Re-tendering outsourced IT managed services
Capco is one of the largest listed property companies in central London, with key assets including the landmark Covent Garden estate and the development of Earls Court. They create and grow value through a combination of creative asset management and strategic investments.
Capco had a longstanding, outsourced IT managed services support contract. However, following acquisition of the original support provider by another organisation, concerns were being raised within Capco regarding the quality of service being provided by the newly merged companies.
These services included the management of virtualised servers, key industry standard applications and additional services provided under an Infrastructure as a Service (IaaS) delivery model.
Because all these IT systems were of critical importance to Capco, a decision was made to engage eXceeding to lead and manage a project to investigate the provision of a new, consolidated, service support approach.
The main focus of the project was to understand the incumbent’s contract and then seek to improve on their current situation, whether to renegotiate the existing contracts or to go out to tender for new supplier. In addition, it was viewed as an opportunity to review their current IT strategy following any opportunities the project might provide.
We identified 3 key challenges which needed to be addressed as part of the project:
Business critical systems
With inappropriate and out of date outsourced support contracts
Lack of service management
And marketplace knowledge in-house
Short timescale
To take advantage of a natural contract break point
eXceeding mobilised a team of IT and IT service management experts. After undertaking a lengthy discovery phase, the decision was taken to run a formal service procurement project during which the entire service delivery and strategy of their IT landscape was addressed across 4 key stages:
The process resulted in significant time and cost savings, and improved contracts, which are now enabling Capco to improve on their internal processes and service delivery.
They are now satisfied they have found a reliable resource in eXceeding and plan to engage then again in future to review contracts for compliance and any new opportunities or needs that arise.
We engaged eXceeding to manage the review of our current Outsourced IT Infrastructure contract. eXceeding defined and ran a two stage PQQ and RFP process. The process assessed market changes, new commercial models and contractual approaches which best served Capco’s needs and not potential suppliers.
The result was that we saved a massive amount of time that we didn’t have, significantly reduced costs, increased service and got a better contract, safe in the knowledge that the process ran fairly and unemotionally.
Aspall asked eXceeding to assist with the procurement of an ERP (Enterprise Resource Planning) system after realising they had no internal experience to run the process. This resulted in significant efficiencies and improved reporting.
As part of adi Group’s highly complex procurement review, we conducted a full analysis of their current spend, processes, suppliers, contracts and risk. This resulted in a consistent procurement strategy, with cost savings in excess of £0.5million.
HASSRA required a full OJEU aligned procurement process for one of its biggest membership benefits – cinema tickets. eXceeding ran the entire tender process through to the transition to a new supplier.
