Securing the Best Results on Guard Services

Situation

  • The buyer wanted to go out to the market to consider a new Security Guard Company for guarding and security of  their Head Office and retail estate
  • The current contract was close to expiry and even though they were satisfied with incumbent supplier, they  wanted to consider alternative solutions that could include additional services as well as lower costs.
  • Spend £700,000 a year for nearly 700 stores across the United Kingdom and Head Office Security 
  • Contract was close to expiry and up for renegotiation

Solution

  • Stakeholder requirements added to the eRFP - suppliers were asked how they would handle things like guarding response times and attendance, key holding and additional services etc.
  • Documents like Store List, Standard Services Agreement, Guarding Response Times etc. uploaded to the eRFP
  • 16 suppliers were invited including the incumbent supplier
  • Suppliers had to accept an NDA in order to be allowed access to the eRFP
  • Suppliers were given 2½ weeks to complete their response
  • Built-in Question & Answer process to handle all queries

Result

  • 11 suppliers could handle the requirements and wanted to participate in the eRFP 
  • Savings of nearly 20% was identified
  • Price indications showed a very tight competition and it was decided to proceed to an eAuction negotiation to award to contract

Some of the advantages running and eRFP are: Less emails and phones calls from suppliers - all communication captured within the eRFP so you don't loose track of the status, one place for all Contact Information and RFP Responses - easier to have stakeholders involved and easy access to all documents - signed NDAs, Quality & Environmental Policies, Business Plans, Insurance Certificates etc.