How to Write a Filter Supply Tender for a Commercial Building Portfolio

A well-written filter supply tender makes it easier to compare like with like across a commercial building portfolio. It also reduces back-and-forth during procurement by spelling out exactly what each site needs, how deliveries should happen, and what reporting you expect from the supplier.

For facility managers, property managers and mechanical contractors, the goal is simple: create a tender that is clear enough for accurate pricing, but flexible enough to suit different plant, access conditions and equipment across multiple buildings.

Start with a clear scope for the whole portfolio

Begin by describing the buildings covered by the tender and the systems that use filters. The scope should make it obvious whether the supplier is quoting for supply only, supply and delivery, or a broader service arrangement that may include change-out support or filter servicing.

Include:

• •Building names, street addresses and any site codes used internally
• •The HVAC systems or plant areas in scope, such as air handling units, packaged units, fan coil units or kitchen exhaust applications where relevant
• •Whether the tender applies to one site, a group of sites or the full portfolio
• •Whether the supplier will be working directly with the building manager, the contractor, or both

If the portfolio includes different building types, note that clearly. Retail, office, healthcare, education and industrial sites often use different filter arrangements, access methods and reporting requirements. If you need site-specific products, it can help to reference our products or industries we supply as part of the tender background.

Define the filter types and performance requirements

This is the most important section of the tender. If the product description is vague, suppliers may quote different filter types that are not directly comparable.

State the required filter type for each location, including:

• •Panel filters, pleated filters, bag filters, carbon filters or pre-filters
• •Frame material and construction type, where this matters
• •Any special requirements such as odour control, grease-related applications or high dust loading
• •Whether you need standard products or custom air filters to suit non-standard equipment

If you specify a rating, name the standard clearly rather than assuming everyone uses the same system. MERV, EN 779 and ISO 16890 ratings do not convert directly, so avoid mixing systems in a way that could confuse bidders. If your project uses older EN 779 language, you may still see G3/G4 or F5-F9 terms used in Australia, even though ISO 16890 is now widely referenced.

Where high-efficiency filtration is needed, be specific about the performance level required. For HEPA filters, H13 means at least 99.95% efficiency at the most penetrating particle size under EN 1822, and H14 means at least 99.995% at the same test point. Only include these requirements where they are actually needed for the application.

Specify dimensions, fit and access details

Many tender problems come from incomplete sizing information. If the supplier is expected to price accurately, each filter line item should include the dimensions or the means of confirming them.

For each filter type, include:

• •Nominal size and actual size, if both are known
• •Depth or thickness
• •Frame type and sealing method
• •Quantity per site or per unit
• •Any non-standard tolerances or fit-up issues

If measurements are uncertain, direct bidders to the same measuring method so everyone is pricing the same thing. You can link to how to measure an air filter and ask suppliers to verify site dimensions before manufacture if required.

It is also worth noting how the filters are accessed. Some plant rooms allow straightforward front loading, while others require ladder access, ceiling access or shutdown coordination. If any filters are located behind locked plant spaces, within tenancy areas or in restricted roof zones, say so in the tender.

Set delivery, labelling and packaging expectations

Delivery terms should be practical and unambiguous. Suppliers need to know where to deliver, how to label the goods and whether any staged delivery is required across the portfolio.

Cover:

• •Delivery address for each site or the central warehouse location
• •Delivery hours and whether after-hours delivery is allowed
• •Whether the site needs palletised goods, small-drop cartons or room-by-room packing
• •Whether packaging must be labelled by building, floor, unit, plant room or asset number
• •Any requirements for call-ahead before delivery

If your portfolio is spread across several suburbs or states, ask suppliers to identify any transport limitations or delivery lead-time issues in their response. That helps you compare not only price, but also the practicality of the service offering.

You should also make it clear whether damaged packaging or incorrect labelling will be rejected on arrival. A good tender does not leave this open to interpretation.

Ask for reporting and traceability

Reporting is often overlooked until the first delivery arrives. If you want a supplier to support asset management, make the reporting requirements part of the tender from the start.

Useful reporting items include:

• •Itemised product description for each line
• •Quantity supplied versus quantity ordered
• •Site-by-site packing lists
• •Batch or production identification where relevant
• •Replacement records linked to building name, plant ID or asset register reference
• •Notes on any substitutions or deviations from the original specification

If you need ongoing support, ask whether the supplier can maintain a portfolio register for repeat orders and future change-outs. That can make it easier to track what was supplied to each building and what was changed over time.

If the tender is for a long-term supply arrangement, specify the format you want for reports, such as PDF, spreadsheet or purchase-order-based summary. It is better to define this up front than to rework invoices and delivery notes later.

Include site access, safety and coordination requirements

A filter supply tender should explain how suppliers gain access to each site and what they need to comply with before visiting.

Include:

• •Site access hours and sign-in requirements
• •Parking or loading dock instructions
• •Whether inductions are required before delivery or attendance
• •PPE expectations for anyone entering plant areas
• •Permit-to-work or contractor management requirements
• •Any restrictions for sensitive areas, occupied tenancies or high-security buildings

Where filter change-outs are part of the scope, ask the supplier to confirm coordination requirements with the building owner, managing agent or mechanical services engineer. For ventilation-related work, site requirements should be confirmed with the mechanical services engineer or building owner, and AS 1668.2:2024 may be relevant depending on the application.

If the site conditions vary by building, list them individually rather than bundling them into a single generic note. This avoids confusion when one site has rooftop access and another requires loading dock entry and escorted access.

Clarify inspection and replacement expectations

Do not write fixed replacement intervals into the tender unless they are mandated by the system owner or project brief. Inspection frequency depends on the system, site conditions and dust load, and the filter or equipment manufacturer instructions should be followed. Where pressure gauges are fitted, monitoring pressure drop is a practical way to help determine when filters need attention.

If some filters are designed to be washable, say so only for the specific product and note that users should check the product instructions before reuse. Do not assume all filters in the portfolio are washable.

Build in a simple pricing structure

A good pricing schedule helps you compare responses fairly. Ask bidders to price each filter line separately rather than rolling everything into one lump sum.

Include fields for:

• •Site name
• •Filter description
• •Dimensions
• •Quantity
• •Unit price
• •Delivery cost if applicable
• •Lead time
• •Any minimum order condition
• •Optional alternates, if you are open to equivalents

If you are considering alternative products, require the supplier to state exactly how the substitute differs from the specified item. That makes it easier to review whether the proposed filter suits the application.

Make the tender easy to assess

The best tenders are not the longest ones. They are the ones that give suppliers enough detail to respond accurately and give you enough structure to compare the answers.

Before issuing the tender, check that you have:

• •Named every site in scope
• •Listed each filter type and size clearly
• •Defined delivery expectations and access conditions
• •Set out your reporting needs
• •Flagged any special plant or compliance considerations
• •Asked suppliers to note exceptions, assumptions and substitutions

If your portfolio is complex, you may also want a site schedule attached as an appendix, with one line per building or plant area. That keeps the main tender readable while still giving bidders the detail they need.

Work with a supplier who understands portfolio supply

A portfolio tender works best when the supplier can support repeat orders, site-specific labelling and practical delivery coordination. Total Air Filtration is a family-owned air filter manufacturer and supplier in Hillcrest, Brisbane QLD, and we work with commercial sites that need filters matched to different buildings, plant arrangements and access conditions.

If you are preparing a tender, we can help with standard and custom supply, or point you towards the right product range for your application. Call 07 3800 3448 or request a quote. You can also browse our products or contact us if you want to discuss the scope before issuing the tender.