VGZ – Re-contracting current IT services

VGZ faced a strategic challenge in renewing the contract with its current IT supplier. Although VGZ possesses extensive knowledge of service management and procurement, additional sourcing expertise was needed. Therefore, we supported this process with expertise in and around workplace management, the qualitative service description, market-compliant pricing, and procurement strategy.

In collaboration with VGZ's procurement organization, we guided the process from start to finish. We focused on three main components:

1. • Scope & Strategy: Together with VGZ's Corporate Purchasing, a clear project scope was defined, objectives were formulated, and stakeholders and their roles were identified. This thorough preparation between SourceMinds and VGZ laid the foundation for a structured and supported recontracting process.
   • Recontracting: We engaged in dialogue with the supplier, updated the set of contract documents: the framework agreement (ROK) for the workplace and connectivity services, the supplementary agreement (NOK including SLA, DFA, DAP, etc.), and conducted market research (benchmark) to establish competitive rates. Requirements, wishes, and areas for improvement were identified and documented in the new contract documents. This provided both parties with a clear understanding of their mutual expectations.
   • Contracting: In the final phase, we validated all documentation and ensured a legally sound set of contracts. The focus was on a clear service description, transparent terms and conditions, and competitive pricing, ensuring a long-term, transparent, and flexible partnership.

The result of this process is a renewed contract that, in terms of content and quality, aligns with the desired service provision, is financially competitive, and therefore fully meets VGZ's future needs. By raising expectations and improving collaboration, the foundation has been laid for a solid and future-proof relationship between VGZ and its IT supplier. This process demonstrates that better service starts with mutual understanding and continuously optimizing collaboration.

Want to learn more about successfully re-contracting IT services, pitfalls and success factors, or how to approach a similar process? Then read our other blogs on contract management and sourcing or contact us for a free consultation.