We know multi-site. Our management team come from major TPI’s, with first-hand experience in managing large multi-site portfolios. We’ve brought this experience to the software sector, where the do’s and don’ts for effective multi-site procurement quickly became clear.
We have devised our top 5 areas to consider when procuring multi-site portfolios:
- Keep On Top Of Active / Inactive Sites/Meters – It sounds obvious that when a site undergoes a COT it should be removed from the portfolio. Sometimes, a customer makes you aware of a COT which is processed with the supplier. However, it is then forgotten about and the meter isn’t removed from the upcoming tender. Needless to say it leaves customers frustrated and lacking in confidence when they are presented with tender results that aren’t an accurate reflection of their portfolio. Effectively keeping a multi-site portfolio up to date becomes challenging but it is so important for a smooth tendering experience.
- Tasks, Tasks, Tasks – Getting the contract signed is the easy bit. A multi-site portfolio requires a lot of up-keep during the lifecycle of the contract. Expect new connections, site openings, COT’s, de-energised meters and more. It’s really important to track all tasks efficiently so that audit trails are created and maintained. Furthermore, it’s always good to attend a quarterly meeting with a client and present to them the number of tasks you have completed, representing the value that TPI’s offer.
- Aligning Contract End Dates – People get caught up on trying to issue tenders with odd meters priced to a common end date. The truth is, suppliers find it difficult enough to manage tendering requirements on simple portfolios. So why make it more complicated, potentially risking inaccurate tender responses? The 90/10 rule should always be applied. If 90% of the portfolio is aligned to a single contract end date then create the tender just for these meters. Once a supplier has been awarded the business, request for them to price for the remaining meters to the common contract end date. Yes, the prices you get for the remaining meters may be higher as the supplier knows they are not it competition, but the cost is worth it as the customer has gone through a pain-free tendering process and has an aligned portfolio.
- Indicative Tendering – Multi-site tenders are inherently complicated. It’s almost a guarantee that when you issue the first tender to suppliers, most will come back with proposals that are not inclusive of all meters. This is compounded when an incumbent supplier comes back and doesn’t price for 15% of the portfolio, only for you to find out that the meters not included within their proposal have – unbeknown to you – been removed! Instead of reissuing the tender to all suppliers with the updated site list, take the pressure off yourself by issuing an indicative tender. You can tell the suppliers you are doing this – they’ll be grateful for having the opportunity to load the portfolio into their system, giving them plenty of time to issue a refresh when the customer is ready to seriously consider signing down. Once you get the indicative pricing results back, you can resolve any tender issues in advance. It saves any panic on actual tender day and creates a positive experience to the customer. Once you are discussing prices, you’re better prepared and ready to talk through any little niggles with the tender – which are unavoidable for multi-site portfolios.
- Parent Company / Child Company tendering – Probably the toughest multi-site tender is when managing a complex corporate structure – where multiple companies need to be priced under a single tender. The most important part of this process is preparing the tender with the customer. You need to find out who the contract signatory is for each portfolio. Even if there is only one contract signatory, it’s likely that the contracts will have to be drawn up in the individual company names, as the parent company isn’t contractually responsible for all of the meters. Also, when issuing the tender to suppliers it’s important to be clear that the business will only be awarded to a supplier if they price for every child company. Situations can arise where suppliers will cherry-pick the child companies they want to price for, which doesn’t work when looking to place the business with a grouped supplier.
Our UtilityClick portfolio management system has been built from the ground up with multi-site in mind. In brief with UtilityClick you have:
- The only software system that can effectively manage multi-site portfolios
- Portfolio management tools included to help manage site/meter changes.
- The ability to efficiently tender and present multi-site pricing results back to the customer.
- Your own pricing analysis template stored within the system so quote results are exported in your familiar format.
- Parent/Child functionality as standard so even the most complex portfolios can be procured through the system.
- Comprehensive training to help TPI’s get geared up for fully utilising the functionality
If you would like to see a demo of our system in action managing multi-site portfolios then feel free to get in touch and we’d be happy to show you around.