Implementation of an open ITT for fast, compliant direct award to an existing supplier
When its existing contract for specialist cleaning services was nearing its end, a further education provider approached eXceeding for help to re-contract directly with its incumbent supplier.
With the current contract close to expiry, time was tight to explore the routes to market that would enable the college to direct award without the need for a full tendering process.
eXceeding recommended running an Open Procedure ITT, which the college would be able to call off services through once the supplier had been onboarded and the necessary documentation completed.
Within six weeks, the college had in place a new, five-year contract with its supplier, with additional clauses guaranteeing price protection in an inflationary environment and requiring secure vetting of the supplier’s staff.
The college had an existing contract with a supplier to provide specialist cleaning services, but that contract was nearing its expiry date. The supplier had been providing excellent service, so there was a desire to maintain the relationship for a further five-year period.
With not sufficient time to carry out its usual tendering process, the college approached eXceeding looking for a quick and compliant way to award a new contract directly to their incumbent supplier.
Following in-depth consultation with college stakeholders, eXceeding’s procurement experts began exploring possible options to re-contract with the supplier. After evaluating these options, an Open Procedure ITT was recommended as providing the optimal route to market for the college to call off services from the incumbent supplier through compliant direct award.
The team at eXceeding guided the supplier and the college through the process of undertaking an Open Procedure ITT, including supporting them to complete any necessary documentation.
The specification was reviewed, and a recommendation made to include a DBS-checking policy for the supplier’s staff within the schedule of works – a must for any further education establishment.
Finally, our procurement team ensured the new contract included all the necessary terms and conditions and clauses ready for the supplier to sign, including one preventing any annual uplift in costs for inflation during the contract period.
The entire procurement process – including completion of the schedule of works and contract – was condensed in order to meet the tight timescales required, providing the college with a fit-for-purpose solution that ticked all the boxes required.
This university sought eXceeding’s higher-level procurement expertise to deliver two large outsourcing contract procurements in IT and Facilities Management.
Kingsdale initially contracted eXceeding in 2015 and we went on to run multiple procurements in technology and building works.
SIPS initially engaged eXceeding back in 2015 after identifying risks which could potentially challenge the availability of critical services.
