✓Tender information last checkedLast checked 12 Oct 2026, 17:42.
Opportunity overview
The 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.]
Classification
CPV72000000 — IT services: consulting, software development, Internet and support
Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.
Scope, procedure and submissions
Id
ICT-26-005
Status
active
Procurement Method
open
Procurement Method Details
Open procedure
Main Procurement Category
services
Above Threshold
Yes
How to submit
Tender must be submitted electronically via the following; https://etendersni.gov.uk
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
Numbers
Entry 1
Number
30
Weight
percentageExact
Criterion 2
Type
quality
Name
AC2 Post Implementation Support
Description
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.
Numbers
Entry 1
Number
24.75
Weight
percentageExact
Criterion 3
Type
quality
Name
AC3 Exit Strategy
Description
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.
Numbers
Entry 1
Number
9.75
Weight
percentageExact
Criterion 4
Type
quality
Name
AC4 Social Value
Description
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.
Numbers
Entry 1
Number
10.5
Weight
percentageExact
Criterion 5
Type
cost
Name
AC5 Cost
Description
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.
Numbers
Entry 1
Number
25
Weight
percentageExact
Contract period
Starts
11 Jan 2027, 00:00
Ends
10 Jan 2031, 23:59
Max Extent Date
10 Jan 2033, 23:59
Renewal
Description
Extend by any periods up to and including 24 months
Items and delivery
Item 1
Id
1
Related Lot
1
Additional Classifications
Entry 1
Scheme
CPV
Id
72000000
Description
IT services: consulting, software development, Internet and support
1 published notice version reviewed by ProcuraAxis.
1 VERSION
1
096242-2026Tender notice on Find a Tender ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
Education Authority is seeking a replacement Fixed Asset Management System. The contract is planned for 4 years, with an option to extend by up to a further 24 months.
Who this may suit
Relevant for suppliers of fixed-asset management software, implementation, configuration, support and associated IT services.
Key points identified
Core requirementProvide a replacement Fixed Asset Management System.Evidence: "provision of a replacement Fixed Asset Management System"
Contract term4 years, with an option to extend by a further 24 months.Evidence: "for a period of 4 years with the option of extending the contract by a further 24 months"
Supplier eligibility requirementsUnknown; no eligibility criteria are supplied.Evidence: The supplied notice data contains no stated selection or eligibility criteria.
94% approved-analysis confidence3 supplier criteria identified3 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
Education Authority is seeking a replacement Fixed Asset Management System. The contract is planned for 4 years, with an option to extend by up to a further 24 months.
Who this may suit
Relevant for suppliers of fixed-asset management software, implementation, configuration, support and associated IT services.
Key deliverables
Replacement Fixed Asset Management System
Provision of the system for the initial 4-year contract term
Potential support for an extension of up to 24 months
SUPPLIER REQUIREMENTS
3 criteria identified
Core requirement
99% confidence
Provide a replacement Fixed Asset Management System.
View supporting evidence
"provision of a replacement Fixed Asset Management System"
Contract term
99% confidence
4 years, with an option to extend by a further 24 months.
View supporting evidence
"for a period of 4 years with the option of extending the contract by a further 24 months"
Supplier eligibility requirements
98% confidence
Unknown; no eligibility criteria are supplied.
View supporting evidence
The supplied notice data contains no stated selection or eligibility criteria.
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Estimated maximum value
95% confidence
GBP 800,000.
View supporting evidence
Process value_max is 800000 GBP; lot 1 value_amount is 800000 GBP.
Extension option
99% confidence
Up to 24 additional months; exercise is not guaranteed.
View supporting evidence
"the contract extension options may or may not be exercised."
Delivery
Delivery region
93% confidence
UKN, United Kingdom.
View supporting evidence
Delivery location is recorded as region "UKN", country "United Kingdom".
Delivery timetable
99% confidence
Unknown; contract start and end dates are not supplied.
View supporting evidence
contract_start_at and contract_end_at are null.
PROCEDURE
How to respond
Procedure
99% confidence
Open procedure.
View supporting evidence
procurement_method_details: "Open procedure".
Opportunity status
99% confidence
Open tender.
View supporting evidence
display_status: "open"; source_status: "active".
Submission deadline
99% confidence
9 November 2026, 15:00 UTC.
View supporting evidence
submission_deadline: "2026-11-09T15:00:00+00:00".
Lots
98% confidence
One active lot is supplied, with no lot title or description.
View supporting evidence
Lot 1 is active; title and description are null.
RISKS AND UNKNOWNS
Points requiring attention
Limited technical specification
98% confidence
The supplied data does not state functional requirements, integrations, implementation scope, support model, security requirements or evaluation criteria.
View supporting evidence
Only the requirement for a replacement Fixed Asset Management System is provided.
Lot information incomplete
99% confidence
The single active lot has no title or description, limiting confirmation of lot-specific scope.
View supporting evidence
Lot 1 title and description are null.
Extension uncertainty
99% confidence
The optional 24-month extension may not be exercised.
View supporting evidence
"the contract extension options may or may not be exercised."
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
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