The situation
A federal program office was renewing software through 17 different vendor accounts on 17 different cycles, with 4 procurement officers running parallel paperwork.
Renewal calendar slippage had caused two emergency sole-source justifications in the previous year, and tooling overlap (three SIEMs across sub-teams, two PDF e-sign solutions) was creating real cost waste.
What we did
- Inventoried the full software estate across all sub-teams: 247 active licenses across 17 vendors.
- Identified 38 licenses that were either unused, overlapping, or right-sizable.
- Renegotiated 11 enterprise agreements onto common renewal dates and consolidated billing through Atlas as procurement of record.
- Migrated the entire estate onto a single GSA MAS path with consolidated quoting and one annual renewal cycle.
- Built a renewal calendar and 60-day-out review with the program office.
The outcome
- 18% net reduction in annual software spend, measured against the prior year's baseline.
- Renewal events consolidated from 73 separate transactions to 4.
- Two procurement FTE redeployed off renewal paperwork onto strategic sourcing.
- Zero sole-source emergency renewals in the following 18 months.
The savings weren't from negotiating harder — they came from finally being able to see the whole estate at once.
Why consolidated quoting works
When a single partner sees the entire software estate, redundancies and right-sizing opportunities surface naturally. Vendors negotiate differently when they know the comparison set is on the table.
Atlas doesn't take vendor commissions in a way that distorts recommendations — what we recommend depends on what fits, not on which partner tier we hit.