Keystone Procurement Case Studies
Healthcare
A Client Journey
Analysis
After the COVID-19 pandemic, we partnered with a healthcare organization focused on youth mental health. Their goal was to expand their services across the country to meet growing needs.
Understanding
The organization needed new counselling centres in various locations to accommodate the increasing demand for mental health support.
Guiding
We assisted them in identifying the best approach to develop these facilities, focusing on minor works processes to ensure efficient project delivery
Structure
This required extensive coordination with contractors and multiple tendering processes before successfully awarding the contracts.
Design
We made sure the tender documents were easy for contractors to complete. However, post-COVID inflation, driven by both the pandemic and the Ukraine conflict, significantly affected construction costs and contractor availability.
Navigate
Despite these challenges, including price inflation, we helped the organization through a series of compliant processes to successfully award contracts to qualified contractors.
State Bodies
A Client Journey
Analysis
We supported a state agency in re-tendering for a new case management system after a previous IT project was abandoned two years earlier.
Understanding
We met with key stakeholders to clearly understand their needs, ensuring the tender process for the Platform-as-a-Service (PaaS) would address both functional and non-functional requirements.
Guiding
We evaluated the best tendering options, including choosing the most suitable contract type. We developed tender documents that focused on addressing key risks and meeting the agency’s needs for the PaaS project.
Structure
A staged tender process was implemented, which included pre-qualifying potential bidders, reviewing draft tenders, conducting dialogues, and then receiving final tenders before successfully awarding the contract to a qualified bidder.
Design
The tender documents were carefully customized to mitigate both organizational risks and potential PaaS-specific risks throughout the multi-stage process and dialogue phases.
Navigate
The contracting authority was highly satisfied with our guidance, especially with our attention to detail, ensuring that every tender met their specific organisational requirements.
Government Department
A Client Journey
Analysis
We were appointed twice by a government department to assist with a major EU-funded programme focused on innovation in the environmental sector.
Understanding
We analysed the desired impacts, some defined at the EU level, and translated them into a tender process to find teams capable of delivering the programme locally.
Guiding
For the first tender, we used a negotiated procedure. The second tender used an open procedure as the requirements were more clearly defined by then.
Structure
Initially, there were few operators in this sector. However, the tender process gained momentum, leading to many ecologists being hired to support the programme across various locations.
Design
The tender documents set minimum qualification standards and emphasized the potential impact of the proposed work in each location. Three locations required re-tendering as initial proposals didn’t meet the required standards.
Navigate
Each tender process was completed on time and within budget. The most recent process, for a programme valued at over €750 million, was completed in just five months from start to finish.
Local Authorities
A Client Journey
Analysis
We supported a local authority with urban regeneration projects for towns in their region.
Understanding
We helped an engineer, new to procurement, prepare Pillar 2 Capital Works Management Framework (CWMF) documents.
Guiding
Together, we drafted and reviewed the tender documents before publishing them on the etenders.gov.ie tendering portal.
Structure
A large number of proposals were received, and we provided guidance throughout the evaluation process.
Design
We captured feedback during evaluations, focusing on how well each proposal met the tender requirements.
Navigate
A strong provider with local knowledge was selected and awarded the contracts within a tight timeframe.
Not For Profits
A Learning Journey
Analysis
We managed the procurement process for a Section 39 funded Not-For-Profit organisation seeking managed IT services.
Understanding
We helped their IT team to identify and refine their requirements. As the organisation supports very vulnerable service users, downtime and a provider that understood the importance of connectivity were serious considerations.
Guiding
We translated their needs into a Request for Tender (RFT) and response documents that captured the necessary details for informed decision-making.
Structure
Understanding the organisation was in a regional area with fewer vendor options, we helped with outreach to potential providers.
Design
We supported the evaluation process and facilitated clarification meetings to ensure all details were thoroughly discussed.
Navigate
The comprehensive tender documents and clarification discussions allowed for a confident contract award. The transition to the new provider was completed smoothly over the following four weeks.
Education
A Client Journey
Analysis
We managed a portfolio of projects for an education body with an annual budget of €250 million.
Understanding
We created tender documents for goods, services, and works, while also mentoring staff on procurement processes.
Guiding
We supplied guidance and templates to assist staff with their tender procedures and managed some processes from start to finish.
Structure
We conducted market consultations, reached out to suppliers, and addressed technical issues as they arose to ensure successful outcomes.
Design
We employed a variety of procurement methods, including open processes, quotations, mini-competitions, Dynamic Purchasing System (DPS) call-offs, and staged procedures to meet the client’s requirements.
Navigate
Our work with this client has been extended repeatedly since our initial engagement, demonstrating our consistent delivery of successful results on their behalf.
Training
A Client Journey
Analysis
We collaborate with a wide range of organisations to provide tailored procurement training.
Understanding
Our training focuses on both specific internal rules and general content based on public procurement directives and best practices.
Guiding
We develop and review the training in partnership with clients to ensure it meets their specific requirements
Structure
The training includes customised case studies, handouts, and real-life examples to encourage participant engagement.
Design
Our training covers a variety of topics, including quotation processes, public procurement for beginners, advanced topics, works procurement, green procurement, and the use of e-tenders.
Navigate
Our trainers aim to deliver memorable and enjoyable sessions in a field many find challenging. Whether online or in person, we strive to help attendees buy with confidence.