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Schools' Commissioning Toolkit

Commissioning Toolkit for Schools - Lasted edition released – Jan 2010

This now contains new guidance on commissioning “Works” projects and contract.
Four new appendices (D17 / a / b / c) have been developed with assistance of corporate property, which give advice and chart process for both major and minor works projects.
There are also revised contact details for MACE, Mouchel and Lamber Smith Hampton.

Commissioning Toolkit for Schools – New edition Just Released – Jan 2010 Updated

This now has a new section designed to support extended schools with 12 new linked templates. For Children Centres in addition to this, there is a dedicated toolkit available on the Hertfordshire Children's Centres website.

Other changes include revisions to:

  • The “Quick Guide”, section 1.2 and related Appendix D16
  • Safe Recruitment Guidance, section 5.5,
  • New EU Thresholds (see “Definitions” – section 6.1)
  • The “Sources of Further Advice” has been updated – sections 6.2, 6.3
  • The Following Templates have been revised:
    o Revised guidance for the Contract Register Template, Appendix T1
    o All Service Contract Templates, T2a, T2aS, T3a, T3aS, & the Letter of Agreement, T4
    o Tender Forms, Vols 1 & 2, T11a, T11b.
    o Consultants Contract Templates: (Appendices T5a, T5b)
    o New D8 Safe Recruitment documents

Training

The next training sessions for school staff are:

Venues:

  • Thursday 04 March 2010, Apsley 2, Hemel Hempstead
  • Tuesday 27 April 2010, Apsley 2, Hemel Hempstead
  • Thursday 27 May 2010, Robertson House, Stevenage

Time:1:15 (for 1:30) start to 5:00 pm

The training is delivered by: Steve Jacklin, CSF Strategic Commissioning Team

Cost:Free

Suitability: A beginners level course on purchasing within Herts Regulations, British and European law and an introduction to the Commissioning Toolkit for Schools for Headteachers/Business managers/School Office manager or anyone responsible in the school for commissioning/purchasing/contracting.  School Governors are welcome.

To Book: Please e-mail the HertsHR Learning and Organisational Development inbox with requests to book onto the course:
hertshr.lod@hertscc.gov.uk
Tel: 01438 845105 (55105)

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 £50,000 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: