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Exceeding

YMCA

Supplier consolidation to ensure best value

About YMCA.

YMCA St Paul’s Group is a large, but local charity working across South West, South, East and West London, providing support to vulnerable and homeless young people.

They also work with children, youth and families in the community, run five Health and Wellbeing Centres, and offer a range of inclusive activities.

Overview.

YMCA St Pauls are the largest YMCA in Europe and our consultants supported a review of the multiple contracts that the YMCA had in place to facilitate the running of 28 buildings, comprising of both temporary and fulltime flats and multi-space houses.

After completing a strategic review, the requirement was to bundle as many services together, to provide best value, enhance the specification and to put in place clear KPIs for supplier performance.

A large part of the contract was refurbishment, repairs and maintenance, PPM and voids, which require a very quick turnaround.

The challenge.

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

As a well-respected and community-focused, local charity, YMCA required a fully transparent and fair procurement process.

Managing so many suppliers had become too resource-intensive for YMCA. They needed to improve performance, whilst consolidating suppliers.

YMCA required specific SLAs to be in place to ensure best possible service and quick turnarounds in terms of repairs and maintenance.

The solution.

We managed the entire process – from reviewing the existing suppliers and comparing the variables in the existing contract terms – to determining new SLAs and KPIs, creating a consistent contract, and managing the process to consolidate the number of suppliers.

  1. First, we completed a strategic review and agreed that the requirement was to bundle as many services together, to provide best value, enhance the specification and to put in place clear KPIs for supplier performance.
  2. We created the tender documentation, structuring content to ensure we fully met the criteria and to attract high calibre tenderers.
  3. We drafted consistent contracts to ensure SLAs were in place for key elements such as refurbishment, repairs and maintenance, PPM and voids, which require a very quick turnaround.
  4. We ran the tender process, shortlisting, consolidating and helping to select suppliers and ensuring best value and the highest level of service moving forwards.

 

Highlights.

18 month contract term

Clear KPIs and fixed SLAs

Optimised approach for 28, mixed use buildings

Developed long-term strategy

The future.

YMCA are confident in the knowledge that they have benefited from a strategic review from an external specialist consultancy of their service providers and have standardised the SLAs, KPIs and contracts. Now YMCA have a solid supplier platform to maintain and are in good position to leverage further savings and consolidation.