Case Study: John Ball Primary’s Success with Supported Self-Serve Procurement

Client:

John Ball Primary School

Overview:

John Ball Primary School partnered with Education Buying to manage their catering tender using the Dynamic Purchasing System (DPS) and Supported Self-Serve service. This collaboration aimed to simplify the tendering process and ensure a compliant, cost-effective and high-quality catering contract.

Objective:

The school’s primary goal was to secure a catering provider through a process that was easy to navigate, minimising administrative burden while maintaining control over supplier selection.

The Challenge

Complexity and Lack of Support

Prior to working with Education Buying, the School Business Manager had encountered numerous difficulties with other tender frameworks. Most required using complicated online platforms that were neither intuitive nor user-friendly. The responsibility of managing document uploads, supplier communications and the overall understanding of the tendering process was left solely to the SBM.

Infrequency and cost

Additionally, due to the infrequent nature of tendering—typically occurring once every three years with options to extend—the SBM found it challenging to stay familiar with procurement best practices. While outsourcing was considered, the high costs made it an impractical solution.

Our Solutions

Solutions Provided by Education Buying

Education Buying changed the tendering experience for John Ball Primary School by offering dedicated support throughout the process. Their guidance made it the smoothest and least stressful tender the SBM had ever completed. Key benefits included: • A Supported Self-Serve model, allowing the SBM to retain control while benefiting from expert guidance. • A DPS that enabled local suppliers to join at any time before the tender went live, ensuring a broader and more competitive supplier pool. • A simplified, user-friendly system that removed the complexity of traditional tendering platforms.

The Results

The collaboration led to several measurable benefits, including:

A streamlined and stress-free tendering process.
Reduced administrative burden for the SBM.
Greater flexibility in supplier selection, with the ability to include local providers.
Compliance with procurement regulations without the high costs associated with outsourcing.

The Impact & Benefits

By using Education Buying’s DPS and Supported Self-Serve service, the SBM experienced a more efficient procurement process. They reported increased confidence in managing tenders, reduced stress and significant time savings. Staff members appreciated the structured yet flexible approach, ensuring a compliant and competitive catering contract without unnecessary complications.

John Ball Primary School’s successful catering tender process with Education Buying showcases the value of expert procurement support. By using the DPS and Supported Self-Serve service, the school achieved a compliant, efficient and cost-effective outcome while maintaining full control over the process. This case study highlights how Education Buying simplifies procurement for schools, making tendering accessible and stress-free. For more information on our supported self-serve when using our procurement solutions, click here.

Sipho Mabaso

Assistant Headteacher Finance, Premises & Resources, Trinity Church of England School, who supported John Ball Primary School

“I've worked with various tender frameworks, most of which involved navigating complex, unintuitive platforms. I had to manage document uploads, supplier communication, and the entire process alone. As a School Business Manager, tendering is infrequent, and many schools choose to outsource it—but high fees have always put me off. Education Buying completely transformed my experience! Their dedicated support made the process smooth and stress-free. While there are still documents to review, you're never left to handle them alone. Their DPS is another highlight, allowing local providers to join any time before the tender goes live—unlike other frameworks with limited annual windows. I highly recommend Education Buying for a supportive and stress-free tendering experience.”

Case studies from other Schools and MATs we've worked with

John Ball Primary School

St Bartholomew’s CE Multi Academy Trust

Contact details

2buy2.com

The Gate
Keppoch Street
Roath
Cardiff, CF24 3JW

Tel: 0330 9125 039
Email: help@educationbuying.com

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