Back in 2019, the YMCA of Calgary reached out to RTPS and asked for help. Food costs for overnight camps and childcare - two of their most important services - were spiralling out of control. They also felt they needed to re-evaluate their relationship with their current food supplier. At the time, the YMCA was “sole sourcing” their camp and childcare food from one lone supplier. Costs were increasing each year, yet their buying habits had not changed porportionately. A preliminary look into their spending figures determined that food was indeed their highest operational spend category within their organization! It was clear something had to change. A more comprehensive Spend Analysis was required.

Action Taken
Round Table worked with subject matter experts (SMEs) from the Camp and Childcare departments to determine exactly what was being purchased from the incumbent supplier. This was done primarily so that other suppliers could provide quotes for the same or similar items. SMEs provided invoices to create a top spend list. This list showed that other suppliers could be more economical than the incumbent, with initial findings of upwards of 28% in potential savings.
Two revisions of this list were done to get as “apples-to-apples” a comparison as possible for the products they purchased most often. One additional requirement the SMEs established was an assurance from potential new vendors that the level of value-added services (such as menu help, shows, training, Food Safety Certifications) they received from the current supplier would also available should they need to make a switch.

The Result
When the $274,500 in "hard costs” savings were combined with the $82,500 in “soft costs” savings, the YMCA of Calgary saved a total of $357,000 from the previous year.
Camp staff were happy they had two suppliers to depend on while Childcare staff were happy they got to keep their existing partner.