Public procurement

The complexity of public procurement

Extensive and ever-evolving regulations make public procurement a complex domain. Without the right expertise and experience, procurement processes can lead to suboptimal outcomes and significant political, financial, and legal risks. Prolonged tender procedures increase the workload and often cause frustration and misunderstanding within the organisation. Setting up a strong procurement organization is a complex process that brings together diverse and specialised expertise.

Sounds familiar? At TriFinance, we understand this complexity like no other. Our Public Procurement Expert Practice consists of a well-balanced, multidisciplinary team of junior, medior, and senior consultants. We combine the right expertise with proven best practices to help optimize your procurement organization and improve the efficiency and impact of your public contracts.

Multidisciplinary Support for Your Procurement Department

360-Degree Public Procurement Services

At TriFinance, our expert practice offers pragmatic, 360-degree services. We are your partner for operational procurement. Our services include:

• Operational support – Full or partial management of procurement files, including drafting technical specifications.
  
• Procurement planning supported by spend analyses
  
• Process optimization
  
• Centralized procurement service
  
• Audit of your procurement organization and/or individual procurement files
  
• Training and coaching for employees
  
• Implementation of sustainable and local procurement policies
  

When managing procurement files, our clients often face fluctuating needs for expertise and capacity. The complexity of procurement files varies, as do the pace and workload involved. That’s why flexible support, without being tied to fixed time slots or specific consultants, is more important than ever.

Public Procurement Expert Practice

With our Public Procurement Expert Practice, we deliver tailored solutions led by a senior project manager and supported by a team of specialized consultants.

We begin with a thorough intake to understand your needs and then develop a clear project plan and cost estimate. Throughout the process, we keep you informed with regular updates, ensuring you always have insight into the progress. With our senior project manager, you have a single point of contact who oversees quality and proactively steers the project where needed.

Audit of the Procurement Organization

Efficiency and transparency start with a strong procurement process

A well-functioning procurement process is not merely an administrative formality, it is a crucial driver of efficiency, transparency, and risk management. This is especially true in the public and non-profit sector, where complex regulations, limited budgets, and strict accountability are part of daily operations.

When procedures are misaligned, roles remain unclear, or follow-up is lacking, risks quickly emerge: inconsistent documentation, unexpected delays, missed opportunities, or even reputational damage.

At TriFinance, we believe that a strong procurement process must be supported throughout the entire organization. From needs assessment to award, from budget monitoring to contract management — every step matters. Our approach starts with your reality and strengthens your operations, step by step.

With this vision in mind, we have developed an accessible audit product tailored to procurement organizations in the public sector. It provides a clear picture of your current procurement practices, highlights potential risks and opportunities, and offers concrete guidance to help you evolve towards a transparent and agile procurement organization.

The audit consists of the following phases:

1. Analysis of the current organization and processes

We start with a thorough analysis of your procurement structure and operations. This includes a customized survey tailored to the type and size of your organization, covering a broad range of topics. This is followed by in-depth interviews with key stakeholders to gain a 360-degree view of the procurement organization.

2. Identification of improvement areas and risks

Based on the analysis, we identify inefficiencies and potential risks. For example, we assess barriers to market consultation, approval flows for purchase orders, compliance with payment terms, and bottlenecks in credit monitoring. These insights are mapped in a targeted matrix to provide a clear and structured overview.

3. Implementation of recommendations

Following the analysis and risk identification, we deliver a detailed action plan to address the identified issues. This may include streamlining approval flows, improving communication around procurement procedures, and strengthening internal controls. Where relevant, we seamlessly connect with our Shared Service Center.

The advantages of our approach

• Tailored and multidisciplinary
  Our broad expertise enables us to assign the right consultant to the right task. This not only enhances the quality of our service but also reduces costs and accelerates project timelines.

• Efficient and hybrid
  We fully adapt to the pace of your assignment. Our services are flexible and can be scaled up or down as needed, so you only pay for the hours actually delivered.

• Improved performance through structured remote work
  By operating largely remotely within our dedicated 3P environment, we operate in a standardized and well-planned manner. This boosts efficiency and ensures consistent quality in the delivery of our services.

• Field experience results in tailored solutions
  With a 360° view of your organization, we understand both the strategic and operational context. We know the realities on the ground and speak your language, both administrative and political. This allows us to accurately capture the needs of the work floor and translate them into the appropriate procedures and technical specifications.

Partnership with Lydian

For more complex legal matters, TriFinance partners with Lydian. This law firm has extensive experience in public and administrative law and offers in-depth legal expertise in public procurement.