Building Procurement Capability in the Education Sector

Legislation and routes to market Needs to be easy to understand!

DfE Train the Trainer ethos procurement training options for professionals who work in school with budgetary accountability or responsibility; provide methods and tools, at no cost, to help all in school understand public procurement legislation; an understanding of legislation, how to analyse existing spend, produce correct tender documents and manage contacts correctly will produce an outcome that will increase efficiency and reduce cases of fraud; Use the networks schools have developed to deliver.

What have we found & why collaborate? Become an intelligent customer Achieve procurement efficiencies Meet deadlines by sharing tasks Get better services by knowing what works for your schools No need to re invent the wheel

Training not teaching Facilitator Real Life Active You do it What would you do? Expert Theoretical Passive Watch me Here’s how to use it

Training AIDE Analysis – what are the needs of your group Impact – what is the outcome you want? Better and smarter buying? Create savings by finding better deals? Keep out of trouble by knowing the rules? Determine – how do you want to deliver? 1 facilitator or split your group to present to each other? Evaluate – has the training met objectives What are the group taking away What are the groups next steps?

Procurement modules 1. cost not price 2. efficiency 3. collaboration 4. creating a specification 5.commercial risk 6. risk management 7. market sounding and managing suppliers 8. tendering 9. negotiation 9a. Setting objectives in negotiation 10. contract management 11. leasing 12 procurement contract regulations 13 procurement fraud www.gov.uk/government/publications/procurement-training-for-schools

The Procurement Cycle Specify Manage Efficiency tender Pay Order Performance/Quality measured, disposal Specify Identify need & managing risks investigate sources, secure funds Efficiency Analysing value, identify suppliers to negotiate with Pay Goods received, bills paid tender contract awarded, terms negotiated Order Goods/Services ordered, delivery made,

How these modules work Bitesize, overview of public procurement cycle Follow the same format, majority contain an activity Designed to be fun but thought provoking! Designed to create discussion which leads to more collaborative working Here’s a couple of examples:

King of the castle I am the King of Procurementland and I live in a very nice castle in the middle of a field. Surrounding my Castle Keep is a 15 metre high perimeter wall which runs the circumference of the Keep. Although I have extremely high walls, I am conscious that the new King of Supplierland is itching for a fight and is threatening to invade my field and take over my castle. I have therefore concluded that I need a moat for my castle

Specification Specification The moat must be at least 5 metres deep and no closer than 1 metre from the Castle Perimeter wall and must run the entire circumference of the castle. My budget is small so I will award the contract to the supplier that offers me the most economically advantageous solution. Castle perimeter wall Castle Keep

www.warwickshire.gov.uk/procurement CHALLENGE You have a supplier response for a tender for the supply of 400 of these – how do you assess, how much admin time involved?

Example price template Company Name …………………………………………..... Example price template Price per wheelbarrow   £…………… Discount for Paying Invoices Promptly (Known as settlement discount) ………%……..….days Product Guaranteed For ………………..months Are you able to trade electronically? Yes / No Delivery in weeks …………………weeks Availability of spares Environmental Impact of the Product Financial standing – 3 years accounts Country of manufacture

Assess – is it working? Informal Group discussion Quick telephone call Interview key staff – what are they doing differently? Formal Focus group Survey Procurement analysis We love case studies!

Help us to help you After today what do you need from us? Start up visits to trusts and networks Support by phone? Resources? Suggestions for the next modules We will work with professional organisations to provide links on their websites

helen.lumb@education.gov.uk