From Weeks to Minutes: How Lewisham Council Cut Survey Procurement Time by 99% with RenKap
🎯 The Challenge
Lewisham Council’s Strategic Development team is tasked with progressing residential development projects. A critical barrier to early-stage work was the slow and manual process of managing site surveys—an essential part of understanding and de-risking land.
Every site required multiple surveys—up to 12 in some cases—including topographical, utilities, ecology, and contamination. Each required three quotes, internal approvals, constant coordination and public sector procurement.
What this led to:
Weeks per project spent chasing surveyors and quotes
Difficulty in securing a minimum of 3 proven surveyors per survey
🛠 The Attempted Fix
Before RenKap, the Lewisham team used spreadsheets, emails, and manual tracking to procure and manage surveys. Quotes were sourced individually, stored on excel, and reviewing survey outputs was time consuming.
Despite best efforts, the process remained fragmented:
Survey coordination took weeks
Tracking RAMS, site visits, and survey deadlines was inconsistent
Reviewing survey reports and extracting next steps was technical and time-intensive
🚀 The Transformation
To improve speed and consistency, Lewisham piloted RenKap—a digital Site Survey Marketplace. In total, 6 sites were uploaded, 74 surveys tendered, and 222 quotes received. 15 surveys were instructed, of which 13 have been completed.
Beyond the pilot, RenKap continued supporting Lewisham with additional sites and surveys, streamlining procurement and improving consistency across projects.
With RenKap, Lewisham could:
Access a marketplace of pre-vetted surveyors for all surveys
Upload sites and get survey recommendations
Instantly receive 3+ quotes per survey from pre-vetted surveyors
Instruct multiple surveys in one click with one contract and one invoice
Track live progress, approve RAMS, and manage site visit dates in real time
Receive survey outputs digitally, with an automated risk register
📈 Results That Matter
RenKap simplified three key stages that previously absorbed significant time and attention:
Stage 1: Tendering & Procuring Surveyors
Previously Lewisham took 2 weeks per project to source and compare quotes, now takes 25 minutes. This represents 99% improvement in efficiency and a cost reduction from £2,307.69 per site to £12.82.
Replaced with instant, like-for-like pricing and ratings to assess surveyors
Internal approvals and contract management simplified
Stage 2: Managing Live Surveys
Previously Lewisham managed this through email and spreadsheets and took on average 3 weeks to do, now takes 2 hours. This represents 98% improvement in efficiency and a cost reduction from £3,461.54 per site to £61.54.
Replaced with live dashboards and automated notifications
Site visits, RAMS approvals, and access now centrally tracked
Stage 3: Reviewing Outputs & Risk Summaries
Previously took Lewisham 3 weeks to read, interpret, and action reports, now takes 10 minutes. This represents 99% improvement in efficiency and a cost reduction from £3,461.54 per site to £5.13.
Now supported by auto-generated risk registers with next-step recommendations
Easier to request follow-up surveys directly through the platform
🏁 Cumulative Impact
Through its pilot with RenKap, Lewisham Council:
Saved weeks of staff time per project
99% efficiency across the various stages of completing site surveys
Reduced admin burden on senior team members
Enabled more agile project delivery using digital workflows
Improved visibility of risks and decisions across multiple sites
The result? A more efficient, scalable approach to early-stage site assessments—and a stronger foundation for future housing delivery.
🔮 Looking Ahead
Lewisham plans to continue using RenKap and expand access to additional teams, including the Delivery Team and former Lewisham Homes. With subscription renewal under review, the Council is exploring further investment to secure broader adoption.
With more sites expected to come forward through the Small Sites Programme, the Council sees RenKap as a vital tool for scaling delivery efficiently, collaboratively, and with confidence.
Streamline Your Surveys
Do you spend a lot of time managing surveys? Explore how RenKap can streamline your site survey process and accelerate project timelines.
The only site investigation checklist you need
Download our site investigation checklist, which covers the 13 site investigation surveys you need to complete on every site. This includes a rundown of why you need each of them and at what stage throughout the project lifecycle.
The only site investigation checklist you need
Download our site investigation checklist, which covers the 13 site investigation surveys you need to complete on every site. This includes a rundown of why you need each of them and at what stage throughout the project lifecycle.