8 ways your school can measure cost and quality with a contractor?

Request Detailed Proposals: Schools can ask contractors to provide detailed proposals that include cost breakdowns and pricing structures. This allows the school to compare the costs offered by different contractors and assess the value for money. The proposals should also include information on the quality of materials, equipment, or services to be provided. A skilled procurement consultant would conduct the evaluation on your behalf in order to ensure you are analysing data that counts.

Competitive Bidding: Schools can use a competitive bidding process where multiple contractors submit their bids for the same project or service. By comparing the bids received, the school can evaluate the different cost proposals and assess the quality aspects outlined in each bid. your school should use a public compliant mathematical formula to clearly compare specific sections such as price. We can provide a compliant way for your school to evaluate bids fairly.

Past Performance Evaluation: Schools can evaluate a contractor's past performance by requesting references or conducting background checks. Contacting previous clients or reviewing case studies can provide insights into the quality of work, adherence to timelines, and overall satisfaction of previous customers.


Site Visits and Inspections: Schools can arrange site visits or inspections to assess the quality of completed projects or ongoing work performed by the contractor. This allows them to observe the contractor's workmanship, attention to detail, and adherence to specifications and standards.

Qualification and Certification: Schools can require contractors to possess specific qualifications or certifications relevant to their field. These credentials can serve as indicators of the contractor's expertise, competence, and commitment to quality standards. Your tender pack should include the following two documents to help with this stage, 'Exclusion grounds' and 'Supplier suitability questionnaire'. These two documents can help with background checks.

Performance Metrics and Key Performance Indicators (KPIs): Schools can establish performance metrics and KPIs to measure and monitor the contractor's performance throughout the project. These metrics may include factors such as timeliness, accuracy, customer satisfaction, and compliance with contractual requirements. Regular reporting and evaluations can help identify any deviations from the expected quality standards.

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Warranty and Guarantee Provisions: Schools can include warranty and guarantee provisions in the contract, specifying the quality expectations and the remedies or corrective actions that the contractor must undertake if the quality falls below the agreed-upon standards. This ensures that the contractor is accountable for maintaining the desired quality levels.

Performance Bond or Retention: Schools may require contractors to provide performance bonds or retain a percentage of the contract value until the project is completed to the school's satisfaction. These mechanisms help ensure that the contractor delivers the expected quality and fulfills their obligations.

By combining these methods, schools can evaluate both cost and quality aspects when working with contractors. It's crucial to clearly define the quality expectations, incorporate them into the contract, and regularly communicate and monitor the contractor's performance to ensure that the agreed-upon standards are met according to public sector standards.


Article written by Mike Newell

Mike Newell is the Managing Director and lead consultant at Procurement for Schools, Mike has a range of public sector expertise and has served as an Exec at the London Borough of Hillingdon Council where he made a major contribution. Mike now supports schools with his public sector knowledge and is devoted to giving back and to making a real difference.