Why use this template
Annual asset surveys work best when the data is comparable year on year. That means the same coordinate system, the same GSD, the same deliverables and the same inspection methodology. This RFQ template locks those parameters in before you issue the tender, which is the only way to end up with a defect register that trends over time.
1. Procurement context
- Client / commissioning body: [NAME]
- Estate: [NAME, LOCATION]
- Number of assets in scope: [COUNT]
- Contract term: [1 YEAR / 3 YEAR / 5 YEAR]
- Expected start date: [DATE]
- Response deadline: [DATE]
2. Scope of recurring survey
- Full-estate orthomosaic at 2 cm/pixel GSD
- Asset-by-asset condition survey (see asset schedule)
- Thermal inspection of specified high-risk assets
- Defect register updated against previous year with trend analysis
- Change detection overlay showing year-on-year differences
- Executive summary suitable for board or trustee reporting
3. Deliverables expected
- Orthomosaic GeoTIFF, Irish Transverse Mercator (EPSG:2157)
- PDF condition report, one per asset, bound into a single estate report
- CSV defect register compatible with existing CAFM system
- Interactive web viewer for executive review (preferred)
- Raw data archive lodged with the client at close of contract
4. Evaluation criteria
- EASA Specific Category authorisation in force (pass / fail)
- Public liability insurance minimum €13 million (pass / fail)
- Relevant experience on comparable estates (weighted 30%)
- Quality of sample deliverable (weighted 25%)
- Price (weighted 30%)
- Data security and retention policy (weighted 15%)
5. Pricing schedule
- Fixed price per annual survey cycle
- Day rate for additional ad-hoc surveys
- Unit rate for custom deliverables (3D model, fly-through, BIM deliverable)
- Reporting format and frequency
- Inflation / indexation method for multi-year contracts
6. Responses to include
- Letter of submission on headed paper
- Proof of EASA operational authorisation and IAA operator ID
- Insurance certificate
- Proposed methodology, referencing the client asset schedule
- Sample deliverable from a similar contract
- Named Chief Remote Pilot and named project manager
Need this customised for a specific project? If you are preparing a tender, condition survey, or project handover and need this tailored to your site, asset type, or regulatory context, we can usually turn a custom version around in a day. Talk to our team or browse the full Assets Hub for more templates.