Case Studies

Exmouth Community College

Exmouth Community College

The Hub helped the Exmouth Community College to navigate an OJEU tender and procure a new cleaning contract across two large sites. The Procurement Consultant worked with the Premises Manager to create bespoke evaluation criteria to source the best provision possible, both in terms of quality and value for money.

The new contract delivers a significant saving of £31,199 in year one and £89,888 over the full contract term compared with the incumbent supplier. There is no reduction in staff hours with site staff receiving pay rises in excess of 15% at the contract start, with additional increases budgeted throughout the contract term.

Additional benefits include transparent pricing, use of client proposed monthly KPIs (not supplier proposed) and outsourcing of pension risks. The Premises Manager is now more familiar with the procurement process and feels confident in managing the contract.

“The support was invaluable at a time when I was responsible for getting the site ready for reopening after the initial Covid-19 lockdown. With the Hub’s help, this process was straightforward and required significantly less time. I had a lead contact that I worked with, she was always available, took time to ensure that each step was clear and prompted me to ensure that my target timeline was achieved.”

Pickwick Academy Trust

Pickwick Academy Trust

The Hub helped the Pickwick Academy Trust procure a new grounds maintenance contract for its five academies. The team worked with the Trust Business Director to source the best provision possible, both in terms of quality and value for money. The new centralised contracts can now be managed at Trust level and will deliver a significant saving over three years with an option of two further one-year extensions.

“The Hub managed the tender process on our behalf, supporting any issues and questions and saving us considerable time and effort. The team is very experienced and helpful and knowing that we had their support with any issues raised was a great benefit, alongside the savings made for the Trust. This is the fourth tender that we have completed with the Hub and I would highly recommend their services to other schools and academies.”

Coastal Learning Partnership

Coastal Learning Partnership

Coastal Learning Partnership had previously been using a mixture of insurers resulting in a range of staff benefits, staff absence cover, renewal dates and claims procedures. The Hub went out to several OJEU-compliant frameworks and brokers to facilitate consolidation to a single provider. We provided a summary of available options and arranged a discussion to compare what was on offer, including the option to self-insure.

This was extremely useful as this market does not price against the specification provided as each insurer works against different risk calculations and claims procedures resulting in an extremely difficult comparison exercise. The difference in pricing, provided in the bidders’ quotations to meet the Trust’s needs, varied by £100k, with the Hub’s support also providing the reassurance of additional oversight.

“With the Hub’s help, we were able to consolidate to a single provider more easily, the Hub saved me time and I appreciated having someone with whom I could discuss the options. This is a service I recommend, and I shall use it again in the future.”

Learning Academy Partnership (South West)

Learning Academy Partnership (South West)

Learning Academy Partnership wanted to utilise existing talent within some inhouse kitchens as part of its plans to make catering a core activity of the trust. The Hub’s forecasting model was used to devise an estimated cost of outsourcing catering services to support the school’s business case.  This enabled the school to consider alternative options, highlighting that by consolidating services across the trust, an additional £16k per year could be reinvested into the catering provision.

During the Covid-19 outbreak, the trust had challenges managing the contract with the incumbent provider regarding charges as well as agreeing how to respond to social distancing measures and the range and type of meals available. Now that the service has been fully insourced, the trust has been able to provide hot meals to all students and made steps to reduce the use of single use plastics such as cutlery. The children are having their usual fish and chips on a Friday and enjoying that they are provided wrapped in paper like a proper take away!

One of the schools in the trust had developed a culture of children attending school without a meal provision.  A meal would be provided and charged to the trust without recourse to the parents.  Now that the trust is responsible, such circumstances are flagged immediately allowing parents to be contacted for their approval as well as highlighting any potential safeguarding issue. In addition, the Hub provided guidance and materials to enable the school to exit its agreements formally.

“With the Hub’s help, we were able to demonstrate to governors that our ambition to bring catering services inhouse was viable and that we were able to provide independent benchmarking data to support the decision-making process. I was surprised that the Hub was able to support the consideration of inhouse solutions as part of the sourcing process. This is a service I recommend, and I shall use it again in the future.”