ICT and computer hardware
Source: gov.uk (2025-02-25)

Find the right way to buy ICT or computer hardware for your school.

The Microsoft Shape the Future initiative provides discounted Windows products and licenses for eligible schools. Check if your school is eligible at Shape the Future Program (microsoft.com) (https://www.microsoft.com/en-gb/education/products/windows/shapethefuture.aspx).

See where to get help with buying for schools (https://www.gov.uk/guidance/get-help-buying-for-schools) if you need it.

More information on using technology in education (https://www.gov.uk/government/collections/using-technology-in-education) is available.

Plan before you buy

Many aspects of information and communication technology (ICT) are interlinked so it’s important not to buy ICT equipment, like hardware, software, broadband, in isolation.

What you buy should always be aligned with your school’s ICT needs.

Assess your school’s needs

You should only buy hardware which will improve teaching and learning in your school. You can assess your needs by talking to:
- pupils, parents, staff, governors and trustees
- school hubs
- public sector buying organisations (PSBO)
- other schools in your local area
Avoid last-minute purchases

Buying last minute means what you buy could be:
- more expensive
- unsuitable for what your school needs
- incompatible with your current hardware
- quickly obsolete
Assess what you currently have

Repurposing

Before you buy new hardware, you may want to consider refurbishing expensive items that you already have.

You do not always need the latest or most expensive equipment. You may get better value-for-money and achieve the same outcomes if you use what you already have.

Compatibility with your existing infrastructure

Before you buy new hardware, make sure it’s compatible with your current IT infrastructure. It may be more expensive to update hardware later.

You should confirm whether your:

hardware needs to be installed or configured

software needs to be installed on the hardware before use

The technology you choose must:
- meet your school’s ICT needs
- integrate with existing teaching, learning and administration systems
Example If you buy Apple laptops and your school already has Windows laptops, they will not be directly compatible.

Find the right way to buy

You have 2 options:
- find and use a framework
- run your own procurement
Use a framework

Buying from a framework can be quicker and easier than getting your own bids or quotes because the agreements:
- have already been through a full competitive tender process
- have been quality checked
- are checked to make sure they comply with the law
- may have draft specifications and help available
The Department of Education (DfE) reviews a range of frameworks. These are assessed for compliance with procurement regulations, ease of use, suitability and value for money.

Find a DfE approved framework for your school (https://www.gov.uk/guidance/find-a-dfe-approved-framework-for-your-school).

Run your own procurement

You can run your own procurement for:
- lower-value tenders
- high-value and over-threshold tenders
Lower-value tenders

This is where you meet your IT needs by:
- researching the relevant market
- getting at least 3 quotes from suppliers
Over-threshold tenders

You must follow this process if you’re buying something over the public procurement threshold (https://www.legislation.gov.uk/ukpga/2023/54/schedule/1).

This is where you make compliant purchases by:
- advertising your contract
- running your own competitive tender process between suppliers
Disposal of hardware

You should dispose of hardware safely. This means cleansing all data from the hardware.

If you’re not sure how to cleanse hardware, you should get professional advice.

When you need to dispose of hardware, you may want to consider:
- recycling schemes
- donating to a charity
- selling the items
- supplier collection and disposal
If you’re unsure about how to recycle hardware, you should contact your local council (https://www.gov.uk/find-local-council).

Security

Some ICT hardware is a target for thieves. You should regularly review your school’s security by:
- making pupils and staff aware of your security policies
- creating awareness notices about theft and ICT security
More information on cyber security and data protection can be found on the Cyber Aware (https://www.cyberaware.gov.uk) website.

After sales services

Consider what after sales services your ICT provider can offer you.

After sales services could include:

customer support – including dedicated repair and maintenance teams

24-hour helpline support

warranties for physical hardware

a fully managed service

training for new equipment and software

installation of new equipment

The Procurement Act 2023

Under the Procurement Act 2023 you will need to understand your obligations with regards to contract management and the publishing of appropriate notices.

The section Get training on the Procurement Act 2023 (https://www.gov.uk/guidance/buying-for-schools-things-to-consider-before-you-start/get-training-on-the-procurement-act-2023) has information on how to:
- get free, approved DfE training on the Procurement Act 2023
- register on the central digital platform
Find out more from the update for schools and trusts on Procurement Act 2023 (https://buyingforschools.blog.gov.uk/2024/11/19/update-for-schools-and-trusts-on-procurement-act-2023-are-you-ready/).