Introducing
Capability - Integrity - Agility
Hello! Welcome to Cohesion Consulting. We are an independently owned client-centric consultancy. We positively disrupt the consultancy sector by offering added value, cost effective procurement and contract performance management services for Schools, specialising in catering, cleaning and support services. Our clients are at the heart of everything we do. We focus on delivering tangible support for our clients to save them time and money. We operate as a specialist part of our client’s team, taking full responsibility for managing procurement and service development projects, and delivering them successfully, on time and on budget. Our values are simple: Capability, Integrity and Agility. We believe everyone needs to work together to achieve a common aim and look after that which matters most: the needs and welfare of children and students. In an increasingly dynamic and challenging environment our gainshare approach helps clients and contractors work together to achieve real benefits from shared objectives and achievable targets with a constructive working partnership. Please do get in touch to see how we can help you deliver better value, high standards of service and real return on your investment in support services. Best wishes,
Glenn Campbell Founder and Managing Director T: 07895 837811 E:
[email protected] W: www.cohesionconsulting.co.uk
How We Work We are an agile, online business we have a bespoke, cloud based portal hosted by In-Tend, a bespoke tendering system that manages all aspects of the tender process from pre-qualification through to the final tender presentations for both catering and cleaning. We use MS Teams and Video Conferencing to host meetings, minimising client costs and the environmental impact of our operations. Our catering and cleaning auditing software is hosted by SafetyCulture, a market leading worldwide software provider that helps companies achieve safer and higher quality workplaces all around the world through innovative, mobile first products. Three things differentiate us in the Consultancy sector: We are Client-Centric We work with our Clients as a key part of their own team to help them manage their catering and cleaning services in a genuine partnership. We are supportive In the post-Brexit, Covid-19 and inflationary landscape we are all navigating supply chain issues, wage inflation and changing societal norms and values. Our Clients benefit from impartial honest advice and support in managing their suppliers We think change can be a good thing if managed well... “Change is the only constant.” We work with clients and contractors to make change deliver a positive outcome, managing the financial risks with service delivery and a pragmatic approach on balancing costs with budgets and Client expectations. In short, we deliver four key things for our clients: 1. Cloud-Based Procurement across multiple service and product categories. We’ll also \\support ESPO frameworks from February 2023. 2. Contract Performance Management. 3. Mediation, Negotiation and Conflict Resolution. 4. Save you Time and Money.
Our Six Founding Principles Working for clients, working with contractors We operate as a specialist within the client’s own team. We establish a genuine and open collaborative partnership with our clients and their suppliers. Trust, integrity, honesty and delivery are founding values that ensure that the contracts we support, monitor and tender are focused on the specific, individual needs of our clients. Collaborative and dynamic Clients need to show best value for the public purse and contractors need to generate a reasonable profit. Our tender process, contract performance reviews and financial audits all ensure that both parties achieve a fair, reasonable and pragmatic balance in a highly dynamic operating environment. Objective and driven by performance Setting clear performance targets and realistic service expectations for both parties ensures a positive start to every contractual relationship. However, change happens. Where issues arise over time we work with all stakeholders to identify the often complex causes of the problem and develop workable solutions for all parties. Experience I have many years of experience in the industry. From grass roots through to Director and Board level I have led successful teams in Contract Catering, Restaurants, State and Private Education. Operating with a firm agenda that places the interests of our clients at the heart of everything we do, Cohesion can be trusted to deliver an outcome that balances quality, service and overall cost. Open, fair and transparent Our fully compliant, fair and transparent tender and monitoring processes are bespoke for every client. Our focus on achieving objectives ensures every contract we tender and support has the best possible start and chance of long term success. It is not about us We work with all parties to deliver the best value and service for the client’s investment over the life of the contract. The result is a positive working relationship and a genuine collaboration that delivers the standards clients rightly expect.
Contract & Service Procurement Many service contracts including Catering and Cleaning tenders are typically high value contracts and every school depends on their successful operation to ensure every the smooth running of a clean school or well fed student or child. Our Tender Award Criteria are bespoke and designed around specific current and future client needs. The include costs, the proposed service model, contract support and continuous development. For re-tenders with an incumbent we also include the risk of change versus the risk of retention. These balance criteria help deliver a fair and objective outcome from the process. We manage a suite of tender processes via In-Tend to support you in the procurement and deliver the service you need. Delivering the best outcome for the client is our sole focus, and often a benchmark audit is a great starting point. Benchmarking - an evaluation process that helps clients understand the value they are actually getting from their contractor using industry averages and client specific metrics. This helps client decide to extend contracts (from 3 years to 5 years) based on strong relationships with a trusted, existing supplier or tender the contract to deliver better value and a more dynamic contract model. Procurement Models 1. RFQ - Request for Quotation for smaller value services or equipment, around £10k - £100k, typically above the scheme of delegation for site approval. Suitable for a one-off purchase or special project, or a 1 - 2 year contract for services. 2. Fully Compliant Tender - typically 2 stage restricted process for a 3 to 5 year contract above a £213k (Incl. VAT) threshold. This includes a Pre-Qualification process to shortlist down to three bidders for the formal tender. 3. LTR - a Light Touch Regime is for contracts above £663k (incl. VAT) threshold with more flexibility on award criteria and process, with less input and time needed from the client. Suitable for 2 - 3 and 3 - 5 year contracts based on turnover. We also offer different levels of support for clients in managing these processes, depending on the Client’s time and budget available. These are shown on the following page.
Procurement Support Packages Support Package
What is it designed for?
What does it include?
Advisory support online
Ideal for Schools or trusts managing their own process and want expert support with process and document design, evaluation or presentations
Based on a day rate, project costs are billed on an agreed schedule of support at the start of the project.
Simple, Self-Managed by Client
For Schools or Trusts that have more time to dedicate to the process and want the tender managed on In-Tend from initial advert to contract award.
Cohesion provides the ‘back office’ support including the document set and manages the process on In-tend, the Client provides contracts and hosts all PQQ and ITT meetings and presentations.
Standard Support from CCL
For Schools or Trusts that want the entire document set provided and the process managed for them from initial advertisement to contract award.
Cohesion manages the tender process and provides the document set. Support from the initial advert to contract signature via Docusign.
Complete Support by CCL
For Schools or Trusts that want additional support including the entire document set provided and the process managed for them from initial advertisement to contract award, through mobilisation and on to the first termly performance review.
Cohesion manages the whole tender process and supports the client into the first term of operation. Ideal for clients who need more support or have had some bad past experiences with contractors or the service.
Procurement Support Packages Support Package
Documents Provided
In-Tend Hosting
Evaluation
Client Hosted Meetings
Advisory support online
Simple, SelfManaged by Client
Standard Support from CCL
Complete Support by CCL
All by Client
PQQ and ITT drafts, evaluation matrix and draft report, use existing client contract
PQQ, ITT completed by CCL, evaluation matrix and draft report, CCL Contract
PQQ, ITT, evaluation matrix, full Tender report all completed by CCL, CCL Contract
None – client manages their own
Post Contract Notice, Manage Stages and Clarifications, Post Award Notice
Post Contract Notice, Manage Stages and Clarifications, Post Award Notice
Post Contract Notice, Manage Stages and Clarifications, Post Award Notice
Completed by Client
PQQ scored by CCL & summary report ITT scored by CCL & summary report
All scored by CCL
PQQ Shortlist Interview Bidder Site Survey for ITT
Bidder Site Survey for ITT
Review of Client Evaluation
All
Site Survey PQQ Shortlist Interview Bidder Site Survey for ITT ITT & Tender Presentation Mobilisation Meeting
Additional Procurement Services We offer additional procurement services for our clients across a number of different categories. For small value exercises we use a Request for Proposal (RFP) process that helps clients comply with their internal procurement requirements and schemes of delegation for sub £100,000 value contracts. For larger value, above threshold, £213kexercises we use a fully compliant tender process. We can scale the process to meet the specific needs of a single School or a Multi Academy Trust. Core Procurement Activity •
School Catering Services
•
School Cleaning Services
Single site and Trusts RFQ or Tender •
School Uniforms and Workwear
•
Stationary supplies
•
Food supplies and management software
•
Chemicals and disposables
•
Janitorial Supplies
•
Reprographics services and equipment
•
Equipment supply - catering and cleaning
•
PPM Kitchen Equipment Maintenance
•
Deep clean - canopies, ducting and vents
•
High level window cleaning
We design bespoke packages and specifications to meet your exact needs.
Intelligent Procurement Our tendering process is hosted by In-Tend, a market leading worldwide Software as a Service Provider. Their software suite manages all stages of a tender or e-auction including e-evaluation, following on through to contract management with set KPIs and contract review scheduling. They are e-Sender accredited with both Tenders Electronic Daily and the Crown Commercial Service, advertising opportunities on Contract Finder and the Find a Tender Service in the UK. All bidder communications and clarifications are managed via our bespoke In-Tend website. All issued and received tender documents are securely uploaded and stored online, even the tender opening ceremony is automated.
Our project dashboard shows exactly where we are on the tender process, so you have complete confidence the tender is running on time, and on budget, whilst Cohesion manage all of the administration, evaluation and facilitation on your behalf.
Adding Value, Creating Strategy After a contract is awarded Cohesion help our clients to continually develop their service strategy around current and future needs over the 3 to 5 year life of the contract. Where active contract monitoring is involved we audit services on a bespoke package with 1 to 3 audits each year, scoring KPIs, attending termly reviews and offering a year-round helpline. Our methodology is designed around achieving ongoing best value in a dynamic and fast moving economic and service environment. The process below summarises our strategic approach to performance and cost management.
ADDED VALUE
Cohesion work to resolve longer term service and cost issues as part of the support package. We provide a ‘help line’ for the School and their Contractor, plus on-going support where needed
STRATEGY DEVELOPMENT
Planning resources, contract objectives and investment in kitchen and restaurant facilities
SERVICE REVIEW
DATA ANALYSIS
Cohesion host termly review meetings to assess financial and qualitative performance; putting action plans into place to rectify issues where possible
Catering costs, sales data, school roll numbers, cash and FSM sales, operating costs and labour to sales ratios
SERVICE MONITORING Cohesion audit each site annually and have scope for additional audits for troubleshooting or service
Food Purchasing Analysis Catering contracts have two main elements of cost: labour and food costs. Labour structures are clearly identified in budget models. Food costs are more opaque and are often overlooked when compared to guaranteed meal costs or gross profits in both outsourced and in-house operations. Purchasing reviews are essential to ensure contractors can deliver the food quality and portion size required at a fair price. With inflation running at a 40 year high the effective monitoring of food purchasing is an essential part of our ongoing contract monitoring and management programme. Contractors have always generated retrospective discounts from their purchasing as the actual cost of running an organisation is not met by management fees alone. The level of discount varies and contractors are notoriously secretive on the ‘price file’ in use and actual discount generated at site level and centrally. With increasing inflation affecting all aspects of the supply chain effective monitoring of ‘into unit’ prices is essential for clients to understand if they are getting ‘best value’ from their contractor or if they are being over charged without realising it. Our procurement partners Quenelles and IPA are market leading specialists with unique, industry specific, real time commodity price databases. Their reports show how effective ‘into unit’ prices are and identify if these prices are consistent with industry benchmarks or are above these.
Some example images below show the level of data and analysis produced:
In-Sourced Support Many schools choose to manage their catering and cleaning services themselves. Their teams make a great contribution to the quality of daily life and education for students and staff. To stay ahead of the curve, and your competition, they need support from sector specialists to keep them up to date with modern processes, technology, methodologies and industry trends. e partner a select, hand-picked group of experts that offer high value, high impact W support for your valued teams. Our competitive support service packages give you all of the support you need to manage your services effectively without unnecessary costs. With the benefit of industry benchmarks and cost justification, you can make a self-managed service competitive by staying up to date with industry trends and ideas with Cohesion.
Performance Management We conduct ‘health checks’ and full service audits on your services, supported by proven industry benchmarks and detailed contract specifications to ensure you are getting the best value from your contractor. Our analysis of costs, the overall financial model and service standards give you clarity and confidence in your decision on justifying contractor retention or re-tendering.
Catering reat food, and strong sales, need skilled chefs, professional equipment and clear G budget targets and service objectives. We support clients in equipping their catering teams with the tools they need to deliver and excellent service. We work with you and your contractor to ensure both parties know the standards expected and have the means to achieve them.
Cleaning Cleaning is an evolving science and best practice continually changes, we use BICSc quality standards and KPI models as an industry benchmark to ensure a high quality service is delivered at a competitive cost. Productivity is not black and white. More than 80% of cleaning costs are simply labour; so maximising workflow, efficiency, technology and methodology is critical for delivering cost-effective services.
Mediation & Conflict Resolution
We work with clients and contractors to achieve mutually beneficial solutions and workarounds for their challenges, including HR, staff recruitment and talent retention. Cost pressures have increased for us all and they will continue to do so. Evolving client needs move faster than their contract specifications and budgets were designed for. Wage and cost inflation are genuine challenges for the UK economy and we use industry cost benchmarks and pragmatic refinements on menus, dishes, recipes and service style to minimise any tariff or quality impact for your students. We also help to develop new specifications and KPIs that work with existing contract terms to take into account the changing market we all operate in. Cohesion can help you navigate the change process successfully.
Why Get in touch? Scalability – we adapt to your specific requirements. We partner with specialist suppliers and other consultancies to bring wider levels of support and experience. Scope to manage tenders and performance management beyond the mobilisation. Our brief and price are fixed, we also have flexibility to meet your changing needs. We work closely with Contractors and Schools to deliver the best possible outcome. We have a long term view on strategies for the School and the sector. Relationship building at all levels a key focus in our approach. We have a proven track record and excellent references. We offer post-award contract monitoring and support. We only work for our Clients.
We will deliver. Don’t just take our word for it, ask our clients... Glenn is professional, knowledgeable and fair. He has been totally invaluable to us with regards to our outsourced catering provision. Services covered to date include tender support, on boarding, implementation and monitoring. Colleagues see Glenn as an extension to our internal resource, which is a reflection on how approaches his work, he views each £ we spend as his own. We see him as a trusted critical friend to ensure we are constantly challenging our suppliers and ourselves! Head of Procurement - Large Multi Academy Trust Glenn truly does go above and beyond to ensure that every step is understood and completed appropriately by all parties. Head of Estates and Operations - East London Secondary Academy
T: 07895 837811 E:
[email protected] [email protected] [email protected] W: www.cohesionconsulting.co.uk © Cohesion Consulting, January 2023.