Fixed Asset Management System

What the buyer is asking for

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.]

How this is scored

Published by the buyer. A winning response is written to these weightings, not to the question.

• 30%qualityAC1 Implementation ApproachSuppliers must demonstrate how they plan to deliver an efficient and effective service within the requirements of the contract with specific reference to the following: • A dedicated service manager/single point of contact, named account handler to manage the contract who will have overall responsibility for the delivery and quality of their service, liaison and reporting on all operational and contractual issues including performance, complaints and problem resolution. • Conduct discovery and requirements validation workshops. • Review current fixed asset management processes. • Produce a solution design document. • Define configuration requirements. • Identify any gaps between business requirements and standard functionality. • Recommend best-practice approaches • Provide a detailed data migration plan • Management information and reporting systems must be in place on commencement of contract to ensure the delivery of a quality service, and these systems must be used to continuously improve service delivery. • Put systems in place to communicate with EA client to ensure the smooth running of the contract and enable issues to be dealt with in an effective manner. • Put procedures in place for escalation in the event that problems cannot be resolved at the operational level. • Put systems and procedures in place to manage problem resolution alongside the EA • Demonstrate compliance with security requirements • Assist with user provisioning • Provide training materials • Provide a comprehensive user training session • Provide a comprehensive administrator training session • Produce a cutover plan
• 24.75%qualityAC2 Post Implementation SupportThe Supplier shall provide post-implementation support for a minimum period of three months following go-live. This shall include: • hypercare support, • Log, manage, and resolve incidents in accordance with agreed SLAs, • resolution of implementation defects, • Provide escalation procedures for critical issues, • Maintain compliance with relevant accounting standards where applicable, • user assistance, • monitoring of integrations, • knowledge transfer to BAU teams, • regular service review meetings. During this period, all implementation-related defects shall be resolved at no additional cost. Thereafter, the service shall transition to standard SaaS support under agreed service levels, including incident management, maintenance, security updates, backup, disaster recovery, and availability management.
• 9.75%qualityAC3 Exit StrategyThe Supplier shall maintain a documented Exit Management Plan and provide all Customer Data, metadata, audit records and associated documentation in an open, industry-standard format upon termination or expiry of the Contract. The Supplier shall provide reasonable assistance to support migration to an alternative solution and shall continue service provision during an agreed transition period. Following successful migration, the Supplier shall securely delete all Customer Data and provide written certification of deletion. Exit arrangements, timescales and any associated charges shall be clearly defined within the Contract.
• 10.5%qualityAC4 Social ValueThe EA applies Social Value requirements in line with the Northern Ireland Executive's procurement policy (PPN 01/21). Suppliers must provide a written response that details how they will deliver the social value initiatives set out within their completed Social Value Delivery Plan. Suppliers must demonstrate how the proposed social value initiatives in the Social Value Delivery Plan will be integrated into the delivery of the Buyers contract. Responses should clearly explain how the proposed initiatives will be directly related to the contract. Responses should not include generic descriptions of organisational policies, existing practices or corporate social responsibility initiatives, without demonstrating how each will be applied to this contract. Your response should address the following: • Timescales for delivery of the social value requirements; • The resources, both internal and external, you will use to plan and deliver the social value requirements (e.g. details of suppliers in your supply chain on the contract); • The steps you will undertake to deliver the social value initiatives selected within your completed Social Value Delivery Plan, which are directly related to the Buyer’s contract; • How you will engage with key stakeholders (e.g. the Buyers, social value beneficiaries, organisations within the voluntary, community and social enterprise sector etc.); and, • How you will monitor and report on the delivery of the social value requirements and address any performance issues.
• 25%costAC5 CostThe supplier shall provide a comprehensive pricing proposal covering all costs associated with the supply, implementation, hosting, support, maintenance and operation of the SaaS-based Fixed Asset Register solution. Pricing shall be fully inclusive and transparent, enabling the EA to determine the total cost of ownership over the contract period, including any optional extension periods. The pricing submission shall include implementation services, project management, data migration, training, annual subscription fees, hosting, support and maintenance, system upgrades, integration services, and exit arrangements. Any assumptions, exclusions, dependencies or additional charges shall be clearly identified.

How contested is this?

Buyers publish how many bids they received. Across 113 comparable procurements we can tell you the typical field size, how often one of these goes uncontested, and whether the buyer awards on price or on quality.

Timeline

4 published dates · Europe/London

1. Tender notice published25 days ago

   12 Oct 2026, 16:10 BST
2. Clarification questions by4 days ago

   2 Nov 2026, 15:00 GMT
3. Submission deadlinein 3 days

   9 Nov 2026, 15:00 GMT
4. Award decision expected byin 35 days

   11 Dec 2026, 23:59 GMT

Commercial outcome and contract awards

Nothing awarded yet

Notice history

1 event · 1 release on Find a Tender

1. Tender notice12 Oct 2026, 16:10 BST096242-2026

Documents

• Tender notice on Find a Tender