Section one: Contracting authority
one.1) Name and addresses
Atrium Homes
Atrium House, 14 Central Avenue
Kilmarnock
KA1 4PS
Telephone
+44 1563528816
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19462
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Other type
Housing Association
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Managed IT & Telephony services, including support and maintenance
two.1.2) Main CPV code
- 72222300 - Information technology services
two.1.3) Type of contract
Services
two.1.4) Short description
Atrium Homes seeks a Managed Service Provider (MSP) to assume and continue all current managed services, accelerate adoption of Microsoft 365, transition remaining on‑premises services to cloud, and deliver an ongoing, proactive and strategic service (security, governance, roadmap, and value assurance).
two.1.5) Estimated total value
Value excluding VAT: £200,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72222300 - Information technology services
two.2.3) Place of performance
NUTS codes
- UKM93 - East Ayrshire and North Ayrshire mainland
Main site or place of performance
Atrium House, Central Avenue, Shortlees, Kilmarnock, KA1 4PS
two.2.4) Description of the procurement
Atrium Homes intends to appoint a suitably qualified Managed Service Provider (MSP) to deliver end‑to‑end managed IT services.
The appointed MSP will
(a) assume and continue all current managed services across end‑user, server, network, security, voice and connectivity;
(b) lead the adoption of Microsoft 365 and modern endpoint management;
(c) migrate remaining on‑premises services to cloud services (Microsoft 365/Azure/SaaS) including structured decommissioning; and
(d) provide a proactive strategic service encompassing cyber security alignment, compliance readiness (including Cyber Essentials/Plus), service governance, and continuous improvement.
Current estate/services to be continued:
Direct End User support & operations: Business‑hours service desk (08:00–18:00 Mon–Fri incl. Bank Holidays), SLA‑backed, unlimited remote/on‑site escalation, ticketing, device/OS support, network monitoring and reporting, server/desktop patching and upgrades (including Azure workloads), software/hardware procurement assistance, DNS management, MDM via Microsoft Intune, Zero Trust & Conditional Access via Entra/Intune/M365 Business Premium, Microsoft 365 tenant and licence management, vulnerability scanning & remediation, Cyber Essentials/Plus preparation, user/management training, simulated phishing, dark web scans, and quarterly technology business reviews.
Security & tooling bundle: Server backup & DR, EDR/next‑gen anti‑malware, DNS filtering, RMM/patching/auditing agent, SaaS backup for M365 (Exchange, SharePoint, Teams), third‑party patching (e.g., Adobe/Sage), and an application allow‑listing control.
Connectivity / telephony / edge: Management of Business FTTP 1G/115 and FTTP 550/75 circuits; SonicWALL Firewall‑as‑a‑Service (TZ570) under contract to April 2028; Ubiquiti U6‑Pro managed Wi‑Fi (x3 APs); VoIP Horizon user subscriptions (x30); Horizon Webex softphone subscriptions (x25); Mobile Business Extra +4GB (x10); and Azure DR/BC (standby images) environment.
Additional outcomes sought:
Microsoft 365 adoption across collaboration, security and management (Exchange Online, SharePoint Online/OneDrive for Business, Teams incl. telephony integration options, Intune modern management, Entra ID security baselines, data classification/DLP and retention).
Cloud migration & on‑prem decommissioning, including discovery, dependency mapping, migration execution (files, apps, identity, policies), validation and controlled switch‑off.
Proactive strategy & governance: Quarterly (minimum) executive reviews with roadmap; continuous security posture improvement; budget & licence optimisation; risk management and compliance readiness (CE/CE+), and measurable service improvement plans.
Contract type/term: Multi‑year managed service with transition‑in, steady‑state, and optional transformation work‑packages (migration/adoption), with exit assistance at end of term.
Supplier qualifications: Demonstrable Microsoft 365 and Azure competence; experience with housing or regulated sectors, CE/CE+ readiness, and managed firewall/voice/connectivity; capacity to deliver both BAU and transformation without service disruption.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 July 2026
End date
30 June 2029
This contract is subject to renewal
Yes
Description of renewals
Contract will be awarded for an initial period of 3 years. Further 12 months extensions may be agreed, subject to performance and up to a maximum of 7 years in total.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 6
Objective criteria for choosing the limited number of candidates:
Atrium Homes intends to invite a minimum of 5 candidates to tender.
Where more than 5 candidates meet the minimum selection criteria, the following objective weighting will be applied to the case studies provided in SPD Part IV, Section C (Relevant Experience):
- Experience in Cloud Migration & Legacy Decommissioning: 40%
- Security Management & CE+ Compliance Readiness: 30%
- Managed Service Delivery (M365/Network/Voice): 20%
- Strategic Governance & Roadmap Delivery: 10%
Each case study will be scored 0–5 based on its relevance to the requirements detailed in the Project Brief. The 5 highest-ranking candidates will be shortlisted.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
We may ask the selected supplier to provide replacement Hardware when the existing kit becomes end of life - this could include (but limited to) PCs, Mobile Devices, Tablets, Networking Hardware, Security, and a replacement telephony solution.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Bidders must be registered on the Companies House register (or the equivalent in their member state) and provide their unique registration number.
Bidders must confirm they hold any necessary authorisations or memberships of professional organizations required to deliver Managed IT and Cyber Security services within the United Kingdom.
It is a requirement of this contract that the successful provider is registered with the Information Commissioner’s Office (ICO). Bidders must provide their Data Protection Registration Number.
three.1.2) Economic and financial standing
List and brief description of selection criteria
1. Minimum Yearly Turnover
Requirement: Bidders must have a minimum yearly turnover of 400,000.00
2. Financial Ratios
Requirement: Bidders must provide their last two years of audited accounts. The Authority will use these to assess Liquidity and Profitability.
Minimum level(s) of standards possibly required
3. Insurance Requirements
Employer’s Liability Insurance: Minimum 5,000,000.00
Public Liability Insurance: Minimum 5,000,000.00
Professional Indemnity Insurance: Minimum 2,000,000.00
Cyber Liability Insurance: Minimum 1,000,000.00
three.1.3) Technical and professional ability
List and brief description of selection criteria
1. Relevant Examples (SPD Part IV, Section C)
Bidders must provide three case studies from the last three years demonstrating experience in:
- Transitioning a legacy estate (Servers/Network/Voice) to a managed service model.
- Executing complex Microsoft 365 migrations and on-premises decommissioning.
- Supporting organisations in regulated sectors (e.g., Housing, Finance, or Health).
Minimum level(s) of standards possibly required
2. Technical Staff & Qualifications
Bidders must confirm that the personnel responsible for the contract hold:
Microsoft Certifications: Relevant "Solutions Partner" designations or individual certifications in Azure Administrator Associate and M365 Enterprise Administrator.
Cyber Security: Experience in implementing Cyber Essentials Plus and Zero Trust frameworks.
3. Quality Assurance and Environmental Management
Quality: Possession of ISO 9001 (Quality Management) or a robust internal equivalent.
Security: Possession of ISO 27001 (Information Security Management).
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
18 March 2026
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
25 March 2026
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 1 September 2026
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=822422.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(SC Ref:822422)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=822422
six.4) Procedures for review
six.4.1) Review body
Court of Session
Parliament House, Parliament Square
Edinburgh
EH1 1RQ
Country
United Kingdom