Summary

At an Assetproc engagement event, five primary schools in South Gloucestershire asked us for support in buying catering services. 

Following discussions with our CEO the group agreed to join forces to purchase the services together and sought the support of Assetproc with various aspects of the procurement.

A few weeks later, the schools and Assetproc had discussed the benefits of aggregated buying and they agreed to move forward with a joint procurement based on advice from our consultant.

Our team gathered relevant data from all five schools to enable tender documents to be written for a joint procurement. 

The joint contract was signed 3 months later.

“I have to say that the paperwork and analysis of the bids that we received was amazing.  None of us would ever have had the time to be able to put together such a comprehensive list of reports and supporting information which is factual and evidence-based.”

Denise Hickson, School Business Manager, Wheatfield Primary School

Advice

The consultant worked with individual schools — and with the schools collectively — to agree requirements for each school and to ensure that all documentation was fully compliant.

The Consultant published the tender and managed the clarification process with all bidders as well as assisting schools to prepare for site visits. 

Assetproc received all bids and undertook an initial evaluation of all tenders.  It sent each school a summary of the evaluation as well as sending instructions to bidders on what to include in their presentations.  Assetproc Consultant arranged the schedule of presentations.

The schools agreed unanimously with the Consultant’s initial evaluation as well as the choice of successful provider.

Assetproc drafted Terms and Conditions for consideration by the schools with their legal advisors.  Queries arising from the discussions of the Terms and Conditions were addressed by the Assetproc Consultant

“Thank you for the work that has been put into presenting this information ahead of the bidders’ day.”

Karen Llewellyn, School Business Manager, Barrs Court Primary School

Effects  

By combining their purchasing power, the five schools attracted more interest from a wider range of bidders than would have been the case had they operated singly.  This was especially important for smaller schools in the group that normally would not have attracted multiple bidders.

The advisor worked closely with the schools throughout the process and this proved particularly useful when one participating school had queries about the contract from its governing body.  

By working together, the five schools generated an income of £39k which was divided among the schools based on pupil numbers which meant that each school made a saving which would not normally have been the case had each school operated alone.

An ongoing benefit for the lifetime of the contract is that the joint contract provides each school with more leverage in terms of contract management with the supplier.