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Exceeding

About Girlguiding.

Girlguiding is the leading charity for girls and young women in the UK.

Girlguiding empowers nearly half a million girls, to be their best and face the challenges of growing up today. They have been doing that through adventure, friendship and fun for over 100 years.

Overview.

Having never conducted a formal outsourced provider procurement in-house, the process felt daunting to the small IT team at Girlguiding. They were also governed by their sector (charity and membership organisation) bodies, to ensure the process was fair and transparent whilst delivering best value.

Having decided to market test their incumbent outsourced IT provider, Girlguiding approached eXceeding to see how they could help. It was decided that a full turn key solution would provide the best level of support for the project, where eXceeding owned all aspects of the tendering process.

During initial engagement it came to light that they also had a separate supplier for their WAN and therefore eXceeding proceeded to run two projects in parallel.

The challenge.

We identified 3 key challenges which needed to be addressed as part of the project:

Lack of experience
The internal team lacked the experience and market knowledge required to run an outsourced provider procurement

Limited internal resources
To run such an intensive procurement project.

Fair and transparent process
To adhere to governance and ensure transparency, whilst also delivering the best value for money

The solution.

eXceeding ran two procurements in parallel for IT outsourcing and the provision of a WAN provider. Our procurement consultants managed all aspects of the tendering process including preparing the tender documents, selecting appropriate bidders, releasing the tenders and managing the Q&A and responses.

  1. The first stage was to review current contract commercials and SLAs in order to identify key factors to consider when creating the specification for the tender and agreeing contracts.
  2. Following the review, eXceeding’s consultants performed a benchmarking exercise, utilising in-house knowledge, experience and benchmark data in order to ascertain comparables from which a requirements specification was created.
  3. eXceeding took complete ownership of the tender process, including creating the tender packs and documents, selecting appropriate bidders, releasing the tenders, managing the Q&As and evaluating responses.
  4. Once all of the responses had been evaluated, final presentations were arranged and attended with the short-listed suppliers. Finally, the suppliers were selected and eXceeding proceeded with negotiating the BAFO (best and final offer) and contract deliverables, SLAs, KPIs and service credits.

Highlights.

9 Month
Contract Length

Improved supplier contracts
With increased SLAs and more flexibility

Fully bespoke
Outsourced supplier contracts

Cost savings
Across the procurement function

The future.

The new, flexible and efficient contracts, with improved SLAs, will enable Girlguiding’s IT to be fit for purpose for present and future needs.

There is now an increased focus on supplier relationship management to ensure that Girlguiding continues to achieve year-on-year cost savings, as well as the best possible service.