European Union Financial Institute

Project: European Tender Strategy and execution of Competitive Dialogue of all Infrastructure Services

Challenge & Client Value: The client was faced with a risk of losing control over the IT infrastructure services due to the limited internal resources available to manage the growing number of external staff. Secondly the existing contracts were expiring and due to compliance regulations could not be extended. Due to this the client wanted to use the tender process to move from a staffing based set up with multiple service providers to a SL based agreement with maximum two service providers. Whitebridge supported the client in determining the right scope, market approach and European Tender procedure. Subsequently Whitebridge to supported the European Tender procedure, using the Competitive Dialogue procedure, a procedure with which EU institutes previously had very little experience. The project was successfully completed, and enabled the client to close a future proof deal with a single service provider and with a clear business case.

Approach:  Whitebridge delivered the results by driving the project for the client end to end with a mixed team covering all necessary aspects:

  • Supporting the client in the successfully use of the, for the client previously unknown, Competitive Dialogue procedure
  • The Competitive Dialogue procedure enabled the client to engage the prospective service providers in a highly interactive tender procedure co-developing the optimal solution
  • Helped the client to gain maximum understanding of the solutions proposed and opportunities presented and upfront align on a future proof contract based on a best practice templates.
  • Prospective service providers were able to gain a full understanding of the specifics of the client and its challenges, enabling them to propose and price their optimal solutions
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