Villages – Procurement

Procurement process

Obvious services are tendered out in a transparent process with the village operator where Capital Guardians shares the methodology, process and results for decisions on suppliers with the village operator.

There is the opportunity for village management to tailor and manage more detailed requirements in service tenders.

Typical expenditures

Occupancy

Approval and cost control Pricing obtained by
Council Rates Yearly budget Council
Insurance Yearly budget Tender
Pest Control Yearly budget Tender
Garbage Disposal Yearly budget Tender
Cleaning Consumables PO to approved provider Tender
Food & Beverage/Kitchen Supplies PO to approved provider Via tender where service not in-house.
Fire Safety & Compliance Yearly budget Tender
Laundry & Linen Yearly budget Tender
Utilities
Water rates & charges Yearly budget Water authority
Electricity Yearly budget Tender
Management & Admin
Administration^ Yearly budget Approved budget
Legal, Bank & Professional fees^ Yearly budget Approved budget
Stationery & Office Supplies PO to approved provider Tender
Telephone Yearly budget Tender
Village Amenities PO to approved provider Tender
Resident Activities PO to approved provider Approved suppliers
MV Running Costs Yearly budget As given
GST expense As given
Staff Costs
Employment Costs^ Yearly budget To budget
Repairs and Maintenance
Painting Contractors & Materials Yearly budget for routine maintenance and PO for reactive services Tender
General Contractors & Materials Yearly budget for routine maintenance and PO for reactive services Tender
Equipment Maintenance Yearly budget for routine maintenance and PO for reactive services Tender
Lifts & Doors Maintenance Yearly budget for routine maintenance and PO for reactive services Tender
Pool Maintenance Yearly budget for routine maintenance and PO for reactive services Tender
Village Emergency System Yearly budget for routine maintenance and PO for reactive services Tender
Ground Care Contractors^ Yearly budget for routine maintenance and PO for reactive services Tender

^ Expensed to budget, not paid, as paid by operator directly

The Benefits

  • operational and administration efficiencies
  • reduce the residents service and maintenance fees through procurement savings (buying power)and account management
  • modern, paperless procedures for expense approvals (purchase orders)
  • no requirement to maintain back-office skills in-house which enables staff to concentrate on core business requirements (ie caring for residents)
  • transparency for village reporting in accordance with the Retirement Villages Acts with timely and accurate reporting
  • services can be tailored to meet village operates specific requirements and goals
  • facilitate the collection of out of pocket expenses for reimbursement to a village operator