Results for independent schools

The challenge

Maintenance activity was spread across more than 300 suppliers and thousands of invoice lines. Long-standing arrangements had evolved without consistent rate cards, benchmarking or detailed asset-level reporting — making it difficult to compare costs, challenge invoices or understand whether repeat visits represented avoidable failure demand. The estates team also carried a significant administrative burden, with budget planning, certificates and compliance documents managed through disconnected processes.

Our approach

We developed a phased procurement strategy built around four priorities: creating a reliable asset baseline across the estate; benchmarking the market for planned maintenance and reactive rate cards; consolidating delivery through an integrated facilities management model with multiskilled engineers; and introducing CAFM-enabled control so jobs, certificates, maintenance history and costs could be tracked against individual assets. The commercial model combined fixed planned-maintenance pricing with transparent reactive rates and standard job times.

The outcome

Market testing and delivery-model analysis identified projected recurring annual savings of £368,000 to £436,000 — comprising £240,000 from increased self-delivery through multiskilled engineers, £120,000–£180,000 from first-time-fix and warranty management, and £8,000–£16,000 from better subcontractor leverage. Beyond the financial return, the programme delivered a single point of contact for premises managers, centralised compliance records, and asset-level cost data to support repair-versus-replace decisions.

The challenge

Low route utilisation, limited vehicle capacity and restrictive supplier terms made the transport service costly and difficult to adapt. Planning, performance management and passenger technology all needed improvement — and the school needed a model that could handle daily routes, shuttles, fixtures and trips with better oversight and safeguarding.

Our approach

We introduced a managed model with StudentSafe, retaining Gallagher Coaches where appropriate while opening other services to competition. Home postcode data informed a more efficient six-route network, with shuttles integrated into core vehicle use. The solution introduced supplier performance measures, tracking and fob technology for safeguarding, and a streamlined booking process giving the school access to a wider range of operators and vehicle sizes.

The outcome

Projected savings of £82,554 in year one, rising to £136,721 in year two and £158,432 in year three — a three-year net saving of £377,707. Beyond the financial return, the school gained stronger safeguarding and parent visibility, more capacity for sports and large-group travel, and a scalable route network with potential for wider pupil participation.

The challenge

The bursar was managing procurement alongside a full finance workload, with no time for strategic supplier management. Several major contracts were overdue for review.

Our approach

We took on the school's procurement function entirely, conducting a full spend analysis, prioritising the highest-value categories, and running a rolling programme of contract reviews and tenders.

The outcome

£420,000 in cumulative savings over four years, with all major contracts now on current terms and a clear procurement calendar in place.