Decision details

To seek approval for school improvement services to be commissioned on a further three year contract from Learn Sheffield with effect from 1^st September 2018.

That the Cabinet Member:

(i) approves the extension of the current contract for the provision of school commissioning services with Learn Sheffield for up to 2 months from its current end date of 31 August 2018 to 31 October 2018 (the latest);

      (ii) approves the commission of school improvement services to Learn    Sheffield on a new three-year contract with effect from 1 November 2018 on the basis set out in the report; and

    (iii)  delegates authority to the Director of Business Strategy (or the equivalent grade officer) in consultation with the Director of Commissioning, Inclusion and Learning, the Director of Finance and Commercial Services and the Director of Legal and Governance,

a.    to decide the procurement strategy for and the award of the new contract;

b.    to enter into negotiations with Learn Sheffield and agree the terms of the new contract;  and

c.    to take all other necessary steps not covered by existing delegations to achieve the outcomes outlined in the report.

Learn Sheffield to continue delivering the services

The recommended option is for school improvement services to remain with Learn Sheffield on a commission basis for a further period of three years. The reason for this recommendation is on the basis that:

-       Sheffield City Council (SCC) will retain control of the services being managed by Learn Sheffield.

-       SCC can help shape the service as it continues to evolve, sharing knowledge and best practice.

-       Performance Indicators will be used to measure the service performance, SCC will ensure there are triggers in place to manage any issues effectively.

-       Learn Sheffield is a school focused organisation and has already successfully demonstrated its ability to deliver school improvement services.

-       Learn Sheffield continues to develop and maintain strong relationships with schools in Sheffield, given the Local Authority’s role in education delivery is reducing; this ensures a centralised city approach and builds on the good work already undertaken.

Option 1 – SCC to extend the existing contract with Learn Sheffield for no more than 12 months and then to decide the arrangement

According to the terms of the existing contract, SCC is entitled to request an extension of the contract for no more than 12 months.   This is a possible option if Cabinet Member wishes to have more time to consider and decide the arrangement for the school improvement service. 

However, this option is not recommended as the Council is keen to implement a new contract which sets down clearer performance monitoring (than the existing contract) and includes clear objectives.

Option 2 - SCC to elect to bring the service back in house

This option is not recommended as:

• SCC is not equipped financially to bring the service back in house. The Local Authority’s role in Education is diminishing and as such it should be progressively working with third parties to identify new opportunities for the management and delivery of services.   

• Also, SCC transferred the staff of its in-house school improvement service to Learn Sheffield in 2015 under a TUPE transfer.  The costs for transferring any and all existing staff of Learn Sheffield involved in school improvement services back to SCC would be high and this is not a cost effective option.

• Learn Sheffield has now established a subscription based funding model which means SCC will contribute less than 40% to the overall running costs. This basis will form part of the new commission.

Option 3 – SCC to offer the service on the open market

Unless the performance of Learn Sheffield is poor, this option is not recommended as

• Learn Sheffield is a “Teckal” company so SCC may award contracts directly to Learn Sheffield without going through the normal procurement process ( see paragraph 4.3.5 of the report). This will help minimise the relevant administrative time and costs in SCC; and

• the tendering process will take time and it may not be cost-effective given Learn Sheffield is able to continue delivering the service subject to the Cabinet Member’s approval.