Procurement guidelines

Introduction and Background

The purpose of this document is to provide schools and EA corporate customers with information and guidance on the processes to be followed when procuring goods and services as well as providing key contact details for members of the Commercial Procurement Service Team members.

The Education Authority’s Commercial Procurement Service (EACPS) procures a wide range of goods, services and works on behalf of schools and EA Corporate customers. EACPS is has 9 Category Teams each responsible for the procurement of a particular category of spend and the Operations Team, which is responsible for the creation of purchase orders on the iProcurement system.

The Teams and their contact details

The Teams and their contact details are detailed in Table 1 below.

EACPS Category Teams provide the following services to schools and EA corporate customers:

• Category specific procurement advice.
• Guidance on the use of EA Procure to access EA contract information for ordering. 
• Bespoke tendering services.
• Point of contact for procurement or contract management queries including escalation point for contract management queries or service dissatisfaction – for contracted suppliers only.
• Assisting with dispute resolution – for contracted suppliers only.
• Ensure all contracts comply with all procurement legislation and policies.
• Identify and deliver procurement savings.
• Invite end user participation in drafting tender requirements evaluations and contract management panels.

EACPS Operations Team provides the following services to schools and EA corporate customers:

• Creation of purchase orders on the iProcurement system.
• Sourcing and ordering advice and guidance.
• Guidance on new supplier creations / supplier amendments.
• Cancellation of purchase orders on the iProcurement system.
• Guidance on the use of EA Procure to access EA contract information for ordering. 
• Dedicated telephone helpdesk and mailboxes to assist with query resolution and advice provision.

Table 1

Northern Ireland Public Procurement Policy

Northern Ireland Public Procurement Policy requires that public procurement should be subject to competition to ensure best value for money. Best value for money is defined as the most advantageous combination of cost, quality and sustainability to meet customer requirements. 

The Education Authority (EA) and its budgets holders (including Schools & Colleges) are subject to Northern Ireland Public Procurement Policy and must therefore comply with the EA Procurement Control Limits set out in Table 2 of this document. 

Northern Ireland Public Procurement Policy and the control limits set out in Table 2 also apply to any DE provided funding and for such requirements it is essential that a proper procurement route is used.

EA EACPS Contracts and Frameworks

EA has an extensive range of contracts and frameworks available for schools and EA corporate customers to use, covering a wide range of common requirements. These have been put in place via competitive public tendering in compliance with Northern Ireland Public Procurement Policy. The benefit to schools of using these contracts and frameworks include: 

• Pre-approved suppliers for schools to purchase from with agreed terms and conditions and legal protections.
• Protection – each of the suppliers on EAs contracts and frameworks have appropriate and specific types of insurance, compliance to health and safety standards, compliance to legislative requirements. 
• Suppliers have product and public liability insurance should there be defaults with products and services that could lead to injuries.
• Guaranteed delivery to all schools throughout NI and no minimum order levels or delivery charges are permitted.
• Compliance with recognised quality standards e.g. British and European Standards ensuring products and services adhere to regulatory and quality requirements.
• Environmental and sustainability factors.
• Health and Safety considerations are assessed such as COSHH (Control of Substances Hazardous to Health for cleaning materials and chemicals.
• Safeguarding requirements (where relevant).
• Using these frameworks ensures schools compliance to all NI procurement policy and control limits.
• Adherence to human rights, modern slavery legislation and fair work practices.
• Delivery of social value initiatives and benefits for schools and the wider community.

EA’s contracts and frameworks are available for schools and EA Corporate customers to use and using these ensures that your purchase is covered by robust terms and conditions and complies with policy and legislation in relation to public expenditure.

When ordering from a EACPS contract or framework, end users are advised to access the available contractual information via the EA Procure site: https://procurement.eani.org.uk/ 

The EA Procure site is a web-based portal that holds information on all EACPS contracts and frameworks, including product details, supplier contact details, discount rate (if applicable) as well as ordering protocol and guidance. The site will assist with determining if a particular requirement is on an EA contract or framework.

Information relating to contracts and frameworks contained within EA Procure is commercially sensitive and strictly confidential. This information must not be shared with other suppliers or any other party outside of those wishing to procure the goods or services. Failure to comply with this may result in breach of contract, for EA and/or the end user, which may lead to a legal challenge. If you require login information to access the site, please contact EAProcure@eani.org.uk

Procurement Control Limits

Schools and EA corporate customers have access to EA contracts and frameworks, and these will cover the majority of a school’s and EA corporate customer’s purchasing requirements. There may be occasions when a school or EA has a requirement that is not available on EA contracts or /frameworks, and these requirements are subject to the Procurement Control Limits (PCL) as set out in Table 2 below. 

The procurement route taken will be dependent on the total spend of the requirement and all associated costs.  Schools and EA departments must not split purchases or disaggregate project costs in order to circumvent the PCLs.  Any attempt to split the requirement into multiple requisitions to bypass the correct procedure will be deemed non-compliant. 

All requisitions received by the Operations Team are subject to review by the Team prior to processing the order and may require further discussion.

The procedures set out below in Table 2 aim to ensure:

• Transparency
• Competition
• To demonstrate best value for money

The EACPS Category Teams and Operations Team are available to advise and assist with all procurement and ordering enquiries. Refer to Table 1 Contact Details for information.

Table 2 – Procurement Control Limits (PCL)

^ For some specialist supplies or services there may only be one supplier in the market. If this is the case, sufficient justification for not seeking a second price check should be documented.

Direct Award Contracts (DACS)

A Direct Award Contract (DAC) is the process where a contract is awarded without competition. NI Public Procurement Award of a DAC is only permitted in exceptional circumstances when certain justifications are met. In all such cases, direct negotiation with the supplier will be required and Commercial Procurement must be contacted immediately and prior to any engagement with any supplier by emailing: tenderrequest@eani.org.uk

Direct Awards must have the approval of the Budget Holder from whose budget the DAC expenditure will be costed and from senior management within EA, including the Chief Executive.

All DACs are reported to EA’s Governance Risk & Assurance Committee and DE, as well as published on the EA website if the value is in excess of £50,000.

Ordering Procedures

Ordering requirements must be submitted to suppliers as an official EA purchase order, using the iProcurement ordering system, each requisition must be approved by the relevant budget holder. Suppliers will receive an official purchase order containing details of the requirement, delivery details and instructions and the seven-digit purchase order reference number*. The purchase order reference number should be used when communicating with the supplier regarding your order. The following ordering protocols must be observed:

• DO NOT PLACE Orders with suppliers verbally, via email, online or via a paper ordering book (with the exception of School Meals Kitchens (SMKs) in agreement with EA and the supplier)
• Orders must include all relevant information including delivery instructions, contact information and special instructions.
• Failure to comply will result in significant delays in the payment of invoices and a greater administrative burden for customers. It may also affect future deliveries to all locations.
• Schools – The responsibility for ensuring that schools fully comply with the procurement processes lies with each school’s Board of Governors. EA Directorates and services – The responsibility for ensuring that EA Directorates and services fully comply with the procurement processes lies with the relevant budget holder. Requisitions and purchase orders are monitored by EA EACPS to drive a consistent and compliant approach and result in requisitions being returned.

There are some very limited exceptions whereby an alternative ordering system or arrangement has been agreed between EA EACPS, the school/EA corporate and the supplier. For example, EA Transport and a small group of School Meals Kitchens (SMK) use an alternative ordering system outside of iProcurement. 

Other exemptions include:

• Utility bills.
• Refuse collections.
• Telephone bills.
• Examination fees.

A requisition must be created on iProcurement by the end user and reviewed prior to approval by the relevant budget holder. 

Requisitions can be created by:

• selecting your requirement direct from the iProcurement shop, where applicable. After approval by the budget holder, a purchase order is automatically generated and submitted to the supplier without any involvement from the EACPS Operations Team. Orders generated directly from the iProcurement shop – relate to contract orders only.

  Or

• creating a non-catalogue request requisition – this requisition will be subject to review by the EACPS Operations Team prior to processing the order. If during the review process, any information is missing or further information is required, the requisitioner will be contacted and the requisition may be returned until all information has been received. Orders generated via manual intervention from the EACPS Operations Team – can relate to both contract (catalogue arrangement) and non-contract orders. 

Guidance documents and information on the navigation of the iProcurement system is available on the EA Website or the EA Procure website – links below:

https://staffhub.eani.org.uk/ea-one         

https://staffhub.eani.org.uk/ea-one/ea-one-finance-and-procurement-system 

Please refer to Annex A, diagram 1 for further information on the processes and steps regarding requisition and order creation.

Low Value Orders

School and EA corporate customers should be mindful regarding the creation of low value orders. Whilst necessary at times, low value orders can have a significant administrative burden and impact on the environment. Schools and EA corporate customers are encouraged to bulk buy and consolidate orders to a single supplier to improve efficiencies, save money through less time spent managing deliveries, packaging waste, invoices and administration. Regular stock takes and a better understanding of stock levels should also be considered as a routine best practice measure. 

Environmental benefits of ordering less often in higher volumes:

• Lower Carbon Emissions: Fewer deliveries reduce transportation-related CO emissions.
• Less Packaging Waste: Larger orders require less packaging thus minimising waste.
• Reduced Damages/Loss: Reducing the number of deliveries also reduces the likelihood of there being a problem (such as damage or loss).
• Energy Efficiency: Consolidating orders lowers overall energy use in processing and shipping.
• Supporting Sustainability: Helps reduce environmental impact and preserve natural resources.

Installation of SENs Equipment

EACPS currently has a framework in place for the provision of specialist furniture and equipment for pupils with special educational needs. There may be occasions where the sensory equipment requires installation. If this is the case, the end user schools must contact their relevant EA Maintenance Officer (Building, Electrical or Mechanical) to log a request for the necessary adaptations before raising a requisition on iProcurement system. 

If the equipment requires fixing to the wall/ceiling or if electrical work is required then schools must contact the Maintenance Help Desk on https://www.eani.org.uk/school-management/facilities-management/building-and-mechanical-electrical-maintenance

Only after consulting the Maintenance Help Desk, should the requisition be raised on iProcurement.

Confirmation of this discussion should be attached in the ‘Note to buyer’ field of the iProcurement requisition. 

Any works associated with the installation of sensory equipment will be a school LMS cost with the exception of Special School locations.

Installation of equipment should not be confused with assembly of equipment, and it is important to note the difference and provide this information on the iProcurement requisition. 

• Installation is the placement and/or set up of a fully assembled item to enable use. This may include attachment of the item to the fabric of the building. 
• Assembly is the process of putting parts of an item together to create a finished functional item. This will not include attachment to the fabric of the building. 

Outdoor Play Equipment

EACPS has a framework in place for the provision of the design, supply, delivery and installation of outdoor playground equipment.

It is important to consult the EA Grounds Maintenance Team as early in the process as possible, prior to raising a requisition on the iProcurement system. Failure to comply with this will result in a delay in the processing of the order. 

Please review details of the framework on EA Procure. Supplier contact details, ordering protocols and other important information can be found within the schedule. 

Transport For School Outings

Before hiring a coach or bus, it is recommended that you ensure that the transport operator you wish to use (including the vehicles), comply with several fundamental legal requirements. The following list sets out a summary of the requirements that should be considered:

• Road service licence: To operate a bus or coach for hire and reward an operator must possess a valid ‘Road Service Operator Licence’. A legitimate operator should be able to provide you with a copy on request, which will give further detail on the size and registration of vehicles operated.
• Insurance: Bus and coach operators must hold appropriate business insurance and possess valid insurance certificates for all their vehicles. Legitimate operators should be able to provide you with copies on request.
• Competency: Try to assure yourself of the operator’s competency. A good operator should be able to provide you with references from other customers.
• PSV, motor tax and maintenance: Operators will use a wide range of vehicles. On the day of the trip check to see that a valid PSV Vehicle Licence and Vehicle Excise Licence are displayed on the windshield of the vehicle. A legitimate operator will always provide vehicles that are clean inside and outside and in a roadworthy condition i.e. good tyres, no body damage etc.
• Driver licence: Confirm with the operator that the driver holds a valid PSV Driving Licence.
• Availability of seatbelts: Seatbelts are a legal requirement on buses and coaches used on organised school trips. It is recommended that only vehicles fully fitted with seatbelts are hired and that the operator is asked to confirm this at the time of the booking.
• Access NI checked: Confirm with the operator that they hold a valid Access NI certificate, and the necessary checks have been carried out for the driver.

It is the responsibility of the end user to ensure that all relevant checks have been considered when making a booking for coach or bus travel. The guidance above is intended to give some assistance to those making a booking and moreover to ensure that a ‘duty of care’ is exercised in this regard.

Should you be in any doubt about the legitimacy of an operator, a list of licensed Northern Operators can be found on the DVA website. Please use the following link and click on ‘Licensed Bus Operators.’ The website also has a link ‘Refusal/Revocation of Bus Operators License’ which highlights those operators NOT licensed.

https://www.nidirect.gov.uk/articles/bus-operator-licences-and-permits

Alternatively, you can contact DVA, Passenger Transport Licensing Division for further advice and guidance. Please follow the following link for contact information:

https://www.infrastructure-ni.gov.uk/contacts/dva-passenger-transport-licensing-division

The safety of pupils is of utmost importance. There could be severe repercussions for both the school and the individuals responsible if it is discovered that an unlicensed operator is being used.

Please ensure that this document is drawn to the attention of all relevant staff.

Orders for coach and bus bookings should be placed on the iProcurement system, and the requisition should contain the following information:

• Pick up point.
• Destination
• Collection times
• Size of vehicle
• Quote reference, if applicable
• Any other relevant information

Alternatively, schools may wish to use the Education Authority’s vehicles for such trips.   In such instances there is a centre point of contact in each locality office. This is on the transport internet page alternatively the helpline can be used 028 9598 5959.

School Maintenance and Repairs

Orders for maintenance or repair works are not placed on the iProcurement system. 

Please contact the EA Maintenance Team to report an electrical, building or mechanical repair or fault. 

To report any building maintenance issues, please contact: Buildings, Mechanical and Electrical Maintenance Helpdesk: 028 9598 6111. Access the link Here for information on EA Maintenance Services.