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  • Animated image for Facilities Management Facilities Management

    Essential services to help keep your school running smoothly.

  • Ingredients and cooking pans Food and Catering

    Everything you need for your school meals and catering requirements.

  • person working at a desk Furniture

    Helping you create inspiring spaces.

  • Computer screen and printer ICT

    Technology and communications to help you stay connected and current.

  • certificate and books Professional Services

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    Review your energy contracts to help save money.

school exercise books varied colours
Discover our complete range of exercise books.
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Blue school exercise book with ruled pages
Ruled paper exercise books for a range of subjects.
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Squared paper exercise books, perfect for maths.
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Explore the benefits YPO can provide to Academies and Multi Academy Trusts across the country.
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  • Construction worker Buildings and Construction

    Our expert team can help with building, construction, repairs and alterations. Browse our frameworks.

  • Meeting Corporate and Financial Services

    Help to increase efficiencies and provide better support to your people.

  • Blue light Emergency Services

    A dedicated team set up to support you and offer tailored frameworks.

  • Energy frameworks YPO Energy

    Find ways to reduce your energy consumption with our energy team.

  • Cleaning equipment Facilities and Waste Management

    Providing safe and cost effective working environments.

  • Fleet of white vans Fleet

    Whether you're looking for fleet hire or purchase, speak to our specialist team.

  • food and catering worker cooking Food and Catering

    Ordering food and catering couldn't be simpler with our UK Food Deal.

  • food and catering worker cooking Furniture

    Create environments that are tailored to your unique needs.

  • health and social care workers Health and Social Care

    Help to support independent living by sourcing aids and equipment.

  • fleet and highways worker Highways

    Providing specialist industry knowledge to help meet your needs.

  • Corporate meeting HR and People

    Our team are here to help with all of your recruitment and training.

  • Woman using technology Technology and Communication

    We can help you source cost-effective solutions with a range of frameworks.

Step 1: Get buy-in from the top

The first step to success is getting buy-in from management. Organisations need to ensure the staff involved in the process have all the necessary knowledge and training to carry out the procurement  effectively. A detailed planning document can be a powerful tool to keep track of all activity during the process, and help you communicate progress with colleagues around your organisation.

Step 2: Engage internally

If you have a procurement department, you should engage with them early in the process so they are clear on any roles, responsibilities and expectations you have. 

Step 3: Be clear but flexible

When specifying your need, ensure you clearly define outcomes and performance. However, be open-minded - you do not want to stifle supplier innovation. This will establish an environment in which creative procurement can flourish. The procurement process needs to challenge and influence internally and externally - a positive attitude will engage colleagues who will then go on to become business enablers.

Step 4: Know the rules

Establish governance arrangements from the outset. It is important that you have a detailed knowledge of all the relevant procurement rules, such as the EU regulations as well as any internal governance procedures or corporate procurement rules. A knowledgeable team will ultimately improve efficiency in managing procurement projects.

Step 5: Be commercial

Thinking and acting strategically can be instrumental to success. Use tools such as ‘sourcing options appraisals’ to review costs and options, and obtain valuable insight. Consider innovative ways of charging and understand the affordable outcomes which offer best value for money. 

Good contract management needs to cover both Service Delivery Management, which assures the delivery of the correct service and quality, and Commercial Contract Management, which assures the commercial strategy is achieved. 

Step 6: Keep your eyes on the prize

Immediate benefits are instantly gratifying; however, ensure you have considered the commercial terms before committing to a long-term contract. Commit suppliers to performance improvement and/or delivering additional savings down the line.

Finally, understand your three spend levers of procuring cheaper, spending less, and most importantly, spending smarter. This will ultimately ensure a rewarding process, where services are aligned to your requirements whilst delivering better value for money.

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Author

Chris Dale

Contracts Manager
North Yorkshire Procurement Service