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RFP Support for Third Sector Organisations

Running an RFP in the third sector is never just about choosing a supplier. With funding pressures, increased governance scrutiny, and rising expectations from trustees, donors, and beneficiaries, every procurement decision carries weight. The process isn’t only about compliance, it’s about protecting reputation, demonstrating accountability, and making limited resources go further.

At eXceeding, we help charities, not-for-profits, NGO’s, membership organisations, associations, and institutes design and deliver RFPs that withstand scrutiny and deliver measurable, long-term value.

Get tailored membership RFP support

Centre for Ageing Better
Ofgen
Picker
Unicef
YMCA
Museum Wales
Considerate Constructors Scheme
Picker
Council of Reserve Forces and Cadets Associations
DCUSA
Girlguiding
ICAEW
National Education Union
National Union of Students
Hassra

Procurement Challenges for Third Sector Organisations

RFPs in the third sector bring a unique set of challenges that go far beyond the commercial. We understand the pressures you face:

Financial sustainability pressures
Shrinking budgets, reduced funding, and rising operational costs mean extracting maximum value from every contract is critical.
Governance and accountability
Trustees, boards, and funders demand transparency and assurance at every stage.
Regulatory and compliance demands
Navigating complex procurement rules and sector specific regulations requires specialist knowledge.

Capacity and capability gaps
Lean internal teams often lack the time or expertise to run effective RFPs.
Digital transformation pressures
Modernising IT systems and services can feel risky when budgets are tight and supplier confidence is uncertain.
Demonstrating impact and value
Stakeholders expect clear proof that every decision supports your mission and delivers return on investment.

 

These challenges can make procurement feel like a risk rather than an opportunity. Our role is to help you manage them with confidence, turning RFPs into a strategic tool for strengthening governance, improving supplier performance, and showcasing accountability to your stakeholders.

Sound Familiar?

RFPs That Strengthen Your Organisation’s Value

RFPs That Strengthen Your Organisation’s Value

We see procurement as an opportunity, not a burden. Our approach is designed to work within your governance frameworks while focusing on outcomes that create lasting value.

We work alongside your teams to:

  • Bring trustees, boards, and leadership on the journey from the start.
  • Maintain transparency and stakeholder trust at every stage.
  • Ensure continuity of services through carefully managed supplier transitions.
  • Embed supplier accountability for long-term performance.

The result: confidence for your leadership, reassurance for your stakeholders, and tangible benefits for your organisation’s future.

Our process supports internal alignment and operational success, reinforcing trust across your organisation.

Book your Third Sector RFP consultation

Our Third Sector RFP Methodology

Procurement in the third sector demands a governance-aware, flexible approach. Our 10-stage methodology adapts to your approval cycles, stakeholder environment, and funding constraints:

Our process covers:

(Hover over each stage)

eXceeding rfp methodology

Strategic Planning – Align procurement with long-term organisational goals

Internal Review & Approvals – Facilitate board, committee, and stakeholder engagement

Pre-Market Engagement – Gather supplier insights and shape market responses

Tender Documentation – Create clear, compliant, member-sensitive RFP packs

Tender Release – Manage a transparent, fair, and auditable process

Supplier Oversight – Provide structured communication and process management

Evaluation & Presentations – Run collaborative, transparent evaluations

Negotiation & BAFO – Secure additional value within governance frameworks

Contract Finalisation – Ensure contracts are clear, enforceable, and board-approved

Mobilisation & Supplier Management Setup – Support operational handover and long-term supplier accountability


In line with our Total Contract Lifecyle perspective, during the RFP process we always lay the ground work to enable a successful service transition and follow-on contract and supplier management.

 

Speak to our thirds sector procurement team

Specialist Support for Third Sector Organisaitons

Every project team we build is tailored to your priorities. Our consultants combine sector knowledge, commercial expertise, and procurement rigour with a deep understanding of governance and reputation management.

 

Supply Chain Insight

Sector Experience

We understand the realities of charities, institutes, and not-for-profits, from governance assurance to stakeholder confidence.

Holistic Lifecycle Thinking

Supplier and Buyer Insight

Our experience on both sides of the table means we anticipate supplier strategies and secure stronger agreements.

Procurement for Success

Governance-focused Delivery

We align our work with your approval cycles and internal structures, reducing delays and risks.

A Team Who’ve Done It Before

Seamless Tender-to-Service Transition

Our involvement doesn’t stop at contract award, we prepare you for mobilisation and performance management.

Meet your third sector procurement team

Girlguiding Logo

Membership Case Study: Girlguiding

eXceeding supported Girlguiding, a leading UK membership organisation, through two simultaneous procurement projects: IT outsourcing and WAN services.
Our approach:
• Designed transparent tenders aligned to governance processes
• Delivered bespoke supplier contracts with stronger SLAs
• Created operational efficiencies and improved supplier accountability
Outcome: Improved governance assurance, stronger supplier performance, and a more agile procurement model.

Read the full case study →

Why Third Sector Organisations Choose eXceeding

Charities, not-for-profits, NGO’s, membership organisations, associations, and institutes face unique procurement pressures — from safeguarding reputation to balancing value and compliance. We’re trusted by organisations across the sector to simplify RFPs, align suppliers to long-term goals, and provide assurance to boards and stakeholders.

Deep Understanding of Membership Structures

We build processes that respect your governance model while still driving measurable results.

Transparent, Compliant Procurement

From audit trails to trustee reporting, we ensure procurement is fair, open, and defensible.

Balancing Value, Risk, and Reputation

We help protect your organisation’s credibility by delivering decisions that withstand scrutiny and provide sustainable outcomes.

Flexible Delivery

From advisory support to fully outsourced delivery, we tailor our approach to your capacity and governance needs.

Independent, Supplier-Neutral Advice

Our only agenda is your organisation’s success.

Ready to Simplify Your Next RFP?

We help third sector organisations like yours deliver confident, transparent, and commercially sound procurement outcomes.

Contact our third sector experts today

 

 

Steve Rowland

Mick O’Doneell
Director

“Our role is to simplify procurement for third sector organisations, helping them manage governance, build stakeholder confidence, and secure the right supplier partnerships.” – Mick O’Donnell”

✔ 15+ years of cross-sector RFP delivery
✔ Commercially-minded, not just process-focused
✔ Outcome-driven and fully independent
✔ Senior consultants with deep category experience
✔ Flexible delivery – from advisory to fully managed service

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Why not book a free appointment to discuss your requirements in more detail with one of our experts.

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