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Yorkshire Housing – Enterprise Technology Solution Procurement and Supplier Management

Situation

Managing more than 18,000 affordable and social rent homes across 20 local authorities, Yorkshire Housing undertook a £20M transformation programme, designing an Enterprise TOM to be underpinned by new enterprise-wide technology solutions and a strong technology-partner relationship.

BPG Solution

We supported the end-to-end technology solution procurement process and FBC development providing strategic and tactical advice, output delivery and resource augmentation. Our innovative procurement/contracting strategy took account of Supplier “Expert Responsibilities”, implied (undocumented) “Duty to Warn”, to direct the client’s approach to requirements, contracts, and supplier management, ensuring supplier accountability for fitness-for-purpose of their solution.

Our work involved:

  • Assurance – that business outcomes, objectives, TOM, operational processes (Use Cases) and requirements were clearly articulated, agreed and communicated
  • Complex Stakeholder Engagement – including technical, operational, executive and tenant stakeholders. Communicating progress, maintaining support and gaining input/approvals
  • Procurement/Contracting Strategy to minimise risk, achieve optimum outcomes from the procurement, identify early contract terms
  • Business Case development – including Early Market Engagement, Options Appraisal, Financial Analysis & Cost-Modelling (5-Case Model)
  • Clear Requirements – aligned to evaluation criteria and business outcomes
  • Procurement Process – Design/delivery of fit-for-purpose, compliant Competitive Dialogue procedure (after evaluating all procurement routes/frameworks) developing tender documents, selection criteria, managing the evaluation process, and negotiation to contract award
  • Supplier Pre-contractual Due Diligence to assure supplier understanding of requirements/expectations
  • Innovative Contract/Commercial Negotiations – Drafting/negotiating a flexible contract aligned to business outcomes with a built-in 6-monthly reshaping process to ensure terms continued to align with emerging/potentially changing outcomes
  • Governance & Implementation Planning
  • Knowledge Transfer/Training throughout, specifically for CD, Negotiation, Evaluation/Scoring
  • Built the ICF to assure successful ongoing contract/relationship management.

Integrated Team Working/Supporting Culture Change

We helped communicate the programme objectives and organisational benefits to ensure project teams understood the bigger picture and their role in delivering it together. By facilitating integrated team working across departments/disciplines, we ensured alignment of thinking, shared understanding and a commitment to common goals.

Results

We delivered the right supplier, at the right price, accountable for fitness-for-purpose of their solution to achieve YH’s outcomes, with a flexible contract that ensured terms remained aligned to future/emerging outcomes.