Top Tips Tuesday!
How to Tender Your Catering Service
Tendering process
Looking to streamline your food and beverage procurement process? You're not alone. Many of our clients come to us with questions about the tender process,
UK procurement regulations and the benefits of tendering. At EMC, we specialise in contract catering procurement and have a team of experts dedicated to managing every aspect of formal food tendering. Our team adheres to the highest standards of professionalism and follows UK procurement legislation to ensure a seamless and stress-free experience for our clients.
Q: Are tender documents standard, or do I have the opportunity to influence the detail and requirements?
All of our tender documents are bespoke – this is very important for differentiation, as all clients’ needs are different.
As a business operating in the UK, it's important to ensure that our procurement processes are compliant with relevant legislation. This means adhering to specific tendering, evaluation, presentation, and announcement guidelines to make our procurement practices UK-friendly. Let's work together to ensure we're always in compliance and setting ourselves up for success.
The bespoke part of the tender is based on the client’s requirements. They may want six days a week delivery, for example, or timing of deliveries between certain hours, or ensure the quality of the product meets their operational needs.
All information on the pricing schedule has the product specifications bespoke for the client. So, while we follow all the required UK tender regulations, we pay a lot of attention to the factors bespoke to the client’s needs; we offer a tailor-made approach.
Q: What is involved in the fact-finding step of the process?
In any process, fact-finding is a crucial first step. It's the perfect opportunity to understand what our clients truly need deeply. To help us in this endeavour, we've developed an exhaustive list of supply chain questions that cover everything from delivery schedules and service level expectations to product specifications and logistics. By asking these questions, we're able to get a clear picture of what's working in the current supply chain and, more importantly, what's not. This helps us tailor our services to each client's specific needs and ensures that we deliver nothing but the best results.
In order to effectively understand the needs of the operational and financial teams, we conduct thorough interviews with both. By doing so, we gain insight into the concerns of each team, such as the need for on-time deliveries or the cost of procured products. This valuable information is then used to inform our bidding documents and ensure all requirements are met.
Q: How do you benchmark the existing purchasing processes, pre-tender stage?
As procurement consultants, our approach always begins by examining a client's existing purchasing practices. We request that they provide us with a snapshot of their typical shopping basket, ideally in Excel format. This data enables us to compare their products against our extensive supplier database, which contains competitive tender prices from other clients. This information lets us determine the best procurement strategy to help our clients achieve their goals.
Our extensive database spans hundreds of product categories, with updated bids from suppliers flooding in every week. By comparing a client's purchasing patterns to this vast resource, we're able to present them with an indicative report of potential savings. This instils confidence and trust in our clients and sets practical expectations. Our primary objective is to assist our clients in saving money while still obtaining the goods they require.
Q: What are the general stages of any tender process?
All the EMC team will support the client through all stages of the tender process and throughout the contract period from mobilisation.
We’re here to help.
If you would like the EMC procurement team to assist you with professional tendering or need impartial procurement advice – please email us at?[email protected].co.uk
Secrets of Profitable Vending Management
Often overlooked in the grand scheme of business operations, vending machines can actually be a hidden goldmine of revenue generation and customer satisfaction within your office space. When managed correctly, these machines can bring about significant benefits that extend far beyond just quick snacks. Here, we will guide you through the secrets of profitable vending management, paving the way for an unexpected but welcome boost to your bottom line.
The first secret lies in the strategic positioning of vending machines. Simply put location matters. Vending machines should be placed in high-traffic areas where they can attract the maximum number of people. This increases the visibility of the machines, encouraging usage, and therefore, profitability. In larger establishments, it’s important to have multiple vending areas to cater to different sections of the building. Keep convenience in mind, making sure the machines are easily accessible and visible to all.
The second secret of vending management success lies in the selection of products. You should aim to offer various options catering to different tastes and preferences. Incorporate a mix of healthier snack options alongside traditional ones to cater to the increasingly health-conscious workforce. Regularly reviewing and updating the product mix based on customer preferences can ensure that the offerings stay relevant, boosting the usage of the vending machines.
Thirdly, successful vending management goes beyond just the machines and products, it involves maintaining a positive user experience. This includes ensuring the vending machines are regularly stocked and serviced, and that any technical issues are quickly resolved. Prompt resolution of issues can minimise downtime and maintain user trust in the vending service.
Another secret to consider is the incorporation of cashless vending. As society becomes increasingly cashless, accommodating for card and contactless payments can be a game-changer. This provides a seamless and convenient user experience, which can dramatically increase usage and in turn, the profitability of vending machines.
Last but not least, profitable vending management is closely tied to effective pricing strategies. Prices should be fair and competitive to maintain frequent use. It’s a delicate balance to strike; prices that are too high can discourage use, while prices that are too low might hurt profitability. Regular price reviews can help ensure that the vending service remains both appealing to users and profitable.
While these secrets can guide you towards better vending management, navigating them can often be a complex and time-consuming task. That’s where professional facilities management consultancies come in. These experts can efficiently manage your vending operations, taking into account all the mentioned factors and implementing strategies that can unlock the full potential of your vending services. They possess the know-how to maximise profits from your vending machines while ensuring a positive user experience.
Ultimately, your vending machines can be more than just snack dispensers. They can be a source of regular revenue, improve employee satisfaction, and contribute positively to your business environment. However, it requires a strategic approach to vending management, an area where many businesses may lack the necessary expertise.
At EMC, we specialise in providing customised vending solutions that perfectly fit your needs. We take the time to understand your business, its needs, and its potential in order to unlock the hidden goldmine that is your vending operation.
So, are you ready to transform your vending machines from simple snack dispensers into a profitable part of your business? Reach out to us for a no-obligation consultation and discover how we can turn your vending operations into a valuable asset.
Workforce Management & Communication Tips
Use different methods of communication.?
In today's fast-paced world, getting your message across to others can be a challenge. With the average person receiving over 300 messages at work alone, it's no wonder important information can often get lost in the shuffle. That's why appropriate repetition and reinforcement are key to making sure your message lands with your audience. Studies have shown that it can take as many as 12 repetitions to make an impact truly. So, if you want your message to stick, don't be afraid to reinforce it in different ways and channels. Your audience will thank you for it!
Optimise the use of available workspace.?
As we move towards a more virtual and mobile workforce, it's essential to consider how we can optimise our workspaces to save costs. With space being a valuable commodity, investing in innovative workplace designs that cater to these new ways of working can yield impressive results. From flexible workstations to distributed and mobile workplace strategies, we can maximise the value of our current properties in many ways. We can drive significant cost savings by allocating resources towards creating better, more efficient spaces rather than just more space. Let's embrace the future of work and design our workplaces accordingly.
Be the master of your company’s physical assets.?
As a Facilities Manager, your role is critical to the success of your organisation. Your expertise in managing physical assets is just as important as any other department managing human resources or clients. Your input is essential in making informed decisions, from collating data to contributing to the organisation's bottom line. If you are passionate about making a positive impact, use your experience to drive change, whether it's changing procurement practices or transitioning to more energy-efficient heating. Let your data and expertise speak for themselves and make a statement that will benefit your organisation's future.
Set clear definitions for facilities' work practices.?
In today's workplace, inclusion is critical. But before we can take any steps towards fostering a more inclusive environment, we must first clearly define what that means. For many, an inclusive office is one where all employees are treated with respect and have equal access to resources and opportunities. This high-level definition is a great starting point, but it's up to Facility Managers to build on it and create a more concrete idea of what concepts like equal access, diversity, and fairness look like in their own facilities. By incorporating these definitions into your company's core values, you can set clear goals and establish policies promoting a more inclusive workplace.
Use a design that plans for social time and spaces.?
As a business leader, have you considered designing social spaces for your employees? These spaces could be anything from lunch or break rooms to games, gyms, or community gardens. By providing areas where employees can unwind and connect in a more casual environment, you may find that new relationships form between departments and different levels of management. Let's come together and prioritise creating spaces that foster a positive workplace culture.
领英推荐
When it comes to outsourcing your facility management
It's crucial to find a partner who can adapt to your unique needs. That's why working with an agile partner is the way to go. With the ability to adjust and pivot as your business evolves, an agile partner can help you stay ahead of the game. Choose a partner that truly understands your goals and can work with you to achieve them. Don't settle for anything less than the best when it comes to your facility management needs.
Smaller providers possess a significant advantage over larger ones - the ability to empower their frontline staff to be creative and make process changes. This enables them to implement solutions that are tailored to their client's needs, resulting in greater value and stronger relationships. As a result, smaller providers can offer a more personalised and effective service, which is crucial in today's highly competitive business landscape.
Automate the work order process.?
Automating the work order process can eliminate human error and ensure that nothing is overlooked. By taking people out of the equation, you can effortlessly create, track, edit and communicate work orders for your facility. It's one of our favourite habits and undoubtedly the most crucial. Don't let issues with employees slow down your operation or create stress in the workplace for others. Prioritise automating your work order process and reap the benefits of a more efficient and stress-free workplace.
Top 10 FM Procurement Mistakes!
Tendering facilities management contracts is a critical process that directly impacts an organisation’s operations, cost management, and service quality.
However, procurement teams often encounter challenges that can lead to costly mistakes during the tendering process. We explore procurement teams’?top ten mistakes?when tendering facilities management contracts and how to avoid them to ensure successful outcomes.
?
Insufficient Needs Assessment:
One of the biggest mistakes procurement teams make is failing to conduct a comprehensive needs assessment. Evaluating and selecting the most suitable service providers becomes difficult without clearly understanding the organisation’s requirements, including scope, service levels, and performance indicators. Invest time gathering internal stakeholder inputs and conducting thorough site surveys to gather all necessary information.
?
Lack of Market Research:
Procurement teams sometimes overlook the importance of market research when tendering facilities management contracts. Failing to explore the market landscape and understand the available suppliers, their capabilities, and the prevailing industry standards can lead to suboptimal contract awards. Engage in market research to identify potential vendors, assess their expertise, and stay updated on the latest industry trends.
?
Inadequate Prequalification Process:
A weak prequalification process can result in unqualified or inexperienced vendors being included in the tendering process. Procurement teams should carefully evaluate vendor qualifications, financial stability, past performance, and compliance with relevant regulations. Implement a robust prequalification process to shortlist competent suppliers who meet the organisation’s specific requirements.
?
Unclear Evaluation Criteria:
Setting ambiguous or subjective evaluation criteria is a common mistake during the tendering process. Clear and objective evaluation criteria are essential to ensure fair and transparent assessments. Define and communicate evaluation factors such as price, quality, technical expertise, service levels, and sustainability. This clarity will enable effective supplier comparisons and aid in selecting the most qualified vendor.
?
Inadequate Contract Terms and Conditions:
Neglecting to draft comprehensive and well-defined contract terms and conditions can lead to misunderstandings, disputes, and potential legal issues. Procurement teams must involve legal expertise in contract development to ensure clarity, fairness, and protection of the organisation’s interests. Clearly outline expectations, deliverables, timelines, pricing models, dispute resolution mechanisms, and termination clauses.
?
Ignoring Supplier Relationship Management:
Effective supplier relationship management is crucial for successful facilities management contracts. Procurement teams often make the mistake of neglecting ongoing supplier relationship management once the contract is awarded. Regular communication, performance reviews, and addressing issues or concerns are vital for maintaining a strong and collaborative relationship with the selected vendor.
?
Overlooking Performance Monitoring:
Establishing robust performance monitoring mechanisms can lead to inadequate accountability and unsatisfactory service levels. Procurement teams must define key performance indicators (KPIs) and regularly monitor vendor performance against these benchmarks. Implement systems to track and report performance data, conduct periodic audits, and address deviations from the agreed-upon service levels.
?
Inadequate Risk Assessment and Mitigation:
Neglecting to assess and address potential risks associated with facilities management contracts is a significant oversight. Procurement teams should conduct thorough risk assessments, identifying potential risks such as service disruptions, regulatory non-compliance, and financial instability of vendors. Develop contingency plans and mitigation strategies to minimise the impact of unforeseen events.
?
Failure to Learn from Past Mistakes:
Procurement teams often repeat mistakes from previous tendering processes due to a lack of lessons-learned sessions and process improvements. Regularly review past tendering experiences, identify areas for improvement, and implement changes accordingly. Encourage open communication and feedback from stakeholders and suppliers to identify and prevent recurring issues.
?
Disregarding Continuous Improvement:
Disregarding the importance of continuous improvement is a common mistake procurement teams make when tendering facilities management contracts. Failing to assess and optimise the tendering process can lead to missed opportunities for enhanced efficiency, cost savings, and service quality.
?
To avoid this mistake, procurement teams should actively seek feedback from stakeholders, both internal and external, regarding their experience with the tendering process. Analyse the feedback to identify areas of improvement, such as streamlining documentation requirements, shortening response timelines, or enhancing communication channels. - Ernie Melling - EMC
?
Regularly review and update the tendering process based on lessons learned and best practices. Encourage innovation and explore new technologies or approaches to streamline the process and deliver better outcomes. By fostering a culture of continuous improvement, procurement teams can ensure that future tendering processes are more effective and efficient.
Why Work With Us?
Trusted by some of the biggest brands…
We have the insight and experience to bring agile, intelligent solutions to FM and estate decision-makers. Our knowledge of the changing landscape, coupled with an understanding of client expectations, enables us to work with FM and estates teams to deliver cost benefits whilst improving the quality of service delivery, supplier performance and employee wellbeing.
Tel: +44 330 236 9259 [email protected]