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Undergoing procurement in education? Whether you’re a headteacher, business manager or trust leader, understanding each stage of the procurement process helps to ease the transition to a new provider, while keeping you compliant with procurement law.
In this blog, we’ll break down the education sector procurement process, highlighting best practice tips at every step.
What does the procurement look like in education?
As is often the case in education, Schools and Trusts face a fine line of balancing compliance with public sector regulations, stakeholder involvement, and tight budgets- all while keeping learning outcomes at the forefront.
Under the Procurement Act 2023, you may be feeling greater pressure to demonstrate value for money and make more strategic purchasing decisions. But the procurement process doesn’t need to be complex or lengthy.
Let's break it down into 8 easy steps:
1. Preparation and planning
2. Identifying your specifications
3. Do your market research
4. Going out to tender
5. Evaluating your options
6. Awarding your contract
7. Transitioning over to your new provider
8. Conducting a post-procurement review
1. Preparation and planning
Your first step? Identifying exactly what you want, and need from a new provider.
Are your current systems lacking integration? Are compliance or reporting requirements becoming too complex? Or do you simply want to review the level of support your team are getting from your existing provision?
The key to finding a provider who meets your needs is to engage your key stakeholders early. Together, you’ll build a shared understanding of the requirements a new provider needs to meet to satisfy everyone using them: From HR and finance teams to governors and school leaders.
Plot in your meetings early to map out your current processes, and define what you need from a future system.
2. Identifying your specifications
This is where the procurement process for education stands apart. Statutory compliance is a non-negotiable, so you’ll need provisions that can cater to Teachers’ Pensions, LGPS, HMRC, and GDPR alike!
Deciding on your procurement route is a significant step, that will affect your timeline and compliance requirements. The path you take will likely depend on the size of your School or Trust, however, the three routes to follow include:
- Using an accredited framework agreement
- Running a formal tender
- Going for a direct award
Beyond the technical specs, include service level expectations, support and training needs, and how the transfer will be managed in your tender. It’s better to begin this stage with clear evaluation criteria that covers quality, cost, implementation and references. Having these needs cemented saves countless hours in your search.
Looking to use a framework agreement?
The good news? There are several Department for Education (DfE) accredited frameworks available to support Schools and Trusts with procurement. For example, the Crescent Purchasing Consortium (CPC) allows you to make a direct award or run a mini competition - whichever best suits your needs.
The advantage of using a pre-established framework means that you’ll award directly to quality providers who have been pre-vetted for education, making sure you meet UK procurement regulations without additional effort.
If using a trusted framework provider is the best option for you, here’s a list of pre-established education frameworks to consider:
These frameworks carry out due diligence upfront, helping you save time and reduce administrative burden. Most charge a small fee, typically between 2–5%, which is built into the supplier’s pricing.
3. Do your market research
A good way to see what’s possible? Seeing what’s out there first!
Soft market testing or early supplier engagement helps refine your requirements and set realistic expectations for what your new provider can supply. This is especially useful in education, where solutions often need to work across multiple Schools or Trusts.
See what real-life experiences look like by engaging with suppliers, reading through forums, and talking to other school leaders. It’ll give you a good idea of what’s achievable and allows you to spot potential provider pitfalls before your tender goes live.
4. Going out to tender
So, you’ve met with stakeholders, defined clear goals and you’re aware of what’s on the market. What next?
Now it’s time to publish your tender.
Once your tender is live, prospective suppliers will begin to provide bids for your School or Trust to join them. It’s essential to evaluate these against your pre-agreed criteria and prepare to shortlist those you’d like to hold presentations and demos.
5. Evaluating your options
In education, compliance and service fit often outweigh cost alone. Scoring suppliers on their understanding of your Trusts needs, statutory compliance and implementation readiness is essential.
Do your due diligence. Review case studies, financial standing, and references to provide extra reassurance before finalising your preferred choices.
It’s also key to keep communications consistent across all providers to make sure your process is fair. Keeping a log of who you’ve spoken to, and when will help you manage supplier questions carefully, and provide transparency throughout your decision making.
6. Awarding your contract
Award letters and (where relevant), standstill notices must follow procurement law. At this stage, it’s time to finalise your contract terms, KPIs and exit clauses.
Agreeing on an implementation and transition plan with your chosen provider is vital to keep things on track from day one.
7. Transitioning over to your new provider
This is where a strong provider partnership matters most. From data migration and system testing to staff training and support, changing providers is a busy period.
Your chosen provider should set clear timelines and hold open communications throughout the implementation period. Where possible, offering support with a parallel run alongside your existing system can ensure a smooth go-live.
8. Conduct a post-procurement review
After go-live, monitor the provider’s performance against agreed SLAs. Collect feedback from staff and users and hold a lessons-learned session to improve future procurement cycles.
Your procurement FAQs
At EPM, we work exclusively in education. Together, we’ve supported hundreds of Schools and Trusts through procurement and implementation processes, helping them save time, improve compliance, and unlock better value for money.
Here are some of the frequently asked questions we receive from those looking to procure.
Conclusion
Whether you’re overseeing a small School or a growing MAT, procurement doesn’t need to be overwhelming. With the right support and a clear plan, you can streamline the process and deliver real value for your School community.
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