Landscape

Our client is a public sector organisation that manages one of the UKs largest property portfolios consisting of hundreds of clinical and non-clinical locations across the UK.

Challenge

The client was seeking to create a number of countrywide commercial strategies and procurement frameworks that could be used UK wide on an on-demand basis, driving preferred pricing but also speed, convenience and consistent quality of service.

Key frameworks would need to be put in place for Architecture Services and Development Managers however the client had no commercial experience in this market place within the procurement team and the key business stakeholders had not run a tender process before.

Starting afresh, the client had no pipeline data representing likely demand patterns nor any models for specification, baselining, strategy or contract creation. With time of the essence and a limited budget, the client turned to Proxima for creative solutions on how to drive a fast, compliant and cost effective process.

Our Approach

Proxima scoped a program together with the Procurement Director that would see us deploy a senior subject matter expert into the client team for the duration of the project. In order to balance insight and efficiency this expert was part time, and supplemented by operational support from Proxima’s Procurement Operations Centre. This meant that the Proxima consultant could focus on high value adding tasks and thought leadership, whilst using a specialist procurement delivery “engine” to provide administration, analysis and project support.

Together with the Director of Property Design and Development, our consultant facilitated a number of stakeholder workshops to build a robust requirements model incorporating CCS standards and thinking where needed. To ensure that these workshops were executed quickly and produced high quality outputs we leveraged pre-existing Proxima models, benchmarks and intellectual property that had recently been used to great effect in the public and private sector.

We then advised on the best tender route, Proxima influenced the client to choose a different option than originally planned in order to meet the desired timelines. This would not be a choice that the client would ordinarily be able to make as a single open process would attract a high volume of supplier responses to review. However, it was made possible by leveraging Proxima’s operations centre to drive the tender and the facilitation of scoring and supplier notifications at scale.

With the sourcing strategy selected, the Proxima consultant build the invitation to tender, evaluation criteria and model contract before overseeing the tender process and handing over a recommendation to the client, on time and on budget.

Outcomes and Deliverables

Following the tender the client put in place two panels consisting of approximately five suppliers each. As a consequence, customers around the UK are now able to quickly access vetted and high quality supplier capability, under a centrally managed framework. Furthermore, Proxima fully debriefed key stakeholders and procurement on the process and tools used, conducting a ‘capability leave-behind’ exercise that would ensure that our clients were equipped to manage the framework and run call-off competitions as needed.

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