This guide is practical, plain-English support for academy trusts and schools. It does not replace the official Academy Trust Handbook or your trust’s own finance and procurement policies. Always refer to the latest official guidance and internal procedures.
The simplest way to think about “procurement thresholds for academy trusts”
In day-to-day school procurement, “thresholds” usually mean the points at which you should increase the level of competition and documentation.
Even if your trust uses specific financial thresholds (and they may differ by trust), the underlying approach is consistent:
- Low value / low risk: keep it proportionate, but still record why you chose the supplier.
- Medium value or higher risk: seek multiple quotes and document the comparison.
- High value / high risk: run a more formal tender process (or use a compliant framework route).
Step 1: Start with value AND risk (not value alone)
Before you decide “quotes or tender”, write a one-paragraph note covering:
- Estimated contract value (include extensions and likely add-ons where relevant)
- Contract length (including any renewal options)
- Risk factors (site safety, safeguarding, data protection, business continuity, reputational risk)
This short note becomes your “why we chose this route” evidence.
Step 2: Choose the right route to market
Use one of the routes below. The best route is the one that creates appropriate competition and is consistent with your trust’s policy.
Option A: One quote (only for genuinely low value/low risk)
Use when: the purchase is small, routine, and there’s little benefit in a wider exercise.
What to record:
- what you bought and why
- why a single quote was proportionate
- confirmation that the price is reasonable (for example, a quick benchmark or previous price)
Option B: Multiple quotes (the “most common” route)
Use when: the purchase is meaningful enough that comparison matters, or the risk is moderate.
What to record:
- who you invited to quote (and when)
- the specification you sent
- all quotes received
- a simple scoring/comparison table
- a short decision summary
Option C: Tender (formal competition)
Use when: the value and/or risk means you need a structured process and clear audit trail.
What to record:
- the tender pack (spec, evaluation criteria, timelines)
- clarifications and submissions
- scoring sheets and moderation notes
- approvals and award decision
- standstill/communication notes (where used in your process)
Option D: Framework (call-off or mini-competition)
Use when: a suitable framework exists and you can follow its rules.
What to record:
- framework reference and the call-off route used
- mini-competition documents (if applicable)
- selection rationale and evaluation notes
- final call-off order/contract
Step 3: Decide how many suppliers to approach
A practical approach is:
- Start with 3 suppliers for quotes where possible.
- Increase the number if the market is competitive or you’re not getting responses.
- If you can’t get 3, record why (for example, limited local market, specialist requirement, time constraints) and what you did instead to test value.
Step 4: Set evaluation criteria before you see prices
Keep criteria simple and consistent.
Example criteria:
- price and whole-life cost
- quality and suitability
- delivery timescales and capacity
- service and support
- compliance and risk (for example, safeguarding/data protection/site safety)
Step 5: What to keep on file (minimum evidence pack)
For most quote-based procurements, keep:
- need and scope
- route-to-market note
- suppliers approached
- quotes received
- evaluation/scoring
- decision summary
- approvals
- contract/order form and key dates
Common pitfalls (and how to avoid them)
- Using the same supplier repeatedly without testing the market: schedule periodic re-checks.
- No written route-to-market rationale: add a short note every time.
- Vague specs that produce non-comparable quotes: use a one-page brief with clear inclusions/exclusions.
- Forgetting whole-life cost: record call-outs, training, consumables, maintenance.
This guide is part of the Academy Trust Handbook 2026: Procurement & Value for Money Hub (Audit-Ready Checklist). Add a link back to the hub page near the top of your published article.
Next steps
- Confirm your trust’s specific thresholds and approval levels in one place
- Create a standard quote request template for schools to reuse
- Use one scoring table for most procurements
You’ll find the related guides below in the procurement hub.