- 1 Purpose and Scope
- 2 The IQ On-Site Model
- 3 Pre-Deployment: Onboarding and Scoping
- 4 Operational Phase: Day-to-Day Conduct
- 5 Procurement Process Execution Standards
- 6 Reporting and Communication
- 7 Escalation and Issue Management
- 8 Quality Assurance and Performance
- 9 Exit and Handover
- 10 Skills and Competency Standards
Purpose and Scope
The IQ On-Site service places qualified procurement professionals inside client organisations on a managed service basis. Unlike traditional agency staffing, the placed person remains a Bundle IQ resource, operates under Bundle IQ methodology and standards, and is supported by the full IQ platform including IQ Chat, IQ Analytics, IQ Benchmark, and the supplier verification stack.
This CONOPS applies to all IQ On-Site placements regardless of duration, deployment model (on-site, hybrid, or remote), or client sector. It is supplemented by the client-specific Statement of Work (SOW) issued at the start of each engagement.
The IQ On-Site Model
2.1 Service Overview
IQ On-Site provides organisations with a named procurement professional embedded in their operation. The service is available on-site (full or part-time attendance at client premises), hybrid (mix of on-site and remote), or fully remote. The default engagement term is month-to-month with 30 days' notice, with no minimum commitment period.
2.2 What the placed person does
- Procurement execution: runs sourcing events, manages tendering, negotiates contracts, and places orders aligned to client requirements
- Supplier management: maintains the supplier base, conducts performance reviews, and manages ongoing supplier relationships
- Internal advisory: advises budget holders on procurement best practice, specification writing, and market dynamics
- Compliance: ensures procurement activities meet applicable regulations (Procurement Act 2023, Modern Slavery Act, CSDDD) and client policies
- Analytics and reporting: produces spend analysis, savings tracking, and performance reports using IQ Analytics
- Category management: develops and maintains category strategies aligned to APQC PCF best practice
2.3 What the placed person does not do
- Approve financial transactions — approval authority remains with the client's budget holders
- Make unilateral contract commitments above agreed thresholds without client sign-off
- Override client policy or internal governance processes
- Operate outside the scope defined in the SOW without Bundle IQ Operations approval
- Engage in activities that create a conflict of interest with Bundle IQ's supplier relationships
2.4 Deployment models
Pre-Deployment: Onboarding and Scoping
3.1 Scoping call (pre-contract)
Before any placement begins, Bundle IQ Operations conducts a scoping call with the client contact to establish: the scope of procurement activity, current supply base, approximate spend, key stakeholders, any urgent priorities, and the preferred deployment model. The output is a draft SOW reviewed and approved by both parties before the engagement starts.
3.2 Statement of Work (SOW)
Every IQ On-Site engagement is governed by a signed SOW that specifies:
- Scope of procurement categories covered
- Deployment model and attendance expectations
- Key deliverables and success metrics for the engagement period
- Reporting lines and client contact person
- Approval thresholds and financial authority limits
- Data access and system requirements
- Notice period and exit provisions
3.3 Week 1 onboarding — placed person actions
| Day | Action | Output |
|---|---|---|
| Day 1 | Client induction — systems access, introductions, site orientation | Access to required systems confirmed |
| Day 1–2 | Spend data extraction and categorisation | Spend baseline by category and supplier |
| Day 2–3 | Contract register review — identify expiry dates and gaps | Contract status report with renewal priorities |
| Day 3–4 | Stakeholder interviews — identify procurement pain points and priorities | Stakeholder needs assessment |
| Day 5 | Week 1 findings presentation to client contact | 30-day action plan, agreed and signed off |
3.4 30-day action plan
The 30-day action plan produced at the end of Week 1 is the primary governing document for the first month of the engagement. It identifies the top 3–5 procurement priorities, the immediate actions required, the tools and resources needed, and the expected outcomes. It is reviewed and signed off by the client contact and submitted to Bundle IQ Operations.
Operational Phase: Day-to-Day Conduct
4.1 Professional standards
All IQ On-Site professionals are expected to maintain the following standards throughout the engagement:
- Punctuality: arrive and be available at agreed times; notify client contact of any absence with minimum 2 hours' notice
- Professionalism: conduct all client interactions with appropriate formality; represent Bundle IQ positively at all times
- Confidentiality: treat all client information as strictly confidential; do not share client data with third parties without explicit authorisation
- Conflicts of interest: declare any actual or potential conflict to Bundle IQ Operations immediately on identification
- Compliance: follow client workplace policies (health and safety, IT security, HR policies) while on client premises
4.2 Weekly rhythm
| Frequency | Activity | With whom |
|---|---|---|
| Daily | Log activities and progress in IQ On-Site tracker | Self |
| Weekly | Brief check-in with client contact (15–30 minutes) | Client contact |
| Weekly | Submit weekly activity summary to Bundle IQ Operations | BIQ Operations |
| Monthly | Formal monthly progress review with client | Client contact + stakeholders |
| Monthly | IQ On-Site performance review with Bundle IQ Operations | BIQ Operations manager |
| Quarterly | Savings and value delivered report to client leadership | Client leadership |
4.3 Use of IQ platform tools
The placed person is expected to use the following Bundle IQ tools as a matter of course:
- IQ Chat: for brief structuring, RFP drafting, and supplier analysis
- IQ Analytics: for spend analysis and benchmark comparison
- IQ Benchmark Index: for category price benchmarking before any negotiation
- IQ Supplier Verification: for all new supplier onboarding
- IQ Protection: for all transactions above the agreed payment protection threshold
- Bundle IQ Buying Pools: to aggregate client demand where applicable
Procurement Process Execution Standards
5.1 Sourcing thresholds
| Value band | Minimum process | Approval required | IQ Tool |
|---|---|---|---|
| Under £500 | Single quote from approved supplier | Budget holder verbal | PO in system |
| £500–£5,000 | 3 written quotes, comparative table | Budget holder written | IQ Chat brief + quotes |
| £5,000–£25,000 | Structured RFQ, minimum 3 suppliers | Line manager written | IQ Chat brief + formal evaluation |
| £25,000–£100,000 | Formal ITT, minimum 3 suppliers, evaluation panel | Director sign-off | Full tender process, IQ documentation |
| Above £100,000 | Formal tender, business case, legal review | Board or CEO | Full S2P process, BIQ Operations oversight |
5.2 Supplier verification — mandatory for all new suppliers
Before onboarding any new supplier, the placed person must complete the IQ Supplier Verification checklist:
- Companies House: active status, director check, no insolvency proceedings
- Insolvency IIR: director personal insolvency check
- OFSI Sanctions: company and directors screened
- Trade certification: relevant certifications checked and logged with expiry dates
- Insurance: professional indemnity and public liability confirmed current
- Financial health: Companies House accounts reviewed for last 2 years
5.3 Contract standards
All contracts must use the IQ standard contract template or an approved client template. Bespoke contracts must be reviewed by Bundle IQ Operations before signature. All signed contracts must be uploaded to the client contract register with renewal date, value, and category tags within 5 working days of execution.
Reporting and Communication
6.1 Weekly activity summary
Submitted every Friday to Bundle IQ Operations. Must include: activities completed in the week, open items and priorities for next week, any issues, risks, or escalations required, and a brief client relationship health indicator (Green/Amber/Red).
6.2 Monthly progress report
Presented to the client contact at the monthly review meeting. Covers:
- Savings delivered in the month (hard savings and cost avoidance)
- Contracts completed and key supplier milestones
- Compliance status (PO coverage %, contract coverage %)
- Supplier performance summary (top 5 suppliers)
- Priorities for the coming month
- Any open issues or risks requiring client input
6.3 Quarterly value report
Presented to client leadership (CEO, CFO, or equivalent). Provides a headline view of procurement value delivered — cumulative savings, supplier improvements, compliance metrics, and the pipeline of work in progress. Includes a comparison to the engagement cost to demonstrate clear ROI.
6.4 Communication norms
| Channel | Used for | Response SLA |
|---|---|---|
| Formal communications, document sharing, approvals | Same day (within working hours) | |
| Phone/video | Issues requiring discussion, sensitive topics | Within 2 hours of request |
| Client messaging (Teams/Slack) | Day-to-day operational queries | Within 1 hour during on-site/working days |
| BIQ Operations (internal) | Escalations, support requests, policy queries | 4 hours for non-urgent; immediate for critical |
Escalation and Issue Management
7.1 Escalation triggers
The following must be escalated to Bundle IQ Operations immediately — within the same working day:
- Any supplier sanctions hit or insolvency event
- Any client request that would breach Bundle IQ policy or applicable regulation
- Any conflict of interest — actual or potential
- Any client complaint about the placed person or the quality of work
- Any request to sign contracts above the placed person's delegated authority
- Any data breach or suspected data breach involving client or supplier data
- Any safeguarding concern (care sector placements)
7.2 Escalation route
| Issue type | First escalation | Second escalation | Target resolution |
|---|---|---|---|
| Operational (process, tool, access) | BIQ Operations support | BIQ Operations manager | 48 hours |
| Client relationship | BIQ Operations manager | BIQ Founder/Director | 24 hours |
| Compliance/regulatory | BIQ Operations manager immediately | Legal/compliance adviser | Same day |
| Sanctions/fraud | BIQ Founder/Director immediately | OFSI/relevant authority | Immediate |
| Personal safety | Emergency services first; then BIQ Operations | BIQ Founder/Director | Immediate |
7.3 Issue log
All issues, escalations, and resolutions must be logged in the IQ On-Site issue log within 24 hours of identification. The log is reviewed by Bundle IQ Operations at the monthly performance review and used to inform placement quality improvement.
Quality Assurance and Performance
8.1 KPIs for placed people
| KPI | Target | Measure | Frequency |
|---|---|---|---|
| Savings delivered (hard) | ≥ 2× monthly fee within 6 months | Finance-validated savings tracker | Monthly |
| Contract coverage rate | ≥ 80% of spend under contract within 12 months | Contract register / spend data | Quarterly |
| PO compliance rate | ≥ 90% of transactions with PO | AP system data | Monthly |
| Supplier verification rate | 100% of new suppliers verified before onboarding | IQ Verification records | Monthly |
| Client satisfaction score | ≥ 8/10 on quarterly client survey | BIQ client survey | Quarterly |
| Report submission timeliness | 100% of reports on time | BIQ Operations log | Monthly |
| Escalations handled within SLA | 100% | Issue log | Monthly |
8.2 Client satisfaction measurement
Bundle IQ Operations conducts a quarterly client satisfaction survey covering: quality of procurement work, professional conduct, communication, responsiveness, platform tool utilisation, and overall value for money. Results below 7/10 on any dimension trigger a quality improvement conversation between Bundle IQ Operations and the placed person.
8.3 Bundle IQ Operations oversight
Bundle IQ Operations maintains oversight of all active IQ On-Site placements through: weekly activity summaries, monthly performance reviews, quarterly client survey results, and spot-check document audits (contract quality, verification records, approval trails). Operations has the right to visit client sites with reasonable notice to assess quality and conduct.
Exit and Handover
9.1 Notice period
Either party may terminate the IQ On-Site engagement with 30 days' written notice. Bundle IQ Operations must be notified immediately if the client or placed person wishes to terminate.
9.2 Handover responsibilities
During the notice period, the placed person is responsible for:
- Producing a comprehensive handover pack covering all active procurement activity
- Completing all in-progress sourcing events where possible or documenting status for successor
- Ensuring all contracts are uploaded to the contract register with full documentation
- Documenting all supplier relationships, contacts, and performance history
- Returning all client-owned equipment, access credentials, and materials
- Completing a final savings and value delivered report for the full engagement period
9.3 Knowledge transfer
A structured knowledge transfer session (minimum 2 hours, ideally 4 hours) must be conducted with the client contact or successor before the final day. The session covers: current state of all open procurement activities, category strategy status, key supplier relationships and any ongoing issues, and recommended priorities for the immediate post-engagement period.
Skills and Competency Standards
10.1 Minimum competency requirements for IQ On-Site placement
All IQ On-Site professionals must demonstrate the following competencies before deployment:
| Competency area | Foundation | Practitioner | Expert |
|---|---|---|---|
| Procurement strategy and planning | |||
| Category management | |||
| Sourcing and tendering | |||
| Contract negotiation and drafting | |||
| Supplier relationship management | |||
| Spend analysis and reporting | |||
| Regulatory compliance (UK) | |||
| Stakeholder management | |||
| IQ platform tools | |||
| APQC PCF methodology |
● Full competency required ◑ Partial competency required ○ Desirable but not required at this level
10.2 Continuing professional development
IQ On-Site professionals are expected to maintain CIPS membership (or equivalent) and complete a minimum of 30 hours of CPD per year. Bundle IQ provides access to the IQ Intelligence research library, the APQC Procurement Taxonomy tool, and sector-specific training modules. A minimum of one CIPS or equivalent qualification module must be completed annually.