iFM Procurement
Solutions.
Knight Frank helps Owners Associations and property portfolios procure facilities management the right way — with independent pre-tender advisory, a clear FM strategy, and a governed e-tendering platform that makes every decision defensible.
FM is a large, under-governed line of cost
For most Owners Associations, facilities management is one of the biggest annual outgoings — yet it is rarely procured with the rigour it deserves. Four issues recur.
Fragmented, uncontracted spend
FM services procured piecemeal across multiple suppliers with inconsistent scopes, overlapping responsibilities and no consolidated view of total cost of ownership.
Value leakage & weak benchmarks
Rates and service levels drift from the market. Without a baseline or benchmark, Owners Associations cannot evidence value for money to their members.
Governance & audit exposure
Award decisions made without a documented, defensible methodology leave the Association exposed to challenge, disputes and reputational risk.
Under-specified outcomes
Input-based contracts reward activity, not performance. Service failures recur because obligations and KPIs were never clearly defined at tender.
An independent procurement partner
Knight Frank acts as an independent procurement advisor and process operator — bringing institutional real-estate insight, FM market intelligence and a governed digital platform to every mandate. We sit alongside the Owners Association, never the supply chain, so our advice is conflict-free and evidence-led.
Independent & conflict-free
We represent the Owners Association exclusively. No supplier relationships, no rebates — only the best commercial and operational outcome for members.
Evidence-led advisory
Every recommendation is grounded in spend data, market benchmarks and a structured options appraisal — not opinion.
Governed & defensible
A stage-gated process with sealed evaluation and a tamper-evident audit trail means every decision withstands scrutiny.
Portfolio-scalable
One consistent methodology and platform across a single building or an entire multi-asset portfolio, in KSA, the UAE and beyond.
Know the numbers before you go to market
The value of a tender is won or lost before it is issued. We build the evidence base — spend analysis, savings mapping and market intelligence — that turns a procurement into a business case.
Spend analysis & cost baselining
We consolidate current FM expenditure into a single, categorised baseline — establishing the true cost of ownership across hard and soft services.
Savings & opportunity mapping
The baseline is converted into a prioritised pipeline of savings and value-improvement opportunities, each sized and risk-rated.
Market & supplier intelligence
We test the market before going out to tender — sizing the credible supplier pool and calibrating realistic price and service expectations.
Decide how FM should be delivered
Before a single tender document is drafted, we help the Owners Association decide how FM should be delivered — the operating model, the scope boundaries and the sourcing strategy that best fit the portfolio, its risk appetite and its members.
Operating model options
In-house / managing agent
Direct control and transparency, suited to portfolios prioritising in-house capability and close oversight.
Bundled services
A small number of specialist contracts (e.g. hard FM, soft FM) balancing control with supplier accountability.
Integrated FM (iFM)
A single integrator accountable for all services — one point of contact, aligned KPIs and the strongest efficiency incentives.
What we deliver
Operating model appraisal
Structured options analysis weighing control, risk, cost and management effort — with a clear recommendation.
Output specification & KPIs
Performance-based specifications defining required outcomes, service levels and measurable KPIs — not just inputs.
Sourcing & packaging strategy
How the market is approached: lotting, contract term, pricing mechanism and risk transfer.
Performance & governance framework
The KPI framework, service credits and review cadence that will govern the contract post-award.
From expression of interest to award
We run the entire process as a governed pipeline, so nothing is skipped and every stage leaves a defensible record.
Expression of Interest
Advertise the opportunity and gauge credible market appetite.
Pre-Qualification (PQQ)
Filter to a capable, financially sound shortlist against objective criteria.
Invitation to Bid (ITB)
Issue the specification, contract and pricing schedules to shortlisted bidders.
Clarifications
Manage bidder questions transparently through a controlled register.
Two-Envelope Submission
Technical and commercial bids received separately and sealed.
Technical Evaluation
Independent, weighted scoring against the published methodology.
Commercial Opening
Commercial envelopes released only after the technical gate is passed.
Combined Scoring & Moderation
Automatic combined scoring, moderated to consensus.
Award Recommendation
A documented, board-ready recommendation for approval.
Contract Award & Mobilisation
Award, notify and support a controlled transition to the new provider.
Advisory, delivered through ifm-procure.solutions
Our advisory is delivered through ifm-procure.solutions — a secure, governed e-tendering platform that runs the entire process end-to-end and produces a defensible record of every decision.
Governance & approval gates
A stage-gated workflow with mandatory approvals and separation of duties — the Association approves at every gate, the advisor prepares and recommends.
Sealed two-envelope evaluation
Commercial submissions stay cryptographically sealed until technical scoring is locked, enforcing an auditable firewall.
Weighted evaluation engine
Configurable criteria, moderated consensus scoring and automatic combined-score computation — no spreadsheets, no disputes.
Tamper-evident audit trail
Every action is hash-chained and time-stamped, producing an immutable, challenge-proof record on demand.
Secure bidder portal
A controlled workspace for bidders to register, raise clarifications and submit compliant bids against firm deadlines.
Benchmarking & analytics
Cost-per-m² and rate benchmarking that turns each tender into portfolio intelligence for the next.
Outcomes the board can stand behind
Defensible awards
A documented methodology and audit trail that withstands member, board and regulatory scrutiny.
Demonstrable savings
A quantified baseline and competitive tension that evidence value for money to members.
Better performance
Outcome-based specifications and KPI frameworks that hold providers to measurable standards.
Reduced risk
Separation of duties, sealed evaluation and independent advice that remove bias and challenge.
A clear path, from diagnostic to award
Discovery & baseline
A short diagnostic of current FM spend, contracts and pain points to establish the baseline and the prize.
Strategy & specification
Agree the operating model, output specification and sourcing strategy with the board.
Governed tender
Run the full EOI-to-award process on the platform, with the Association approving at every gate.
Award & assurance
Award, mobilise the provider and hand over a complete, defensible governance record.
Start the conversation
Take away the full presentation or the in-depth white paper, or get in touch to discuss a diagnostic of your current FM spend and contracts.