Establish what ends, and when

Read the supply agreement, latest bills and the TPI agreement. Confirm the legal customer, each supply point, expiry dates, notice requirements and the consequences of doing nothing. A supply contract and an adviser agreement can have different notice periods. Ask for written confirmation of status, outstanding balances and any termination acknowledgement.

A business contract does not automatically have domestic cooling-off rights. Avoid verbal acceptance or clicking through an offer before the authorised approver has understood the terms. Do not assume an unsigned paper means no contract can exist; obtain advice if a disputed acceptance has already occurred.

Bring the right people together

• Name the person authorised to decide, the procurement lead and the implementation owner.
• Ask the current supplier for the available renewal or interim options in writing, including total cost and exit rules.
• For trusts, establish the DfE-approved comparison and required alternative-deal evidence; for maintained schools, check the LA scheme and support route.
• Confirm meter data, annual demand, debt status and whether existing service or agent contracts affect transfer.
• Ask an appropriately qualified procurement adviser which procedure is available. A short quotation deadline is not, by itself, a statutory direct-award justification.

Use a short bridge only when it is justified

A shorter arrangement can sometimes provide time to complete a better-planned exercise. Its availability, price and legal route need checking. Compare the complete cost of the bridge, its exit arrangements and the next procurement timetable. Do not split a reasonably foreseeable requirement into short contracts merely to avoid procurement rules.

Deemed, out-of-contract and rollover arrangements are not interchangeable. Establish the actual status and applicable rights with the supplier. Prioritise moving to a considered agreement through the appropriate process, while keeping a clear record of why the chosen action protects the school.

Prevent the next emergency

Record supplier and TPI notice dates, a named renewal owner and reminders shared with another colleague. DfE recommends trusts start future planning and benchmarking at least 12 months before expiry. Keep that ownership current when staff change.