The Project: "QCA intended to give notice to their current logistics services supplier and required assistance on selection of potential suppliers, issuing and assessing expressions of interest, issuing Invitations to Tender and selection of a new contractor"

Background

QCA is the guardian of standards in education and training, working with others to maintain and develop the school curriculum and to accredit and monitor qualifications in schools, colleges and work. As part of this service QCA makes available publications, which set down policy and guidance, to a variety of partners and customers including awarding bodies, schools, colleges, training providers, employers, professional associations, parents, school governors, etc.

The current logistics operations were outsourced. The quality and cost of service were considered to leave scope for improvement and there was a failure to progress change at a satisfactory rate. It was therefore decided to give notice and put the logistics operation back out to tender

Activities

Bisham was asked to assist them in this major project. The first step was to ensure that a suitable strategy was in place to ensure continuity of service during the notice period.

The second step was to identify the process for outsourcing including the timetable required. This was followed by preparation of the assessment criteria on which the decisions would be based. Using the OJEC system expressions of interest were invited. These were evaluated in line with the assessment criteria to produce a short list for the Invitation to Tender. (ITT).

Preparation work included activity and volume data together with the specification of key service levels.

Outputs

The ITT was issued and included the provision of full order line services, including on-line web ordering, order receipt and processing, customer services, accounting services, warehousing and distribution and on-demand printing and despatch services.

The Tender responses were then assessed in line with the criteria which included costs; call centre, warehousing and distribution experience; method statements and implementation plans. A short short list was prepared and after visits and interviews including client assessment a decision was made.

Results

• A smooth transition from the outgoing contractor to the new contractor
• A considerable saving in contract costs
• Progress in terms of change to on-line printing on demand providing future cost benefits
• A completely satisfactory service in terms of existing activities
• A belief that a real partnership had been achieved and would carry on into the future
• Complete satisfaction at the end of the firrst year of operation