Frequently Asked Questions
What is the difference between a specification, a service level agreement and
a contract?
A specification is a detailed description of the level of service or goods required. It should include a profile of your organisation, the services required, standards required, the tasks to be performed, the resources required and your expectations for liaison and monitoring.
A service level agreement is an in-house agreement between two units in the same organisation for the supply of a service. This type of agreement has no legal status. Redress for disputes is to the Chief Executive or Board.
A contract is an agreement between two legal persons for the supply of a service. A legal contract does not have to be written, but is advisable. A verbal contract can be legally binding. Redress for contractual disputes is to the courts.
Why do I have to write a specification? The supplier has the technical knowledge and will know what I need won't they?
Although the supplier may have the technical knowledge to provide the solution, they need to know exactly what the school requires so that they can price up their proposal accordingly. The school needs to be precise to ensure that both parties are clear of what is required and it minimises the risk of the service being under or over priced. Also it may be that the opportunity is being offered to more than one supplier and as such, the specification should allow for a fair competitive exercise that allows appropriate competition to take place.
A Specification should include:
· the task(s) required, volume and frequency;
· the level of input, time and resources required or the outputs required;
· the facilities on-site and access to them;
· the standards of performance expected;
· the length of any contract and any other details not included elsewhere;
· quality of material;
· relevant School policies.
Why and how do I have to manage a contract? Surely when an agreement is signed it is legally binding isn't it and if things go wrong I can cancel it?
It is extremely important that the school manages its contracts effectively and appropriately. This will ensure that the service provided is as required and will identify any potential problem areas that can be acted upon quickly before the problem escalates. Schools should make a judgement on how regularly they are going to meet with the service providers and they should ensure that those contracts that are critical to the school are allocated appropriate resources to manage these contract effectively.
When and why do I have to get quotations? Why can't I just go to my regular supplier who has never let me down?
There is a requirement for schools to obtain quotes to ensure that they are achieving value for money. The process of obtaining quotations is covered within the Schools Contracts Standing Orders.
Where schools use contracts that have been set up by the Corporate Procurement Unit, there is no further need to invite quotes as a competitive exercise has already been undertaken.
Where schools are seeking quotations, then your regular supplier can be invited to quote.
If I am not happy with the service I am receiving from my current supplier, what should I do?
This invariably happens when the service required has been poorly specified or the contract has not been managed effectively. Initially you should meet with the provider and discuss your concerns. An improvement plan should then be agreed with the provider to deal with these issues. This should be confirmed in writing and should be time bound. If the service does not improve you should then seek recourse in line with the terms of the agreement. Ultimately this may lead to the termination of the contract.
Why do I need to attend training courses in procurement?
The courses will help school staff to write clear and concise specifications and tenders, and chart a clear path for managing contracts. They are intended to equip you with the necessary skills to carry out the procurement of goods and services.
Is there an existing arrangement I can use for the provision of goods and services?
The Corporate Procurement Unit of the Council and the Service Advice Team of Education Leeds have a number of contractual arrangements in place which schools can utilise. These can be found by accessing the following websites:
Corporate Procurement Unit Click here
Service Advice Team Click here
Please note that when you utilise the contractors identified in line with the nature of the contract, then no further quotations need to be sought and you are deemed to have complied with the requirements of Schools Contracts Standing orders.
I have a problem regarding procurement, who can help me?
In the first instance you should contact the Service Advice Team of Education Leeds. They will try to assist you and give appropriate advice on how to resolve the problem. If further assistance is required then the Service Advice Team will liaise with the Corporate Procurement Unit on behalf of the school.
Who can I complain to?
If the complaint is regarding a contractor or a supplier who has been utilised from an approved list or a framework contract, the Corporate Procurement Unit has a mechanism in place to manage contractors performance. This is to ensure that where contractors are persistently performing badly, they are made aware of the problems and the Council has the ultimate sanction, should performance not improve, of removing the company from the Councils approved lists.
A specification is a detailed description of the level of service or goods required. It should include a profile of your organisation, the services required, standards required, the tasks to be performed, the resources required and your expectations for liaison and monitoring.
A service level agreement is an in-house agreement between two units in the same organisation for the supply of a service. This type of agreement has no legal status. Redress for disputes is to the Chief Executive or Board.
A contract is an agreement between two legal persons for the supply of a service. A legal contract does not have to be written, but is advisable. A verbal contract can be legally binding. Redress for contractual disputes is to the courts.
Why do I have to write a specification? The supplier has the technical knowledge and will know what I need won't they?
Although the supplier may have the technical knowledge to provide the solution, they need to know exactly what the school requires so that they can price up their proposal accordingly. The school needs to be precise to ensure that both parties are clear of what is required and it minimises the risk of the service being under or over priced. Also it may be that the opportunity is being offered to more than one supplier and as such, the specification should allow for a fair competitive exercise that allows appropriate competition to take place.
A Specification should include:
· the task(s) required, volume and frequency;
· the level of input, time and resources required or the outputs required;
· the facilities on-site and access to them;
· the standards of performance expected;
· the length of any contract and any other details not included elsewhere;
· quality of material;
· relevant School policies.
Why and how do I have to manage a contract? Surely when an agreement is signed it is legally binding isn't it and if things go wrong I can cancel it?
It is extremely important that the school manages its contracts effectively and appropriately. This will ensure that the service provided is as required and will identify any potential problem areas that can be acted upon quickly before the problem escalates. Schools should make a judgement on how regularly they are going to meet with the service providers and they should ensure that those contracts that are critical to the school are allocated appropriate resources to manage these contract effectively.
When and why do I have to get quotations? Why can't I just go to my regular supplier who has never let me down?
There is a requirement for schools to obtain quotes to ensure that they are achieving value for money. The process of obtaining quotations is covered within the Schools Contracts Standing Orders.
Where schools use contracts that have been set up by the Corporate Procurement Unit, there is no further need to invite quotes as a competitive exercise has already been undertaken.
Where schools are seeking quotations, then your regular supplier can be invited to quote.
If I am not happy with the service I am receiving from my current supplier, what should I do?
This invariably happens when the service required has been poorly specified or the contract has not been managed effectively. Initially you should meet with the provider and discuss your concerns. An improvement plan should then be agreed with the provider to deal with these issues. This should be confirmed in writing and should be time bound. If the service does not improve you should then seek recourse in line with the terms of the agreement. Ultimately this may lead to the termination of the contract.
Why do I need to attend training courses in procurement?
The courses will help school staff to write clear and concise specifications and tenders, and chart a clear path for managing contracts. They are intended to equip you with the necessary skills to carry out the procurement of goods and services.
Is there an existing arrangement I can use for the provision of goods and services?
The Corporate Procurement Unit of the Council and the Service Advice Team of Education Leeds have a number of contractual arrangements in place which schools can utilise. These can be found by accessing the following websites:
Corporate Procurement Unit Click here
Service Advice Team Click here
Please note that when you utilise the contractors identified in line with the nature of the contract, then no further quotations need to be sought and you are deemed to have complied with the requirements of Schools Contracts Standing orders.
I have a problem regarding procurement, who can help me?
In the first instance you should contact the Service Advice Team of Education Leeds. They will try to assist you and give appropriate advice on how to resolve the problem. If further assistance is required then the Service Advice Team will liaise with the Corporate Procurement Unit on behalf of the school.
Who can I complain to?
If the complaint is regarding a contractor or a supplier who has been utilised from an approved list or a framework contract, the Corporate Procurement Unit has a mechanism in place to manage contractors performance. This is to ensure that where contractors are persistently performing badly, they are made aware of the problems and the Council has the ultimate sanction, should performance not improve, of removing the company from the Councils approved lists.