Introduction
V4 were engaged by Bristol City Council (BCC) to deliver a complex requirement. Tackling Homelessness is a priority for BCC, so is having the right accommodation needed in emergency situations. The commissioning outcome was crystal clear: delivering an open framework encourages providers to be more innovative, addressing some of the most urgent requirements in the city. Amidst the challenges of adopting a capped framework, diverging from the previous open-ended negotiation model, V4 formulated and created a strategy, methodology and approach to engage providers encouraging creative solutions, into transformative outcomes meeting the commissioning outcomes needed. As one of Bristol City Council’s Top 4 priority projects, the strategic objectives also required saving opportunities, benefits and added value.
Following approvals and stress testing the strategy, V4 moved into implementation. Confronting the dynamic challenge of implementing an open framework with ceiling prices required commercial expertise, coupling the pricing model and financial scrutiny with affordability and ensuring the framework would deliver through its lifecycle, for mini competitions and direct award. Assurance and compliance play a critical role.
V4 led the procurement process, recognising the profound impact that decisions in this sector have on lives and communities. The stage was set for transformation and innovation in the market and for end users. The framework needed to be responsive, flexible and agile to demand needs.
Background
Bristol City Council, in collaboration with South Gloucestershire Council, set out to establish a better way of providing Emergency Accommodation Services. Addressing the housing needs of households with a statutory duty to accommodate, this framework spans periods from one day to several months, accommodating diverse household compositions. The canvas of possibilities was vast.
The complexity of transitioning from an open negotiation model to a capped framework with ceiling prices presented a formidable challenge. The urgency lay in reshaping procurement dynamics to enhance efficiency, responsiveness, accessibility to a market against a back drop of evidential cost-effectiveness and value for money.
Through a fully risk assessed process, V4 transformed a difficult to navigate 'as is' model into a new designed operational process —streamlining emergency accommodation procurement, creating a system that is not only efficient but also responsive to the needs of all stakeholders.
Stakeholders
V4 collaborated closely with a vast team within Bristol City Council and emergency accommodation providers, considering diverse interests and priorities, with efficiency savings and safe, secure accommodation at the forefront.
Chosen Solution
The rationale behind selecting an open framework was to allow immediate entry for interested providers and provide flexibility for others to join at any time through a managed process. This facilitated ongoing communication, keeping the procurement function open for inquiries.
Implementation
V4 orchestrated the procurement process, issuing evaluation and moderation timescales to facilitate the acceptance or deferral of new providers onto the framework. The plot thickened as the characters moved seamlessly through the stages of the procurement process.
Results
During round one of the procurement exercises, six providers joined the framework, with seven deferring for improvements. The first cohort demonstrated cost efficiency improvements and increased provider engagement, contributing to savings for Bristol City Council. As a route to market the framework serves commissioning requirements, advocates for BCC's corporate intentions and delivers better outcomes for the city.
Lessons Learned
Invaluable insights, such as conducting early provider events, proved pivotal. Internally, regular meetings with a consistent agenda supported continual project progression. Being proactive by providing regular procurement updates became the norm and helped breaking down barriers, mitigating risks and speedy decision making with a keen eye on the project plan and timeline.
Recommendations
This forward-looking approach to cost savings is on the correct track for success. Harnessing strategies for sustaining and enhancing gains is crucial, and while challenges may arise, such as resistance from larger providers facing income reductions, the long-term benefits far outweigh initial hurdles. Using a consultant led approach provides instant capacity and capability, with knowledge and experience working with public sector and on complex projects V4 offer a valued alternative approach to procurement requirements.
The Contract Lead for the Emergency Accommodation Framework at Bristol City Council, said of V4's work overseeing a complex local government business with a contract value exceeding £96m:
"In 2021, V4 was commissioned to carry out a Contract Review of our Emergency Accommodation Framework, leading to a major transformation project set to launch in 2024. For the past 10 months, Andrew from V4 has been an invaluable member of our Project Team - providing a calm and measured approach as a procurement specialist, ensuring the project moves forward on schedule.
V4 has provided Bristol with immeasurable project support during this complex business transformation."
Graham, Policy and Projects Officer, Housing Options Service, Bristol City Council
The new Framework launched in 2024, and will run for five years.
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