Procurement
How Contractors Are Taking Control of Procurement Ops
By Alastair Blenkin, Founder & CEO of ProcurePro.
Managing 50+ trades and suppliers across multiple projects is a complex operation. Facilities Managers are often the ones who feel the pain when procurement falls short. This article explores how leading contractors are transforming procurement practices, and what Facilities Managers can take from their approach to gain more predictability, transparency and control.
When Procurement Fails, Facilities Managers Feel It
Procurement isn’t always visible to Facilities Managers, but its impact is. When projects run over time or over budget, the root cause often lies in how scopes, quotes and contracts were handled behind the scenes. For years, procurement has been fragmented across email chains, spreadsheets and shared drives. That disjointed approach leads to real consequences: delays in project handovers due to unsigned contracts, budget shocks from late variation approvals, and operational confusion caused by missing documentation.
Facilities Managers may not be chasing quotes or coordinating trades, but when procurement lacks structure, they’re the ones left dealing with the fallout.
The Real Cost Of Fragmented Procurement
Even small projects can spiral without a unified view of procurement. When changes aren’t tracked, scope creep sets in. When variations go unapproved, budgets drift. And when contracts or drawings are buried in inboxes, handovers stall. The result? Time wasted, budgets blown and ongoing headaches for Facilities teams.
Why Email Is Still A Weak Link
Despite its popularity, email remains one of the biggest risks in procurement. One Facilities Manager at an NHS Trust shared a costly story: a revised quote was buried in an inbox and went unnoticed. The result was a variation that could have been avoided.
Procurement via email means key clarifications get missed, outdated documents are used onsite, and there’s no single source of truth. In complex projects, that kind of chaos adds up quickly.
What Contractors Are Doing Differently Now
Forward-thinking contractors are moving away from static tools and disjointed workflows. They’re standardising and centralising procurement to improve clarity, speed and outcomes. Instead of writing scopes from scratch, teams use templated documents that reduce ambiguity and keep instructions consistent. Tender packages are structured and issued through a central system, making it easier to compare responses and stay on schedule. Approval processes are clearly defined, helping teams avoid delays and confusion. And live dashboards have replaced spreadsheets, providing real-time visibility across every project.
Even small changes, like ensuring handover documentation is included in every package, can make a real difference.
Final Thought
Systemised procurement isn’t about replacing people. It’s about giving teams better tools and clearer processes. While Facilities Managers benefit from these improvements, it’s contractors who are leading the shift - and reaping the rewards of more predictable, transparent procurement. Fewer budget shocks. Fewer delays. Better outcomes across the board.
fmuk 37 How You Can Get Involved
Facilities Managers don’t need to lead procurement reform, but you can influence how it affects your projects. Ask for visibility into scopes, trackers or dashboards earlier in the process. Share feedback on recurring issues like delayed handovers or undocumented variations. That insight helps project teams identify and fix weak spots. Where possible, contribute during the planning phase, especially when Facilities requirements are often overlooked.
These changes are delivering measurable results. One contractor delivering student accommodation significantly reduced variation orders after implementing a scope library. Another, working on a hospital upgrade, cleared a contract backlog by introducing approval workflows and centralised tracking.
How AI Plays A Role In Boosting Procurement Efficiency AI
is already transforming construction procurement by
supporting surveyors and commercial teams in practical ways. General AI tools like ChatGPT help with writing reports and acting as a thought partner, while contextual AI tools can search past project data and vendor history to find the best pricing and subcontractors. More advanced assisted AI highlights
pricing
anomalies, capacity issues, and suggests negotiation strategies based on vendor habits.
At the cutting edge, autonomous AI agents handle first-pass price analysis and review all project documents to compile accurate scope lists
- freeing teams from time-consuming admin. These
AI capabilities bring greater accuracy, speed, and transparency to procurement.
Why This Matters To Facilities Managers
You may not be running procurement yourself, but you’re on the receiving end of how well it’s done. A more structured approach means fewer surprises, tighter budgets and smoother transitions. You’ll get earlier visibility into changes that affect operating costs. Handover packages are clearer and more complete. And supplier coordination improves when everyone is working from the same playbook.
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