This Government Department was formed following an act of parliament to settle individual complaints between consumers and businesses providing financial services.  They deal with nearly 1 million enquiries a year and are entirely independent, offering a balanced and impartial view.

Their office cleaning contract was due for renewal and they had major concerns regarding service delivery and adherence to the EU Procurement Directive.

They appointed Saxon White Consulting to manage the entire tender process, from advertising the tendered service via the Official Journal of the European Union (OJEU) through to contract signing.

Our Approach

In order to minimise the possibility of claims being raised by unsuccessful tenderers, and to ensure the right supplier was appointed, SWC made sure all of the requirements of the EU Procurement Directives were met.  The approach embraced the principles of fairness, openness and transparency at all times.  Strict timescales were adhered to and a very clear set of selection criteria were agreed at the outset of the assignment.

Regular communication ensured the Government Department were abreast of developments at all times, and always fully informed of progress.

Our Results

We delivered a £300,000 (25%) saving, and by directly managing the process we ensured that no challenges were raised.

Clear reporting lines between the supplier and the Facilities Management Team where introduced, reducing the workload of internal resource.

The newly appointed supplier has completely overhauled the way cleaning is undertaken, and are now entirely accountable for all cleaning related activities.

Skills for Logistics is the Sector Skills Council for the UK’s freight logistics industries.  Licensed by Government, they tackle the skills and productivity needs of employers in the logistics sector.

Much of their work is field based, and as such, they rely heavily on mobile phones.  The client was unhappy with their current provision, including the cost of the tariff, the suitability of the handsets, and the way replacement handsets were issued.

Our Approach

It was important to assess at the outset the tasks the handsets would be required to perform (calls, internet access, email, text messaging), geographically where calls were being made from and to, and the mix between mobile to mobile and mobile to landline use.

With this information, we were able to approach a number of mobile phone providers from our pre-vetted panel, in order to assess the various business packages available.

Once these had been identified, we shortlisted the providers that offered best value to our client.  Working with these providers, we ensured that the handsets would be task appropriate, blackberrys in this case, and that the replacement handset fund would be held by the client and not the provider, as is typically the case.

The tariff was, of course, extremely important.  Through negotiation, market intelligence and call pattern analysis, we were able to deliver the most cost effective tariff at a greatly discounted rate.

Our Results

Skills for Logistics are now enjoying a saving of £19,452 on their mobile phone tariffs, a reduction of 50% per annum.

All of the mobile phones across the organisation have been replaced by task appropriate handsets, with no additional cost to the client, and all users have retained their original telephone numbers.

Additionally, the client is holding the replacement handset fund, a sum allocated (and usually held) by the provider to pay for any replacement mobile phones needed during the contract period.  By holding the fund themselves, Skills for Logistics benefit not only from improved cash flow, but also by retaining any of the fund that is not spent by replacing handsets.

Skills for Logistics is the Sector Skills Council for the UK’s freight logistics industries.  Licensed by Government, they tackle the skills and productivity needs of employers in the logistics sector.

Concerned by increasing energy costs, Skills for Logistics tasked Saxon White with reducing the cost of both their electricity and gas.

Our Approach

Rather than using one or two energy brokers, we use a panel of up to six.  This ensures an encompassing range of pricing from energy providers and guarantees the best market rates.

Armed with the current supplier’s invoices, we analysed energy usage for the preceding year in order to identify periods of high usage.  This analysis allowed us to approach a targeted number of energy brokers from our panel.  Following responses from the selected brokers, negotiations ensued to reduce the cost further.  These negotiations identified that significant savings were available for both electricity and gas, and as such, notice was served to the incumbent providers.

Analysis of the returned pricing, together with the client’s requirements, revealed that a 24 month contract would prove the most beneficial.

Our Results

By fixing pricing for 2 years, we were able to deliver forecast annual saving of £1,706 (38%).

These savings were achieved with minimal involvement from the client, and we handled the entire process including managing the transfer to the newly negotiated tariffs.

Clarion Events is a market leading events and exhibition company, with shows including MPH featuring Top Gear Live, The Baby Show and The London International Horse Show to name a few.

Due to the massive growth and global success of their business, the cost of worldwide travel was quickly mounting with spend in excess of £1m pa, and forecast to rise.

Clarion wanted a way to ensure costs were controlled, buying power was maximised, and to introduce a mechanism that would provide a consolidated approach to both booking and reconciliation.

Our Approach

It was agreed that a Travel Management Company (TMC) would deliver the best solution for Clarion’s requirements.

A formal tender was issued to some of the country’s leading TMCs in order to establish their ability to meet Clarion’s needs.  Following a tightly controlled pricing exercise a shortlist was produced.  Presentations and software demonstrations followed, facilitating the reduction of the shortlist to two. Negotiations on price and service deliverables took place with the remaining suppliers, which resulted in the appointment of a TMC which offered best value across all of Clarions requirements.

Clarion’s key personnel were involved throughout the process, which ensured that the new booking procedure was adopted by all staff at all levels.

Our Results

A saving of £110,000 pa (11%) in direct costs is forecast, and in addition there have been huge increases in the efficiency of back office functions.  Enhanced reporting will enable even greater spend reduction opportunities.

Clarion now have an expert travel partner who is capable of responding to their requests at very short notice, and employees are able to handle their own travel requirements online.

The service is due to be rolled out to the entire worldwide group within the coming months.

Ark-H are one of the UK’s leading providers of handling and fulfilment solutions.  They offer a full range of services designed to enhance their clients’ marketing and promotional supply chain.

Ark-H were concerned about rising print costs, the reliability of their printers and the printing Service Level Agreements currently in place at their branch in Diss, Norfolk.  Saxon White Consulting were appointed to address all of these issues, whilst ensuring minimal disruption to business as usual.

Our Approach

Initially we conducted a full print audit, identifying not only the current usage of each machine, but also any future requirements. 

A formal tender was issued, and an extensive pricing exercise followed.  This ensured that significant savings were delivered, both in terms of cost per copy and machine leases. 

Service levels were particularly important to Ark-H, and as a result, in depth negotiations took place with the chosen supplier in order to ensure that the required SLA’s were agreed.

Our Results

We delivered savings of £27,000 (10.3%), which will increase should the forecast usage continue to rise. 

The evaluation of current and forecast usage led to a rationalisation program, allowing some machines to be completely removed whilst others received a necessary up-grade.  A migration plan was agreed and implemented, resulting in a seamless transition between the old machines and their replacements.

More stringent Service Level Agreements are now in place, and to ensure that these are complied with, financial penalties have also been agreed with the supplier.

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