A Guide to the Procurement Act 2023 – What It Means for Your School or Trust

Posted on March 07, 2025

If you’re involved in managing a school or academy trust in the UK, you’ve likely heard whispers about the Procurement Act 2023. Despite its name suggesting it’s been around for a while, this piece of legislation only came into force a couple of weeks ago, on February 24, 2025. It’s a big deal for anyone handling purchasing decisions, and it’s shaking up how schools and trusts buy goods, services, and works. Don’t worry if it sounds daunting, we’ve put together this Guide to break it down and explain what it means for you. Plus, we’ll show you how tools like Compleat Software can make your life easier as you navigate these changes.

What’s the Procurement Act 2023 All About?

The Procurement Act 2023 is the UK’s shiny new rulebook for public procurement, replacing the old Public Contracts Regulations 2015 (PCR 2015), which were heavily influenced by EU laws. After Brexit, the government saw a chance to rethink how public bodies, like schools and trusts, spend taxpayer money. The act got Royal Assent back in October 2023, but its rollout was delayed to February 2025 to give everyone (including the new Labour government) time to prepare and tweak things like the National Procurement Policy Statement.

So, what’s the goal? In a nutshell, it’s about making procurement simpler, more flexible, and more transparent, while ensuring every pound goes further. For schools and trusts, which collectively spend billions annually on everything from stationery to catering, this is a game-changer.

Key Changes for Schools and Trusts

Here’s the lowdown on what’s new and how it affects you:

1. Simplified Processes
   Goodbye, endless bureaucracy! The act streamlines procurement by cutting red tape and unifying various rules into one framework. Schools and trusts can now choose from three main procedures:
   • Open Procedure: Anyone can bid business as usual.
   • Competitive Flexible Procedure: A new option letting you tailor the process to your needs (think bespoke catering contracts or innovative IT solutions).
   • Direct Award: Only in rare cases, like emergencies, can you skip competition.
2. More Flexibility
   You’ve got more freedom to structure contracts in ways that suit your school or trust. Need a unique energy deal or a custom maintenance plan? The act lets you get creative, as long as you stay transparent and fair.
3. Transparency Overload
   The act loves notices. You’ll need to publish more updates, like contract award notices on a central digital platform (an upgrade to Find a Tender). This means suppliers can see what you’re up to, and you’ve got to be squeaky clean about your decisions.
4. Most Advantageous Tender (MAT)
   Forget “Most Economically Advantageous Tender” (MEAT) from the old days. Now, it’s all about MAT picking the bid that delivers the best overall value, not just the cheapest price. Think quality, social value, and long-term benefits.
5. SME-Friendly Vibes
   Small and medium-sized enterprises (SMEs) get a boost. The act encourages you to consider their barriers (like complex paperwork) and make procurement accessible to them. Local suppliers, anyone?
6. No Retrospective Stress
   Good news: contracts signed before February 24, 2025, stick to the old rules. So, you won’t need to rewrite existing deals, just focus on new ones.

What Does This Mean for Your School or Trust?

• Prep Time is Now: If you haven’t already, you need to get familiar with the act. The Department for Education (DfE) offers free resources like Knowledge Drops and e-learning modules. Start planning your upcoming procurements with these new rules in mind.
• Pipelines Matter: Look at what you’ll need to buy soon, energy, IT, staff services and decide which procedure fits best. The Competitive Flexible Procedure could be your new best friend for tricky contracts.
• Transparency is Key: Get ready to share more info publicly. This might mean updating your internal processes or training staff to handle the central digital platform.
• Value Over Cost: When picking suppliers, you’ll need to justify why a bid is the “most advantageous.” It’s a shift in mindset, cheaper isn’t always better.

How Compleat Software Can Help

Navigating this new procurement landscape might feel overwhelming, especially with stretched budgets and busy schedules. That’s where Compleat Software comes in, a UK-based solution designed to automate and streamline financial processes for schools and trusts. Here’s how they can support you with the Procurement Act 2023:

• Automation for Efficiency: Compleat’s tools (like their Education Automation suite) handle purchase-to-pay processes, cutting down manual work. This means less time on paperwork and more time ensuring compliance with the act’s simplified procedures. Learn more here.
• Transparency Made Simple: With built-in tracking and reporting, Compleat helps you generate the data needed for those pesky notices. Publishing to the central digital platform? It’s a breeze when your records are already organized.
• Budget Control: The act wants value for money, and Compleat’s real-time spend analytics let you monitor costs and justify your MAT decisions with hard numbers.
• SME Support: By automating supplier management, Compleat makes it easier to onboard and work with smaller suppliers, aligning with the act’s SME-friendly goals.
• Scalability for Trusts: Multi-academy trusts juggling multiple schools can centralize procurement with Compleat, ensuring consistency and compliance across the board.

Final Thoughts

The Procurement Act 2023 might sound like a headache, but it’s really an opportunity. It’s a chance to rethink how your school or trust spends money, making smarter, more impactful choices. Yes, there’s a learning curve, but with the right tools like Compleat Software you can turn this legislative shake-up into a win for your budget and your pupils.

So, dig into those DfE resources, chat with your procurement team, and consider contacting Compleat. The act’s here to stay, and it’s time to make it work for you.