Tendering vs Quotes in Irish Schools: When You Need Quotes, eTenders or OJEU

Tendering is one of the most misunderstood areas of school finance. Many schools either over-tender (creating unnecessary work) or under-tender (creating serious compliance risks).

This guide explains — clearly and simply — when Irish schools need quotes, when they need a tender, and when eTenders or OJEU is required, based on FSSU guidance.

Why Procurement Thresholds Matter

FSSU procurement rules exist to ensure:

• Fairness to suppliers
• Value for money
• Transparency in decision-making
• Protection for Boards of Management

Auditors pay close attention to procurement thresholds because breaches can’t be fixed retrospectively.

First Question: Is There an Existing Framework?

Before seeking quotes or tenders, schools should always check:

• Office of Government Procurement (OGP) frameworks
• Other approved public sector frameworks

If a framework exists and fits your needs, use it — no additional tendering is required.

If no suitable framework exists, proceed based on contract value.

The Procurement Thresholds (Plain English)

Up to €5,000

✔ Obtain at least 3 written quotes
✔ Email quotes are acceptable
✔ Keep records of prices received

This applies to one-off or cumulative spend with a supplier.

€5,000 – €49,999.99

✔ Send written specifications
✔ Set clear evaluation criteria (e.g. cost, quality, service)
✔ Request quotes from at least 3 suppliers
✔ Document why the chosen supplier was selected

This is where schools often make mistakes by relying on informal pricing.

€50,000 – €220,999.99

✔ Run a formal tender process
✔ Advertise on eTenders
✔ Prepare tender documents
✔ Evaluate bids objectively
✔ Keep full records

At this level, informal quotes are no longer sufficient.

€221,000 and Above

✔ Advertise on eTenders
✔ Advertise in the Official Journal of the EU (OJEU)
✔ Follow EU procurement rules
✔ Strict timelines and documentation apply

Mistakes here can have serious legal implications.

Key Tendering Rules Schools Must Follow

Regardless of value:

• At least 3 people should be involved in opening tenders
• The Principal must be present
• Conflicts of interest must be declared
• Decisions must be documented
• If the lowest price is not chosen, the reason must be recorded

Transparency is not optional.

Can Schools Use the Same Supplier Repeatedly?

Yes — but with conditions.

Schools may use regular contractors (e.g. plumbers, electricians), provided that:

• Prices are reviewed periodically
• Value for money is demonstrated
• Cumulative spend does not exceed thresholds without tendering

Long-term relationships without review are a red flag in audits.

Common Procurement Mistakes Schools Make

❌ Splitting purchases to stay under thresholds
❌ Relying on verbal quotes
❌ No written evaluation
❌ Missing tender documentation
❌ Choosing suppliers based on familiarity only
❌ No conflict-of-interest declarations

These issues are frequently highlighted during FSSU reviews.

How Procurement Decisions Should Be Recorded

Schools should retain:

• Specifications issued
• Quotes or tender submissions
• Evaluation notes
• Approval records
• Board minutes (where required)

If it isn’t documented, it effectively didn’t happen.

How Purchase Dot Supports FSSU-Compliant Procurement

Purchase Dot removes guesswork from procurement.

With Purchase Dot, schools can:

• Track cumulative supplier spend automatically
• Request and store quotes digitally
• Record evaluation criteria and decisions
• Flag when thresholds are approaching
• Store tender documentation centrally
• Maintain a complete audit trail
• Ensure approvals align with Board rules

This reduces risk and saves significant administrative time.

How This Links to Your Wider FSSU Compliance

Procurement decisions affect:

• Budgets
• Purchase orders
• Supplier compliance
• Audit outcomes

👉 Read more: The Complete Guide to School Finance & FSSU Compliance in Ireland

Final Thoughts

Tendering rules don’t exist to create bureaucracy — they exist to protect schools.

When thresholds are understood and applied consistently, procurement becomes predictable, fair, and defensible. And with digital tools like Purchase Dot, compliance becomes part of everyday workflow rather than a once-a-year panic.

Related Reading

• The Complete Guide to School Finance & FSSU Compliance in Ireland
• Demystifying School Purchasing: A Practical Guide to FSSU Procedures
• Purchase Orders in Schools: Why They Matter
• FSSU Audit Checklist for Schools