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.

• Introductory Webinar (15th April 2026): Schoolbooks Procurement Process 2026/2027

• Schoolbooks Scheme in Post-Primary Schools (DEY)

• Procurement Guidance (high-level flowchart of steps to be taken in the procurement process)

• Frequently Asked Questions (updated 21st May 2025)

Note: there have been updates implemented on eTenders platform on 14th May 2026. Anyone logging in to their eTenders account after that date must complete mandatory fields on the organisation details page. See eTenders guide (paragraph 2.2.2) for steps how to do it.

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:

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:

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

• How to view and respond to messages - written guide

• How to update tender documents in a live competition - written guide

Phase 3: Evaluation process

• How to unlock a tender and access submissions: guidance document.

• Evaluation template – to record scores and feedback for each company that submitted a tender

  Guidance video on how to complete the evaluation spreadsheet

  Please note: this video is based on an earlier version of the template. Even though, some things may differ, the general mechanics and formulas have not been altered. Follow instructions in the Excel file and only use the video as an additional help!

• Template result letters with instructions on how to complete them:

a: Template letter to a preferred supplier

b: Template letter to an unsuccessful supplier

c: Template letter to a non-compliant tenderer

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.