Search
Close this search box.

Tag: Consultancy

Categories
Case Study

Maximising Value and Minimising Carbon Footprint: An Academies Trust’s Successful Partnership for Efficient and Sustainable Waste Management

Categories
Successful partnership between a Trust and a waste management company that has led to the efficient and sustainable management of waste.  The partnership not only helped the trust to minimise its carbon footprint but also maximise value by reducing costs and generating income from waste streams.

Challenge

The Academies Trust are a growing trust and as part of their growth they were looking at their current waste management provision across the multiple sites.  The Trust wanted to appoint a supplier to deliver an efficient and effective waste management service across all schools within the Trust to achieve a safe and environmentally sound provision, whilst adopting a proactive partnership approach to sustainability.  The Trust are also working towards the eco-school programme and were looking for a supplier to provide expertise as part of this contract. A primary objective is to maximise value for money through collection efficiency while ensuring their carbon footprint is minimised to improve the Trust’s sustainability performance.

Solution

Value Match understood the challenges the Trust faced and conducted the procurement by;
  • Engaging with the Trust’s stakeholders to develop a suitable specification that met the core service requirements as well as strategic sustainability objectives and the eco-schools programme.
  • Utilising the YPO DPS for Building in Use Support Services, Lot 8 Waste Management
  • Engaging with the Trust to understand the incumbent suppliers and supported those suppliers to register on the YPO DPS to ensure they could be included within the tender
  • Compiling the appropriate documentation and managing the end-to-end process to ensure compliance with procurement legislation, equal treatment of bidders and transparency
  • Evaluation training was conducted with the evaluation panel to provide an understanding of the process and what was expected of the team to ensure fair and equal treatment of bidders
  • Managing the technical, commercial and moderation evaluation process along with preparing evaluation reports and supplier debriefing letters/discussions
  • Drafting and finalisation of the Contract for signatures

Outcome

 Through the delivery of the solution the Trust were able to achieve;
  1. A complete and compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded.
  2. The appointment of a supplier that can deliver a high quality service through a solution that is scalable for the Trust and will provide additional sustainability and social value benefits to meet strategic objectives
  3. The appointment of a single service provider with an account management structure and proactive contract management reviews
  4. Savings of 11.8% across the contract

Benefits

The Trust were able to achieve the following efficiency benefits from the procurement:
  1. One single supplier to deliver waste management services across all academies
  2. One supplier, contract and KPIs to manage across the Trust
  3. Reduced number of invoices to manage
  4. Able to scale up the contract to add additional academies as the Trust grows
  5. Further efficiencies to be identified throughout the contract on environmental, waste and sustainability impact.
The Trust were able to appoint a supplier with a commitment to developing a partnership to deliver Added Value, Social Value and Sustainability throughout the contract.

Sustainability

  1. Biffa will provide carbon footprint reporting to support the Trust with their scope 3 carbon emissions
  2. Support for the Trust, becoming more sustainable and managing the environmental impact by introducing a programme to review how waste is managed, identified actions and continuous development of environmental performance
  3. Biffa to support and advise on looking at how food waste can be reduced and recycled across the Academies, with options for biodegradable and anaerobic waste

Social Value

An eco programme, that will include;
  1. Supporting a Joint litter picking campaign where Biffa will provide the liners and pickers
  2. Free annual waste audit, reporting on waste streams to be recycled and eliminated. One recent study confirmed 58% of general waste could be recycled through existing recycling bins onsite.
  3. Sustainability initiatives and programmes for ‘Sustainability Week’; ‘Positive Health & Environment Week and Plastics recycling week.
  4. Creation of bespoke education programmes and the Trust have access to request an eLearning service
  5. Supporting the Trust’s supply chain to remove ‘non’ recyclable products
  6. Working with Parents Associations
  7. Environmental Awareness Campaigns and Fundraising. Working with key stakeholders within the Trust’s and the student board, to encourage onsite engagement through environmental awareness events and fund-raising activities to increase financial support the Trust’s biodiversity goals.
  8. Using the ‘Environmental Calendar’ Biffa will engage with events targeted around specific agendas such as Earth Day, World Bee Day, Every Flower Counts and National Allotments Week.
  9. Biffa allow each employee 1 x paid day per year to volunteer.
  10. Biffa will support the Trust in biodiversity projects at any of their sites and encourages its regional employees to provide support.
  11. 6 hours of dedicated onsite, custom training and education to support staff and students, per term. This equates to 24 hours per annum of direct support.
The project was completed within 16 weeks ensuring the trust were able to fully mobilise in advance of the contract start date.
For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Procuring a Single Uniform Supplier for a School and Sports College: Achieving Cost Savings and Social Value

Categories

A School and Sports College, like many educational institutions, faced the challenge of procuring a single uniform supplier that could meet the needs of the school and its parents while also aligning with the school’s values of reducing their environmental impact and supporting the local economy.  The school recognised the need for a single point of contact for both the school uniform and PE Kits to work directly with the parents, while also ensuring that the choice provided was in line with Education (Guidance about Costs of School Uniforms) Act 2021.

Challenge

The School and Sports College were looking for support to procure a single uniform supplier.  The school recognised the need for a single point of contact for both the school uniform and PE Kits to work directly with the parents of the school, whilst also being able to appoint a provider that held strong values to demonstrate social value and reducing their environmental impact.

The school’s vision was to engage with SMEs to bid to support the local economy and have a single supplier for uniform, PE kit and accessories, providing a one stop shop for parents & carers whilst ensuring that the choice provided was in line with Education (Guidance about Costs of School Uniforms) Act 2021.

The school was looking to appoint the single provider for the vital provision of school uniform as part of Whickham Schools rebranding process.

Solution

Value Match worked with the Trust to identify the priorities as part of the procurement strategy, which were assessed against the available solutions on the market:

  1. Identified the YPO School Uniforms DPS – 1021 as the most appropriate contracting vehicle for the Trust to provide a quick route to market to ensure we could meet customer deadlines.
  2. Engaged with the school, and all the relevant stakeholders across the departments, to understand what key criteria should be included within the specification ensuring it the uniform and PE kit requirements.
  3. Compiled the appropriate documentation.
  4. Managed the tender and clarification process whilst maintaining appropriate records.
  5. Provided evaluation training to the panel of school staff and governors.
  6. Managing the technical and commercial evaluation process.
  7. Providing project management and weekly briefings to the school to ensure they were continually updated on the process through to effective delivery.
  8. Managing the contract award stage with evaluation reports provided to the school along with supplier notifications and debriefs provided.

Outcome

As a result of this procurement, we were able to ensure that the Trust were able to contract with a single uniform provider that offered value for money for each garment whilst being able to provide key added benefits to the contract with a provider who has a focus on working within an ethic supply chain and provided added value to the school.

  1. Complete a compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded.
  2. Through the competitive tender process, the school were able to achieve a 6% savings for a basket of uniform items, a saving directly to the parents of the school for each uniform purchase.
  3. The appointment of a service provider with a social value agenda outside of the core services
  4. A school focused and inclusive approach that meant the provider could support the school with Discount Vouchers, instalment payment plans and an allocation of free uniforms per year to be utilised to best serve the school.
  5. The awarded provider had ethical sourcing and sustainability in their supply chain at the heart of its organisation values.
  6. All their partner manufacturers are Sedex approved or equivalent with a selection of their product range has successfully moved to Eco friendly products and all the recycled content is certified to Global Recycling Standards (GRD)
  7. Innovative designs of uniform garments meant the majority of their blazers produced in 2022 will be made from recycled bottles whilst also reusing packaging which is received internally to meet suitability goals. They are able to provide parents with uniform boxes which are recyclable and biodegradeable where ever possible.
For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Unifying the Network: Successful Implementation of a Scalable, Efficient and Future-Proof Telephony and Connectivity Solution

Categories

The Trust’s existing infrastructure was fragmented and in need of upgrading, making it difficult to manage and maintain.  In order to address these challenges, the Trust turned to Value Match for help in procuring a solution that was scalable, efficient, and provided future-proofing.  Value Match engaged with the Trust’s stakeholders and local supply base, utilising a dynamic purchasing system for sustainable and ethically sourced goods and services.  Through this process, the Trust was able to award a contract to a single service provider that could deliver a higher quality of service and support the Trust’s growth.

Challenge

The Learning Partnership are a growing Trust and as part of their growth strategy they required to implement a unified single network for the connectivity and telephony, for the Trust and provide the ICT foundation for the growth to build upon. The status was fragmented, with different networks, and providers between schools, and some schools in critical condition to need upgrading.

The school required a solution that was scalable, efficient and providing future proofing, whilst developing an account management strategy for a single provider solution.

Solution

Value Match understood the challenges the Trust faced and conducted the procurement by;

  • Value Match engaged with the Trust’s stakeholders and the local supply base to establish a supplier engagement event that enable the Trust to outline the challenges and engage with providers in the ‘art of the possible’ for solutions.
  • The Trust utilised a Dynamic Purchasing System for sustainable and ethically sourced goods and services, delivering social value in local communities This ensured that suppliers were accredited and pre-vetted for sustainable practices and environmental impact, ensure suppliers were solution and sustainably orientated.
  • Engaged with the Trust, and a range of stakeholders across all schools, to gain a detailed understanding of the need, along with advice and guidance on contractual documents to reduce potential risk.
  • Compiling the appropriate documentation and managing the end-to-end process to ensure compliance with procurement legislation, equal treatment of bidders and transparency
  • Managing the technical, commercial and moderation evaluation process along with preparing evaluation reports and supplier debriefing letters/discussions
  • Providing ongoing contract management to ensure service delivery is in line with the contract.

Outcome

Through the delivery of the solution the Trust were able to achieve;

  1. A complete a compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded.
  2. The appointment of a service provider that can deliver a higher quality service through solution that is scalable for the Trust and allows for the foundation of the single network to be developed across all the schools
  3. The appointment of a single service provider to with an account management structure and proactive contract management

Benefits

The Trust were able to capitalise on the benefits that provide additional value to the Trust and its users;

  1. The solution meant that call charges were abolished, through utilising this single network solution.
  2. Through a single network the Trust can now have a unified approach to the call menu, creating a simplified process for callers, and a familiarity for its users, calling any school in the Trust.
  3. Added Value that includes engineer maintenance support as part of the service provision, within an SLA timeframe exceeding the Trusts expectations
  4. The Trust will be able to maximise the benefits of a two-tier license structure that will allow them to flex their requirements, whilst providing cost saving opportunities during holiday period.
  5. The single network allows for re-routing capabilities for business continuity and call volumes to be monitored to allow greater visibility of peak periods to manage school efficiency.
  6. The appointment of a service provider with a social value agenda outside of the core services and delivers 30 hours of added value through a programme of cyber awareness sessions to staff and students across the trust.
  7. To support the Trusts sustainability goals the provider will implement only refurbished headsets across the Trust to deliver this contract and supporting the circular economy.

The project was completed with 19 weeks ensuring the school were able to fully mobilise in advance of the contract start date.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Optimising Payroll & HR Efficiency: The Learning Partnership’s Journey to a Better Solution

Categories

A Learning Partnership faced a challenge in finding a comprehensive outsourcing solution for their payroll and HR functions.  The small department needed a system that could reduce manual input and hold key information in the cloud.  The Learning Partnership commissioned Value Match to provide strategic procurement and commercial support to help them find a suitable provider.  Through Value Match market engagement and competitive tender process, the Trust was able to appoint a provider that met all of their objectives, including a self-service portal for employees and a contract that supported the growing aspirations of the Trust.  As a result of this procurement, the Trust achieved significant cost savings and streamlined their payroll and HR processes.

Challenge

A Learning Partnership commissioned Value Match to provide strategic procurement and commercial support to the Trust as they were looking to implement a comprehensive outsourced payroll provider that could also support the HR function through an online hosted system to hold key information and reduce manual input to create efficiencies for the small department.

The trusts objectives were to

  • Appoint a provider that is able to support all 11 schools including a system that can be scaled to onboard new schools at any time.
  • Have a single provider that could offer an integrated Payroll and HR service
  • Obtain a single point of contact with suppliers, supported by proactive account management through contract management for the trust
  • The implementation of a self-service portal to reduce administrative workload for the department
  • Enter into a contract that can support the growing aspirations of the Trust
  • Achieve procurement compliance and obtain cashable savings where possible

The Trust were looking to receive bids that demonstrated value for money whilst being able to deliver the vital payroll services to a high degree of accuracy, reduce administrative burdens and increase visibility through self-service to all staff employees.

Solution

Value Match provided strategic support during this procurement which included:

  1. Value Match identified and reviewed the possible routes to market, providing an options appraisal detailing the most appropriate and cost-effective route to market for the Trust
  2. Conducted market engagement with suppliers to understand the current market conditions, appetite for bidding and to understand supplier capabilities to help develop the specification, as allowed the Trust to understand the ‘art of the possible’
  3. Utilising a Dynamic Purchasing System to run a competitive tender process to provide a quick and compliant route to market to meet the Trust’s deadlines.
  4. Provided advice and guidance on contractual documentation to ensure they reflected the Trust’s needs and did not impose any unnecessary risk
  5. Engaged with the Trust, and stakeholders across HR and payroll, to gain a detailed understanding of the services required and system capabilities to reduce the administrative burden on the departments.
  6. Developed a high quality, fit for purpose specification which clearly articulated the requirements to the market
  7. Compiling the appropriate documentation and managing the end-to-end process to ensure compliance with procurement legislation, equal treatment of bidders and transparency
  8. Providing evaluation training to the panel of school staff.
  9. Managing the technical, commercial and moderation evaluation process
  10. Providing project management and weekly briefings to the school to ensure they were continually updated on the process through to effective delivery
  11. Preparing evaluation reports and supplier debriefing letters/discussions
  12. Managing the contract award process including drafting contract documentation and publishing the award notices.
  13. Facilitated the contract mobilisation process
  14. Providing ongoing contract management to ensure service delivery is in line with the contract.

Outcome

As a result of this procurement, the Trust were able to

  1. Complete a compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded.
  2. The Trust were able to access an integrated Payroll and HR provider.
  3. Integration and introduction of a self-service portal allows employees to view and interact with their own information and any deployed payroll processes at any time without the need for support from the finance team
  4. The introduction of the e-signature integration of documents to reduce administrative burden on processing paperwork for employees.
  5. Achieved 65% saving over a 4-year contract period by utilising a competitive process through the combing HR and Payroll tender for a single supplier.

The project was completed simultaneously as part of a multiple projects undertaken across the school term within 17 weeks ensuring the school were able to fully mobilise in advance of the contract start date.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Streamlining Payroll, Pensions and HR Administration at a School and Sports College through Innovative Procurement

Categories

A School and Sports College was in need of a new provider for their payroll, pensions, and HR administrative services as their current provision was coming to an end. Recognising the complex nature of the service and the need to remain compliant, the school sought out innovative bids from specialist service providers.  Value Match stepped in to manage the procurement process and, through a below threshold competitive tender process and close collaboration with the school, was able to provide a bespoke solution that met the school’s specific needs and saved them over £45k over the 5-year contract period.  The project was completed within 8 weeks, allowing the school to fully mobilize in advance of the contract start date.

Challenge

A School and Sports College were looking for support to reprocure a Payroll, Pensions and HR administrative Service Provider.

The current provision was coming to an end and the school recognised the need to reprocure the service, in a compliant manner. The complex nature of the service meant that a specialist service provider was required to ensure they were up to date with current legislation, pay and pensions, and annual reviews to fully manage the school’s requirements.

The school was looking to receive innovative bids that were tailored to their specific requirement to deliver this vital service and how they can support the workload allowing internal staff to maximise their own time supporting the school directly.

Solution

Value Match identified a route to market and provided a solution, in partnership with the school, as we managed the procurement process for the Payroll, Pensions and HR administration service.

  1. We engaged in a below threshold competitive tender process to provide a quick route to market to ensure we could meet customer deadlines.
  2. We engaged with the school, and all the relevant stakeholders, to understand what key criteria should be included within the specification that mean the tender was bespoke, accurate and meet the schools internal department objectives.
  3. We conducted early market engagement with potential suppliers to understand what the market could provide and finalised the specification based on market feedback.
  4. Compiled the appropriate documentation
  5. Managed the tender and clarification process whilst maintaining appropriate records.
  6. Provided evaluation training to the panel of school staff and governors.
  7. Managed the technical and commercial evaluation process.
  8. Provided project management and weekly briefings to the school to ensure they were continually updated on the process through to effective delivery.
  9. Managed the contract award stage with Evaluation reports provided to the school along with supplier notifications and debriefs provided

Outcome

 As a result of this procurement, the school were able to

  1. Complete a compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded.
  2. The appointment of a service provider that can deliver a higher quality service than previously received, at a lower cost.
  3. The appointment of a service provider with a social value agenda to support outside of the core service offering such as providing mentoring/career advice, CV writing and application form workshops and interview preparation workshops, including mock interviews, as added value services to support the school and their pupils.
  4. Achieved a saving of just over £45k over the 5-year contract period, demonstrating a 43% saving for the school against the previous payroll provision.

The project was completed with 8 weeks ensuring the school were able to fully mobilise in advance of the contract start date.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Reprocuring HR Advice Services for a North East School and Sports College

Categories

A North East School and Sports College recognised the need to reprocure a HR Advice Service Provider in a compliant manner.  With an extensive and complex HR environment within the school, it was crucial to have a qualified service provider to inform the school’s decision-making and support best practices.  Value Match was engaged to provide structured and independent procurement support.  Through a below threshold competitive tender process and engagement with the school and relevant stakeholders, Value Match was able to deliver a compliant, cost-effective procurement process resulting in the appointment of a service provider with a higher quality service at a lower cost and added value to the school and their pupils.

Challenge

The School and Sports College were looking for support to reprocure a HR Advice Service Provider.

The current provision was coming to an end and the school recognised the need to reprocure the service, in a compliant manner. The extensive and complex HR environment within the school surrounding staffing, employment legislation, policies, practices, and the Department for Education (DfE) regulations meant that a qualified service provider was needed to inform the schools decision making and support best practices.

The school was looking to receive unique bids that were tailored to the school’s needs to deliver this vital service and how this service can provide relief support to the workload of internal staff allowing them to maximise their own time supporting the school directly.

Solution

Value Match provided structured and independent procurement support which included:

  1. Completing a below threshold competitive tender process to provide a quick route to market to ensure we could meet customer deadlines.
  2. Engaging with the school, and all the relevant stakeholders, to understand what key criteria should be included within the specification ensuring it met the internal HR department objectives.
  3. Conducting early market engagement with potential suppliers to understand what the market could provide and finalising the specification based on market feedback.
  4. Compiling the appropriate documentation.
  5. Managing the tender and clarification process whilst maintaining appropriate records.
  6. Providing evaluation training to the panel of school staff and governors.
  7. Managing the technical and commercial evaluation process.
  8. Providing project management and weekly briefings to the school to ensure they were continually updated on the process through to effective delivery.
  9. Managing the contract award stage with evaluation reports provided to the school along with supplier notifications and debriefs provided.

Outcome

As a result of this procurement, the school were able to

  1. Complete a compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded.
  2. The appointment of a service provider that can deliver a higher quality service than previously received, at a lower cost.
  3. The appointment of a service provider with a social value agenda outside of the core services such as careers fair, interview training sessions, providing work experience opportunities and supporting with debating or presentation competitions providing added value to the school and their pupils.
  4. Achieve a saving of just under £23,500 over the 5-year contract period, demonstrating a 33% saving for the school against the previous HR Advice support service contract.

The project was completed with 8 weeks ensuring the school were able to fully mobilise in advance of the contract start date.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Effective Procurement and Contract Management: Reprocuring a Single Grounds Maintenance Service Provider for a Multi Academy Trust

Categories

Successful procurement and contract management process undertaken by a Multi Academy Trust (MAT) and Value Match to reprocure a single grounds maintenance service provider for all 11 schools within the MAT.  The MAT recognised the need to review their current provision due to the expiration of contracts and the presence of multiple providers across the schools.  Value Match provided strategic support to the MAT to streamline processes, increase visibility of deliverables, and achieve procurement compliance and cashable savings.  Through a competitive tender process, the MAT was able to appoint a single provider that met both their technical and social value requirements, resulting in cost savings, standardisation across all schools, and access to a range of social value initiatives.  The project was completed within 15 weeks, ensuring the schools were fully mobilised in advance of the contract start date.

Challenge

The MAT commissioned Value Match to provide strategic procurement and commercial support to reprocure a single grounds maintenance service provider to maintain all 11 schools currently within the MAT.

The MAT recognised the need to review the current provision due to their current contracts coming to a natural end and a number of schools having different providers.

The MAT objectives were to

  • Appoint a single provider to streamline processes and create efficiencies with contract management
  • Obtain a single point of contact, supported by proactive account management structures to improve the overall service delivered to the trust
  • Create increased visibility of deliverables on term-by-term basis
  • Enter into a contract that could support the growing aspirations of the MAT
  • Achieve procurement compliance and obtain cashable savings where possible

The MAT were looking to receive bids that demonstrated both robust technical capability to deliver the service and innovative social value proposals that would support the MAT in achieving their sustainability aspirations as well as curriculum link support.

Solution

Value Match provided strategic support during this procurement which included:

  1. Identified and reviewed the possible routes to market, providing an options appraisal detailing the most appropriate and cost-effective route to market for the MAT
  2. Utilising a Dynamic purchasing system to run a competitive tender process to provide a quick and compliant route to market to meet the Trust’s deadlines.
  3. Provided advice and guidance on contractual documentation to ensure they reflected the MAT’s needs and did not impose any unnecessary risk
  4. Engaged with the MAT, and a range of stakeholders across all schools, to gain a detailed understanding of the need
  5. Developed a high quality, fit for purpose specification which clearly articulated the requirements to the market
  6. Compiling the appropriate documentation and managing the end-to-end process to ensure compliance with procurement legislation, equal treatment of bidders and transparency
  7. Providing evaluation training to the panel of school staff
  8. Managing the technical, commercial and moderation evaluation process
  9. Providing project management and weekly briefings to the school to ensure they were continually updated on the process through to effective delivery
  10. Preparing evaluation reports and supplier debriefing letters/discussions
  11. Managing the contract award process including drafting contract documentation and publishing the award notices.
  12. Facilitated the contract mobilisation process
  13. Providing ongoing contract management to ensure service delivery is in line with the contract.

 Outcome

As a result of this procurement, the MAT were able to

  1. Complete a compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded.
  2. Created standardisation across all schools with the introduction of new service specifications.
  3. The introduction of an online system to increase the communication between supplier and MAT to provide visibility of all activity and confirmation of deliverables being completed.
  4. The MAT have access to a range of social value initiatives such as family Trees initiative, installation of herb gardens and supply and installation of a variety eco habitat environmental at schools
  5. The MAT can benefit from curriculum and education support to its students who could access works experience placements and training to students to understand horticultural for a better understanding of this career path.
  6. Achieved 12% saving over a 4-year contract period by utilising a competitive process

The project was completed with 15 weeks ensuring the school were able to fully mobilise in advance of the contract start date.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Strategic Procurement and Commercial Support: Developing a New, Healthy and Nutritious Menu for an Educational Trust

Categories

Value Match supported a Multi Academy Trust (MAT) of 11 schools to develop a new, healthy and nutritious menu through strategic procurement and commercial support.  As a result of Value Match procurement expertise and support, the MAT was able to award a contract to two suppliers and achieve a 29% saving over a 5-year contract period.

Challenge

A Learning Partnership commissioned Value Match to provide strategic procurement and commercial support as the MAT were to undertake their vision of developing a new, healthy, and nutritious menu within the MAT and were open to appoint multiple suppliers to provide a wide range of goods, ranging from fruit and vegetables, meats, frozen and ambient goods for all 11 schools within the MAT.

The MAT objectives were to

  • Provide a streamlined, system integrated, processes for food ordering for the MAT staff.
  • Obtain a single point of contact with suppliers, supported by proactive account management structures, to improve the overall service delivered and create efficiencies with contract management for the MAT.
  • Work with suppliers who are able to support all the MAT breakfast clubs.
  • Create cost certainty in a rapidly changing and dynamic environment.
  • Enter into a contract that can support the growing aspirations of the MAT.
  • Achieve procurement compliance and obtain cashable savings where possible.

The MAT were looking to receive bids that demonstrated value for money that would form part of the new menu within the MAT but also able to deliver the service by working closely with the MAT to ensure high quality goods are received at the right time and place.

Solution

Value Match provided strategic support during this procurement which included:

  1. Identified and reviewed the possible routes to market, providing an options appraisal detailing the most appropriate and cost-effective route to market for the MAT
  2. Conducted market engagement with suppliers to understand the current market conditions, appetite for bidding and to understand supplier capabilities to manage with system integration to meet the MAT objectives.
  3. Utilising a Dynamic Purchasing System (DPS) to run a competitive tender process to provide a quick and compliant route to market to meet the MAT’s deadlines.
  4. Provided advice and guidance on contractual documentation to ensure they reflected the MAT’s needs and did not impose any unnecessary risk
  5. Engaged with the MAT, and catering manager, to gain a detailed understanding of the goods required as part of the new school menu vision.
  6. Developed a high quality, fit for purpose specification which clearly articulated the requirements to the market
  7. Compiling the appropriate documentation and managing the end-to-end process to ensure compliance with procurement legislation, equal treatment of bidders and transparency
  8. Providing evaluation training to the panel of school staff and governors.
  9. Managing the technical, commercial and moderation evaluation process
  10. Providing project management and weekly briefings to the school to ensure they were continually updated on the process through to effective delivery
  11. Preparing evaluation reports and supplier debriefing letters/discussions
  12. Managing the contract award process including drafting contract documentation and publishing the award notices.
  13. Facilitated the contract mobilisation process
  14. Providing ongoing contract management to ensure service delivery is in line with the contract.

Outcome

As a result of this procurement, the MAT were able to

  1. Complete a compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded to two suppliers.
  2. Utilise a reduced basket list where prepared meal concepts are being replaced with fresh ingredients to create the new menu with meals created on site in the school kitchens
  3. Contracted with two suppliers who ensure that the Learning Partnership can be serviced across all categories required by the MAT.
  4. The introduction of an online ordering system to increase efficiency and communication between supplier and MAT to provide visibility of all orders and confirmation of deliveries.
  5. Access to a discount for all items outside the core basket items to support he MAT in ensuring value for money across the contract period.
  6. A supplier rebate based on spend to go back directly to the MAT to be reinvested directly into the school, such as the breakfast club
  7. Students will have access to Supplier events and initiatives to support their curriculum learning and further their understanding of the service industry and food chain.
  8. Achieved 29% saving over a 5-year contract period by utilising a competitive process across all Categories for the new menus items.

The project was completed simultaneously as part of a multiple projects undertaken across the school term within 17 weeks ensuring the school were able to fully mobilise in advance of the contract start date.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Scaling Up: Achieving Cost Savings and Compliance in Implementing a Financial Management System for a Growing Multi Academy Trust

Categories

In today’s fast-paced educational environment, schools and Multi Academy Trust (MAT) are facing increasing pressure to streamline their operations and find cost-effective solutions to manage their finances and find savings. 

With the need to implement a new financial management system ahead of the 2022/23 academic year, the MAT required a provider that could offer a scalable solution with advanced reporting capabilities.  To achieve this, the MAT turned to Value Match for strategic procurement and commercial support.  Value Match provided a comprehensive solution that not only met the MAT’s requirements but also delivered cost savings and compliance with procurement legislation.

Challenge

A MAT commissioned Value Match to provide strategic procurement and commercial support as the MAT required to work at pace to be able to compliantly implement a new financial management system for the MAT ahead of the 2022/23 academic year.

The MAT needed a provider that was able to provide a higher level of reporting capability that is scalable for the growing MAT to create a ‘one-stop-shop’ for the finance team.

The MATs objectives were to

  • Allow the Finance team to pull bespoke reports of their financial data
  • Ensure Value for Money can be achieved for a scalable solution to support a growing MAT.
  • To implement a system that has the capability to manage their internal finances and also have the functionality to allow schools payments to be made by parents and cares.
  • Create cost certainty across the contract period.
  • Achieve procurement compliance to obtain a financial management system suitable for a growing MAT.

The MAT needed to compliantly and rapidly appoint a service provider to implement the new financial management system at the MAT, ready for the new academic year whilst also being able to demonstrate best value for money in the market.

Solution

Value Match provided strategic support during this procurement which included:

  1. Value Match identified and reviewed the possible routes to market, providing an options appraisal detailing the most appropriate and cost-effective route to market for the MAT
  2. Utilising a framework to run a compliant tender process to provide a quick and route to market to meet the MAT’s deadlines.
  3. Provided advice and guidance on contractual documentation to ensure they reflected the MAT’s needs and did not impose any unnecessary risk
  4. Engaged with the MAT Director of Finance, to gain a detailed understanding of the requirement for the new system
  5. Developed a high quality, fit for purpose specification which clearly articulated the requirements.
  6. Compiling the appropriate documentation and managing the end-to-end process to ensure compliance with procurement legislation.
  7. Support the MAT during the technical, commercial evaluation process
  8. Providing project management and weekly briefings to the school to ensure they were continually updated on the process through to effective delivery
  9. Managing the contract award process including drafting contract documentation
  10. Providing ongoing contract management support where required by the MAT to ensure service delivery is in line with the contract.

Outcome

As a result of this procurement, the MAT were able to

  1. Complete a compliant, cost-effective procurement process resulting in the most cost-effective provider to be awarded.
  2. Contracted with a service provider that offers a scalable solution, allowing for bespoke reporting capability specific for this MAT.
  3. Appoint a service provider who can engage rapidly with the MAT for mobilisation, with the system implementation ready for the new academic year.
  4. Over the 4-year contract period the MAT was able to achieve a 6% saving against market average costs for a comparable system for similar sized MATs, and an 18% saving on their annual fees against the market average for a financial management system.

The project was completed simultaneously as part of a multiple projects undertaken across the school term ensuring the school were able to fully mobilise in advance of the contract start date.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Reprocurement Success: North East Academy Achieves Compliance and Improved Catering Provision

Categories

A Single Academy Trust located in the North East, faced the challenge of reprocuring their onsite catering provision.  The current contract was coming to an end and the school recognised the need to ensure they were compliant with procurement regulations while also improving the quality of food and service for their students.  We partnered with the academy to support them to achieve their objectives of ensuring students had access to nutritious and varied menu choices, developing and improving the service and food quality within the catering provision, and establishing a sixth form and staff catering unit that provided a high-street feel and added value to prospective sixth form students. Through our procurement expertise and market engagement, the school was able to complete a compliant and cost-effective procurement process, obtain a rebate for reinvestment in the school, and rebrand and relaunch their catering provision with increased footfall.

Challenge

A North East Academy were looking for support to reprocure their onsite catering provision. The current provision was coming to end, and the school recognised the need to ensure they were compliant with procurement regulations.

The Academy objectives were to;

  • Ensure students had access to a nutritious, balance and varied menu choice
  • Develop and improve the service and food quality within the catering provision to provide the best quality for the students
  • Establish a sixth form and staff catering unit that was targeted at the higher students, creating a ‘high-street’ feel and a value add to prospective sixth form students.
  • Achieve procurement compliance and obtain a rebate to be able to reinvest back into the school facilities and curriculum.

The school were keen to receive innovative submissions from service providers, which matched their essential requirements to allow for the service provision and the facilities to grow to cater for their sixth form students. Most importantly, they wanted to achieve a stimulating, good value, high-quality eating experience conducive to a productive afternoon of teaching and learning and other activities intrinsic to the school’s core purpose.

Solution

Value Match worked in partnership with the school to undertake the procurement of this vital service provision.

  1. Presented an options appraisal evaluating the most effective and compliant routes to market for catering services within the education sector.
  2. Engaged with the school to understand their key requirements to build the specification demonstrating effective communication with all stakeholders
  3. Engaged with the market to understand what innovative solutions were available.
  4. Compiled the appropriate documentation to publish under the recommended framework, managing the end-to-end process to ensure compliance with procurement legislation, equal treatment of bidders and transparency
  5. Provided evaluation training to all participating stakeholders including school governors.
  6. Providing ongoing contract management to monitor performance, ensure service delivery is in line with the contract and social value commitments are delivered.

Outcome

As a result of this procurement, the school were able to

  1. Complete a compliant, cost-effective procurement process resulting in the most economically advantageous tender being awarded
  2. Receive investment over the contract period to enhance the service delivery to the school, and development of the Sixth form area as a key area required for the school
  3. Rebrand and relaunch the catering provision within the school which has delivered an increase in footfall through the catering service
  4. Obtained a total guaranteed annual rebate for the school to allow them to reinvest in their facilities across the 5-year period

The project was completed with 19 weeks ensuring the school were able to implement the contract for the new year to meet the schools’ timescales.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk