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Schools' Commissioning Toolkit
HCC Contract Regulations have been Revised (April 2008)
[Appendix D1, School Commissioning Toolkit]
These govern the way schools can purchase Goods / Services / Works. The biggest changes are to the thresholds, which are now:
- Under £5,000 - Get at least one quote and confirm in writing
- £5,001 - £10,000 - Get at least two written quotes
- £10,001 - £50,000 - Get at least three written quotes
- £50,001 - £140,000 Invitations to tender
- Above £140,000 – an EU tender (talk to CSF Commissioning Team)
The Commissioning Toolkit for Schools (September 2008) has been updated to reflect these changes.
Other changes in the toolkit include:
- A new section 1.5 “Purchases under £50,000”
- A number of new Templates connected with purchases under £50,000 etc
- References to both FMSIS and the Public Contract Regulations 2006.
Training
The Next Training Course on the School Commissioning Toolkit is on:
8th October 2008, at 1:30, Apsley 2, Hemel Hempstead (places still available)
To book a place contract:
David Rogers, Senior Learning and Development Officer (Basic Skills)
Farnham House
Six Hills Way
Stevenage
Herts.
SG1 2FQ
Tel: 01438 843653
Fax: 01438 845106
e-Mail: david.rogers @hertscc.gov.uk
School's Commissioning Toolkit
The Schools' Commissioning Toolkit provides advice and guidance, enabling the school or children's centre Lead Agency to purchase (commission) goods, works and services in line with EU and British legislation and the County Council’s contract regulations.
It is important to remember that the amount of effort put in to the commissioning process should be dependent upon the total contract value. The greater the contract value the greater the effort needed. Only above £10,000 do you need to consider going out to tender. However EU/British laws are not optional.
GET IT WRONG and it could be very costly to you and the school, in time and money.
Some recent examples in Hertfordshire County Council:
- School A: dismissed a provider after an incident in class. There was no written contract. The provider threatened to sue for breach of contract. Result: a lengthy legal negotiation costing the school both time and money.
- School B: failed to check a contractor’s insurance. The contractor damaged the BT line. Result: the school had to pay the £10,000 repair bill.
- School C: a parents group had set up a breakfast club. School staff changed, knowledge and records were lost, no contract / agreement. There was a lack of common understanding and expectations, and communication between school and club became poor. Result: no monitoring of provision or basic child protection procedures, no ownership of the club, no working together for the good of the children, deteriorating relationships.
- School D: purchased £30,000 IT equipment from a local IT provider. There was no written specification produced, or testing of value for money in the market place. Result: The IT equipment provided could not meet the school’s expectations, as verified by an external independent report.
- School E: There was no written agreement with an external provider on a school site. The provider claimed tenancy rights. Alternative accommodation had to be found at the council’s expense.
GET IT RIGHT and the benefits include:
- Your needs analysis will clearly identify what you want, who for and why. This challenges impulse buying.
- You have a clearly defined written specification to share with a provider.
- The market place is checked for best value.
- A common understanding of expectations is developed from the start with the successful provider.
- Service user and provider both benefit from the positive relationship.
- The market is encouraged to expand – increasing options and better value for the purchaser.
- Your common understanding is backed up with legal contract documentation.
- You stay within the English and European law.
Schools' Commissioning Toolkit |
Schools' Commissioning Toolkit |
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Appendices |
D1 Contract Regulations |
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D2 Pre Purchase Checklist |
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D3 Tender Process |
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D4 Avoiding Unlawful Lease Arrangements |
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D5 Self Employed Consultants Guidance
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D6 Risk Assessment Process |
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D7 Risk Potential Assessment Form (Schools) |
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D8 Guidance on CRB Disclosure Criteria for Schools and Children's Centres Lead Agencies |
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D9 Child Protection Policy |
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D10 Contract Records to be kept in every School |
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D11 School's Tendering Process Chart |
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D12 Commissioning Competencies |
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D13 Lease or Hiring Agreements |
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D14 School's Minimum Requirements |
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D15 Purchases Under £50k |
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D16 Prepurchasing Flowchart |
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D17 Advice and Guidance on Works Contracts |
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Templates |
T1 School Contract Register |
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T2
For contracts with a value greater than £50,000 |
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| T3a For contracts up to a value of £50,000 - Services |
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T3b For contracts up to a value of £50,000 - Goods |
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T4 Letter of Agreement |
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T5 Consultant Contract for Services |
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T6 Service Level Agreement |
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T7 Specifications |
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T8 Requests for Quotes under £10k |
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T8B Requests for Quotes over £10k |
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T8C Procurement Quotes Record Form |
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T9 School Purchasing Appraisal Form |
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T9b Single Tender Approval |
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T10 Tender Record Form |
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T11 Tender Form |
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T12 Tender Pack Letter |
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T13 Tender Return Address Labels |
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T14 Tender Evaluation Panel Form |
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T15 Side Letter |
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T16 Notification Form to CSF Commissioning |
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T17 Feedback Form |
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