with the Council before go-live.
Risks we've planned for
| Risk | What we'll do |
|---|---|
| Lower than expected staff transfer | Bank of [number] vetted relief cleaners within 20 miles |
| Late site access | Weekly mobilisation call, issues escalated within 24 hours |
| Equipment delays | Stock held at our [location] depot |
Q2. How will you monitor quality and put right any failures? (weighting 20%)
We'll measure the things the Council's specification cares about: cleanliness against the agreed standard, response times for reactive requests, and complaints.
- Monthly audits by a supervisor at every site, scored against the specification, with photos. Results go to the Council by the 5th working day of each month.
- Reactive requests logged through [phone/email/portal], with a 2-hour response for urgent issues like spillages and 24 hours for routine ones.
- Right first time: any failed audit item is put right within [x] hours and re-checked by a supervisor.
- Quarterly review with the Council covering KPIs, trends and improvement actions.
On our current contract with [existing client], audit scores averaged [x]% over the last 12 months. (Add a real example here. Buyers score evidence, not promises.)
Q3. Social value (weighting 10%)
We commit to measurable actions over the contract term, reported quarterly:
- At least [x]% of operatives recruited from within [council area], advertised through local job centres.
- Paying the Real Living Wage [confirm if true].
- [x] hours a year of volunteering at local community spaces, such as deep cleans for community centres.
- Switching to concentrated, refillable cleaning products, cutting single-use plastic by [x]%.
Q4. Environmental management (weighting 15%)
...
In a real Bid Draft every quality question gets a full answer like the ones above, structured around the buyer's own scoring guidance, with a checklist of the evidence you need to add.