Schoolbooks Scheme for Post-Primary Schools

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.

• Information on the scheme: Post-Primary Schoolbooks Scheme

• Information on procurement: Procurement Guidance for Post-Primary Schools

• Frequently Asked Questions (updated 21/05/2025)

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

1. Register or reactivate account on eTenders. Guidance on how to do it is available here (Paragraph 1: Introduction to eTenders)

2. 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.

3. Amend and finalise tender documents:

   • Call for Tender (CFT)

   • Tender Response Document (TRD)

     Note: new versions of those templates (CFT and TRD) will be available shortly!

4. Review 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

• Goods Contract for Books

• 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.

  • 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