Online Payments

The Education Authority is seeking a comprehensive online payment solution for use by schools across Northern Ireland, positioning the system as a secure, user‑friendly alternative to the prevailing cash and cheque handling methods. The platform will enable parents to make electronic payments for a broad range of school‑related items and activities—including meals, milk, school trips, clubs, and equipment purchases—throughout the duration of the contract. By transitioning to a digital payment model, the Authority aims to minimise the risks, complications and costs associated with physical money handling while maintaining accessibility for all parents and guardians.

The procurement will encompass the design, implementation, and ongoing delivery of the payment service, including system integration with existing school administrative systems, rigorous testing, detailed reporting, and staff training. The solution will be deployed across a variety of school types, from primary to post‑primary, special, and independent institutions, subject to the Education Authority’s discretion and any requisite business case approvals. The contract, which will run for five years with options for up to 24‑month extensions, should adhere to all applicable data protection and payment security standards.

The EA invites tenders for a Provision of an Online Payment Solution. The scope of this procurement is to provide an accessible, secure Online Payment Solution (OLP) for schools, minimising the need for and risks and costs associated with cash handling in these schools. The legacy process of schools receiving monies from parents is one that involves sending cash or cheques with pupils to school. Payments cover a range of items and activities e.g. school meals, milk, school trips, clubs, and equipment purchase. The OLP system will facilite usage by parents to pay for a range of activities for the duration of the Contract. The Contract will be valid for a period of five years, with the option to extend for period / s up to 24 months, subject to funding. At the time of tender issue (June 2026) there is no formal EA wide contract to provide online payment facilities to the schools by the EA, however, some schools have independently procured and implemented their own solutions over recent years. This Contract is let by the Northern Ireland Education Authority (“EA”) and is open to the EA, including the NI educational bodies listed below. At some point during the life of the Contract these bodies may wish to utilise the Contract (though they are not obligated to do so) and must have access, at any point, with the permission of EA. This Contract is not intended to replace any current agreements that participating or non-participating institutions may already have in place. These bodies include; Primary, Post Primary and Special schools under the control of the EA, Catholic Maintained Schools, Independent Schools in NI, Irish Medium Schools in NI, both Controlled and Voluntary Grammar Schools, Nursery School for NI (both controlled and Catholic Maintained) (https://www.education-ni.gov.uk/services/schools-plus)

Communication: Tender must be submitted electronically via the following; https://etendersni.gov.uk/
Languages in which tenders or requests to participate may be submitted: En
Enquiry deadline: 2026-08-04T15:00:00+01:00
Submission address and any special instructions: Tender must be submitted electronically via the following; https://etendersni.gov.uk/
Tenders may be submitted electronically: allowed
Award decision date (estimated): 2026-11-30T23:59:59+00:00

Lot number: 1
Lot value (estimated)
15.000.000,00 GBP excluding VAT
18.000.000,00 GBP including VAT
This contract is subject to renewal: Yes
Description of renewals: For period/s up to 24 months at EA's sole discretion and subject to business case approval.

Award criteria:

Name	Type	Weighting
AC8 Price	price	50%
AC1 Implementation	quality	12%
AC7 Social Value	quality	10%
AC2 Integration	quality	8%
AC6 Ongoing Support	quality	8%
AC4 Testing	quality	5%
AC5 Training	quality	5%
AC3 Reporting	quality	2%