How Trace Consultants Supports Large, Complex Property-Based and Asset-Intensive Businesses with Procurement

Large, complex property-based or asset-intensive businesses—such as those in healthcare, retail, manufacturing, or government—face unique challenges in managing their mechanical, electrical, plumbing (MEP), fire and life safety, and building management systems (BMS). These systems are critical to operational continuity, safety, and efficiency, yet their procurement is often fraught with complexity due to technical specifications, regulatory requirements, and the need to balance cost with performance. Trace Consultants, Australia’s premier supply chain and procurement advisory firm, offers tailored solutions to streamline these processes, delivering measurable improvements in cost, service, and compliance. This article explores how Trace Consultants supports such organizations through strategic procurement, innovative tools, and deep industry expertise.

Aligning Scopes and Defining Requirements for Best-in-Class Outcomes

One of the primary challenges in procuring MEP, fire and life safety, and BMS is defining clear, fit-for-purpose scopes of work that align with organizational goals and industry standards. Trace Consultants excels in helping businesses articulate their requirements across three distinct performance tiers:

• A-Class: Best in Class
  A-class solutions represent the pinnacle of performance, incorporating cutting-edge technology, maximum reliability, and sustainability. For example, a best-in-class BMS might integrate AI-powered analytics for predictive maintenance, optimize energy consumption, and comply with the highest international standards, such as ISO 41000 for facilities management. Trace works with clients to define scopes that prioritize innovation, long-term value, and alignment with environmental, social, and governance (ESG) goals. This might involve specifying advanced fire suppression systems that exceed Australian standards or MEP systems designed for net-zero carbon targets.
• B-Class: Good Practice
  B-class solutions focus on robust, reliable systems that meet industry benchmarks without the premium cost of A-class options. These are ideal for organizations seeking a balance between performance and budget. Trace ensures that B-class scopes align with Australian standards (e.g., AS/NZS 3000 for electrical installations) and international good practices, such as NFPA-70B for electrical maintenance. For instance, a B-class fire and life safety system might include standard-compliant sprinklers and smoke detection systems with proven reliability, tailored to the specific needs of a commercial facility.
• C-Class: Minimum Requirement
  C-class solutions meet the minimum regulatory and safety standards, ensuring compliance while prioritizing cost efficiency. These are suitable for smaller facilities or assets with lower operational criticality. Trace ensures that even C-class scopes adhere to mandatory standards, such as the Building Code of Australia (BCA) or NFPA-70B, avoiding risks associated with non-compliance. For example, a C-class MEP scope might specify basic HVAC systems that meet BCA requirements but forego advanced automation features.

By working closely with clients to understand their operational needs, asset portfolios, and budget constraints, Trace crafts scopes that are precise, actionable, and aligned with both Australian and international standards. This structured approach minimizes ambiguity, reduces the risk of scope creep, and ensures suppliers deliver against clear expectations.

The Trace Pricing Schedule Tool: Ensuring Compliance and Transparency

A key innovation from Trace Consultants is its proprietary pricing schedule tool, designed to standardize and streamline the procurement of technical property services. This tool incorporates minimum requirements aligned with standards such as NFPA-70B (Electrical Equipment Maintenance), AS 1851 (Fire Protection Systems Maintenance), and AS/NZS 3666 (Air-Handling and Water Systems). Here’s how it works:

• Standardized Pricing Frameworks
  The tool establishes a baseline pricing structure that reflects compliance with mandatory standards. For instance, NFPA-70B requires regular inspection and testing of electrical equipment to prevent failures. The pricing schedule tool ensures that bids include these mandatory activities, preventing suppliers from cutting corners to lower costs. It also allows clients to compare bids on a like-for-like basis, ensuring transparency and fairness.
• Customizable for Performance Tiers
  The tool is flexible, enabling clients to adjust pricing schedules based on A, B, or C-class requirements. For example, an A-class schedule for a BMS might include advanced cybersecurity hunt-and-peck pricing for regular maintenance, while a C-class schedule might focus solely on statutory compliance checks. This customization ensures that pricing reflects the desired level of service quality and system performance.
• Cost Benchmarking and Market Alignment
  The tool integrates market intelligence to benchmark pricing against current industry rates. By analyzing data from recent tenders, supplier contracts, and industry reports, Trace ensures that pricing schedules reflect competitive market conditions. This prevents overpayment for services and identifies opportunities for cost savings.
• Auditability and Accountability
  The pricing schedule tool generates detailed documentation, making it easy to audit procurement decisions and demonstrate compliance with governance requirements. This is particularly valuable for public sector clients or organizations subject to strict regulatory oversight.

By implementing this tool, Trace Consultants empowers clients to procure technical services with confidence, knowing that pricing is fair, compliant, and aligned with their strategic objectives.

Benchmarking Incumbent Suppliers and Exploring Market Options

Many property-based and asset-intensive businesses rely on long-term relationships with incumbent suppliers for MEP, fire and life safety, and BMS services. While these relationships can provide stability, they often lead to untested pricing and missed opportunities for innovation or cost savings. Trace Consultants addresses this challenge through a rigorous benchmarking and market exploration process.

• Incumbent Supplier Benchmarking
  Trace conducts a detailed analysis of incumbent supplier performance, pricing, and contract terms. This involves reviewing service level agreements (SLAs), maintenance schedules, and cost structures against industry benchmarks. For example, if an incumbent is charging above-market rates for HVAC maintenance, Trace identifies the discrepancy and quantifies potential savings from renegotiation or re-tendering.
• Market Option Analysis
  To ensure clients access the best suppliers, Trace explores the broader market, leveraging its extensive network and industry expertise. This includes identifying suppliers with specialized capabilities, such as those offering IoT-enabled BMS or advanced fire suppression technologies. Trace also assesses suppliers’ ESG credentials, ensuring alignment with sustainability goals—a critical consideration given increasing regulatory focus on Scope 3 emissions.
• Competitive Tendering Support
  Trace supports clients through the entire go-to-market process, from developing tender documentation to managing supplier queries and evaluating bids. Its Procurement Excellence Framework ensures that tenders are structured to attract high-quality responses while maintaining transparency and fairness. For instance, Trace might design a tender for MEP services that includes clear KPIs, such as system uptime or energy efficiency targets, to drive supplier accountability.

By benchmarking incumbents and exploring market options, Trace helps clients achieve significant cost savings—often 10-20% on technical services—while improving service quality and compliance.

Supporting Response Reviews for Informed Decision-Making

Evaluating supplier responses to tenders is a complex task, particularly for technical services like MEP, fire and life safety, and BMS. Trace Consultants provides expert support to ensure that response reviews are thorough, objective, and aligned with client priorities.

• Technical and Commercial Evaluation
  Trace assesses supplier bids on both technical and commercial criteria. Technical evaluations focus on compliance with standards (e.g., AS 1670 for fire detection systems), system reliability, and alignment with the specified A, B, or C-class scope. Commercial evaluations analyze pricing, contract terms, and value-added services, such as extended warranties or predictive maintenance capabilities.
• Risk and ESG Assessment
  Beyond technical and commercial factors, Trace evaluates supplier risks, including financial stability, cybersecurity practices, and modern slavery compliance. ESG considerations, such as carbon footprint or ethical sourcing, are also factored into the review, ensuring alignment with regulatory and corporate sustainability goals.
• Weighted Decision Frameworks
  To facilitate decision-making, Trace develops weighted evaluation frameworks that prioritize client-specific criteria. For example, a healthcare facility might prioritize system reliability and compliance over cost, while a retail chain might emphasize energy efficiency. These frameworks ensure that decisions are data-driven and defensible.

By providing rigorous response reviews, Trace enables clients to select suppliers that deliver optimal value, performance, and compliance.

Assessing ‘Sweating Assets’ vs. Replace or Maintain

A critical decision for asset-intensive businesses is whether to extend the life of existing MEP, fire, or BMS systems (“sweating assets”), maintain them as-is, or invest in replacements. Trace Consultants supports clients in making informed decisions through a structured, data-driven approach.

• Asset Condition Assessments
  Trace conducts detailed audits of existing systems, assessing their condition, performance, and remaining useful life. For example, an aging BMS might still function but lack modern features like remote monitoring, while an outdated fire suppression system might no longer comply with AS 1851. These assessments provide a clear picture of asset health and risks.
• Cost-Benefit Analysis
  Trace performs cost-benefit analyses to compare the financial and operational implications of sweating, maintaining, or replacing assets. This includes modeling lifecycle costs, energy savings, and potential downtime risks. For instance, replacing an inefficient HVAC system might involve high upfront costs but yield significant energy savings and compliance benefits over time.
• Regulatory and Risk Considerations
  Decisions are informed by regulatory requirements and risk profiles. Sweating assets might be viable for non-critical systems but unacceptable for life safety systems, where non-compliance could lead to legal or safety liabilities. Trace ensures that all options align with standards like NFPA-70B or the BCA.
• Sustainability and Innovation
  Trace also considers opportunities to integrate sustainable or innovative solutions during replacement. For example, replacing a legacy BMS with a smart system could reduce energy consumption and support ESG goals, while upgrading fire systems might improve response times and occupant safety.

By providing a holistic assessment, Trace helps clients optimize their asset management strategies, balancing cost, performance, and compliance.

Addressing the Procurement Discipline Gap in Property Services

The highly technical and engineering-focused nature of property services often leads to a procurement discipline gap. Many organizations lack the in-house expertise to effectively manage complex MEP, fire, or BMS procurement, resulting in reliance on incumbent suppliers and untested pricing. This gap creates significant opportunities for cost savings and performance improvements, which Trace Consultants is uniquely positioned to unlock.

• Overcoming Technical Complexity
  Procuring technical services requires deep engineering and regulatory knowledge. Trace’s team of supply chain and procurement experts, combined with its technical consultants, bridges this gap. For example, Trace can translate engineering requirements into clear tender specifications, ensuring suppliers understand and meet expectations.
• Challenging Incumbent Pricing
  Incumbent suppliers often benefit from long-term contracts with minimal scrutiny. Trace’s benchmarking and market analysis reveal pricing inefficiencies, enabling clients to renegotiate contracts or switch to more competitive suppliers. In one case, Trace helped a healthcare provider reduce BMS maintenance costs by 15% by identifying overcharges and re-tendering the contract.
• Building Procurement Capability
  Beyond immediate procurement support, Trace builds clients’ internal capabilities through training, templates, and process improvements. This empowers organizations to manage future procurements more effectively, reducing dependency on external consultants over time.
• Driving Tangible Results
  The opportunities arising from the procurement discipline gap are substantial. Trace’s fact-based, hypothesis-driven approach—leveraging data analysis, scenario modeling, and business case development—consistently delivers 20-40% cost savings, improved service levels, and enhanced compliance. These results are particularly impactful for large, complex organizations with extensive asset portfolios.

Why Trace Consultants?

Trace Consultants stands out as Australia’s leading boutique advisory firm for supply chain and procurement, with a proven track record across sectors like healthcare, retail, manufacturing, and government. Its key differentiators include:

• Deep Expertise
  Trace’s team combines supply chain strategy, procurement, and technical engineering expertise, enabling it to tackle the most complex property services challenges.
• Fact-Based Approach
  By leveraging data analytics, market intelligence, and scenario modeling, Trace ensures that recommendations are grounded in evidence and tailored to client needs.
• End-to-End Support
  From scope definition to supplier selection and asset management, Trace provides comprehensive support across the entire procurement lifecycle.
• Client-Centric Philosophy
  Trace builds trusted partnerships, working collaboratively to understand clients’ unique needs and deliver practical, sustainable solutions.
• Innovation and Technology
  Tools like the pricing schedule platform, combined with expertise in digital twins, AI, and IoT, position Trace at the forefront of procurement innovation.

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For large, complex property-based or asset-intensive businesses, procuring MEP, fire and life safety, and BMS is a high-stakes endeavor that demands precision, expertise, and innovation. Trace Consultants offers a comprehensive solution, aligning scopes with A, B, or C-class requirements, leveraging tools like its pricing schedule platform, and delivering end-to-end procurement support. By benchmarking suppliers, exploring market options, reviewing responses, and optimizing asset strategies, Trace unlocks significant cost savings, enhances service quality, and ensures compliance with Australian and international standards. In an industry where the procurement discipline is often underdeveloped, Trace’s expertise and fact-based approach create substantial opportunities for organizations to thrive. Whether you’re managing a hospital, retail chain, or government facility, Trace Consultants is your trusted partner for procurement excellence.

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How to Reduce 15–30% of Indirect Spend: Strategies for CFOs in ANZ

Indirect spend—the costs of goods and services not directly tied to your core mission or product—can quietly siphon off budget in government agencies and commercial organisations. For C-level executives like CFOs in Australia and New Zealand, reducing indirect spend by 15–30% offers a powerful opportunity to redirect funds, enhance efficiency, and strengthen financial health. But it’s not a quick fix—it requires a strategic, multi-pronged approach.

At Trace Consultants, we’ve witnessed how indirect spend can balloon, from unchecked supplier contracts to sprawling project scopes. We’ve also shown it can be reined in. Recently, we partnered with a large multinational client and cut their indirect spend by 17% in just 4 months. In this article, we’ll unpack the strategies that drove that success and outline how ANZ organisations can achieve similar gains. We’ll cover managing scope creep, testing the market, finding alternative suppliers, leveraging National Contracts and scale, benchmarking, supplier performance management, insourcing, and reducing scope—showing how Trace Consultants can help CFOs turn cost control into a competitive edge.

The Hidden Cost of Indirect Spend

Indirect spend includes expenses like IT services, office supplies, travel, professional fees, and facilities management. Unlike direct spend, which drives revenue or core services, indirect costs often escape close scrutiny—yet they can represent 20–40% of total expenditure. In ANZ, where economic pressures demand fiscal discipline, slashing 15–30% from this category can be transformative. Let’s explore how to make it happen.

Managing Scope Creep

Scope creep is a budget’s stealthy saboteur. It occurs when projects or contracts expand beyond their original scope, often unnoticed until costs escalate. In government agencies, a simple training program might grow into an elaborate multi-year initiative. In commercial firms, a logistics contract could swell with unplanned extras.

How to Stop It

• Lock in Scope: Define clear, measurable deliverables at the outset.
• Monitor Closely: Review progress against the baseline to catch creep early.
• Control Changes: Mandate C-level approval for scope expansions, tied to cost-benefit reviews.

Savings Potential

Tight scope management can trim 5–15% from project-related indirect spend by cutting low-value add-ons.

Testing the Market and Finding Alternative Suppliers

Procurement is a goldmine for savings, especially when you test the market and seek alternative suppliers. Sticking with legacy vendors—a common trap in government and commercial settings—can lock in inflated rates or stale terms.

Why Test the Market?

• Cost Clarity: Market testing reveals if you’re overpaying relative to current pricing.
• Fresh Options: New suppliers often offer innovative solutions or leaner costs.
• Bargaining Power: Market insights bolster negotiations with incumbents.

How to Test Effectively

• Issue RFPs/RFIs: Launch Requests for Proposals (RFPs) or Information (RFIs) in categories like IT, logistics, or consulting to uncover options.
• Run Pilots: Test new suppliers on a small scale—e.g., one region or department—to evaluate performance without full risk.
• Target ANZ Suppliers: Prioritise local or regional players for competitive pricing and faster service.

Finding Alternative Suppliers

Alternative suppliers can shake up the status quo. A government agency might swap a global IT provider for an ANZ-based firm with lower overheads. A commercial organisation could replace an expensive logistics vendor with a tech-savvy alternative.

• Broaden the Net: Explore startups, SMEs, or niche specialists beyond big-name incumbents.
• Assess Holistically: Weigh price, quality, scalability, and strategic fit.
• Ease Transitions: Use phased rollouts or dual-supplier setups to minimise disruption.

National Contracts and Leveraging Scale

National Contracts and scale leverage are powerful tools for indirect spend reduction, especially for organisations with multiple sites or large footprints across Australia and New Zealand.

The Power of National Contracts

National Contracts consolidate purchasing under a single agreement, often with one supplier or a select group, to standardise terms and pricing.

• Consistency: Uniform rates and service levels across regions cut variability costs.
• Negotiation Strength: A single contract covering all ANZ operations gives you clout to demand discounts.
• Simplified Management: Fewer contracts mean less admin overhead.

For government agencies, this might mean a National Contract for office supplies across all departments. For commercial firms, it could be a unified facilities management deal spanning multiple locations.

Leveraging Scale

Scale amplifies savings. The larger your spend or geographic reach, the more you can extract from suppliers.

• Volume Discounts: Bundle demand to negotiate lower unit costs—e.g., a 15% cut on IT hardware for buying in bulk.
• Standardisation: Uniform specs (e.g., one software platform across sites) reduce complexity and cost.
• Cross-Regional Deals: Use your ANZ presence to secure region-wide pricing advantages.

Challenges to Watch

National Contracts require alignment across stakeholders—missteps can lead to resistance or poor adoption. Leveraging scale demands accurate spend data to maximise leverage.

Go-to-Market (GTM) Strategies

A robust GTM approach complements market testing and National Contracts.

GTM Tactics

• Competitive Tenders: Regularly bid out contracts to keep pricing sharp.
• Market Research: Use ANZ-specific data to inform negotiations.
• Consolidation: Reduce supplier numbers to boost scale benefits.

Benchmarking for Savings

Benchmarking compares your indirect spend to industry or peer norms, exposing overpayments.

How to Benchmark

• Internal Review: Analyse spend across departments or sites.
• External Data: Use ANZ benchmarks to gauge performance.
• Category Focus: Target high-cost areas like utilities or consulting.

Actionable Outcomes

If your facilities costs are 20% above average, benchmarking guides renegotiations or market tests.

Supplier Performance Management and KPIs

Suppliers can make or break savings. Weak oversight risks overbilling or poor value.

Key KPIs

• Cost Metrics: Track pricing or total spend per supplier.
• Service Levels: Measure delivery, quality, or compliance.
• Innovation: Reward cost-saving ideas from suppliers.

Enforcement

Quarterly reviews and KPI-linked contracts keep suppliers accountable.

Impact

A supplier hitting 98% service targets might still overcharge by 15%. KPIs uncover this, enabling action.

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Insourcing Activities

Outsourcing isn’t always cost-effective. Insourcing can cut indirect spend when internal options beat external rates.

Where to Insource

• Routine Tasks: Cleaning, basic IT, or admin often cost less in-house.
• Specialised Roles: Training staff to replace consultants saves long-term.

Trade-Offs

Insourcing needs upfront investment but can yield 15–20% annual savings after year one.

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Reducing Scope

Cutting non-essential scope delivers quick wins.

How to Reduce

• Prioritise Value: Focus spend on core outcomes (e.g., citizen services or customer experience).
• Cut Waste: Cancel unused subscriptions or redundant services.
• Right-Size: Match service levels to actual need.

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How Trace Consultants Can Help

Reducing indirect spend by 15–30% is within reach with Trace Consultants. We bring:

• ANZ Expertise: Tailored solutions for government and commercial sectors.
• Proven Tools: From National Contracts to KPIs, our methods deliver.
• Hands-On Execution: We implement, not just advise.

Our work with a multinational client proves it. Over 4 months, we:

• Controlled scope creep in facilities.
• Tested the market and onboarded alternative suppliers for professional services.
• Secured a National Contract for travel, leveraging scale.
• Benchmarked Corporate Services & IT spend for savings.
• Benchmarked Property Services spend for savings.
• Set supplier KPIs and insourced HR tasks.

The result? A 17% indirect spend cut—real, measurable impact.

Overcoming Challenges

Challenge 1: Resistance

Teams resist new suppliers or National Contracts.

• Solution: We drive change with data and stakeholder buy-in.

Challenge 2: Data Gaps

Poor visibility hampers scale leverage.

• Solution: Trace integrates systems for clarity and builds KPI dashboards for benefits tracking and ongoing supplier management.

Challenge 3: Transition Risks

Market tests or insourcing can disrupt.

• Solution: We plan phased rollouts for smooth shifts.

Your Action Plan

Start cutting 15–30% today:

1. Audit Spend: Map indirect costs by category and supplier.
2. Set Targets: Aim for 15–30% reductions.
3. Test the Market: Launch RFPs and explore National Contracts.
4. Leverage Scale: Consolidate spend for discounts.
5. Partner with Trace: Accelerate results with us.

The Bottom Line

For ANZ CFOs, reducing indirect spend by 15–30% is achievable with strategies like scope control, market testing, alternative suppliers, National Contracts, scale leverage, benchmarking, KPIs, insourcing, and scope reduction. Trace Consultants turns potential into results—just look at our client’s 17% cut in 12 months.

Ready to act? Contact Trace Consultants to transform your indirect spend strategy.

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Introduction: How Procurement Can Unlock Cost Savings and Drive Strategic Value

In today’s economic climate, organisations are under increasing pressure to reduce costs while maintaining service quality. Rising supply chain costs, inflationary pressures, and growing regulatory requirements make effective procurement strategies more critical than ever.

To explore how businesses can optimise their procurement functions, we spoke with Kingston Yong, Manager at Trace Consultants, about the key cost-saving levers in indirect procurement, supplier negotiations, contract performance, and strategic procurement transformation.

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Interview with Kingston Yong

Q: How can organisations reduce costs through indirect procurement projects?

Kingston Yong:
Indirect procurement is often overlooked, but it represents a significant cost-saving opportunity for businesses. Many organisations focus on direct spend—such as raw materials and manufacturing components—while indirect categories like facilities management, IT, professional services, travel, and marketing can account for 20-40% of total spend.

By conducting a detailed spend analysis, organisations can identify inefficiencies, consolidate suppliers, and negotiate better rates. One of our clients in the healthcare sector saved 22% on facility management costs by optimising their contract structure and moving to a performance-based pricing model.

Q: How can procurement benchmarking and supplier negotiation strategies unlock savings?

Kingston Yong:
Benchmarking is essential to understanding where an organisation’s procurement costs sit in comparison to industry standards. We often see businesses overpaying for services and materials due to legacy contracts, lack of market visibility, or underutilisation of economies of scale.

By leveraging market intelligence and procurement analytics, organisations can:

• Identify cost reduction opportunities by comparing current spend against industry benchmarks.
• Improve supplier negotiations by using competitive insights.
• Implement structured tendering processes to drive cost efficiencies.

At Trace Consultants, we have helped clients reduce supplier costs by introducing structured category management and negotiation strategies.

Q: How can organisations reduce supply chain costs without compromising service quality?

Kingston Yong:
Cost reduction must be balanced with operational efficiency. The biggest mistake companies make is focusing only on unit price reduction, which can lead to quality issues, service delays, and supply risks.

Instead, we recommend an end-to-end cost optimisation approach that includes:

• Supplier performance management – Ensuring suppliers deliver on agreed service levels to avoid hidden costs.
• Demand management – Reducing unnecessary purchases and improving forecasting accuracy.
• Process automation – Streamlining procurement processes through digital tools to cut administrative costs.

For example, we helped a retail business achieve a 15% cost reduction in packaging procurement while maintaining quality by consolidating suppliers and leveraging long-term contracts.

Q: How can Australian businesses improve contract performance and supplier management?

Kingston Yong:
A well-managed contract ensures cost predictability, performance compliance, and risk mitigation. However, many businesses lack real-time visibility into supplier performance, leading to cost overruns and operational inefficiencies.

Key steps to improving contract performance include:

• Implementing clear KPIs and SLAs to measure supplier effectiveness.
• Using contract lifecycle management (CLM) tools to track performance and compliance.
• Regular supplier reviews and renegotiations to ensure continuous value delivery.

Q: How can businesses navigate the rising costs of supply chain operations?

Kingston Yong:
Supply chain costs are increasing due to inflation, transportation expenses, and rising raw material costs. To combat these pressures, businesses should focus on:

• Strategic sourcing – Evaluating alternative suppliers to diversify risk and improve pricing.
• Supply chain collaboration – Working with suppliers to identify cost efficiencies.
• Process standardisation – Reducing variation in procurement processes to lower administrative costs.

At Trace Consultants, we recently helped a manufacturing client cut logistics costs by 20% by redesigning their supplier distribution network.

Q: How can organisations move from tactical procurement to strategic procurement?

Kingston Yong:
Many organisations still operate in a reactive, tactical procurement model, where procurement teams focus on transactional purchasing rather than strategic value creation. Moving towards strategic procurement involves:

• Developing category strategies to align procurement with business goals.
• Enhancing supplier partnerships to drive innovation and long-term cost efficiencies.
• Leveraging digital procurement tools to automate and optimise processes.

How Trace Consultants Can Help

At Trace Consultants, we specialise in helping businesses:

✅ Conduct Procurement Spend Analysis – Identifying cost-saving opportunities across indirect categories.
✅ Optimise Supplier and Contract Management – Implementing performance-driven contract strategies.
✅ Develop Procurement Benchmarking & Cost Optimisation Strategies – Aligning pricing structures with market intelligence.
✅ Enable Digital Procurement Transformation – Implementing automation and analytics for smarter decision-making.
✅ Drive Strategic Sourcing Initiatives – Reducing costs while maintaining service excellence.

With a data-driven approach and deep procurement expertise, Trace Consultants empowers organisations to unlock cost savings, improve supplier relationships, and future-proof their procurement functions.

Final Thoughts

Procurement is no longer just about cost-cutting—it’s a strategic function that impacts an organisation’s long-term profitability and supply chain resilience.

For businesses looking to reduce procurement costs, improve supplier performance, and drive operational excellence, now is the time to act.

Want to discuss how Trace Consultants can help? Get in touch today.

Procurement as a Strategic Lever for Business Success

Procurement is a key driver of operational efficiency and cost optimisation across industries. For government agencies, retail chains, hospitals, aged care providers, fast-moving consumer goods (FMCG) companies, and manufacturers in Australia and New Zealand, effective procurement can mean the difference between market leadership and inefficiency.

Our Go-to-Market Strategy & RFx Support program is designed to help organisations navigate procurement complexities, enhance supplier engagement, and streamline the RFx process—delivering tangible cost savings, compliance assurance, and long-term strategic value.

This article explores how organisations can improve procurement outcomes through structured go-to-market strategies and RFx management.

The Importance of Procurement Excellence

Procurement extends beyond purchasing—it builds supplier partnerships, ensures cost efficiency, and enables long-term value creation. As supply chains grow more complex, a structured approach to procurement is critical, particularly in:

• Government Agencies – Ensuring transparency, compliance, and accountability.
• Retail – Managing costs and supplier relationships in response to dynamic demand.
• Hospitals & Aged Care – Procuring essential supplies while adhering to strict quality and regulatory standards.
• FMCG & Manufacturing – Achieving scalability and innovation through strategic sourcing.

A well-structured go-to-market (GTM) strategy and RFx process help organisations achieve these goals effectively.

‍What is a Go-to-Market Strategy?

‍A go-to-market (GTM) strategy in procurement outlines how an organisation approaches the market, engages suppliers, and secures optimal outcomes. It includes:

• Market Analysis – Understanding industry trends, supplier landscapes, and competitive positioning.
• Demand Planning – Defining procurement needs based on business objectives and market conditions.
• Stakeholder Alignment – Ensuring procurement strategies align with broader business goals.
• Supplier Engagement – Identifying and engaging the right suppliers through structured processes.
• Evaluation Frameworks – Developing criteria to assess supplier capabilities and proposals.

A robust GTM strategy not only reduces costs but also fosters sustainable supplier relationships and drives innovation.

‍Understanding the RFx Process

‍The RFx process—which includes Request for Information (RFI), Request for Proposal (RFP), Request for Quotation (RFQ), and Request for Tender (RFT)—is essential for sourcing the right suppliers and solutions.

• RFI – Gathers preliminary supplier information and capabilities.
• RFP – Solicits detailed proposals for goods or services.
• RFQ – Focuses on price quotations for specific deliverables.
• RFT – Used for large-scale, complex procurement needs, especially in government projects.

Effective RFx management ensures clarity, fairness, and efficiency in supplier selection but requires expertise in documentation, evaluation, and negotiation.

‍Challenges in Procurement & RFx Processes

‍Organisations in Australia and New Zealand face several procurement challenges, including:

• Market Complexity – Navigating evolving supplier landscapes and global disruptions.
• Resource Constraints – Limited internal expertise to manage complex RFx processes.
• Regulatory Compliance – Adhering to strict industry and government regulations.
• Cost Pressures – Balancing cost reduction with quality and innovation.
• Supplier Risk Management – Ensuring reliability and minimising over-dependency.

These challenges highlight the need for expert support in developing GTM strategies and executing RFx processes effectively.

‍Our Approach to Go-to-Market Strategy & RFx Support‍

At Trace Consultants, our Go-to-Market Strategy & RFx Support program is designed to streamline procurement, mitigate risks, and drive measurable outcomes.

‍1. Market Analysis

• Assessing supplier capabilities, industry trends, and competitive dynamics.
• Identifying risks and opportunities for optimal market positioning.

2. Demand Planning & Requirements Gathering

• Aligning procurement objectives with business goals.
• Defining critical requirements through workshops with key stakeholders.

3. Sourcing Strategy Development

• Leveraging competitive dynamics to secure the best deals.
• Balancing cost, quality, and innovation in supplier selection.
• Diversifying supplier portfolios to mitigate risks.

4. RFx Documentation Support

• Drafting clear and precise RFx documents.
• Ensuring compliance with industry standards and procurement regulations.
• Aligning documentation with evaluation criteria for seamless assessment.

5. Evaluation Framework Design

• Developing objective supplier assessment criteria.
• Establishing weighting mechanisms to prioritise key factors.
• Ensuring transparency and fairness in evaluations.

6. Supplier Evaluation & Negotiation Support

• Providing technical and commercial insights for proposal assessments.
• Facilitating negotiations to secure favourable terms.
• Ensuring alignment with long-term procurement goals.

7. Contract Finalisation

• Negotiating and structuring contracts with enforceable terms.
• Embedding risk mitigation clauses to safeguard organisational interests.
• Ensuring compliance with regulatory and industry requirements.

The Benefits of Our Program

‍Organisations that leverage our Go-to-Market Strategy & RFx Support experience significant improvements in:

✔ Efficiency – Streamlined RFx processes reduce time and resource burden.
✔ Cost Optimisation – Competitive pricing and expert negotiations drive savings.
✔ Supplier Excellence – Rigorous evaluation ensures reliable, high-quality suppliers.
✔ Compliance Assurance – Adherence to procurement regulations and best practices.
✔ Strategic Value Creation – Procurement aligns with long-term organisational goals.

‍Industry-Specific Applications

Government Agencies We help agencies navigate complex regulations, ensuring procurement transparency and maximising taxpayer value.

‍Retail We enable cost-effective sourcing while enhancing supply chain resilience, helping retailers adapt to shifting market demands.

‍Hospitals & Aged Care We ensure compliance and cost optimisation in the procurement of essential medical supplies and services.

‍FMCG & Manufacturing We support scalable procurement strategies that drive operational efficiency and supplier innovation.

‍Achieve Procurement Success with Trace Consultants

‍At Trace Consultants, we specialise in helping organisations across Australia and New Zealand optimise their procurement strategies. Our Go-to-Market Strategy & RFx Support program is tailored to industry-specific challenges, ensuring organisations achieve cost efficiencies, compliance, and long-term value creation.Whether you're a government agency enhancing procurement transparency, a retailer optimising costs, or a healthcare provider balancing quality and compliance, we’re here to help.

‍Let’s Start Your Procurement Transformation

‍Procurement isn’t just a function—it’s a strategic enabler. By leveraging structured go-to-market strategies and expert RFx support, your organisation can unlock significant value and competitive advantage.📩 Ready to transform your procurement processes? Contact us today to discover how Trace Consultants can drive your success.

🔗 Visit Trace Consultants to explore how we can help you achieve procurement excellence.

For Australian property-based businesses, waste management represents a critical operational challenge and an untapped opportunity. With rising costs, increasing regulatory scrutiny, and growing environmental awareness, businesses such as shopping malls, integrated resorts, and healthcare facilities must rethink their approach to waste management. By implementing innovative infrastructure, assets, and technologies, organisations can reduce costs, unlock revenue opportunities, and achieve sustainability outcomes.

In this article, we’ll explore how property-based businesses can improve their waste management strategies by addressing workflows, leveraging upstream sortation, and adopting cutting-edge technologies. We’ll also highlight the proven expertise of Trace Consultants in driving sustainable and cost-effective waste management transformations.

Waste Management Workflow: From Source to Collection Points

A robust waste management strategy begins with understanding the workflow from source to collection points. Property-based businesses typically generate waste across multiple streams, including general waste, cardboard, co-mingled recyclables, organics, and specialised streams such as soft plastics, electronic waste, and hazardous materials. Managing this complexity requires a well-defined workflow:

1. Upstream Sortation: Segregating waste at the source into dedicated streams such as organics, general waste, co-mingled recyclables (glass, plastics, and metals), soft plastics, and others like e-waste and batteries.
2. Bin Sizes & Configuration: Designing appropriate bin configurations and sizes for each waste stream to optimise space, compliance, and handling.
3. Bin Movements: Ensuring efficient movement of bins from waste generation points to collection hubs within the property.
4. Collection & Disposal: Partnering with waste providers for scheduled pick-ups and appropriate disposal or recycling.
5. Provider Management: Engaging and managing waste providers to ensure cost efficiency, performance, and compliance.
6. ESG and Diversion: Prioritising diversion from landfills and aligning with Environmental, Social, and Governance (ESG) objectives to improve recycling and sustainability metrics.

Trace Consultants works with property-based businesses to map and optimise these workflows, ensuring compliance, cost efficiency, and minimal environmental impact.

The Power of Upstream Sortation by Waste Stream

Upstream sortation—the practice of segregating waste at the source—is a cornerstone of an effective waste management strategy. Proper segregation not only improves recycling rates but also reduces contamination in waste streams, making them more valuable in the market. Key waste streams include:

• General Waste: Reducing this stream by diverting recyclable and compostable materials.
• Cardboard: Clean and compacted cardboard is highly recyclable and often generates rebates.
• Co-Mingled / Glass: Glass, plastics, and metals sorted into this stream improve recycling outcomes.
• Organics: Food waste can be composted or processed via anaerobic digestion.
• Soft Plastics: Collected for specialised recycling programs to reduce landfill dependency.
• Hard Waste: Includes bulky items requiring specialised disposal services.
• Dangerous Goods: Managed carefully to ensure compliance with safety regulations.
• Metals: Recycling metals such as steel and aluminium generates additional revenue opportunities.
• Thermal Compacted EPS / Polystyrene: Reducing bulk and transporting efficiently for recycling.
• Timber: Reusing or recycling timber for alternative uses.
• Meat Fat Bone: Collected for rendering or biofuel production.
• Confidential Paper: Securely shredded and recycled to ensure data protection.
• Electronic Waste (E-Waste): Recovering valuable components and safely disposing of hazardous elements.
• Cooking Oils: Converted into biodiesel or other by-products.
• Batteries: Safely collected and recycled to prevent hazardous contamination.

Trace Consultants designs upstream sortation systems tailored to these waste streams, incorporating clear signage, tenant education, and data-driven compliance monitoring to maximise participation and effectiveness.

Cost Offsets, Revenue, and Rebate Opportunities

Effective waste management is not just about cost reduction; it also creates opportunities to generate revenue and offset expenses. By capitalising on programs like Container Deposit Schemes (CDS) and waste-to-energy initiatives, businesses can realise significant financial benefits.

• Container Deposit Schemes (CDS): Rebates for returning eligible beverage containers provide an additional revenue stream while incentivising recycling.
• Waste-to-Energy: Technologies that convert waste into energy reduce landfill dependency and create valuable by-products, such as heat and electricity.
• Recyclables Market: High-quality recyclable streams (e.g., cardboard, metals) often attract rebates from recycling facilities.
• Specialised Streams: Programs for e-waste, soft plastics, and polystyrene can unlock additional rebates or cost offsets.

Trace Consultants conducts gap assessments and business case evaluations to identify and quantify these opportunities. For example, we helped a large regional Hospital realise a 17% reduction in annual waste management costs by improving infrasrtucture design, sortation, renegotiating contracts, and leveraging rebate programs.

Innovative Waste Management Technologies

The adoption of advanced technologies is revolutionising waste management for property-based businesses. Solutions such as Winnow, a leader in food waste reduction technology, demonstrate the transformative potential of innovation.

• Winnow Solutions: Winnow uses AI to track food waste in commercial kitchens, providing actionable insights to reduce waste and improve operational efficiency. By integrating Winnow into their operations, businesses can save thousands annually and contribute to sustainability goals.
• Smart Bins: IoT-enabled bins monitor fill levels in real-time, optimising collection schedules and reducing unnecessary trips.
• Automated Sortation Systems: These systems streamline the segregation process, ensuring accuracy and efficiency.
• Thermal Compactors: Reducing the bulk of polystyrene and other materials for more efficient recycling.

Trace Consultants partners with businesses to assess the feasibility and ROI of implementing these technologies. Our team provides end-to-end support, from piloting solutions to full-scale rollouts, ensuring seamless integration into existing workflows.

Sustainability and Cost Outcomes

A comprehensive waste management strategy delivers both financial and environmental benefits. Beyond cost savings, businesses can achieve significant sustainability outcomes, including:

• Reduced Landfill Dependency: Diverting waste streams such as organics, recyclables, and specialised materials away from landfills decreases environmental impact.
• Lower Carbon Footprint: Optimised waste logistics and recycling processes reduce greenhouse gas emissions.
• Enhanced ESG Performance: Improved waste management aligns with environmental, social, and governance (ESG) priorities, enhancing stakeholder trust.

How Trace Consultants Supports Waste Management Transformations

Trace Consultants provides end-to-end support for property-based businesses seeking to transform their waste management strategies. Our services include:

• Strategy Development: Collaborating with stakeholders to create tailored waste management plans that align with business objectives and sustainability goals.
• Contract Reviews: Evaluating existing waste management contracts, identifying inefficiencies, and renegotiating terms to optimise value.
• Gap Assessments: Conducting thorough reviews of current processes, identifying areas for improvement, and developing actionable recommendations.
• Business Case Development: Quantifying the financial and environmental benefits of proposed changes to support informed decision-making.
• Change Management: Guiding businesses through the transition to new workflows, infrastructure, and technologies with minimal disruption.
• Go-to-Market Strategies: Managing tender processes to secure competitive and capable waste service providers.

Case Study: Waste Management Transformation

A large integrated resort in Australia engaged Trace Consultants to overhaul their waste management strategy. Faced with rising costs and increasing regulatory pressure, the client sought a comprehensive solution to improve efficiency and sustainability.

Actions Taken:

1. Workflow Optimisation: Redesigned waste management processes from source to collection points.
2. Upstream Sortation: Implemented new sortation programs for organics, co-mingled recyclables, and specialised streams like e-waste and soft plastics.
3. Contract Renegotiation: Reviewed and renegotiated contracts with waste service providers to secure better terms.
4. Rebate Opportunities: Leveraged Container Deposit Schemes and recyclables market rebates to offset costs.

Outcomes Achieved:

• Cost Savings: Annual waste management costs are forecasted to reduce by 17–24%.
• Sustainability Gains: Improved sortation and diversion rates reduced landfill dependency by 25%.
• Revenue Generation: Rebate programs generated additional income, contributing to the overall savings.

A Path to Sustainable and Cost-Effective Waste Management

For Australian property-based businesses, transforming waste management strategies is no longer optional—it’s essential. By implementing innovative infrastructure, upstream sortation programs, and cutting-edge technologies, organisations can unlock significant cost savings, generate new revenue streams, and contribute to a more sustainable future.

With expertise in strategy development, process optimisation, and change management, Trace Consultants is uniquely positioned to help businesses achieve these outcomes. Contact Trace today to learn how we can support your waste management transformation journey.

For CFOs and CEOs of property-based businesses, managing the complexity and cost of property services procurement and facilities management procurement can be a daunting challenge. From waste management and building maintenance to mechanical, electrical, and plumbing (MEP) services, these operational necessities often account for a significant portion of operating expenses. Without an effective strategy in place, businesses risk inefficiencies, inflated costs, and subpar service delivery.

Enter Trace Consultants, a proven partner for property-based businesses across Australia and New Zealand. Leveraging templated approaches, cutting-edge data analytical tools, and deep industry expertise, Trace Consultants delivers significant cost reductions (typically 8–27%) while driving service improvements. Here, we explore how Trace Consultants helps property-based businesses optimise their property services procurement and facilities management procurement processes to achieve measurable outcomes.

Understanding the Challenges of Property Services Procurement

Property-based businesses—from integrated resorts and shopping malls to hospitals, schools, and industrial facilities—face unique operational challenges. The scope of property services required is extensive, often including:

• Waste Management: Efficient disposal and recycling programs.
• Mechanical, Electrical, and Plumbing (MEP): Maintenance and upgrades to essential systems.
• Building Management Services (BMS): Ensuring operational efficiency through automation and monitoring.
• General Contracting: Routine repairs, upgrades, and capital projects.
• Cleaning and Hygiene Services: Maintaining a clean and healthy environment.

Each service area demands careful management to balance cost, quality, and compliance. However, fragmented contracts, limited visibility into spending, and supplier misalignment often create inefficiencies and excessive costs.

Trace Consultants: Proven Experience and Industry Expertise

Trace Consultants brings a wealth of experience in supporting property-based businesses to streamline and optimise property services procurement. With tailored strategies and a results-driven approach, Trace delivers benefits in three critical areas:

1. Data-Driven Insights and Spend Analysis

At the heart of Trace Consultants’ approach is a commitment to data analytics. Using advanced tools and methodologies, Trace provides deep insights into property services procurement spend, including:

• Cost Visibility: Identifying areas of excessive spending across categories like waste management and MEP services.
• Supplier Performance: Analysing service quality and value for money from existing suppliers.
• Opportunity Assessment: Pinpointing areas to consolidate contracts, standardise services, and achieve economies of scale.

For instance, Trace’s work with a major Australian shopping mall operator revealed overlapping supplier contracts and under-utilised economies of scale. Through spend analysis, Trace identified potential savings of over 18%, which were realised through contract renegotiation and service consolidation.

2. Templated Approaches for Go-to-Market Activities

Going to market for property services procurement can be complex and time-intensive. Trace Consultants simplifies the process with proven, templated approaches that deliver results efficiently. Key components include:

• Specification Development: Creating clear, detailed scopes of work for services like building management and general contracting.
• Tender Management: Managing end-to-end tender processes, from supplier shortlisting to contract negotiation.
• Evaluation Frameworks: Applying weighted criteria to ensure supplier selection aligns with business priorities and standards such as Mechanical DA19, Electrical NFPA, and Plumbing HSG-274 p2.

By leveraging these templates, Trace enables CFOs and CEOs to secure competitive pricing while ensuring service quality. One notable example involved a New Zealand healthcare organisation, where Trace helped reduce waste management costs by 12% while improving service delivery through a streamlined tender process.

3. Change Management and Transition Support

Optimising property services often involves significant changes, including transitioning to new suppliers or restructured service agreements. Trace Consultants excels in managing these transitions seamlessly, with minimal disruption to business operations. Their approach includes:

• Stakeholder Engagement: Collaborating with internal teams to align on goals and priorities.
• Transition Planning: Developing detailed timelines and action plans for smooth implementation.
• Performance Monitoring: Establishing KPIs and tracking progress to ensure service improvements are realised.

For a government facility in Australia, Trace oversaw the transition of cleaning services to a new supplier. Despite the complexity of the site, which included high-security areas, Trace ensured a smooth handover and delivered annual cost savings of 22%.

Reviewing Asset Management Practices

Effective asset management is critical to maintaining operational efficiency while controlling costs. Trace Consultants provides a comprehensive review of asset management practices to ensure alignment with business goals and industry standards. Key areas of focus include:

• Replacement vs. Run-to-Fail Analysis: Evaluating whether assets should be replaced proactively or allowed to run to failure, supported by cost-benefit analyses.
• Preventative Maintenance Schedules: Developing optimised schedules to minimise downtime and extend asset life.
• Reactive Maintenance Practices: Identifying inefficiencies in reactive maintenance approaches and implementing process improvements.
• IT Systems Integration: Supporting the implementation and optimisation of asset management systems such as Maximo, ensuring accurate tracking, reporting, and decision-making.
• Standards Alignment: Ensuring compliance with Australian and international standards for asset maintenance, including Mechanical DA19, Electrical NFPA, and Plumbing HSG-274 p2.

For example, Trace worked with an integrated resort client to overhaul their asset management practices. By implementing a preventative maintenance program and integrating it into their Maximo system, the client achieved a 15% reduction in maintenance costs while improving asset reliability and performance.

Unlocking Cost Reduction Opportunities

Trace Consultants consistently delivers significant cost savings for property-based businesses. Typical savings range from 8–27%, depending on the scope of services and opportunities for improvement. Key strategies include:

• Contract Consolidation: Reducing the number of suppliers to leverage volume discounts and simplify management.
• Rate Optimisation: Benchmarking costs against industry standards to secure fair pricing.
• Scope Rationalisation: Eliminating redundant or non-essential services to focus on core needs.

For instance, an integrated resort client partnered with Trace to review their MEP services. By consolidating contracts and renegotiating rates, the client achieved a 24% reduction in annual costs while maintaining high service standards.

Driving Service Benefits

In addition to cost savings, Trace Consultants delivers measurable service improvements, including:

• Enhanced Reliability: Clear KPIs and performance monitoring ensure consistent service delivery.
• Improved Quality: Supplier selection processes prioritise high-performing vendors.
• Operational Efficiency: Standardised processes and technologies streamline service management.

For example, Trace supported a manufacturing client in Australia to improve building management services across multiple sites. By implementing a centralised BMS system and optimising supplier contracts, the client experienced fewer service disruptions and achieved a 15% improvement in operational efficiency.

Why CFOs and CEOs Should Act Now

In today’s economic climate, taking control of property services procurement and facilities management procurement is more important than ever. Rising costs, increasing regulatory requirements, and growing expectations for service quality make it critical for businesses to adopt a proactive approach.

Trace Consultants offers the expertise, tools, and proven strategies needed to drive meaningful results. By partnering with Trace, CFOs and CEOs can:

• Achieve Significant Cost Savings: Realise reductions of 8–27% across key service areas.
• Improve Service Delivery: Enhance reliability, quality, and efficiency in property services.
• Strengthen Strategic Focus: Free up internal resources to focus on core business priorities.

The Trace Difference

What sets Trace Consultants apart is their commitment to tailored solutions and measurable outcomes. Key differentiators include:

• Industry Expertise: Deep knowledge of property-based businesses and their unique challenges.
• Proven Track Record: A history of delivering cost and service improvements for clients across Australia and New Zealand.
• Cutting-Edge Tools: Advanced data analytics and templated approaches ensure efficient, impactful results.
• Collaborative Approach: Strong partnerships with clients and stakeholders to achieve shared goals.

Ready to Optimise Your Property Services Procurement?

For CFOs and CEOs in property-based businesses, optimising property services procurement and facilities management procurement is not just an opportunity—it’s a necessity. With Trace Consultants as your partner, you can unlock cost savings, improve service quality, and drive long-term operational success.

Whether you operate a hospital, integrated resort, shopping mall, or industrial facility, Trace Consultants has the expertise and tools to deliver results tailored to your needs. Contact Trace today to explore how they can support your business in achieving its goals.