All enquiries regarding the Schoolbooks Scheme should be emailed to postprimaryschoolbooks@education.gov.ie Helpline phone number: 01 889 2089 (available 9:30-16:00 Monday-Friday) THE DPS IS NOW ONLINE From time to time, the schoolbook Dynamic Purchasing System (DPS) will be offline as new suppliers are being admitted to the DPS. This down-time is unfortunately unavoidable, and the inconvenience to schools is recognised and regretted. Please be assured that every effort is made to expedite the onboarding of new suppliers, and regular updates as to the ongoing status of the DPS will appear here. |
The Department in conjunction with the Education Procurement Service and the Schools Procurement Unit has developed a Dynamic Purchasing System (DPS) to assist Voluntary Secondary and Community and Comprehensive Schools in procuring schoolbooks.
Introductory Webinar (15th April 2026): Schoolbooks Procurement Process 2026/2027
Procurement Guidance (high-level flowchart of steps to be taken in the procurement process)
Frequently Asked Questions (updated 21st May 2025)
Note: our templates and written guides are regularly updated. Follow the steps in these documents and only use the videos as a supplementary help.
Determine estimated value of the contract
To determine the total estimate of your schoolbooks, complete the Pricing Schedule (PS) template:
Pricing Schedule (2026 template) - when completing this template ensure that all the values are summed up correctly in the "tender summary" tab. If they are not or you see any other issue with the formulae contact procurementsupport@spu.ie as soon as possible
Guidance video on how to complete the PS template (see also the tab called "school instructions" in the template)
Contracts below €50,000 (excluding VAT)
Where the total contract value is estimated to be less than €50,000 (excluding VAT), schools are encouraged to use the DPS. If the school decides not to use the DPS, procurement rules for purchasing goods under €50,000 (excluding VAT) need to be observed.
See further guidance here.
Contracts above €50,000 (excluding VAT)
All Voluntary Secondary and Community and Comprehensive Schools that estimate their total schoolbooks contract value for the school year in excess of €50,000 (excluding VAT) are required to use the DPS to source their schoolbook requirements.
There are four phases in procurement process when using the DPS (see a list of all the required steps in the DPS checklist):
Phase 1: First steps
Register or reactivate account on eTenders. Guidance on how to do it is available here (Paragraph 1: Introduction to eTenders)
Register for the preferred Lot using the DPS Registration Form
Note: if you have registered for the DPS and/or used it previously, you do not need to register again. Complete this form only if you cannot see the DPS in your CAPC account.
If you are not sure whether you have access to the DPS: log in to eTenders account and click on "CFT Management" and then select "List of CA DPSs" from the dropdown menu. If your school has registered before, the DPS will be visible there.
Amend and finalise tender documents:
Tender documents | 12-month Contracts | 12-month + 12-month Contracts |
|---|---|---|
1 | Call for Tenders (CFT) template | CFT will be available shortly |
2 | Tender Response Document (TRD) template | TRD will be available shortly |
3 | Draft Contract will be available shortly | |
4 | Pricing Schedule (PS) If the template was completed before the remaining tender documents, ensure that weighting and other competition-related details are inserted correctly. Check whether all books and additional services are summed up accordingly. If you see any errors with the formulae contact SPU as soon as possible! | |
Phase 2: Create mini-competition and send invitations to tender
How to create a mini-competition and send invitations to tender within the DPS - written guide and a video
How to view messages and update tender documents in a live competition - written guide
Guidance video on how to reply to a message and how to compose a message on eTenders platform
Phase 3: Evaluation process
How to unlock a tender and access submissions: guidance document and guidance video
Evaluation template – to record scores and feedback for each company that submitted a tender
Guidance video on how to complete the evaluation spreadsheet
Template award letters and guidance video on how to complete them:
a: Template letter to a preferred supplier
b: Template letter to an unsuccessful supplier
Phase 4: Post-award process
Complete the Goods Contract - it has to be signed by both parties
Close the competition on eTenders:
Guidance document on how to add scores and publish contract award notice on the eTenders platform
Guidance document on how to close the competition on eTenders platform when no submissions were made
Note: in line with Circular 05/2023 contracting authorities are required to publish contract award information for all procurements over €25,000 (exclusive of VAT) on the eTenders website on completion of the award.
All enquiries regarding the Schoolbooks Scheme should be emailed to postprimaryschoolbooks@education.gov.ie Helpline phone number: 01 889 2089 (available 9:30-16:00 Monday-Friday) |