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Changing out a Supplier - Planning and Execution

The effective planning of a Supplier change is fundamental as the RFP process can take a significant amount of time, effort, and resources to implement. Sourcing resource availability may also be a challenge, thereby advanced planning will ensure a smooth and effective process.

Allowing sufficient time will ensure that the most appropriate solution is identified, robustly validated, and a "best-fit and best-value" supplier partner for the future.

Supplier Change drivers;

End of the contract term
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 goes into receivership / liquidation
Breakdown of the Supplier relationship
Client request due to alternative Supplier relationship
Perception of the services

RL-006 Ver 1.0 (Jan 24)

Resource Library

Transition Planning

Resourc Library

Useful Links

Public Health

Environmental Pollution

Not having a solid waste collection service has a direct health impact on residents, particularly children.

Uncontrolled burning of waste creates emissions that are highly damaging locally and globally
Accumulated waste and blocked drains result in the spread of infectious diseases contribute to flooding
Uncontrolled dumpsites and the mixing of hazardous wastes can cause disease in neighbouring settlements as well as among waste workers

6-12 months Out

Engage Client and Key Stakeholders
Identify Client requirements
Identify potential roadblocks and other considerations
Identify Financial impact
Brief Supplier/s on objectives
Brief Sourcing on objectives
Create RFP timeline
Identify Account and Supplier Liabilities
Draft Scope of Services
Agree upon sourcing strategy and approach
Issue RFP to target Supplier/s
Implement balance of Sourcing activities

3-6 Months out

Review Sourcing RFP outputs
Attend Supplier meetings to align mutual objectives and resolve questions
Short-list final Supplier subset
Analyse and Evaluate RFP's
Secure stakeholder approvals
Award contract, commence transition plan with Supplier and coordinate the exit strategy for the incumbent, if applicable
Serve notice to the existing Supplier
Finalise timelines for completion, implement schedules and communications plan

6-12 months Out

3-6 Months out

Engage Client and Key Stakeholders
Identify Client requirements
Identify potential roadblocks and other considerations
Identify Financial impact
Brief Supplier/s on objectives
Brief Sourcing on objectives
Create RFP timeline
Identify Account and Supplier Liabilities
Draft Scope of Services
Agree upon sourcing strategy and approach
Issue RFP to target Supplier/s
Implement balance of Sourcing activities

Public Health

Environmental Pollution

Not having a solid waste collection service has a direct health impact on residents, particularly children.

Uncontrolled burning of waste creates emissions that are highly damaging locally and globally
Accumulated waste and blocked drains result in the spread of infectious diseases contribute to flooding
Uncontrolled dumpsites and the mixing of hazardous wastes can cause disease in neighbouring settlements as well as among waste workers

2-3 months Out

Sync existing Supplier with new Supplier to assist in smooth coordination of the transition
Agree upon responsibilities for incoming Supplier to ensure all requirements are in place covering labour, equipment and consumables
Approve and branding, signage, marketing, websites and uniforms, as required
Approve staffing and operational strategy
Finalise and equipment expenditure, Supplier investments and innovation agreements

1 Month out

Commence internal communications
Finalise updates to all published rates and operational matters
Implement Go-Live Day 1 activities
Plan Stabilisation for thirty (30) and sixty (60) days
Plan any Audit requirements related to SLA and KPI's, implement with the Supplier