Schools self managing any project, take on all associated risks and commensurate liability rests with those raising the orders and issuing instructions. It is critical therefore, that the Capital Development Group is made fully aware of your proposal and has agreed both the principle of the project and your chosen method of procurement.
The principal issues for consideration are:
- Financial probity - to satisfy audit requirements it is essential that those placing orders for goods and services observe the total overall value and tender thresholds and take appropriate steps to achieve best value. Please refer to Schools Standing Orders for further details on tendering thresholds. For tenders of £100k or less, there is a tender 'tool kit' for non procurement professionals to conduct tendering exercises themselves. To obtain a copy of this, simply email enquiries@sp.staffordshire.gov.uk
- Appointment of contractors/service providers - only contractors or service providers who are either on the County Council's 'approved list' or meet the required criteria should be appointed. It is essential that contractors visiting school sites who are likely to have access to areas where children are present, must hold CRB clearance at an appropriate level. In the majority of cases this will be the standard CRB clearance, although you will be required to assess this depending on the nature and length of the proposed work. Any contractor who does not hold CRB clearance in accordance with the contract must be notified to the person responsible at the school (normally the Headteacher) and will be required to be supervised by a person who has CRB clearance at the relevant level. Where there is no supervision the contractor may be refused entrance to the site. School staff will not be able to accept responsibility for supervision.
- Duty of Care - the overriding consideration and responsibility. The Project Manager will have to assume planning supervisor (H&S etc) and other control duties.
- Project Management - does the Project Manager have appropriate experience and can they allocate sufficient time to fulfil the task; will this impact on their full time job?
- Raising standards - will the project have the desired impact on educational standards and is it a priority for the school? Does it reflect school, district and County development choices?
- Consistency of standards - does the project brief reflect the learning concepts and associated designs promoted by QLS and its subject specialist. Revenue funding may be dependent upon compliance with the Countywide plans.
- Impact on the school - unexpected programme delays or contractual conflict may cause greater disruption to the school's activities and demand the decanting of children from their class bases.
- Further information on The Roles and Responsibilities of Headteachers and Governing Bodies.
As previously indicated, prior to undertaking any development work, schools are advised to seek relevant advice from their Development Officer prior to committing any funds. This initial advice is available free of charge and the Development Officer will be able to guide schools through the process of project development; from briefing, to obtaining relevant permissions, appointing a design team and onto procurement and construction often saving schools valuable time and effort.
The Development Officer will, on the schools behalf, also consult with other stakeholders within the Directorate and County Council to ensure project proposals are in line with the stated priorities of the many organisational plans and guidance in existence, e.g. Education Development Plan, Asset Management Plan, School Organisation Plan, etc.
While the initial advice provided by the Development Officer is free, as the project develops and other property professionals are engaged and statutory approvals sought, schools will incur expense. The Development Officer will be able to advise you in advance of any circumstances that would warrant a charge being made from a third party and the potential extent of any such charge prior to a decision being made by the school to progress the investigations further