CRFCA - Case Study - eXceeding
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OJEU compliant procurement for IT support and infrastructure services

About CRFCA.

Forming part of the MOD and established in 1908 (as Territorial Associations) the Reserve Forces’ and Cadets’ Associations (RFCAs) were designed to provide support to the Territorial Force in every county. Over 100 years later, the RFCA dependency has grown to encompass reserves and cadets of all three services. The Council of RFCAs (CRFCA) was constituted by the 13 individual RFCAs in order to provide a central coordination and a focus to enable the Associations to fulfil the requirements of their customers within resources.


CRFCA had been working with the same provider for many years but had identified opportunities to optimise service delivery and needed to market-test the current model.

It was decided that they would run an OJEU compliant procurement process to improve service levels but also ensure best value in the current market.

Working closely with key stakeholders to understand internal processes and service requirements, eXceeding’s consultants managed the entire process, from requirements gathering and documentation creation to award and contract signature.

The transition was smooth and the client was quickly benefitting from new innovative ways of providing the service, updating CRFCA’s working practices, whilst ensuring improved supplier performance and best value moving forwards.

The challenge.

It was identified that there were 3 key challenges, that needed to be considered:

Category knowledge
CRFCA needed to understand the technical requirements to source the best supplier

Compliance and data protection
Due to the confidential nature of the information being handled.

Internal resources
CRFCA needed additional skills and capacity to handle a complex and business critical procurement process.

The solution.

eXceeding managed a fully compliant OJEU procurement, including the following key steps:

  1. The first stage was to understand both the current delivery model and also the organisation’s future needs. Ensuring the optimal outcomes are identified and agreed during this stage is crucial and allows them to flow through specification and evaluation.
  2. Once we were clear on the requirements, we created the documentation in conjunction with the key stakeholders and released to the market.
  3. eXceeding’s consultants managed the entire process, from Q&As, to evaluation, shortlisting, presentations and contracting. We assisted in drafting contracts to include watertight SLAs and measurable KPIs to ensure best possible service and value for CRFCA moving forwards.
  4. As part of the negotiations, we also awarded the LAN and WAN contracts to the same supplier. Once the contracts had been agreed we handed the process over to CRFCA’s internal teams to transition to the new supplier.


contract term

through expert IT category knowledge

On time and on budget
in line with internal processes

Fully OJEU compliant

The future.

By transitioning CRFCA to a new provider, we helped to ensure that they were getting the best possible service but also the most up-to-date technology.

The chosen provider demonstrated innovative new ways of delivering the same services, which has resulted in efficiencies both in terms of time and value for money.