A fitness studio's rooftop HVAC unit was underperforming — and in a business where client comfort is the product, that's urgent. This is the complete, ready-to-issue procurement package we delivered: classification, specifications, supplier shortlist, evaluation model, and negotiation playbook.
Not every purchase deserves an RFP. The framework matched the process to the spend — an expedited RFQ, not a six-week formal tender.
| Factor | Assessment | Implication |
|---|---|---|
| Service value | Under $5,000 CAD | Below competitive-bid threshold; RFQ appropriate |
| Scope complexity | Well-defined, standardized | Price-focused evaluation is viable |
| Market conditions | 6+ qualified suppliers in the region | Competitive sourcing will yield fair pricing |
| Risk level | Low–medium (comfort, not safety-critical) | Simplified evaluation acceptable |
| Urgency | 1–4 weeks | Expedited RFQ timeline; no time for full RFP |
Suppliers quoted all three phases as a bundle with line-item transparency — no verbal-only diagnoses, no open-ended repair bills.
Published to suppliers up front. Scoring on a 1–5 scale; final score = weight × rating.
| Criterion | Weight | What we evaluate |
|---|---|---|
| Cost competitiveness | 30% | Total price, PM annual cost, emergency rates, line-item transparency |
| Technical capability | 20% | RTU experience, certifications, commercial-system familiarity |
| Responsiveness & reliability | 15% | Response time, availability, scheduling around studio hours |
| Professionalism & reputation | 15% | Reviews, references, no-upsell attitude |
| Maintenance program quality | 10% | PM comprehensiveness, fixed-fee willingness, emergency terms |
| Warranty & risk | 10% | Warranty duration, insurance, WorkSafeBC compliance, cost caps |
Six qualified commercial HVAC firms identified and ranked by proximity and fit; RFQ issued to the top four. (Names withheld here.)
| Supplier | Location | Fit | Rationale |
|---|---|---|---|
| Supplier A | Same municipality (local) | High | Closest to site; commercial RTU experience |
| Supplier B | North Shore | High | Strong commercial reviews; PM programs offered |
| Supplier C | Greater Vancouver | Med-high | Larger commercial capacity; slightly farther |
| Supplier D | North Vancouver | Med-high | Established local firm; gas + HVAC certified |
| Suppliers E–F | Vancouver | Med | Held in reserve if initial quotes aren't competitive |
Every key term has a target and a fallback — so the negotiation is a checklist, not an improvisation.
| Term | Target position | Fallback position |
|---|---|---|
| Assessment fee | Fixed lump-sum; no hourly billing | Hourly with not-to-exceed cap |
| Repair cost cap | Written estimate first; 10% variance limit | 15% variance with written approval |
| PM pricing model | Fixed annual fee (quarterly visits) | Per-visit pricing with annual cap |
| Warranty — parts / labour | 1 year / 90 days | 6 months / 60 days minimum |
| Emergency response SLA | 4-hour response, business hours | Same-day response |
| Payment terms | Net-30 | Net-15 if supplier requires |
| Insurance | $2M commercial general liability | $1M with proof of WorkSafeBC |
The package ships with the KPIs that will manage the supplier — defined before the contract is signed.
| KPI | Target | Frequency |
|---|---|---|
| Assessment report delivery | Within 2 business days of site visit | Per occurrence |
| Repair completion | Within 5 business days of approval | Per occurrence |
| PM visit adherence | 100% of scheduled visits on time | Quarterly |
| Emergency response | Within 4 hours, business hours | Per occurrence |
| Invoice accuracy | 100% match to approved amounts | Per invoice |
| Client satisfaction | Studio manager rating ≥ 4/5 | After each visit |
Drawn from a real ProcureVenn client engagement. Client identity, stakeholder names, and supplier names have been anonymized for confidentiality; the package structure, specifications, evaluation model, and negotiation framework are as delivered.