Procurement in Schools: Getting Value for Money

Understanding procurement might not be top of your daily teaching concerns, yet every purchase—from pencils to pest control—matters. This article unpicks how schools can get the most value when buying goods or services, how recent UK procurement reforms apply, and what practical steps can help ensure that every pound spent benefits pupils effectively and ethically.

In simple terms, procurement is the process of identifying, sourcing and paying for everything a school needs—whether that’s cleaning, catering, IT systems, energy, or construction. While it may look like an administrative task, properly managed procurement is a strategic tool: it delivers cost efficiencies, maintains quality, manages risk, and can even support the local economy. According to guidance co-authored with the Department for Education, the governing board’s involvement in procurement ensures alignment with school strategy, financial sustainability, and accountability for public funds.GOV.UK+5National Governance Association+5National Governance Association+5

The Fundamentals of Value for Money

In procurement, “value for money” isn’t simply about finding the cheapest option. It considers quality, suitability, timing and total cost over the contract’s life. The aim is to balance cost with benefits, ensuring that what we buy serves pupils well and stands the test of time. This reflects the “Most Economically Advantageous Tender” (MEAT) principle, or broader “best value procurement”, where decisions are made based on both price and performance.Wikipedia

Using Frameworks to Save Time—and Money

One of the most effective tools schools can use is the DfE-approved procurement frameworks. These are pre-negotiated agreements with trusted suppliers that meet compliance and value-for-money tests. By using them, schools can avoid lengthy tendering processes while remaining transparent and compliant. A Government post notes there are over 60 ready-to-use frameworks, covering everything from school supplies to ICT equipment.buyingforschools.blog.gov.uk+1

Updated Guidance and a New Procurement Landscape

Procurement practices in schools are evolving. The DfE’s “Buying for Schools” guide provides a step-by-step approach—from training and planning to creating specifications and using digital procurement tools. It emphasises compliance with the Procurement Act 2023, which introduces a more transparent, simplified public procurement system focused on value, competition, social value, and inclusion, especially for small and local businesses.KELSI

Schools should also follow their sector’s procurement thresholds. For example, Kent’s guidelines require at least one written quote for expenditure under £24,999, three quotes between £25,000 and about £177,896, and a formal tender for higher values—unless you use an existing framework.KELSI Keeping a well-maintained contracts register is vital: it helps oversight, governance reporting, and managing supplier relationships.GOV.UK

Procurement as a Strategic Lever

Procurement isn’t just a financial task—it is an opportunity to drive broader benefits. The Procurement Act 2023 strengthens the requirement to consider social value, encouraging schools to support things like community jobs, sustainability, or local economic growth when tendering services and contracts.KELSI+1 Efficient word of procurement can also act as an engine for transformation, supporting system-wide operational improvements.GOV.UKNational Governance Association

Guarding Against Risk

Recent reporting has raised concerns about hidden costs in procurement frameworks. Experts have warned that some private providers levy high fees—up to 11% of contract value—which can diminish the expected value gained.ft.com Meanwhile, national oversight bodies are alert to risks like bid-rigging; the CMA is trialing AI tools to flag collusion in public contract submissions.ft.com Vigilance and transparency are essential.

On a different note, historical failings in PFI (Private Finance Initiative) contracts—including schools—have shown how poor procurement and contract management can lead to long-term financial burdens and poor asset stewardship.KELSItheguardian.com+2thetimes.co.uk+2

Practical Steps for School Leaders

Here’s how schools can build procurement practices that deliver both value and integrity:

• Use DfE-approved frameworks wherever possible for efficiency and compliance.
• Track all contracts in a contracts register, making renewal dates, terms, and responsibilities transparent.
• Don’t skip competitive quotes—especially for mid- or high-value items—even if the amounts feel small.
• Engage the governing board in procurement planning, especially when higher-value contracts are involved.
• Embed social value considerations if procurement thresholds are met, in line with the 2023 Act.
• Seek procurement training through the Government Commercial College (“Transforming Public Procurement”)—it’s open to schools.business-reporter.com+11GOV.UK+11educationbuying.com+11GOV.UK+2National Governance Association+2educationbuying.com+4KELSI+4healthtrusteurope.com+4
• Monitor thresholds and upcoming legislative changes to stay prepared.
• Be alert for market anomalies—high framework fees, weak supplier performance, or overly complex arrangements; report and revise where needed.

Wrapping Up

Procurement in schools is not just about buying things—it’s about strategic stewardship. When done well, it safeguards public funds, delivers value, supports pupils, and strengthens trust across the school community. If we embed clear, transparent and balanced procurement practices—guided by policy, harnessing frameworks, and always rooted in value for money—we ensure that every pound delivers more than just goods—it delivers a better learning experience.