Case Study: £1M Saved: IT Hardware Refresh Across 500 Practices for a FTSE 250 Retail Client

08 Apr
Posted by: Mark Elkington
Category: Case Studies
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Global FMCG manufacturer case study image representing large-scale supply chain optimisation and procurement transformation.

Modernising IT infrastructure across hundreds of locations was no small feat – see how Barkers delivered a seamless hardware refresh that saved the client £1 million.

The client undertook a large-scale transformation of their IT systems and processes. As part of this initiative, they required a supplier to deliver an End User Computing hardware refresh across approximately 500 practices. Barkers was engaged to manage the end-to-end IT procurement process, including creating RFP documents, running the selection process, and negotiating the final contract. This structured approach resulted in £1 million in cost avoidance, demonstrating the value of a robust vendor selection and negotiation strategy.

Challenge

The client’s practices operated as franchise-type units, individually owned but centrally supported under a single brand. Over time, acquisitions had led to a fragmented End User Computing (EUC) hardware landscape, creating challenges for standardisation and support.

The project had three key objectives:

  1. Assess the current hardware deployed across all practices.
  2. Establish a “practice of the future” hardware model suitable for every location.
  3. Procure and deploy the standardised hardware across all 500 practices.

Barkers was tasked with:

  • Creating and managing RFP documents and vendor selection for a large-scale EUC transformation.
  • Engaging senior management throughout the process.
  • Negotiating deliverables and commercial terms with the chosen supplier.

Solution

Barkers deployed a Senior Managing Consultant specialising in IT Procurement to meet the client’s requirements. A key challenge was selecting and contracting a vendor before the full requirements were defined, as the vendor needed to assess the current state, recommend a future template, and then implement it across the group.

Barkers’ approach included:

  • Identifying and pre-validating suitable vendors.
  • Leading an RFP process to obtain indicative pricing.
  • Managing the selection of a System Integration Partner for procurement, deployment, and ongoing support.
  • Collaborating with the client and selected SI to design the solution and standardised hardware profile.
  • Negotiating a detailed Statement of Work with clear pricing metrics to ensure deliverables remained within budget.

Results

The project delivered significant benefits for the client, both financially and operationally. Barkers’ structured approach ensured that the client achieved their objectives efficiently while mitigating risks. Key outcomes included:

  • Achieved £1 million in cost avoidance through negotiated concessions and manufacturer preferential discounts.
  • Delivered a robust, knowledge-driven vendor selection process and contract negotiation, ensuring long-term success for the client.

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£1M Saved: IT Hardware Refresh Across 500 Practices for a FTSE 250 Retail Client – Case Study

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Author: Mark Elkington
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