Procurement Frameworks.

The CCS buyers’ guide was last updated in October 2024 for G-Cloud 14. This update reflects the key changes for procuring through Lot 2 – Cloud Software, the relevant category for school MIS and finance systems.

Before you start

Before you start your search for cloud services you should:

• • write a list of requirements (these requirements will help you decide which category, keywords and filters to use)
  • start an audit trail

Keep an audit trail

An audit trail is a record of what you do when you buy cloud services. You must be able to show that your assessment of services was fair and transparent.

Follow the step-by-step guide to buying to download a copy of:

• • the category, keywords and filters you used
  • the services you found
  • the date you exported your results

You should add this information to your audit trail. You must also keep your own record of your communications with suppliers, including any early market engagement, clarification questions, emails and meetings.

How to buy: a step-by-step guide

When you have written your requirements, use the Contract Award Service (CAS) to search for cloud services, save details of your search and download a copy of your results.

After you have assessed the services you found, declare the outcome of your search in CAS.

1. 1. Save a search
   2. Export your results
   3. Start assessing services
   4. Award a contract

Submit a Customer Benefits Record

Save a search

Use CAS to search for cloud services that meet your needs.

Choose a category
If you are looking for a school MIS or school finance system then you will need to choose:

• • Lot 2: Cloud Software
  • School accounting
  • School administration
  • Student management

Keywords

Try using different search terms to make sure you get the most complete set of results possible. For example, try searching for both ‘MIS’ and ‘Management Information System’.

• • Use double quotes to search for exact phrases, e.g. “Management Information System”.
  • Use a plus sign to include must-have words, e.g. +MIS +Teachers +Parents.
  • Use a minus sign to exclude words, e.g. -training. This should only be used cautiously to refine large result sets.

Filters

Filters allow you to refine results by features such as deployment model, support methods, or data storage location. Choose filters based on your requirements.

If you have too many results you must refine them using filters. Save your search again to record any changes. CAS will only keep the most recent category, keywords and filters you used.

Export your results

Export your search results to keep a record of the services you have found.

You cannot edit your search again after exporting your results, so only complete this step when you are ready to start assessing services.

Exports will include:

• • service names, descriptions and prices
  • links to detailed service description pages
  • supplier names and contact details

These files can be downloaded in spreadsheet or CSV format and must be added to your audit trail.

Start assessing services

Follow the CCS guidance for assessing services. Choose the service that best meets your requirements and budget.

You must not hold a competition to decide the winner. You can only contact suppliers to ask clarification questions, not to negotiate.

Award a contract

The buyer and supplier must both sign a copy of the CCS call-off contract before the service can be used.

Contract length

Under G-Cloud 14, the maximum length of a contract under Lot 2 is 36 months, with an optional 12-month extension.

Terms and conditions

If there is any contradiction between the call-off contract terms and the framework terms, the framework terms will take precedence. Prices and conditions are set under the framework agreement.

Publish the contract on Contracts Finder

You must publish details of all completed contracts on Contracts Finder if the value is over £25,000.

Tell CAS the outcome

Whether or not you award a contract, CAS will prompt you to record the outcome. This information is shared with CCS to help improve the service.

Submit a Customer Benefits Record

Every time you award a contract you must submit a Customer Benefits Record. CCS will contact you if there are any issues with the supplier. The information you provide will not be published.

How to asses services

Before you assess the services you have found, you should read:

• • buying fairly
  • reviewing service descriptions
  • what to do if you have a question for suppliers
  • choosing the winning service

Buying fairly

You must assess all services in your search results, fairly and transparently. You must not:

• • combine multiple separate searches to create a shortlist
  • run a competition or mini-tender
  • ask suppliers to submit bids or proposals
  • exclude services unfairly without linking back to your requirements

You can ask clarification questions, but you cannot negotiate.

Reviewing service descriptions

Assessments must be based on the supplier’s published documentation:

• • terms and conditions
  • pricing documents
  • service definition

Pricing is normally volume-based (for example, pupil numbers by school type), so always review the supplier’s pricing file to calculate the actual cost, and it is goods practice to seek conformation from the supplier on the pricing.

What to do if you have a question for the suppliers

You may ask suppliers to explain their published documents, but you cannot ask questions about anything not included in their service description. Always record any conversations.

Choosing the winning service

Consider:

• • whole life cost – price, cost effectiveness, and running costs
  • technical merit and functional fit – e.g. MIS coverage, performance, security
  • after-sales service management – helpdesk, account management, continuity of supply
  • non-functional features – scalability, onboarding/offboarding, reliability, data location

Your final decision should be based on best overall fit.

Extending your G-Cloud contract

Contracts awarded under G-Cloud 14 Lot 2 last up to 36 months and may be extended by 12 months. A new search must be started if you require services beyond this maximum term.