East Durham College - Approved Supplier Procedure

PROCEDURE TITLE: Approved Supplier Procedure
DOCUMENT NUMBER: 9.1.7
PROCEDURE GROUP: Commissioning
AUTHOR / REVISOR / OWNER: Jackie Lanagan
DATE OF CURRENT VERSION: July 2025
REVIEW DATE: July 2026
IMPACT ASSESSED: Yes
APPROVED BY: Board of Governors
DATES: 03/07/2025

This procedure applies to all parties wishing to work under sub-contract arrangements with the college using funds supplied by North East Combined Authority (NECA) ASF Funding & Performance Management Rules 25/26.

The purpose of this procedure is to ensure that all potential sub-contractors are selected fairly according to the requirements of the North East Combined Authority (NECA). 

East Durham College ‘the college’ has an approved supplier process to identify and select potential sub-contractors. 

Lead Provider - a college, training organisation or employer that has a direct contractual relationship with ESFA or devolved authority. (EDC) 

Sub-contractor - a subcontractor is a separate legal entity or an individual that has an agreement (called a subcontract) with a lead provider to deliver any element of the education and training using the ESFA or devolved authority funds. 

In order to contract with East Durham College, the following procedure must be fully applied before any work is commenced with third parties. 

The college is dedicated to achieving excellence in every aspect of our work. We continually strive to build and sustain strong partnerships that enhance student outcomes. We prioritize delivering high-quality programs that meet the needs of students, local communities, regional economic goals, and government priorities. To support this, we are focused on expanding and diversifying our course offerings to attract new and specialized audiences, increase participation, and address emerging demands. As part of this approach, we are committed to fostering collaborative, mutually beneficial relationships with reputable, low-risk subcontractors to ensure the highest standards in education and training. 

The college does not fund organisations defined as high risk through the college’s due diligence activity 

Our subcontracted provision directly aligns with our strategic goals. 

In line with our Strategic Plan – specifically strategic objectives 1, 2, 4 and 5 – our intent for subcontracting is to: 

1. Meet the current and future skills needs and demands of the region’s key economic sectors and labour market. 

2. Grow market share through long term, sustainable, two way, mutually beneficial partnerships with low risk, outstanding supply chain partners 

3. Enable the College to respond quickly to changing demands, through a flexible, agile supply chain. 

Priorities for Sub Contracting  

1. 19+ employment routeways which support adults into work and is responsive to employer demand

2. 19+ provision to upskill the workforce/employed adults 

3. Provision which is in Advanced Manufacturing or Construction  

4. Provision which is delivered within the Northeast Combined Authority region  

1. Any organisations wishing to work in partnership with EDC must be signposted to Jackie Lanagan –Assistant Principal Curriculum and Partnerships. 

2. In line with Public Contracts legislation 2015, the college will undertake a procurement exercise where contracts are over the threshold amount inclusive of VAT.  Where this is not the case, potential sub-contractors will be issued with an application pack to complete to be considered for the approved supplier list.  

3. Applications will be considered within a given submission window each academic year. 

The following aspects are covered within the Application to Join the Approved Supplier List: 

• The college requires the full name, UKPRN, and postcode of the legal entity, delivering the subcontract, the names of all Directors of the Company, and a declaration regarding conflicts of interest.  East Durham College will require a Statement of Additionality to confirm that without this funding the courses could not run. 

• Potential Sub-Contractors are to supply the college with background information on the organisation, including organisation chart, programmes offered with evidence of accreditation for the relevant qualifications, and most recent external verifiers report and assurance that learners will be recruited and delivered to the local area.   

• The college will require evidence of sound financial health in the form of the last three years audited accounts and a financial credit check that shows organisations have an above-average rating. 

• The college will require a copy of the Certificate of Employers’ Liability Insurance and any other Insurance Policies where training will be taking place on their premises under this subcontract. 

• East Durham College will require a copy of numerous procedures and policies including safeguarding (inc. Prevent), Equality and Diversity, Data Protection (inc. GDPR) Safeguarding, and Sustainability. 

• The college will require a copy of the Health and Safety Policy and evidence of adequate Health and Safety procedures in place within the training organisations and the employer's premises if they are to be used under the subcontract.  This will be confirmed during the monitoring visits.   

• The college will require a declaration of all reportable injuries, diseases, and dangerous occurrences covered by RIDDOR over the last 3 years. 

• The college requires knowledge of all other contracts held with the ESFA or devolved authorities of the same.  

• The college also requests details of any terminated contracts and the reasons for termination. 

• The college requires evidence of compliance with legislation on employment including the use of volunteers. 

• The college requires evidence of compliance with legislation on immigration and compliance with the Modern Slavery Act. 

• The college requires evidence of compliance with data protection legislation and data collection processes and keeping of records. 

4. All completed applications are to be sent to Jackie Lanagan for consideration. Scores for each section of the application will be completed and will be aggregated to determine whether an application is to progress to approval.  All applications are rated in terms of risk and any application rated ‘Red’ will not be put forward for further scrutiny.  The College Leadership Group will make the final decision as to whether an organisation is added to the Approved Supplier List. The Board of Governors and Accounting Officer will ensure that the final list of Sub-Contractors will enable the College to meet its strategic aims. They will also ensure that Subcontractors are of high quality and low risk. 

5. We will comply with current and relevant procurement regulations; this means we will comply with the Public Contracts Regulations 2015 (“the 2015 Regulations”). We will select our subcontractor(s) fairly, transparently, and without discrimination and ensure that potential subcontractors have sufficient capacity, quality, and business standing to deliver the provision that is being subcontracted. 

6. All potential sub-contractors will receive feedback on their application. 

7. Approval is granted for a period of up to one year.  This may be longer in relation to Apprenticeships; however, all contracts will be renewed each academic year. 

8. Inclusion to the Approved Supplier List does not guarantee sub-contract work. In some cases where there are a number of approved suppliers, it may be necessary to complete a tendering process with Approved Suppliers. 

9. Following successful tendering/ contract negotiations, business contracts will be drawn up. Until these documents are signed by both parties, no training can commence. 

10. An online file will be set up for each sub-contractor, which will contain all supporting documents used in the application process as well as specific details regarding the delivery of the contract e.g. quality monitoring reports, contract monitoring reports, etc. 

11. Sub-contractors will not automatically be invited to reapply for the Approved Supplier List for the forthcoming academic year. 

12. The Approved Supplier List will commence in August for each academic year, although new applications may be submitted for consideration at the request of the College.  

13. Sub-contractors may be awarded contracts at other points within the academic year. 

Termination of a Contract or Failure of a Sub-contractor 

14. As stated in the contract, the college may terminate a contract at any point and for any reason, including if areas of concern identified by our quality processes are not rectified to our satisfaction or funding is removed by a funder.  A contract will also be deemed as terminated if a sub-contractor ceases to trade for whatever reason.  The sub-contractor contact, as named in the contract, would be informed verbally by the Vice Principal Curriculum and Performance, followed by an e-mail the same day.  If a sub-contractor is aware that they are unable to complete a contract for any reason, they must also inform the Vice Principal as soon as possible so that arrangements can be made for the continuation of provision. 

If either of these situations arises the following process will take place led by the Contract Manager as stated in the Contract Management Plan: 

14i The college would immediately take responsibility for the delivery of programmes by its staff.  As the college sub-contracts in similar subject areas in which it already has a level of expertise, and in geographical areas close to our main campuses, this would enable us to commence teaching at short notice.  The venue for the teaching and the staff used would depend upon the reason for the contract termination and the time of year.   Under the guidance of the contract manager, the Curriculum Director responsible for the subject area would take responsibility for arranging cover, rooming, and resources and would aim to have an interim arrangement in place in no longer than five working days.   

14ii The Vice Principal Curriculum and Performance would inform the relevant funder within two working days of the decision being made and a letter of termination copied to the sub-contractor.  In the same timescale, a letter would also be sent to each learner on the programme and, in the case of apprenticeships, to employers, stating interim arrangements and giving key contact details for queries.  The college already holds this information as learners are enrolled in our MIS system. 

14iii Where learners are registered with the awarding organisation through a sub-contractor, the Curriculum Director would make contact with the relevant organisation to start the process of transfer where appropriate. 

14iv All payments to the sub-contractor would cease immediately. 

14v Once arrangements for learners were in place to continue provision, a meeting would be held with the sub-contractor, within 15 working days of the original decision, to consider the future relationship. 

14vi Within 10 working days following this meeting, the sub-contractor will have the right to appeal the decision and should do so in writing to the Principal. 

Application for Approved Supplier List 

Pre-Contract Information Sheet 

Supply chain fees and charges policy 

ESFA Subcontracting Standard 

North East Combined Authority ASF Funding & Performance Management Rules 25/26 

This document is issued and controlled by Quality & Standards and may only be modified by the designated group after proposed modifications have been accepted by the College Management Group. The latest version of the policy will be maintained on the College Extranet.

Please feedback to Quality & Standards any constructive suggestions on how any aspect of the policy may be clarified or improved.