What does the Panel do?
The Procurement Panel are a group of highly trained and experienced residents that support Hyde's Procurement Team through every stage of the process followed when Hyde needs to set up large scale contracts. They were initially founded to support Hyde with the review of Hyde’s repairs and maintenance contracts in 2013. The panel members were trained in procurement using an in-house developed training programme which was accredited by the Charter Institute of Housing.
They are fully involved throughout each stage of the Procurement process. This can include high level project group meetings, speaking at contractor open days, looking through the responses to Invitations to Tender and Pre-Qualification Questionnaires and being fully involved in the interview stages.
What have they achieved in 2016?
During 2016 the Procurement Panel also used their skills during the Out of Hours service procurement, and the review of Hyde’s Estate Services – a project which looked at bringing new grounds maintenance and cleaning services right across the group.
What was the outcome?
Residents were key partners throughout the cleaning and grounds maintenance procurement process and they emphasised that improved customer service and increased satisfaction should be key priorities.
As with other procurement exercises, resident panel members were involved right from the start – speaking at the initial launch event attended by potential contractors. Residents then took part in the selection process for the new contractors as equal partners with the staff procurement team. They were involved in evaluating, scoring and moderating each submission, alongside staff at every stage. Having residents involved in the interviews enabled contractors to be challenged not only from a business angle but also from the customers view point.
The exercise had meant that Hyde now only has to work with seven different suppliers, which makes effective contract management easier. This also leads to improved partner relationships and has cut the number of invoices relating to these contracts from 12,000 per year to just 70. This will mean service charges are much easier to administrate. Savings achieved will be in excess of 15%, which will result in a direct benefit to residents. We have also seen a marked shift in satisfaction to 90% amongst the initial contracts implemented.
- The number of invoices Hyde handle for cleaning and gardening will fall to just 70 from 12,000
- Savings achieved will be in excess of 15%
- Resident Satisfaction with the initial contracts implemented rose to 90%