Choosing the right suppliers is one of the highest-stakes decisions a facilities manager makes, because a poor choice doesn’t just cost money — it creates ongoing operational risk. A structured selection process reduces that risk significantly.
Core Selection Criteria
| Criteria | What to Check | Why It Matters |
|---|---|---|
| Reliability | Response times, past no-shows or delays | Determines downtime during emergencies |
| Certification | Licences, insurance, trade qualifications | Protects against liability and non-compliance |
| Track record | References, case studies, years in operation | Predicts consistency of future work |
| Pricing structure | Fixed vs. variable rates, hidden fees | Affects budget predictability |
| Scalability | Capacity to serve multiple sites or larger scope | Supports future facility growth |
| Communication | Responsiveness, reporting quality | Reduces coordination overhead |
A Practical Selection Process
- Define the scope of work clearly, including frequency, standards, and reporting expectations.
- Shortlist at least three suppliers per category to compare pricing and terms fairly.
- Request references and, where possible, visit a site the supplier currently services.
- Confirm certification, insurance, and compliance documents before signing anything.
- Negotiate a trial period or short initial contract before committing long term.
- Set clear service-level agreements (SLAs) with measurable response and completion times.
Common Selection Mistakes
- Choosing the cheapest quote without checking what’s excluded from the price
- Skipping reference checks because a supplier “seems professional”
- Failing to confirm insurance coverage before work begins on-site
- Signing long-term contracts before a trial period proves reliability
- Not clarifying who supplies materials versus who supplies labour only
A rigorous selection process takes more time upfront, but it consistently costs less than repeatedly replacing underperforming suppliers after problems arise.