Case Study - Not-for-Profit
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    Achieving a
    40% Cost Reduction

    How Procurement Australia Optimised Vision Australia’s Facilities Management

    vision-australia
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    40% Cost Savings

    Reduced operational management fees by 40%, providing immediate financial relief.

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    Streamlined Operations

    Enhanced efficiencies with a modernised operating model and updated service scope.

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    Strategic Partnership

    Aligned with a partner leveraging technology to support Vision Australia’s mission.

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    Background and Overview

    A Clear Vision for Facilities Optimisation

    Vision Australia (VA), a national leader in providing services to Australians who are blind or have low vision, sought to test the market for its Facilities Management services as part of a routine procurement audit. With 37 sites across the country, VA needed a strategic partner to review, tender, and optimise its operations while aligning with its values.

    Procurement Australia was engaged to manage this process from start to finish, ensuring both cost efficiency and alignment with Vision Australia’s long-term goals.

    “I engaged Procurement Australia to assist with the procurement of our facilities management requirements. It was extremely helpful to have an external to review our current operating model and guide our team through the process and consideration. They questioned what we required and were able to draw out what was important, as opposed to what was nice to have.”

    – Caroline Smith, Vision Australia
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    The Challenge

    Securing Value in Facilities Management

    Vision Australia had worked with an incumbent supplier for many years. As a not-for-profit, it was crucial for VA to ensure they were receiving the best possible value for money. To achieve this, Vision Australia required a full market scan of reputable Facilities Management providers who could meet their specific needs.

    Key objectives of the process included:

    Ensuring Value for Money:Vision Australia sought to confirm they were receiving the most cost-effective service for their operations.

    Scope Review:A comprehensive review of service specifications to ensure alignment with VA’s future needs.

    Market Testing:Engaging reputable suppliers who shared Vision Australia’s values and understanding of its unique requirements.

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    The Solution

    Procurement Australia’s Comprehensive Approach

    Procurement Australia stepped in to lead a comprehensive solution that tackled each challenge head-on:

    Operational Review: Conducted an in-depth review of Vision Australia’s current operations, identifying areas for improvement.

    Leading the RFT Process: Developed and managed the Request for Tender (RFT) process, including updated tender documentation and the facilitation of site tours for interested suppliers.

    Strategic Supplier Engagement: Chaired the supplier evaluation process, providing expert guidance and ensuring probity throughout.

    “Neil, Paul, and Rick were extremely professional throughout the process and set Vision Australia up for success by providing the following:

    • Simplified the process and guided us through every step.

    • Great communication and responsiveness to our questions.

    • Recommending and reviewing services of FM providers who would be able to provide a service to us, both as Tier 1 and Tier 2.

    • Organised the pre-meetings and worked with FM providers to see if they were interested in joining the tender process.

    • Assisted with the site visit and questions.

    • Brought together the tender documents, including the final evaluation matrix.

    Once the tender had closed, the final stage was handed over to VA to complete the evaluation matrix, review the tender systems and processes, and award the contract.”

    – Caroline Smith, Vision Australia
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    The Result

    A New Perspective on Value

    The process concluded with Vision Australia awarding a new Facilities Management contract that delivered substantial benefits.

    40% Cost Reduction: The new contract resulted in a 40% reduction in operational management fees, delivering immediate financial relief.

    Streamlined Operations: An updated operating model and scope of services significantly improved efficiencies across Vision Australia’s sites.

    Strategic Partnership: Secured a partner aligned with Vision Australia’s mission, leveraging technology to enhance service delivery.
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    A Successful Partnership for the Future

    Partnering with Procurement Australia gave Vision Australia the clarity, confidence, and cost-efficiency needed to optimise its Facilities Management services. The expertly managed RFT process not only delivered immediate savings but also positioned Vision Australia for long-term operational success.

    Ready to Achieve Outstanding Results for Your Organisation

    Contact us to learn how we can help you achieve better value and lasting impact through strategic procurement.