Official UK procurement notice
Fixed Asset Management System
Authority: Education Authority (Central government)
What is being bought
Published requirement descriptionThe Education Authority (hereafter referred to as EA) is inviting tenders for the purpose of establishing a contract for the provision of a replacement Fixed Asset Management System for a period of 4 years with the option of extending the contract by a further 24 months [It should be noted that the contract extension options may or may not be exercised.]
- The authority expects to re-tender this requirement around 5 Jan 2032, 23:59 GMT.
- No preliminary market engagement: Not Applicable
CPV: IT services: consulting, software development, Internet and support
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£800,000
- Value
- £800,000 exc. VAT · £960,000 inc. VAT
- Extensions
- Extend by any periods up to and including 24 months
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published — the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (5)
- AC1 Implementation Approach — 30%
- AC2 Post Implementation Support — 24.75%
- AC3 Exit Strategy — 9.75%
- AC5 Cost — 25%
- AC4 Social Value — 10.5%
Published award criteria (5)
- AC1 Implementation Approach — Suppliers must demonstrate how they plan to deliver an efficient and effective service within the requirements of the contract with specific reference to the following: • A dedicated service manager/single point of contact, named account handler to manage the contract who will have overall responsibility for the delivery and quality of their service, liaison and reporting on all operational and contractual issues including performance, complaints and problem resolution. • Conduct discovery and requirements validation workshops. • Review current fixed asset management processes. • Produce a solution design document. • Define configuration requirements. • Identify any gaps between business requirements and standard functionality. • Recommend best-practice approaches • Provide a detailed data migration plan • Management information and reporting systems must be in place on commencement of contract to ensure the delivery of a quality service, and these systems must be used to continuously improve service delivery. • Put systems in place to communicate with EA client to ensure the smooth running of the contract and enable issues to be dealt with in an effective manner. • Put procedures in place for escalation in the event that problems cannot be resolved at the operational level. • Put systems and procedures in place to manage problem resolution alongside the EA • Demonstrate compliance with security requirements • Assist with user provisioning • Provide training materials • Provide a comprehensive user training session • Provide a comprehensive administrator training session • Produce a cutover plan
- AC2 Post Implementation Support — The Supplier shall provide post-implementation support for a minimum period of three months following go-live. This shall include: • hypercare support, • Log, manage, and resolve incidents in accordance with agreed SLAs, • resolution of implementation defects, • Provide escalation procedures for critical issues, • Maintain compliance with relevant accounting standards where applicable, • user assistance, • monitoring of integrations, • knowledge transfer to BAU teams, • regular service review meetings. During this period, all implementation-related defects shall be resolved at no additional cost. Thereafter, the service shall transition to standard SaaS support under agreed service levels, including incident management, maintenance, security updates, backup, disaster recovery, and availability management.
- AC3 Exit Strategy — The Supplier shall maintain a documented Exit Management Plan and provide all Customer Data, metadata, audit records and associated documentation in an open, industry-standard format upon termination or expiry of the Contract. The Supplier shall provide reasonable assistance to support migration to an alternative solution and shall continue service provision during an agreed transition period. Following successful migration, the Supplier shall securely delete all Customer Data and provide written certification of deletion. Exit arrangements, timescales and any associated charges shall be clearly defined within the Contract.
- AC4 Social Value — The EA applies Social Value requirements in line with the Northern Ireland Executive's procurement policy (PPN 01/21). Suppliers must provide a written response that details how they will deliver the social value initiatives set out within their completed Social Value Delivery Plan. Suppliers must demonstrate how the proposed social value initiatives in the Social Value Delivery Plan will be integrated into the delivery of the Buyers contract. Responses should clearly explain how the proposed initiatives will be directly related to the contract. Responses should not include generic descriptions of organisational policies, existing practices or corporate social responsibility initiatives, without demonstrating how each will be applied to this contract. Your response should address the following: • Timescales for delivery of the social value requirements; • The resources, both internal and external, you will use to plan and deliver the social value requirements (e.g. details of suppliers in your supply chain on the contract); • The steps you will undertake to deliver the social value initiatives selected within your completed Social Value Delivery Plan, which are directly related to the Buyer’s contract; • How you will engage with key stakeholders (e.g. the Buyers, social value beneficiaries, organisations within the voluntary, community and social enterprise sector etc.); and, • How you will monitor and report on the delivery of the social value requirements and address any performance issues.
- AC5 Cost — The supplier shall provide a comprehensive pricing proposal covering all costs associated with the supply, implementation, hosting, support, maintenance and operation of the SaaS-based Fixed Asset Register solution. Pricing shall be fully inclusive and transparent, enabling the EA to determine the total cost of ownership over the contract period, including any optional extension periods. The pricing submission shall include implementation services, project management, data migration, training, annual subscription fees, hosting, support and maintenance, system upgrades, integration services, and exit arrangements. Any assumptions, exclusions, dependencies or additional charges shall be clearly identified.
No conditions of participation were published on the notice; check the tender documents.
- Price carries 25 of 100 points — a 10% discount moves about 2.5 points. The method statement decides this lot, not the discount.
- Turnover usually expected at this size: about £399,726 (twice the annual value).
Price arithmetic assumes straight proportional scoring — the tender pack may use another formula. Turnover is an indicative market norm (≈2× annual value), not a published condition.
Competition analysis · published record, not a forecast of who will bid
How Education Authority buys IT services: consulting, software, internet (CPV 72) — and who usually turns up
Education Authority’s own published record, next to the published market for the same work. Frameworks and DPS are kept out: they attract a different number of bids. Whole-market view: IT services: consulting, software, internet (CPV 72) →
How the contest usually goes
Winner shares use published awards; bid and price charts use contested lots.
i
How often small and medium firms win.
Share of awards where the winner’s size is known.
The counts under this question show how many awards have a known supplier size.
No small-firm winners recorded among this authority’s published awards in this sample.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Here, local means registered in Northern Ireland.
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners are registered outside Northern Ireland.
i
How long buyers here take to decide after bids close.
Middle value in days from the deadline to the first award notice, on competitions that published both dates.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards were announced within 42 days of the bid deadline.
i
How often work is awarded with no recorded rival.
Direct awards and tenders where every published lot count shows one bid.
Both shares are minimums: some awards have no bid count.
Thin markets produce this too; it is not proof of a tailored specification.
Direct awards or one recorded bid are common here. Check the route before spending time on a bid.
How many bids did past lots attract?
i
How many bids past lots received.
Each colour is a bid-count range. Only competed lots with a published count are included.
Past bids do not predict this tender.
1 bid29% / 26%
2–329% / 38%
4–639% / 21%
7+3% / 15%
How did awards compare with estimates?
i
Where winning prices landed against estimates.
Each colour shows awards below, close to or above the published estimate, one lot at a time.
Past prices are a guide, not a bid price.
Below estimate25% / 28%
Within ±2%64% / 58%
Above estimate11% / 14%
Assess each lot i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
Open a lot for its forecast, this buyer’s previous supplier and possible competitors — from published award history, not a bid list
Lot #1Published estimate£800k
i
How many bids this lot may attract.
The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.
Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative.
A forecast, not a list of bidders.
1 bid20%
2–337%
4–636%
7+7%
i
Where the winning price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
Based on 86 comparable awards. Each lot reflects its own category; forecasts for different lots of the same notice are not comparative.
A guide, not a price to bid.
Middle 50%£687k–£800k
Estimate£800k
Who has supplied this buyer on similar work? i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
| Supplier | This buyer’s earlier contract | Lot | Award value | Match |
|---|---|---|---|---|
| Atamis LtdEarlier contract | Contract Management and Supplier Relationship Management Systemnotice published Mar 2026 | Contract Management And Supplier Relationship Management System | £411k | 59% match |
| Fujitsu Services LtdWorked for this buyer | EA Integrated Financial Management Information System Inc. HR/Payroll (Formerly the iFS Project / now known as the EA One Project)notice published Aug 2026 | — | — | 84% match |
| BT48.COM LTDWorked for this buyer | ICT-24-009 - Provision of Web Hosting, Maintenance, Support and Development Services for EA Corporate Website, Microsites and Sub Domainsnotice published Oct 2024 | — | — | 82% match |
| Furlong Business Solutions LinitedWorked for this buyer | Financial Management Solution and School Fees Management Solution for Voluntary Grammar and Grant Maintained Integrated Schoolruns to Jun 2031 | — | £4.9m | 76% match |
Who could compete for this lot? i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
| Supplier | Won in this category | Live contracts | Award vs estimate |
|---|---|---|---|
Atamis LtdSME | £2.5m13 awards in 36m · last 1 months ago | 6 live · £9.3m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | 9% below n=2 |
Fujitsu Services LtdLarge | £1.8bn46 awards in 36m · last 2 months ago | 1 live · £29m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | 21% below n=4 |
| £161m113 awards in 36m · last this month | 40 live · £28m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | 22% below n=2 | |
MRI Software LimitedLarge | £21m62 awards in 36m · last this month | 33 live · £10.0m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | 33% above n=1 |
| £4.9m2 awards in 36m · last 4 months ago | 2 live · £4.9m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | 25% above n=1 |
Coverage and what to read with care
- Each figure explains itself. The on a figure says what it is, how it is counted and which scope this notice’s own record came from (class, division, all categories, or the authority’s 24-month row). The two sides are never blended. A lot’s own market is read at its delivery region where the lot names one; where it names several, or none that can be resolved, the chart falls back to the UK-wide record for the same category and says so under the bar. An empty cell means the source published nothing usable. Long form: Methodology.
- When we call out a difference. A buyer figure is only flagged against the market when the sample is large enough that the gap is unlikely to be chance; at most two callouts appear, always phrased as a comparison with both numbers and the sample size.
- Coverage (re-measured 5 Oct on the live record, 94,497 awarded procedures of the last three years). 51 % publish a bid count and 72 % a delivery region, so the market column reads the authority’s registered region when the notice names none, labelled. Of the 17,687 award-vs-estimate pairs, 34 % sit exactly on the estimate — the buyer published the award at the figure it advertised. n is on every figure; a thin sample is muted, never hidden, and a distribution is not drawn as percentages below ten observations.
- “Match”, text similarity, the expected-bid figure and the distribution drawn beneath it are model outputs, not published facts or win probabilities. Find a Tender does not publish who is bidding. Never shown: contact details, payment behaviour, or a recommended price.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Open for tender
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 5 Jan 2032
- First published
- 12 Oct 2026, 16:10 BST
- Last source update
- 12 Oct 2026, 16:10 BST
- Award evaluation window
- Submission end — 11 Dec 2026
- Authority reference
ICT-26-005- FTS notice number
2026/S 000-096242- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0785ecFind a Tender
How to participate & submission route
Official notice Submit via eTendersNI- Requests to participate (first stage)
- —
- Tender submission deadline
- 9 Nov 2026, 15:00 GMT
- Clarification deadline
- 2 Nov 2026, 15:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
5 published dates · Europe/London- Tender notice published1 day ago12 Oct 2026, 16:10 BST
- Clarification questions byin 20 days2 Nov 2026, 15:00 GMT
- Submission deadlinein 27 days9 Nov 2026, 15:00 GMT
- Award decision expected byin 60 days11 Dec 2026, 23:59 GMT
- Contract startsin 90 days11 Jan 2027
Commercial outcome & contract awards
Nothing awarded yet- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Notice history
2 events · 1 release on Find a Tender · since 12 Oct 2026- Tender notice published12 Oct 2026, 16:10 BSTUK4
- First tender notice published12 Oct 2026, 16:10 BST
Contracting authority & participating public bodies
Official documents & specifications (1)
Official links; attachments are not copiedNotices published for this procedure
- Tender notice Tender notice on Find a Tender