• Evaluate most favorable options - I.e. - direct negotiation with incumbent supplier or other strategic partner or issue full RFP
• Reference Supplier Selection Tool to include Strategic, Preferred and Diverse suppliers in the RFP
• Engage client and key stakeholders
• Identify potential roadblocks, discuss with key stakeholders
• Brief suppliers, prepare shortlist and brief Sourcing
• Prepare RFP with key timeline
• Draft scope of services
• Agree on sourcing process and strategy

6-9 Months Out

• Communicate transition to all parties and review any site / area specific requirements
• Check uniform and equipment lead-times and logistics
• Assign holding area for receipt and set up of any equipment and supplies
• Ensure all supplier personnel are correctly identified  and are issued access passes
• GO-LIVE 

• Issue RFP
• Review RFP plan with all key stakeholders
• Involve client and internal stakeholder input into Supplier assessment criteria
• Review award scenarios - if in doubt check with Category Solutions Lead.
• Check diverse supplier options are considered
• Check local regulations / restrictions on transfer of incumbent supplier staff
• Draft transition plan including staff considerations, consultation
• Communicate out to key stakeholders
• Check notice periods with incumbent suppliers'. (by site / by country as may differ)  

• Conclude supplier presentation and BAFO negotiations
• Obtain client approval 
• Approve contract operations plan and pricing strategy
• Award contract / serve notice on existing supplier (if being terminated)
• If terminating an SPD partner or selecting a non - SPD supplier,  inform the Category Solutions Lead
• Review transition plan
• Link existing supplier with new for coordinated transition plan
• Agree on all responsibilities between suppliers and CBRE
• Communicate sourcing decision to key stakeholders

The effective planning of a Janitorial supplier change is fundamental as the sourcing process takes a significant amount of time, effort and resource to implement.

Sourcing resource availability can also be a challenge. Advanced planning ensures a smooth and effective process. Allowing sufficient time will ensure that the most appropriate solution is identified, robustly validated and delivers a 'best-fit / best-value' supplier for the future.

• End of the contract term or request from client to change due to poor inconsistent service
• Unsuccessful supplier re-bid for the services
• Supplier performance issues - early termination by CBRE / Client
• Supplier commercial viability - early termination by supplier / CBRE / Client
• Change of supplier ownership through acquisition
• Supplier financial stability risk or receivership

Typical Supplier Change Drivers

4-6 Months Out

1 Month Out

3 Months Out

JAN-016 - Ver 1.1 (Apr 23)

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