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... and here we have simplified the OJEU process. Some of you may see it tells us we should have started things 62 days ago.
what you want to get out of the exercise. Start with a list of your priorities, typically the highest spend areas. Which areas are true priorities? What can wait? Base your ordering on value of
spend, where improvements are needed or when contract renewals are due. Then take a step back and review your agreement set-up, making a note of likes, dislikes and what you think needs to change. Keeping a contracts register is good practice as it will give you a clear overview of which contracts are due for renewal.
PLANNING FOR PROCUREMENT – STEP BY STEP
It used to be a simple case of getting the best quality service for your school at the best value, but procurement is a whole lot more complex these days, says Lorraine Ashover
P
rocurement is an area that can be fraught with risks and, as the contract value increases, so too does the
complexity of the legal and procedural requirements with which schools and trusts need to comply.
However, the following steps should ease your way, whether you’re a small primary or a large MAT.
Plan This is the most important part of any procurement process, so be clear
Listen Be receptive to others’ ideas and views – it will help the project run more smoothly. If your supplier knows your school, they should be able to make helpful suggestions for change. Value internal voices too, making sure you involve colleagues who may be affected by any plans. This will help inform your decision- making. Remember that you are looking for a quality solution that delivers for everyone at the right cost-to-value ratio.
Choose and issue Maintained, free, MAT and academy schools must follow specifi c internal and external fi nancial procedures. If the ‘whole life value’ of the
contract (duration plus optional extensions) is below the OJEU threshold (see overleaf) then you’ll need to follow one of two routes: ■ Request for quote (RFQ) – for low value procurements, you’ll need three simple quotes. ■ Request for proposal (RFP) – ask a minimum of three potential suppliers to provide a more detailed one-stage tender. If the total value of the contract is above the threshold, it will require a two-stage tender process. You can
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