New procurement thresholds and procedures – changes to the Scheme for Financing Schools

Subsequently, and following a recent consultation with schools across Kent, the relevant procurement thresholds and procedures that schools must adhere to have been updated and reflected in the new Scheme for Financing Schools (PDF, 440.8 KB).

Schools are responsible for ensuring these changes are reflected in their own policies and followed.

In summary, when buying goods, services or works, schools must ensure the following:

• For purchases up to £24,999, a minimum of one written quotation is required.
• For purchases of between £25,000 and up to the applicable public procurement threshold for goods and services (currently £177,896) or up to £1m for works, schools must obtain at least three written quotations.
• For purchases above that threshold for goods and services or above £1m for works, a tendering procedure compliant with public procurement regulations is required.

Before seeking quotations or following a tendering procedure, schools should consider whether what they require can be sourced through an existing contract, framework agreement or one of the Council’s trading companies such as The Education People.

Regardless of the value of the contract and the procedure followed, schools must ensure all such spend represents value for money and is made in a legal, fair and transparent manner.

Schools should keep records of their appraisal of suppliers, the decisions made in the procurement process and details of any conflicts of interest and how these will be mitigated.

Schools should also ensure that responsibility is assigned to manage the contract and the ongoing performance of and relationship with the supplier. The level of attention and effort that this requires should be proportionate to the value, risk and complexity of the contract.

Good practice is also to ensure that contract records, including any changes, are retained.

Please find the updated Scheme for Financing Schools (PDF, 440.8 KB). In addition, the template Finance Policy and Financial Controls are currently being updated and you will be notified when they are available on Kelsi.

Further advice and guidance will be made available on Kelsi in due course.

However, schools are also encouraged to refer to the DfE guidance on buying for schools

For particularly complex or high value procurements, you may also wish to consider the free support available from the DfE’s procurement support service