A guide to building education tenders

For most establishments, the reason you’re in the market for education software is to achieve certain goals. And the software is being procured to help you reach those goals.

But many times, people forget to mention these goals when submitting the tender document. 
Just like how suppliers give a short summary at the start of their responses, you should also clearly say what goals you want to achieve.

Some examples of these could be:

• Improve teacher retention in the school by 5%
• Improve the talent profile of my teachers and give greater visibility of this at MAT level
• Ensure we create a budget saving of 5% to put back into social projects

Quite often, education tenders can become a list of features and functionality (which of course are important). However, as a customer, you want to ensure the supplier understands the outcomes you want to achieve. This way, they can reference how they can help you meet these. 

Once you’ve defined the clear outcomes you want to achieve, you can start to think about what type of document you want to send to suppliers.

Some of the definitions below explain how we view these differently:

Request for Information (RFI)

An RFI aims to gather information from potential suppliers or vendors about their products, services, capabilities, and other relevant details. RFIs are typically used as a preliminary step to assess the market and understand what solutions are available before moving on to more detailed procurement processes.

Request to Quote (RtQ)

A RtQ is a document that establishments send to suppliers or vendors to request pricing and specific details about their products or services. This is a straightforward process where suppliers provide quotes based on the requirements provided, and the organisation (in this case, school, academy or MAT) evaluates these quotes to make a purchasing decision.

Request for Proposal (RfP)

An RfP is a formal solicitation document that establishments use to invite potential suppliers or vendors to submit proposals for products or services. It includes detailed requirements, specifications, and evaluation criteria. Suppliers respond with comprehensive proposals outlining how they intend to meet your needs, often including technical details, pricing, and implementation plans. RfPs are used for more complex purchases where solutions need to be tailored to the schools’/trust’s specific needs. 

If you’re new to software procurement or are simply short on time, ‘Public Sector Frameworks’ offer a great way of obtaining pricing for budgeting processes without having to write big proposal documents. 
Frameworks are designed to simplify the process of purchasing goods and services for government and public sector organisations in the United Kingdom.

Two examples of these Public Sector Frameworks include G-Cloud and Everything ICT.

G-Cloud

G-Cloud is a framework that allows public sector organisations to purchase cloud-based services from approved suppliers. These services can include software, infrastructure, platform, and other cloud-related offerings. G-Cloud aims to provide a centralised marketplace where public sector organisations can find and purchase cloud services without the need for lengthy and complex procurement processes.

Everything ICT

Everything ICT is another procurement route, set up as a Crown Commercial Service framework. It provides a wide range of ICT (Information and Communication Technology) products and services for schools and other public sector organisations.

However, not all providers choose to subscribe to Everything ICT — including Access Education. That’s because some of the framework’s terms are unusually restrictive and place significant risk on suppliers. For example, the framework includes broad and potentially uncapped indemnities, liability limits that go beyond what’s standard in most contracts, perpetual IP licensing rights, and requirements for suppliers to cover escrow costs and step-in rights.

The result is that while Everything ICT can seem like a simple route to procurement, in practice it can reduce the number of suppliers willing to participate. That means schools may be unintentionally limiting their options by only using this route. In fact, when one of our colleagues shared these reasons with a school, they commented that it made them reconsider their procurement process, as they hadn’t realised how restrictive the framework could be.

The benefits and challenges of different education procurement frameworks

Public Sector Frameworks are designed to simplify procurement, but not all are created equal. Some frameworks encourage fair competition and give schools access to a wide choice of providers. Others, because of their restrictive terms, can unintentionally discourage suppliers from joining.

For example, alongside G-Cloud, other frameworks we work with — such as YPO, G-Cloud 14, and ECS — are widely adopted and offer terms that suppliers find fairer and more practical. This ensures schools still benefit from competitive pricing and innovative solutions without restricting their supplier pool.

The key takeaway? Frameworks can be a great shortcut for education tenders, but it’s worth understanding the implications of each before you commit to one route.

Whether you use frameworks like G-Cloud or decide to go through a full tender process, the important thing is making sure you understand the implications of the route you choose. The more informed you are, the better your outcomes will be.

Should you choose not to make use of the Public Sector Frameworks' services, here are two invaluable pieces of information that software providers will find beneficial.

By adhering to this guidance, you will not only optimise your time but also enhance your ability to choose a solution that aligns perfectly with your requirements.

#1 Do your homework: Engage with suppliers before heading into the procurement process

As suppliers, we have to make strategic choices about which tenders to engage with, considering the time-intensive nature and the uncertainty of success. These are often termed 'cold tenders,' representing bid documents that arrive without any prior engagement with the educational institution. Essentially, we are presented with a formal document to complete, devoid of any prior connection or commitment.

Understanding you as a customer, and determining whether our cultural compatibility supports effective collaboration, plays a crucial role in shaping our response. For example, when a customer expresses interest in getting to know us as a provider and understanding the team responsible for delivering the solution, it enables us to ensure continuous support during the deployment process. We find this approach appealing, as it indicates a strong likelihood of a productive partnership and successful deployment.

A critical aspect of picking a supplier boils down to the support and guidance they'll provide you with as their valued customer. We offer various technology options that can be tailored or activated, and if we don't touch base before the official tender process starts, we won't be able to share insights beyond what's available on our website's marketing page. And trust us, this could seriously narrow down your hunt for that perfect software provider who checks all your boxes.

Here at Access Education, we have an excellent Customer Engagement team and a Centre of Excellence. These are two great examples of how we give our customers a voice, so that you can share your thoughts, feedback and insights whenever you need to. Without engaging with suppliers beforehand, this crucial information will be missed.

Once the wheels of formal procurement start turning, all avenues of communication are closed off. So, it's super important to make your research time count when you're looking for the best provider for your needs. Dive into conversations, shine a light on the snags you're facing, and get a taste of what collaborating with them feels like. Your time spent upfront can make all the difference down the line.

#2 Have a budget in mind… and share it!

You might initially perceive disclosing your budget as exposing a degree of vulnerability. However, sharing a rough estimate of your intended expenditure can allow us to tailor a solution that maximises the value within your financial scope.

Reputable providers do not merely aim to align with your budget; they prioritise transparency. They will candidly assess the feasibility of your desired outcomes within the confines of your budgetary considerations.

This approach allows us to ascertain the best course of action, ensuring that your investment generates optimal returns in terms of functionality and value. By openly collaborating in this manner, we ensure that your goals are realistically achievable and that you're making the most effective use of your available resources.

Although we greatly appreciate the valuable insights provided through education tenders, there are instances when the information shared is, to put it mildly, less enlightening.

To improve your communication, it's advisable to steer clear of inundating us with spreadsheets containing an abundance of binary 'yes' or 'no' questions. Regrettably, these kinds of tender documents often fall short in unearthing the underlying challenges you're grappling with and how our solutions can be finely attuned to address them.

Instead, consider offering a more comprehensive narrative that delves into the intricacies of your needs, concerns, and aspirations. Providing context-rich details allows us to gain a better understanding of your situation and tailor our offerings with precision.

This collaborative approach paves the way for a more strategic and fruitful partnership, where both parties are aligned in pursuit of effective solutions.

Having identified the key components that will greatly enhance your tender submission (as well as what to steer clear of), here are some additional considerations drawn from exemplary best practices we've encountered:

• Introduction: Present an overview of your identity and your precise needs. For Multi-Academy Trusts (MATs), divulge the number of academies encompassed within the trust.
• Contract Commencement and Duration: Define the desired duration for your contract with the chosen provider.
• Scale and Scope of Work: Elaborate on the software specifications sought and the extent of the coverage you're aiming for. i.e., How many schools are you intending to include?
• Tender Process Overview: Outline the steps of your tender process, such as pricing assessment, questionnaire completion, reference evaluation, and subsequent stages.
• Confidentiality and Freedom of Information: Clarify your stance on confidentiality and the applicability of freedom of information principles.
• Tender Conduct and Conflict of Interest: Establish guidelines for appropriate tender conduct and disclose any potential conflicts of interest.
• Procurement Timeline: Present a clear timetable detailing the stages and deadlines of your procurement process.
• Tender Evaluation Criteria: Clearly define the criteria by which submitted tenders will be evaluated and measured.
• Submission Guidelines: Provide the necessary contact details for submitting the tender.
• Software Specifications and Requirements: Enumerate the technical specifications and functional necessities of the software, including high, medium, and low priority functionalities.
• Implementation Strategy: Encourage prospective tenderers to outline their proposed approach to software implementation.
• Product Roadmap: Request insight into the future development trajectory of the offered solution.
• Pricing Structure: Encourage tenderers to furnish both fixed and variable cost breakdowns.
• Specific School Information: Offer specific details about the schools involved, including factors such as the number of teachers on payroll, monthly pay date, and other relevant particulars.

By thoughtfully addressing these areas, you not only create a more comprehensive and compelling tender, but you also set the stage for a partnership founded on clarity, precision, and mutual understanding.

And that concludes our comprehensive blueprint for crafting the ideal tender, and for understanding the frameworks that can support or restrict your process. Keep in mind that the more effort you invest in research during this phase, the more favorable your results are likely to be.

If you’re starting your procurement journey and would like a chat about our solutions, we encourage you to get in touch with one of our experts today. We also have a free guide on building education tenders, which you can download here. Happy tendering!