Your back to school procurement checklist

Your back to school procurement checklist

Our Hub experts have put together a back to school procurement checklist to help you prepare for the next academic year. Our checklist guides you through planning upcoming contract renewals, managing your budget effectively and ensuring you are receiving high quality services for the best price.

  • Build your contracts register – Keep on top of your school’s contracted needs with our contracts register template. This single template holds details of all your services in one place, including the start and end dates and the costs. We’ve also built in an extra column to identify when you need to begin the tender process. Request your free contracts register template here today. One of our experts can even help you fill it in.
  • Plan your procurement process – Start collating your current contract data and think about what you want from your new contract. Determine your budget and think about where you could potentially make savings for your school – we can help identify if you are currently spending too much on your contract. Think about what type of procurement process you want to use and if it would be a possibility to collaborate with other schools in your area to aggregate your purchases.
  • Choose your procurement route – We can help you decide which route is best suited to your needs. Options include:
    • Frameworks:many frameworks allow you to directly choose a supplier. The DfE offers a free ‘Find a framework’ tool to simplify the process for you.
    • Mini-Competition between suppliers on a framework: this is where pre-approved suppliers can submit a bid for your requirements.
    • Run your own procurement for lower-value tenders: if a framework won’t meet your requirements, you can search the market yourself for a range of quotes from suppliers.
    • Run your own procurement for high-value tenders:if you prefer to run your own procurement for a high-value tender, there is a process you must follow to select a supplier fairly. We can manage this for you to ensure compliance with public sector procurement regulations.
  • Create a procurement plan – once you know which contracts you need to re-tender and your preferred route to market, create a timeline to keep the process on track. This should include all key milestones, including stakeholder signoffs. Remember to allow an extra month for the TUPE process if applicable. If you let us know what contract you need and your preferred start date, we’ll produce a timeline to help keep your procurement on track. Request your timeline here.
  • Write your specification (or get us to help you) – The specification needs to detail your exact requirements, including the quality and quantity needed, the output specification and when you want the service to start. Remember, the quality of your service contract is directly related to the specification issued.
  • Manage your contract – Within your new contract, make sure to set key performance indicators (KPIs) and service level agreements (SLAs) and monitor these quarterly or yearly. We will help ensure your supplier contract has the appropriate service conditions and clauses.

We hope that this checklist helps you organise your procurement requirements for the upcoming academic year and beyond. Remember, we are here to help you throughout the process and manage your tenders free of charge, funded by the Department for Education. If you’d like guidance with anything procurement-related, simply contact us here today.

 

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