Section one: Contracting authority
one.1) Name and addresses
Renfrewshire Council
Renfrewshire House, Cotton Street
Paisley
PA1 1JB
rachel.davison@renfrewshire.gov.uk
Telephone
+44 3003000300
Country
United Kingdom
NUTS code
UKM83 - Inverclyde, East Renfrewshire and Renfrewshire
Internet address(es)
Main address
http://www.renfrewshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Software Asset Management as a Service (SAMaaS)
Reference number
RC-CPU-25-041
two.1.2) Main CPV code
- 72222300 - Information technology services
two.1.3) Type of contract
Services
two.1.4) Short description
Renfrewsjore Council’s ICT Service requires the renewal of its Software Asset Management as a Service (SAMaaS) Contract. The SAMaaS provides analysis of the Council’s data which ensures that software compliance issues are highlighted for action. The SAMaaS provider offers advice and support in the execution of these actions. It also helps the Council in its aim to reduce the number of contracts the Council has across various departments with the same Service Provider, allowing for more streamlined contract management and a reduction in costs.
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
- 72000000 - IT services: consulting, software development, Internet and support
- 72260000 - Software-related services
two.2.3) Place of performance
NUTS codes
- UKM83 - Inverclyde, East Renfrewshire and Renfrewshire
two.2.4) Description of the procurement
Renfrewshire Council's ICT Services requires the continued delivery of a Software Asset Management as a Service model as currently used by the Council for a period of 3 years with the option to extend for a further 2 at the sole discretion of the Council.
SAMaaS will provide analysis of the Council’s data ensuring that software compliance issues are highlighted for action. They will offer advice and support in the execution of these actions and defend the Council’s position in any compliance audit scenario. Whilst continuing to achieve full software compliance the next stage will be to optimise the Council’s license usage through knowledge and review of the license models.
The Tender Procedure shall be conducted in accordance with an above Government Procurement Agreement (GPA)Threshold as an Open procedure.
two.2.5) Award criteria
Quality criterion - Name: Approach to Implementation, Resources, Knowledge and Skills / Weighting: 25%
Quality criterion - Name: Service Delivery - License Compliance/Audit Ready / Weighting: 15%
Quality criterion - Name: Service Delivery - Software Optimisation/Cost Reduction / Weighting: 15%
Quality criterion - Name: Account Management / Weighting: 5%
Quality criterion - Name: Fair Work First / Weighting: 5%
Quality criterion - Name: Community Benefits / Weighting: 5%
Price - Weighting: 30%
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
15 January 2026
End date
14 January 2029
This contract is subject to renewal
Yes
Description of renewals
The Contract will have an option to extend of 2 years on 1 occasion at the sole discretion of the Council.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Minimum level(s) of standards possibly required
The Council will utilise Dun & Bradstreet (D&B) to calculate a Failure Score. Tenderers (including all participants in a group) are required to have a Failure Score of 20 or above in order to demonstrate its financial strength and stability. For further information regarding evidencing financial stability can be found within the Invitation to Tender attached to the General Attachment area on PCS-T project number 29403.
Where the Tenderer is under no obligation to publish accounts and/or does not have a D&B Failure Score, they must provide their audited financial accounts for the previous 2 years as part of their ESPD Submission in order that they Council may asses these accounts to determine the suitability of the Tenderer to undertake a Framework of this size and duration.
It is a requirement of this Contract and Tenderers hold, or can commit to obtain prior to the commencement of the Contract and maintain throughout the Contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = Statutory minimum 5 million GBP each and every claim, where the tenderer is exempt from this requirement, eg as a ‘sole trader’, then this must be confirmed by the Provider in writing;
Public Liability Insurance = minimum 1 million GBP for each and every claim;
Professional Indemnity Insurance – minimum 1 million GBP every claim, and will accept cover in the aggregate.
three.1.3) Technical and professional ability
Minimum level(s) of standards possibly required
Tenderers will be required to provide examples that demonstrate that they have at least 3 years of the relevant experience to deliver the services described in the Tender Documents to be considered for this Contract.
Tenderers will be asked to provide details of their Environmental Management Plan and Health and Safety Policy.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Contract performance conditions are stated within the Invitation to Tender documentation which can be found under project 29403 at https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
22 July 2025
Local time
12:00pm
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: 24 December 2025
four.2.7) Conditions for opening of tenders
Date
22 July 2025
Local time
12:00pm
Information about authorised persons and opening procedure
Tenders will be opened in accordance with the Council's Standing Orders Relating to Contracts.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Another notice will be published around 1 year prior to the expiry of this Contract.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Tenderers are required to comply with the following:
- Specification;
- General Conditions of Contract;
- Special Conditions;
- Data Processing Agreement document.
- Cyber Security Requirements as contained in the Specification.
Tenderers must complete, sign and upload the following documentation (as contained within the Supplier attachment area on PCS_T) with their tender submission:
- Tender Declaration Certificate;
- Equalities Questionnaire;
- Equalities Declaration;
- Tender Compliance Certificate;
- Prompt Payment Certificate;
- No Collusion Certificate;
- H&S Questionnaire;
Please note that all documents must be signed by an authorised signatory.
Request for Information:
Evidence of your company's insurance certificates detailing the required level of insurance's as per the levels stated within this Contract Notice and as detailed within the Invitation to Tender documentation must be uploaded within the general attachments area in Public Contract Scotland Tender Portal upon request by the Council.
Any contract awarded as a result of this tender exercise will be subject to Scots Law and the exclusive jurisdiction of the Scottish Courts.
Tenderers are asked to complete a Community Benefit (CB) Outcome Menu and supporting methodology for a technical value of 5%. Full instructions regarding how to complete the Community Benefit (CB) Outcome Menu will be contained within the Invitation to Tender which can be found on PCS-T project number 29403.
All additional information relevant to this procurement exercise is detailed within the Invitation to Tender document which can be found on PCS-T project number 29403.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 29403. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Tenderers will be asked to complete Renfrewshire Council's Community Benefit Outcome Menu to a value of 50 Community Benefit Points for a value of 3% of the overall technical score. Tenderers will also be asked to provide supporting methodology regarding how Community Benefits will be delivered for a value of 2% of the overall technical score.
(SC Ref:801394)
six.4) Procedures for review
six.4.1) Review body
Court of Session
Parliament Square
Edinburgh
EH1 1RQ
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
An economic operator that suffers or risks suffering, loss or damage attributable to breach of duty under the Public Contracts (Scotland) Regulations 2015 (SSI 2015/446, as amended) may bring proceedings in the Sheriff Court or the Court of Session in accordance with Regulation 88 of the 2015 Regulations.
six.4.4) Service from which information about the review procedure may be obtained
Court of Session
Parliament Square
Edinburgh
EH1 1RQ
Country
United Kingdom