Procurement for Schools
Procurement accounts for a significant portion of school budgets, and nationally, billions of pounds of public money are spent each year. Many schools or trusts do not have a dedicated procurement expert, so purchasing is often handled by staff who have multiple responsibilities.
Effective procurement is essential to ensure value for money, compliance with regulations, and proper management of resources. With the introduction of the Procurement Act 2023, schools need to understand the implications of new legislation and reforms.
This course provides a clear, practical guide to procurement in schools, including low, medium, and high-value purchases, compliance with public procurement regulations, and managing suppliers effectively. It helps staff understand new requirements under the Procurement Act 2023, improving efficiency, transparency, and fairness in school purchasing processes. The course is ideal for finance staff, office managers, and anyone responsible for purchasing and contracts.
Introduction to Procurement
• Overview of procurement in schools
• Roles and responsibilities of staff involved in purchasing
General Principles for Procurement
• Value for Money, Public/Social Benefit, Modern Slavery
• Separation of duties and managing conflicts of interest
• Understanding local procurement policies
Procurement Act 2023
• Objectives and scope of the Act
• Exemptions and key changes (Value for Money, Conflicts of Interest)
• Transparency, integrity, and fair treatment of suppliers
• Register of suppliers and Central Digital Platform
Public Contract Regulations and Thresholds
• Understanding the rules for lower, medium, and high-value purchases
Lower Value Purchases
• Using catalogues and online searches
• Obtaining quotes and making informed choices
Medium Value Purchases
• Framework agreements and dynamic markets
Higher Value Purchases
• Developing business cases and writing specifications
• Assessing the market, prior information notices, and tender processes
• Open vs restricted procedures, evaluating bids, awarding contracts
• Using Direct Awards and guidance from Buying for Schools (DfE)
Reporting
• Spend analysis and budget comparisons
• Category analysis and benchmarking
• Whole-life reporting of contracts
Supply Chain Resilience
• Three-step approach: firefighting, integrating/streamlining operations, achieving structural resilience
Contract Management
• Contract management process and best practice
• Record keeping and retention
• Creating and maintaining a contract register
Outcomes - By the end of the course, participants will understand procurement processes and responsibilities in a school setting; apply general principles such as Value for Money, separation of duties, and conflict of interest management; navigate the requirements of the Procurement Act 2023 and Public Contract Regulations; manage low, medium, and high-value purchases effectively; analyse procurement spend, benchmark performance, and report accurately; improve supply chain resilience and manage contracts efficiently; gain confidence in making compliant, fair, and effective procurement decisions in schools
