Schoolbooks Scheme for Primary and Special Schools

The Primary Schoolbooks Scheme was introduced in 2023, to remove the cost from families of funding schoolbooks, workbooks and copybooks for all pupils in recognised primary and special schools. A full description of what is to be provided by schools to pupils is provided in the guidance.

• Primary Schoolbooks Scheme Guidance for schools (DEY)

To determine the total estimate of your schoolbooks (excluding classroom resources), you can use the “School Book List” tab contained within the Pricing Schedule for Primary Schools:

• Pricing Schedule (PS) for Primary Schools

  Note: the PS can be used as a quotation template and sent to suppliers when seeking quotes for contracts under €50,000 excluding VAT.

Contract value below €50,000 excluding VAT

When the contract value is estimated under €50,000 excluding VAT, school can obtain three quotations using the Primary School Quotation Template linked above.

After receiving and reviewing the quotes, below templates can be used to notify suppliers of the results:

• Under €50K Award Letter Template to Preferred Supplier

• Under €50K Award Letter Template to Unsuccessful Supplier

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 whether the procurement was advertised on eTenders or not.

• How to create a standalone Contract Award Notice (national competitions with no TED publication) - Written Guide

Contract value above €50,000 excluding VAT

When the contract value is estimated at above €50,000 excluding VAT, a call for tenders must be published on eTenders platform. To do that, the school will need to follow guidance below:

Phase 1: First steps

Register or reactivate account on eTenders. Guidance on how to do it is available here.

Amend and finalise tender documents:

• Call for Tender (CFT) template and guidance video on how to complete it

•  Tender Response Document (TRD) template

  
  

 Phase 2: Publish a tender on eTenders platform

1. Create a call for tenders (CFT) on eTenders platform (eTenders guide)

   School-specific video guides:

   • Create Workspace Call For Tender (CFT)

   • Finalise CFT Core Information

2. Associate Contracting Authority Users (video guide)

3. Define CFT workflow (eTenders guide)

   School-specific video guide: Define CFT Workflow

4. Upload tender documents (eTenders guide)

   School-specific video guide: Publish Contract Notice/Add Contract Documents

5. Publish Contract Notice - eForms (video guides)

   • Create Notice

   • Publish the CFT Notice

 Phase 3: Evaluation process

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

• Guidance video on how to evaluate received submissions

• Record your findings – comments and scores – in the evaluation template

• Prepare notification letters to preferred and unsuccessful suppliers

  • Letter to Preferred Schoolbook Supplier Template

  • Letter to Unsuccessful Schoolbook Supplier Template

Phase 4: Post-award process

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.

• How to create Contract Award Notice in relation to competitions below EU thresholds - Video Guide (eTenders website)

• How to create Contract Award Notice in relation to competitions above EU thresholds - Video Guide (eTenders website)