The University of Sheffield - Case Study - eXceeding
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The University of Sheffield

Transforming Estates Development Procurement through a £100m Construction Professional Services Framework.

September 2025

Delivering a streamlined, sustainable solution designed to maximise value for money and social value impact within the region

The Challenge:

 

The University of Sheffield, a globally recognised Russell Group university, needed to transform its approach to professional services procurement within its Estates & Facilities Management (EFM) team. The existing solution involved lengthy procurement processes which were difficult to use, adding additional pressure to delivery of all projects across the department and risk of project delays and overruns. There was also scope to strengthen contract management to ensure greater value was achieved from procurement activity. In particular, the University wanted to maximise local and regional impact and build stronger, more engaged supplier relationships.

With a forecasted £100 million of spend over eight years, the university was looking for a modern, compliant and user-friendly solution. The priorities included improving sustainability, supporting social value goals and increasing access for local SMEs. Flexibility, supply chain resilience, value for money and budget certainty were also key considerations in selecting the right approach.

Before appointing eXceeding, our previous framework and procurement processes were overly complex and time-consuming, which created bottlenecks in project delivery.

We knew we needed a more modern, agile approach that could keep pace with the demands of a large and varied estates programme.

Mark Holden
Associate Director of EFM: Estates Development
The University of Sheffield

The Solution:

eXceeding was engaged early in the process to support strategy development and manage the end-to-end procurement of the framework. Our approach included

Discovery and Strategy Design
Working closely with EFM stakeholders to identify lessons learned and inform the new strategy.

Supplier Engagement and Procurement Delivery
Conducting options appraisals and early engagement with local SMEs to assess alignment with project goals.Supporting the university through the full procurement lifecycle using its internal eSourcing platform.

Implementation and Contract Optimisation
Designing and implementing a fit-for-purpose framework supported by bespoke contracts, embedded KPIs and SLAs, and streamlined award tools to ensure ease of use, supplier accountability, and long-term value.

eXceeding quickly understood the complexities of our estate and the pressures we were facing, and guided us through the process with clarity, structure and professionalism. The new framework is a significant step forward, it’s flexible, easier to use, and gives us far greater confidence in supplier performance, cost control and social value. It’s a solution that truly supports our strategic goals.

Gaynor Bradshaw-Willson
Deputy Head of Estates and Facilities Management
The University of Sheffield

We Delivered:

Strategy and Engagement

 

A refreshed procurement strategy aligned with stakeholder needs

 

A “Meet the Buyer” event to encourage SME participation

 

Subject matter expertise to review and update scopes of services

 

 

Contracts and Governance

 

 

Development of a bespoke, simplified form of contract in conjunction with legal

 

 

Design and implementation of streamlined award justification

 

 

Managed negotiation and execution of agreements in preparation for framework launch

 

 

Process and Evaluation

 

 

A fully managed procurement process working closely with internal stakeholders

 

 

Development of project and framework level KPIs and SLAs for supplier management

 

 

Moderation and scoring of commercial and quality responses

 

Working with eXceeding was a genuinely collaborative experience and they felt like an extension of our own team. They took the time to understand what we were trying to achieve and made sure the solution was aligned with our procurement goals. Their attention to detail and the knowledge of both the subject matter and the procurement process were excellent. This, as well as their hands-on support and clear communication made it so much easier to bring everything together smoothly.

James Rainbow
Procurement Category Manager
University of Sheffield

The Results:

The framework provided a modern, fit-for-purpose solution that directly addressed previous issues while aligning with the university’s policy and operational needs.

Improved Accessibility

A simplified and more user-friendly call-off process across six Lots. This has been integrated into the wider estates project management process for maximum efficiency and traceability.

Stronger Local Engagement

High SME participation and contract awards to local suppliers. 100% of appointed suppliers have an established office for relevant discipline within 30 miles of campus. Over 50% of appointed suppliers are SMEs.

Efficient Awards

Fair, auditable award decisions reducing procurement timelines by approx. 30%

Better Supplier Performance Management

KPIs and SLAs embedded to improve measurement of outcomes. Ability to track and report against KPIs better integrated into wider estates development process.

Future-Proofed Supply Chain

Rationalised supplier base balancing value and usability.

Value for money

Cost certainty were central to the University’s decision-making. Rates have been fixed for the initial four-year term, giving the University clear visibility and control over project costs. Average fees across the framework reduced by 21% vs previous solution multi-disciplinary rates.

Cost avoidance

By developing a bespoke internal framework, the university avoided the ongoing access fees and administrative overheads typically associated with third-party frameworks, ensuring that more of the available budget could be directed towards frontline project delivery and social value outcomes.

Enhanced social value outcomes

As part of the framework’s social value commitments, several suppliers have contributed pro bono design work to support initiatives that improve access to education across the Sheffield region. This collaborative effort aligns with the university’s wider masterplan activity, helping to shape inclusive, community-focused spaces that extend the impact of the estate beyond the campus.

*Vs previous solution multi-disciplinary rates


 

The success of the initial framework delivery made it an easy decision to continue working with eXceeding.

Their structured approach, attention to detail, and understanding of our long-term goals meant they were the right partner to support us ongoing to ensure the framework continues to deliver value, quality, and social impact as it matures – they genuinely feel like part of the university’s internal team.

Gaynor Bradshaw-Willson
Deputy Head of Estates and Facilities Management
The University of Sheffield

 

What Next

The framework was successfully launched in March 2025, and has been designed with long-term value and adaptability in mind, ensuring it evolves alongside the University’s changing priorities and project pipeline.

eXceeding will continue to support the University of Sheffield through the ongoing management of supplier performance reviews, monitoring and enhancing social value delivery, and auditing framework usage to ensure continued compliance, value for money, and strategic alignment.

This partnership approach allows the University to proactively manage its supplier base, optimise outcomes over time, and maximise the framework’s impact well beyond initial implementation.

 
 

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