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Fixed Asset Management System

Education Authority NI

This public procurement record has 1 release in its history.

Tender

12 Oct 2026 at 16:10

UK4 - Tender Notice
Summary of the contracting process

The Education Authority is seeking a replacement fixed asset management system to support its asset register. The requirement is for a software-as-a-service solution, including implementation, hosting, support, maintenance and operation. Delivery covers Northern Ireland. The work also includes project management, migration of existing data, training, system integrations and arrangements for leaving the service, with customer data and records transferable in an open, industry-standard format. The supplier will work with the Authority to validate requirements, review current processes, design and configure the solution, and identify gaps between business needs and standard functionality. This is an IT and software services requirement for organisations able to supply and operate a fixed asset management platform, rather than a purchase of standalone equipment.

The Authority invited offers through an open procedure. The tender submission deadline was 9 November 2026 at 15:00 UTC; the deadline for enquiries was 2 November 2026 at 15:00 UTC. The contract period runs from 11 January 2027 to 10 January 2031, with an option to extend by up to 24 months, to 10 January 2033. The estimated value is £800,000 excluding VAT (£960,000 including VAT). There is one lot. Evaluation is weighted 75% on quality and 25% on cost: implementation approach carries 30%, post-implementation support 24.75%, social value 10.5%, exit strategy 9.75%, and cost 25%. The Authority planned to finalise its award decision by 11 December 2026.

This requirement suits suppliers with an established SaaS fixed-asset register and the capacity to deliver implementation and ongoing managed support. The successful supplier must provide a dedicated service manager, discovery and requirements workshops, solution design, configuration, data migration and cutover planning, alongside user and administrator training. It must support integrations, manage incidents against agreed service levels, resolve implementation defects and provide hypercare for at least three months after go-live, then transition to standard SaaS support covering maintenance, security updates, backups, disaster recovery and availability. Suppliers should be able to demonstrate security compliance and maintain relevant accounting standards where applicable. Bids also need a contract-specific social value delivery plan, transparent whole-life pricing, and a documented exit plan covering data portability, migration assistance and certified secure deletion. The requirement rewards disciplined service management and continuity through delivery and exit.

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Notice Information

Notice Title

Fixed Asset Management System

Notice Description

The Education Authority (hereafter referred to as EA) is inviting tenders for the purpose of establishing a contract for the provision of a replacement Fixed Asset Management System for a period of 4 years with the option of extending the contract by a further 24 months [It should be noted that the contract extension options may or may not be exercised.]

Lot Information

Lot 1

Renewal: Extend by any periods up to and including 24 months

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0785ec
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/096242-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
£800,000 £500K-£1M
Lots Value
£800,000 £500K-£1M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
12 Oct 2026Today
Submission Deadline
9 Nov 20264 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
11 Jan 2027 - 10 Jan 2031 4-5 years
Recurrence
2032-01-05

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Education Authority NI
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BELFAST
Postcode
BT1 2NQ
Postcode Area
Northern Ireland
Country
Northern Ireland
Major Region (ITL 1)
TLN Northern Ireland
Basic Region (ITL 2)
TLN0 Northern Ireland
Small Region (ITL 3)
TLN06 Belfast
Delivery Location
TLN Northern Ireland
Local Authority
Belfast
Electoral Ward
Duncairn
Westminster Constituency
Belfast North

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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