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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:
- 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 FAQS on ISA and Vetting and Barring Scheme |
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D8a New Duty to Refer - Guidance for Managers |
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D8b Preparing for Vetting and Barring |
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D8c Sharing Disclosure Criteria |
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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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D17a Major Property Project Process Guide |
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D17 Major Works Chart |
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D17 Minor Works Chart |
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Templates |
T1 School Contract Register |
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T2a
Full services contracts with a value greater than £50,000 |
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T2aS Full Service Contract Schedules |
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T2b
Full goods 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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T3aS Mid Service Contract Schedules |
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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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T5a Consultant Contract for Services over £10,000 |
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T5b Consultant Contract for Services under £10,000 |
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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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T11a Tender Form Volume 1 |
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T11b Tender Form Volume 2 Return Schedules |
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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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T20 Guidance for Expression of Interest for Childcare |
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T21 Advert for Childcare |
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T22 Writing a Business Plan |
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T23 Expression of Interest Form |
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T24 Competency Questions |
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T25 Demonstrating Competencies |
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T26 Expressions of Interest
(Childcare provision) |
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T27 Invitation to Interview
(Childcare provision) |
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T28 Scoring Guidance for Expression of Interest Panel |
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T29 Panel Scoring Sheet |
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T30 Letter Unsuccessful Applicant |
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T31 Checklist for License Agreement |
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