PROCUREMENT HUB
Use this timeline to keep procurement, lead times and site access on track before the summer break.
Confirm priorities, budget and approvals. Shortlist trusted suppliers and book site visits early.
Request quotes with a clear spec, compare like-for-like, and confirm insurance, policies, RAMS and lead times.
Manage access, safeguarding and site security. Track milestones, variations and snagging as work progresses.
Complete snagging, collect handover documents and warranties, and confirm the site is ready for staff and pupils.
Use Incensu to shortlist suppliers who understand school sites, safeguarding expectations and holiday delivery windows. Browse categories below, compare profiles, and contact suppliers directly.
Use these practical guides to plan specifications, compare quotes and keep works on track.
What to confirm early, typical lead times, and what to include in your spec.
Budget planning, surfacing choices, compliance basics and installation planning.
What to ask for, what good looks like, and how to compare suppliers.
Access planning, safeguarding, deliveries, and handover checklists.
Quick answers to common questions schools and trusts ask when planning holiday works.
Start as early as you can — ideally 3–6 months before the summer break for anything involving building works, lead times or multiple contractors. Early planning gives you time to confirm scope, get approvals, book site visits and compare quotes properly.
As a rule of thumb, aim for at least three like-for-like quotes. Make sure each supplier is pricing the same scope, timescales and access constraints so comparisons are fair.
Before you appoint, check the basics that matter on school sites: Relevant insurance cover Policies (e.g., safeguarding, H&S) Evidence of school experience and references Clear programme/milestones and who will be on site What’s included in handover documentation (warranties, certificates, O&M info where relevant)
Even during holidays, safeguarding and site security still matter. Agree access arrangements in writing, control visitor entry, secure work areas, and confirm who is responsible for keys, alarms, fencing and deliveries. If any areas will be used for holiday clubs or staff access, plan separation and supervision carefully.
Agree handover requirements upfront. Depending on the works, you may need: Completion sign-off and snagging list Warranties/guarantees Certificates (where relevant) Care/maintenance guidance Any drawings, manuals or contact details for aftercare
Build in contingency time. Aim to complete noisy or high-risk works early in the holiday window, keep a clear snagging plan, and schedule a final walkthrough with enough time to resolve issues before staff return.