Changing out a Supplier- Planning and Execution

The effective planning of a Janitorial Service supplier change is critical. It will facilitate a seamless transition between outbound and incoming service providers and will set the foundation for a successful startup. Sourcing resource availability can also be a challenge, so advanced planning will ensure a smooth and effective process.  A site specific transition plan should be developed and reviewed with all stakeholders to ensure all key items are captured. The most current supplier operating standards should be used within all future service supplier RFP’s and subsequent supplier contracts. Allowing sufficient time will ensure that the most appropriate solution is identified, robustly validated and a best-fit, best-value supplier for the future.

3 Months Out

1 Month Out

  • Engage client and key stakeholders
  • Identify client requirements
  • Identify potential roadblocks and other considerations
  • Identify financial impact
  • Identify "Best-fit, Best-value" suppliers
  • Brief sourcing on objectives
  • Create RFP timeline
  • Identify account and supplier liabilities
  • Draft scope of services
  • Agree sourcing strategy and approach
  • Issue RFP to target suppliers
  • Implement balance of sourcing activities

4 Months Out

6 Months Out

  • Analyze and evaluate RFP's
  • Obtain approvals from all key stakeholders, including client
  • Award Contract and commence transition meeting with supplier transition team and CBRE stakeholders
  • Serve notice to the existing supplier
  • Link existing supplier with new supplier for coordination transition planning of outbound and inbound equipment
  • Assign staging area to new service provider for storage, setup and new employee orientation meeting
  • Approve uniforms and any other marketing materials
  • Approve staffing strategy
  • Finalize supplier agreements
  • Review sourcing RFP documents and  outputs including: bidder instructions, technical proposal questions, SOW, pricing sheets, KPI's, and contract templates
  • Attend supplier meetings to obtain mutual objectives and resolve questions
  • Finalize supplier RFP participation list
  • Release RFP
  • Finalize timelines for completion and implement schedules and communication plans
  • Commence internal communications
  • Verify all key items are completed and in place
    • Access and or scheduling for key areas
    • Employee access clearance and badging
    • Card access, key control
    • New employee site orientation & training
    • Emergency contact lists
    • Vendor backup management support for week 1

JAN-033 - Ver 1.1 (Apr 23)

Link to Transition Plans

Transition Plan

Confidential & Proprietary | 2023 CBRE, Inc.

Typical supplier Change drivers:

  • End of the contract term
  • Unsuccessful supplier re-bid for the services
  • Supplier performance issues - early termination by GWS / Client
  • Supplier commercial viability - early termination by supplier / GWS / Client
  • Supplier goes into receivership / liquidation
  • Client request due to alternative supplier relationship

Janitorial

Transition Plan

Contracting

Page 1 of 1