How to use the evaluation form and access the VLE Catalogue

There are five stages required to successfully engage in the Evaluation and Purchase process. All of the documentation and resources can be accessed by working through the stages below:


Stage 1: Register

Having made the strategic decision to develop or implement a Learning Platform, you should register your interest by completing the on-line form which can be found in the Catalogue section on this website.

By registering, your school will be able to take advantage of the benefits, support and resources made available by the SWGfL, your Local Authority and by Learning Environment Suppliers. You will also be able to access the Learning Environments catalogue where you can compare a range of solutions on a like for like basis.

There are useful links and documents supporting the strategic planning and implementation of Learning Platforms in the links sections which can be found on this website.


Stage 2: Establish your Requirements

Every school will have different requirements from a Learning Environment. The best way of stating your requirements is to produce a formal Statement of Requirements.

The SWGfL Evaluation Form which can be downloaded here will form the basis of your Statement of Requirements and will support you by outlining the key requirements and features within a Learning Platform, together with a results tab, which will help you to compile a short-list.

The 'Schools Guidance - Evaluation' document here contains important information about the short-listing process and should be read in conjunction with the Evaluation Form.


Stage 3: Short-list Suppliers

Having taken into account which suppliers most closely match your requirements, you will have a short-list which you can present to your local authority contact (see contacts section) for agreement.

There is a Statement tab within the SWGfL Evaluation Form where the short-listing criteria and comments can be recorded. This should then be submitted to your Local Authority contact.


Stage 4: Engage and Evaluate

You can now engage with short-listed suppliers and invite them to provide more information or to visit your school to make a presentation or give a demonstration. You can provide suppliers with a copy of the evaluation form so that they can understand your requirements. There is a Print tab on the spreadsheet and by printing this page, all scoring and short-listing information will be excluded.

Based on the responses and clarification you receive, you should be in a position to select a preferred bidder


Stage 5: Approve and Purchase

Having taken into account final responses from suppliers and selected a preferred bidder, you should inform your local authority contact (see contacts section) for agreement.

You will need to demonstrate Value for Money by showing that:

• You have matched which suppliers most closely meet your requirements
• You have taken account of the cost of short-listed Learning Platforms
• You have made a balanced decision and given reasons

It would not be sufficient for example to buy the cheapest Learning Platform if it does not match your requirements, or conversely to buy the more expensive of two solutions if they score equally.

By seeking agreement from your Local Authority, you will be able to demonstrate that correct procedures have been followed in accordance with EU procurement legislation and protect your school against a legal challenge in the future.

There is a Statement tab within the SWGfL Evaluation Form where you can outline the reasons for selecting your preferred supplier.

If you require further information or support, please get in touch with your Local Authority named contact whose details can be found in the contacts section, or by e-mailing enquiries@swgfl.org.uk