Can schools get China equipment quotes without tender?
Yes, where your school's purchasing policy and the appropriate buying route allow it. The statutory school exception for below-threshold procurement does not override your own purchasing rules or DfE guidance for high-value purchases. Cambridge China Bridge can prepare a quotation for your school's chosen process.
Start with your school's purchasing policy
DfE says to follow your school's procurement rules, available from the school or local authority. Establish who is buying, who may contact suppliers and who can approve the purchase before requesting quotations. This guide concerns the DfE buying routes for schools in England.
Ask your finance lead to record the proposed route, the applicable policy provisions and the approval needed. Separate a request for budget information from a competitive quotation exercise, so suppliers understand whether you are researching costs or selecting a supplier.
Choose the DfE route before approaching suppliers
Check whether a suitable framework agreement is available. DfE explains that each framework specifies how to choose a supplier and place an order. Follow that framework's process rather than treating an independently obtained factory quote as a framework purchase.
For low or medium value purchases, DfE describes obtaining at least 3 supplier quotations. Where a framework cannot meet the need and the purchase is high value, DfE directs schools to advertise and run a buying process below the public procurement threshold. Above the applicable threshold, its guidance points to a compliant procurement process. Your school's policy determines its value categories.
Understand the below-threshold school exception
Cabinet Office guidance states that schools remain exempt from below-threshold regulation. This is the statutory school exception, separate from DfE's recommended buying routes and your school's purchasing policy. It does not give permission to disregard a policy that requires competition.
The same guidance says obligations elsewhere in the Act relating to procurement still apply. Ask your procurement adviser to confirm the actual contracting body and applicable threshold, particularly where a trust or local authority is placing the order. Do not assume that equipment intended for a school automatically establishes the exception.
Request comparable equipment quotations
DfE advises estimating the total contract cost across its lifetime when choosing a buying process. For imported equipment, prepare a comparison covering equipment, VAT, delivery, installation, maintenance and running costs. Ask each supplier to identify exclusions and the party responsible for installation, repairs and replacement parts.
Send the same equipment specification, delivery requirements and assessment criteria to each bidder. Use writing a product specification for the technical brief and comparing Chinese supplier quotes for the commercial comparison. Ask whether the quotation is from a factory, a reseller or a sourcing service, and who would sign the supply contract.
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Keep the purchasing decision reviewable
Keep the policy check, route decision, specification, quotations, comparison and approval together. Record why the selected offer meets the school's needs, including support and delivery responsibilities. Use the school and charity sourcing approval pack to organise the wider sourcing proposal.
Cambridge China Bridge is a UK company with its own staff in China. Give us the school-approved specification and quotation instructions so we can prepare an offer for that process. Ask us to identify the proposed supplier, equipment, delivery scope and supporting documents; the school retains responsibility for choosing and approving its purchasing route.
Frequently asked questions
Can a school get quotes without a public tender?
Yes, where its purchasing policy and buying route allow it. DfE describes supplier quotations for low or medium value purchases. Its high-value route can still require an advertised buying process below the statutory threshold.
How many equipment quotes should a school get?
DfE's low or medium value quotation route calls for at least 3 supplier quotes. Check the school's purchasing policy and confirm that this route fits the purchase before contacting suppliers.
Does the school exception override our purchasing policy?
No. Cabinet Office guidance confirms the below-threshold school exception, while DfE says to follow the school's procurement rules. Obtain a recorded route decision before treating quotations as sufficient.
Can a China equipment quote be used for budget planning?
Ask for an indicative quotation clearly labelled for budget planning. Specify equipment, delivery, installation and support, and list exclusions. Keep the later supplier selection and approval process clear.