How to use SBC Online
Signing up to SBC Online is quick and easy. All we need to set up your account is your school contact details and some basic information about the service that you wish to procure so we can prepare your procurement proposal and tender timeline. There is no obligation to accept our proposal until you have completed a Letter of Authority for Schools’ Buying Club to support you.
SBC Online is designed to provide school business professionals with a solution to manage procurements for complex and high value services in-house. Whilst you will ultimately be responsible for the tender, we will support you every step of the way; providing category advice, helping develop your service specification, running your tender through a secure portal ensuring compliance, responding to bidder clarifications, helping you evaluate the bids and assisting you to reach contract award with favourable contract terms and conditions already pre-agreed to protect your school.
Our support is remote, provided by qualified school procurement experts. This means that you will be responsible for gathering current contractual data, including TUPE workforce information, defining the specification, facilitating bidder days, evaluating bids and working with your chosen supplier to mobilise the new service. This sharing of responsibilities reduces the cost to run your tender. Whilst the SBC Online team is always on-hand to guide and support you, you will need fundamental procurement knowledge and the capacity to deliver these key aspects of the tender process.
Acting on your behalf
In order for Schools’ Buying Club to support you with your tender using SBC Online, you will need to agree to our terms and conditions and sign a Letter of Authority allowing us to act on your school’s behalf. The Letter of Authority will be included within your procurement proposal, created once you have provided information about your tender requirements. Until that point, you are under no obligation to accept our advice, use SBC Online or agree to our fees.
Working with you, Schools’ Buying Club will help formulate your specification of requirements to ensure the new service meets your school’s needs. We will create all relevant tender documentation including the evaluation methodology and bid scoring templates.
Schools’ Buying Club will administer the tender exercise ensuring compliance using the online portal. We will work with you through the tender process and respond to any clarifications and questions from bidders. If a bidder’s day, site visits or bidder presentations are required, Schools’ Buying Club will advise you on how to organise them to benefit you the most.
Supplier bid submissions will be compiled and presented for you to review. We will produce an evaluation matrix based on the scoring methodology agreed with you and will be on-hand to help clarify any questions that you may have about the bids and commercial terms before you make your decision of which supplier to appoint.
Schools’ Buying Club will inform successful/unsuccessful suppliers and provide high level feedback; you may be required to provide additional feedback or undertake supplier de-briefings.
Schools’ Buying Club will create the draft contract of services in-line with the Invitation to Tender documentation and suppliers’ subsequent responses. Any contractual amendments proposed will be discussed and agreed directly between you and your chosen supplier. We will be on-hand to provide guidance if required.
Schools’ Buying Club will not be responsible for ongoing contract management of the new service, but if any issues arise and a service review is required, we will happily support you and will provide a quotation for our service.
To use SBC Online there is a fixed cost of £5,000+VAT which includes all the services described above. 40% of the cost will be payable within 30 days of submitting your signed Letter of Authority for us to start work, and the remainder payable within 30 days of your award of contract at the end of the tender exercise. If you decide not to proceed with the tender before it has been finalised and issued to the market, you will not be charged the remaining 60% of the cost. After this point however the school will be liable for the full cost even if you decide not to appoint a supplier once all bids have been received.
If, at any stage, you decide that you need greater support from Schools’ Buying Club to run the tender process for you, we will be on-hand to help you and will provide you with a quotation for the additional work required.
If you wish to re-run the same tender exercise through SBC Online within five years, the cost will be reduced to £4,000+VAT. You will be able to access all your previous tender documentation, making it easy to make any adjustments to your specification and re-run the exercise.
There will be an annual fee of £100+VAT for hosting your portal and storing your documentation. This fee also covers any subsequent tenders managed through SBC Online.
If you agree to use SBC Online to tender a new service contract for your school, by signing the Letter of Authority that is included in your procurement proposal, you will be agreeing to the costs set out above.