Our Services

Database creation & management

Considering information provided/required by you, we will create and maintain a database containing the data in respect of each supply point included in the portfolio; for example, full Postal Address, Account, Meter Numbers, Contract start and end dates etc: This will be specifically of interest to members with multiple outlets. It is important that this database is kept up to date. In this regard, we are entirely dependent upon your keeping us advised of developments for example: openings, closures & disposals of sites.

Contract termination and compliance

We can ensure that sufficient notice is served to existing suppliers according to the terms of your existing contract should this not have been implemented by you. This will ensure that your members always have the choice of suppliers.

Contract tendering & negotiations

We will prepare a tender document for issue to selected suppliers. Such selection results from our considered opinion as to the suitability of the supplier to deliver to the required specification in terms of price and service levels. The tender will be released no later than 6 weeks prior to the renewal of the contract depending on market conditions. The invitation to tender will be based upon our database of your sites, together with consumption data if available and depending on your company profile and preference, we will ask for a fixed price contract.

Offer Assessment

All offers received from participating suppliers will be costed with normally a 12, 24 and occasionally 36 month option and the results will be compared against each other and our recommendations made you.

Service

Whilst price is, perhaps, the key issue in the negotiation process, we do not overlook the potential for tendering to enhance the service levels currently enjoyed. As mentioned in our ‘requirements prior to tender’ it is important that any special terms relating to billing etc, are made clear from the outset in order that they can form part of our negotiations.

Post tender negotiations

After the initial offer assessment we will compile a summary of offers. A decision will then be made as to which supplier/s will be re-approached based upon our knowledge of the markets and the most competitive suppliers at that time. Revised offers and if deemed necessary, alternative terms and conditions will be negotiated and assessed as previously detailed if required. This process may be repeated until we feel that the best price has been achieved.

Supplier Selection

Once the negotiation process has been completed the results of the final offer assessments will be collated and reported to you along with our recommendations.

Offer Acceptance

We will communicate acceptance of the offer/s to the successful supplier/s, confirming all the relevant details such as sites to be included, the agreed rates and terms and conditions. This action will be taken within the necessary time-scales to allow implementation from the effective contract renewal date. Suppliers will be requested to forward all contractual documents to us for our approval prior to signature.

New contract Vetting

We will check all contractual documents prior to signature to ensure that the prices, payment period and terms and conditions are as agreed including the provision of any added value services. In our capacity as utility brokers the advice we give in connection with terms and conditions will be based upon our experience of industry best practice. We are not, however, qualified or in a position to offer legal advice / interpretation and you may wish your own legal department to provide a legal interpretation of the contract.

Implementation

We will liaise directly with all relevant parties to ensure the smooth implementation of the new supply contract from the agreed dates. Registration process is normally 28 days on quarterly electricity and 5 – 7 days for monthly and half hourly electricity supplies.

Contact with suppliers

In the course of our work for you, it is often necessary for us to communicate with suppliers for obtaining data, clarifying terms and conditions, negotiating rates etc. Our reputation in the market is that such contracts normally progress in good faith, however, from time to time we are asked to confirm our authority to act for you, not least to conform to the terms of the Data Protection Act. In this regard, we require a signed letter of authority. This may need to be brought up to date from time to time – we will advise you as and when this is necessary. This will allow us to deal with your suppliers and avoid you unnecessary and time consuming communication with them except for the payment of bills and dealing direct with site works, which will be managed by Focus Assured in conjunction with yourselves and the chosen suppliers.

Invoice Validation

Focus Assured also offer an invoice validation service should you require (chargeable service). The invoices will be checked to ensure unit rates are correct and that the meter readings produced on the bill are logical and any that look out of line will be challenged. After validation the invoices are returned to you stamped ready or payment, any invoices under question will be flagged for non payment until outstanding issues are resolved

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