Published
By CPC Helpdesk
Crescent Purchasing Consortium (CPC) offers upwards of 88 compliant purchasing frameworks, including no fewer than 17 currently recommended by the Department for Education (DfE).
In this blog, we underline the importance of planning ahead when buying for schools, as well as a series of other relevant factors. Schools can benefit from strategic planning when it comes to buying goods and services.
Here's why and how to get started:
Beat the rush: Demand for school supplies and services often spikes before holiday periods, as the period offers opportunities for institutions to undertake works when learners aren’t on the premises.
Starting the buying process early: (ideally 6-12 months for high-value & complex requirements) This gives you a wider pool of qualified suppliers and better chances of securing bids.
Stay organised: Maintain a record of existing contracts and their expiry dates. This helps identify upcoming needs and initiate purchases well in advance.
Map your timeline: Create a timeline for each purchase, including key milestones like the Invitation to Tender (ITT) publish date, supplier inquiry deadline, final bid submission date and contract award date.
Communicate with suppliers early and often
Pre-market engagement: Talk to potential suppliers before starting the formal bidding process. This familiarises you with the market and lets suppliers know an ITT is coming. Aim for 1-2 weeks of pre-market engagement depending on your needs.
Craft a clear specification: Before sending out your specifications, ensure they provide enough detail for suppliers to offer comprehensive bids. Use templates, best practice examples and insights gained from pre-market engagement.
Think long-term: Consider offering longer-term contracts instead of frequent 'spot purchases'. This makes you a more attractive customer and can lead to more competitive bids.
Give suppliers ample time to respond: Rushing suppliers with tight deadlines can result in fewer or lower quality bids. Allow at least two weeks for responses to simple ITTs, and five or more weeks for complex ones requiring site visits. Factor in busy periods and holidays when setting deadlines. Suppliers may need extra time to secure stock for large orders.
Evaluating proposals and getting results
Structured evaluation: Once the ITT closes, assess proposals based on your pre-defined evaluation criteria. Use an evaluation matrix to score qualitative aspects (account management, service delivery, social value, etc.) and quantitative aspects (pricing) for a fair and transparent process. Purchasing frameworks, like the ones offered by CPC, often provide evaluation templates.
Low number of bids? Explore the reasons: A low number of bids can be discouraging. Suppliers may be at capacity, or the project value might be too low for them. Pre-market engagement can help avoid surprises. Consider gathering feedback after the buying process to improve future ones.
Get help and resources
Schools seeking support can access the Department for Education’s 'Get help buying for schools' platform.
The DfE works closely with Crescent Purchasing Consortium and this platform offers guidance on compliant and efficient buying practices to save you time and money.
Stay updated on buying information, events and webinars by following 'Buying for Schools' on LinkedIn.