In this blog we look at the crucial aspects of procurement, to help you with your planning. To be most effective, you should consider: key contract renewal dates, below and above threshold timetables, strategies for managing procurement delays, and best practices for ensuring compliance with regulations.
This blog summarises a recent webinar – if you’d prefer to watch the webinar, you can view the recording here.
The Importance of Contract Renewal Planning
One of the primary pitfalls in procurement is underestimating the time required for a robust tendering process, and the various deadlines for your school’s contracts. It is vitally important to maintain a contracts register to track key contract dates and prevent issues like missed renewals or auto-rollover contracts.
Key Elements of a Contract Register:
- School name (essential in a Trust environment)
- Contract type (Goods, Services, or Works)
- Category e.g. catering, cleaning, FM
- Contract description
- Supplier details and account numbers
- Contract on file?
- Contract start and end dates
- Contract extensions if applicable
- Notice period requirements
- Estimated annual and whole-life contract value
- Route to market e.g. three quotes, PCR 2015, PA 2023, frameworks
- Procurement lead time
Whilst specific monitoring software can be useful in some instances, it isn’t necessary to invest in sometimes expensive software if you don’t already have it. Using a simple spreadsheet is more than sufficient for tracking these details, ensuring you never miss critical renewal dates.
Procurement Timelines: Below vs. Above Threshold
Understanding procurement timelines is essential for compliance and efficiency. Here are Minerva’s recommended timelines for below-threshold and above-threshold procurement processes, including critical deadlines and steps.
Below-Threshold Procurement
For procurements under the Procurement Act 2023 thresholds (e.g., below £214,904 for goods/services or £663,540 for light-touch services like catering), the recommended timeline includes:
- 3 to 6 months to run the full procurement process
- 28 days for information gathering and document writing
- 42 days for bidder response time
- 3 weeks for evaluation and moderation
- 2+ months for contract mobilisation including TUPE consultations (where applicable)
Above-Threshold Procurement (The Procurement Act 2023)
For procurements above these thresholds, a more complex timeline applies due to regulatory requirements:
- 9 to 12 months recommended for the entire process
- 35 days for information gathering and document writing
- Minimum 30 days for procurement specific questionnaires (PSQ) (mandated by law)
- 42 days for the invitation to tender (ITT) process
- 35 days for bid evaluation
- 8 working day standstill period before final award
- 2+ months for contract mobilisation including TUPE consultations (where applicable)
It is very important to factor in school holidays and bank holidays when planning procurement schedules, as these can delay processes significantly.
N.B. If you opt to use a framework for either above or below threshold procurements we would still recommend allowing 3-6 months to run the process.
Handling Procurement Delays
If a procurement process is running behind schedule, we recommend seeking short contract extensions rather than rushing through an unstructured process. In our experience, regulators and auditors will prioritise compliance over rigid deadlines.
Additionally, you could consider alternative contract start dates beyond the traditional September 1st to avoid high demand periods and ensure easier mobilisation. January or February start dates for cleaning or facility management contracts can often be more manageable for both schools and suppliers.
Easter starts dates can be a good time for Catering contracts.
Where possible avoid the Christmas break as for most schools this is the only time of year there is a total shut down – even for hardworking support and estates teams.
Top Five Tips for Successful Procurement Planning
- Allow ample time for gathering information. Ensure all documentation, such as contracts and evaluation criteria, are prepared before issuing a tender.
- Give suppliers enough time to prepare quality bids. A rushed process may deter high-quality suppliers from participating, especially at ‘peak’ times of year.
- Plan for bid evaluation and moderation. School procurement teams should allow plenty of time to clarify supplier responses and complete final evaluations.
- Anticipate sign-off requirements. Secure approvals from governors or trustees early to prevent delays or book meetings in advance to gain approval.
- Account for legal obligations. Consider TUPE consultations, contract negotiations, and compliance with public sector regulations when planning timelines.
Final Thoughts
Effective procurement planning is essential for your school’s compliance and to improve operational efficiency. By maintaining a detailed contract register, planning sufficient lead times, and ensuring proper evaluation and sign-off processes, schools can mitigate risks and improve procurement outcomes.
