Challenge
An annual motorsport event held in a major Australian city had become a cornerstone of the region’s sporting calendar. After a government-led cancellation and disposal of infrastructure in 2020, a newly elected administration committed to reinstating the event within eight months.
This accelerated timeline presented significant challenges:
- Re-sourcing all major infrastructure and services after previous assets had been sold.
- Completing over 88 tender processes and awarding more than 160 supplier agreements in under four months.
- Delivering against rising costs, inflationary pressures, and limited market availability of key infrastructure (marquees, portable toilets, grandstands).
- Managing construction delays caused by unseasonal wet weather during the critical build period.
Given the sheer scale and urgency of requirements and a shortage of in-house procurement capacity, the government engaged our team to lead and accelerate procurement for the event.
Approach
With proven expertise in managing complex public sector procurement programs, combined with a deep understanding of public sector procurement, frameworks, policies, and probity requirements, the following was delivered:
- Rapid sourcing and prioritization – Identified and sequenced procurement requirements across 10+ specialist categories, from grandstands and pit pavilions to concert stages and track signage.
- Best-practice procurement strategies – Developed category-specific sourcing approaches, ensuring robust competition, transparent evaluation, and alignment with budget constraints.
- End-to-end process management – Drafted tender documentation, established technical and commercial evaluation criteria, and led negotiations with suppliers.
- Collaboration with key stakeholders – Partnered with various project and engineering managers to integrate procurement with track and infrastructure design requirements.
This structured yet agile approach ensured procurement activities remained fast-paced, compliant, and value-driven, despite unprecedented constraints.
Results
Through dedicated leadership, procurement was accelerated and streamlined, delivering against all event-critical deadlines. Key outcomes included:
- 88+ tender processes completed and 168+ supplier agreements awarded within four months.
- Consolidated supplier base across critical infrastructure and service categories, ensuring timely delivery despite tight capacity in the market.
- Achievement of savings and value-for-money outcomes in line with probity requirements, even against inflationary headwinds.
- Local economic contribution – 79% of total event expenditure was committed to South Australian suppliers.
The successful return of the event represented more than just the execution of a motorsport competition – it marked the revival of a culturally significant and economically impactful occasion for the region. By accelerating procurement delivery, the consulting team ensured the event met government commitments while also generating substantial local economic benefits and reinforcing the region’s reputation for hosting high-caliber public events. This initiative exemplifies what can be achieved when procurement expertise, agile delivery, and stakeholder collaboration converge under challenging circumstances.
This project was delivered by Proxima’s APAC team, under the former brand name, ArcBlue.
