Procurement in Schools: Why Better Buying Starts with Better Oversight

Procurement is one of the most important operational areas in any school or academy trust.

Every contract, supplier, framework, quote, and approval has an impact on value for money. In a period of tight budgets, that impact matters more than ever.

The Department for Education’s Buying for Schools guidance encourages schools to use DfE-approved buying options to help buy goods and services, achieve better value, and stay compliant with procurement regulations.

Source: https://www.gov.uk/guidance/buying-for-schools

The Procurement Act 2023 also introduced changes to the public procurement landscape, coming into force on 24 February 2025.

Source: https://buyingforschools.blog.gov.uk/2024/11/19/update-for-schools-and-trusts-on-procurement-act-2023-are-you-ready/ 

For schools and MATs, procurement is no longer something that can sit quietly in the background.

It is linked to governance, compliance, budget control, supplier performance, and risk management. Trustees and senior leaders need confidence that purchases are being made fairly, transparently, and in the best interests of the school or trust.

But in practice, procurement can become fragmented.

One school may hold supplier details locally. Another may have old contract information in a spreadsheet. Quotes may be stored in email inboxes. Approval decisions may be difficult to trace. Supplier performance may be discussed informally but not recorded consistently.

This creates a problem.

A trust cannot manage value for money properly if it cannot see what it is buying, who it is buying from, how much it is spending, and whether suppliers are delivering.

Better procurement is not just about getting a lower price. It is about making better decisions across the full life cycle of a purchase.

That includes identifying need, comparing options, approving spend, managing contracts, reviewing supplier performance, and planning renewals. If any part of that process is weak, schools can end up overpaying, duplicating contracts, missing renewal opportunities, or continuing with suppliers that no longer offer the best value. 

For MATs, there is also a major opportunity.

When procurement is managed centrally, trusts can identify where schools are buying the same services separately. They can compare supplier performance across sites. They can spot where contracts could be consolidated. They can improve consistency without removing local flexibility.

This is especially important for recurring services such as cleaning, catering, IT support, grounds maintenance, photocopiers, facilities management, and professional services.

A centralised procurement and supplier management system gives leaders the information they need to ask better questions:

Are we using approved suppliers? 

Are contracts still current? 

Are we getting consistent pricing? 

Are approval processes being followed? 

Are supplier issues being recorded? 

Are renewals being reviewed early enough?

The answers to these questions can make a real difference.

In a challenging financial climate, schools cannot afford unclear procurement. Every pound needs to work harder, and every decision needs to be supported by evidence.

Better buying starts with better oversight.