Official UK procurement notice
Fixed Asset Management System
Authority: the 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
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 the Education Authority buys IT services: consulting, software, internet (CPV 72), and who usually turns up
the Education Authority’s published record next to the market for the same work. Frameworks and DPS are left out: they draw different bid counts. 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.
Small firms have won here. Neither number says whether you qualify; it describes who has been winning.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Local means the winner is registered in the region where that award was delivered. The market figure counts awards delivered in Northern Ireland.
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners were registered outside the region where that award was delivered.
i
How long buyers here take to decide after bids close.
Middle value in days from the bid deadline to the award date, on competitions that published both.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards have an award date within 41 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 bid17% / 27%
2–318% / 38%
4–622% / 22%
7+42% / 13%
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 estimate36% / 27%
Within ±2%52% / 58%
Above estimate12% / 16%
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 #1CPV 72Published estimate£800k
This lot lists more than one class in CPV 72. The comparison uses that group.
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 bid7%
2–332%
4–627%
7+33%
i
Where the award price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
Based on 110 comparable awards. Each lot reflects its own category; forecasts for different lots of the same notice are not comparative.
A statistical guide from past awards, not a price to bid.
Middle 50%£680k–£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 | Why listed |
|---|---|---|---|---|
| Atamis LtdEarlier contract | Contract Management and Supplier Relationship Management Systemnotice published Mar 2026 | Contract Management And Supplier Relationship Management System | £411k | Matched as the earlier contract |
| SOFTLINK EUROPE LTDWorked for this buyer | EDIS-24-003 - Provision of a Library Management Systemnotice published Jul 2025 | — | — | Similar wording and category |
| 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 | — | — | Similar wording and category |
| PARITOR LTDWorked for this buyer | Music service Software Solutionruns to May 2027 | — | £77k | Similar wording and category |
| 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 | Similar wording and category |
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 |
|---|---|---|---|
Fujitsu Services LtdLarge | £898m21 awards in 36m · last 10 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 |
| £147m102 awards in 36m · last this month | 39 live · £27m 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. | 48% below n=1 | |
MRI Software LimitedLarge | £19m58 awards in 36m · last 1 months ago | 32 live · £11m 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 | |
| £2.5m8 awards in 36m · last 4 months ago | 6 live · £2.0m 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. | 34% below n=3 |
About this data
- Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
- Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
- Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
- Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.
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
Tender must be submitted electronically via the following; etendersni.gov.uk ↗
Timeline
12 Oct 2026 → 11 Jan 2027 · 5 dates- Tender notice published14 days ago12 Oct 2026, 16:10 BST
- Today26 Oct 2026
- Clarification questions byin 7 days2 Nov 2026, 15:00 GMT
- Submission deadlinein 14 days9 Nov 2026, 15:00 GMT
- Award decision expected byin 46 days11 Dec 2026, 23:59 GMT
- Contract startsin 76 days11 Jan 2027
Notice history
1 event · 1 release on Find a Tender- Tender notice published12 Oct 2026, 16:10 BSTUK4
Commercial outcome & contract awards
Nothing awarded yet- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
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