Please note that this page contains a general overview of the steps usually involved in procuring goods or services for schools. Please contact our office for further information.
Schools as Public Bodies and Contracting Authorities
Schools are in majority funded by the State and therefore are considered public sector bodies. As such, all their procurement activities are governed by public procurement guidelines and law regardless of where the funding comes from, be that from fundraising, or external benefactor(s).
Funding
The SPU has no involvement nor authority with regard to funding or granting approval of equipment or services to schools. Our role is to provide support to schools with the procurement process once funding has been approved.
Please see information on funding and processes for most popular procurement projects:
Central arrangements: contracts, frameworks and dynamic purchasing systems
In the first instance, schools should check whether there is a central arrangement that can be used to procure required goods/services.
You can see a list of some of the popular frameworks here.
Most of the frameworks and other central arrangements can only be accessed on the BuyerZone website. If a school does not have an account, they will need to register by contacting registration@ogp.gov.ie.
Spending thresholds
See an overview of current Public Procurement Thresholds here.
When the school is purchasing goods/services outside of a central arrangement, the following thresholds and procedures apply:
If the estimated value of goods/services is below €5,000 ex. VAT one or more written quotations/proposals must be sought and kept on file.
If the estimated value of goods/services is between €5,000 and €50,000 ex. VAT at least three written quotations/proposals must be sought using a request for quotations/proposals (RFQ/RFP). Template documents and guidance may be provided on request.
If the estimated value of goods/services is above €50,000 ex. VAT a formal tender must be published on eTenders platform
If the estimated value of goods/services is above €216,000 ex. VAT a formal tender must be published on eTenders platform and advertised in the Official Journal of the European Union (OJEU).
If the contract falls under light touch regime (see Annex XIV of Directive 2014/24/EU) or is a concession contract, contact our office for further information.
Please note it is not permitted to subdivide goods/services into different contracts for the purpose of reducing a contract’s value.
If you require assistance with procuring goods/services for your school, contact our office and we will respond with further details.
Evaluation
1. Evaluation team
See an overview of role and composition of an evaluation team here.
2. Declaration of Confidentiality and Conflict of Interest
Best governance practice would observe that each member of a procurement evaluation team should sign a copy of the Declaration of Confidentiality and Conflict of Interest Form.
This form highlights the duties and responsibilities of the evaluation team within a formal procurement process. Each evaluation team member is required to sign a confidentiality agreement in relation to the commercial information provided by companies tendering. Each evaluation team member must also declare any conflict of interest with regard to affiliations, or otherwise, to companies who enter the tender process.
3. Evaluating submitted responses
It is important to evaluate responses from suppliers/service providers against the award criteria as set out in your procurement document (an RFQ/RFP or a CFT). The valid award of contract(s) is intertwined with providing adequate reasons for procurement decisions (i.e. the rationale for awarding marks). If adequate reasons are not provided, then the entire process is open to legal challenge. Providing scores alone is not acceptable as providing reasons unless the award of the contract is based 100% on cost alone.
Evaluation process report template
Result letters
There are three types of feedback (result) letters: non-compliant tender, unsuccessful tender and a preferred tender. All types of templates can be downloaded here.
Standstill period
The standstill period is designed to ensure full transparency and allow for procedural review prior to the formal award and conclusion of the contract. A contract cannot be concluded and signed until the standstill period has elapsed without a challenge. The standstill period begins the day after the result letters are issued. Refer to your tender documents for more information.
Contract Award Notice (CAN)
Please note that Contracting authorities are required to publish contract award information for all procurements over €25,000 (exclusive of VAT), including any contract awarded under a Framework Agreement, on the eTenders website on completion of the award whether the procurement was advertised on eTenders or not (for example, via email) (Circular 05/2023).