Directive 2014/24/EU - Public Sector Directive
Section I: Contracting Change
I.1) Name and addresses
Renfrewshire House, Cotton Street
Contact person: Natasha McNaught
Telephone: +44 1416186400
Fax: +44 1416187050
Main address: http://www.renfrewshire.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400
The procurement documents are available for unrestricted and full direct access, free of charge at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
Software Asset Management as a Service (SAMaaS)
Reference number: RC-CPU-18-422
II.1.2) Main CPV code
II.1.3) Type of contract
II.1.4) Short description
Renfrewshire Council is seeking to appoint a Software Asset Management as a Service Provider.
II.1.6) Information about lots
This contract is divided into lots:
II.2.3) Place of performance
Main site or place of performance:
II.2.4) Description of the procurement
The Council currently has more than 200 applications (excluding Education) that support the delivery of services – ranging from the large, Council wide systems to service critical applications, to smaller localised applications that are used by small numbers of employees but are still critical to their service.
The objectives include:
Ensure license compliance
Be audit ready;
Ensure software optimisation.
II.2.5) Award criteria
Quality criterion: Approach to Implementation, Resources, Knowledge and Skills
/ Weighting: 20
Quality criterion: Service Delivery - License Compliance / Audit Ready
/ Weighting: 15
Quality criterion: Service Delivery - Software Optimisation / Cost Reduction
/ Weighting: 15
Quality criterion: Account Management
/ Weighting: 5
Quality criterion: Cyber Security
/ Weighting: 5
Quality criterion: Fair Working Practices
/ Weighting: 5
Quality criterion: Community Benefits
/ Weighting: 5
Cost criterion: Price
/ Weighting: 30
II.2.6) Estimated value
Value excluding VAT: 400 000.00 GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
The Council shall have the option to extend for up to a further 2 years on an annual basis.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
II.2.11) Information about options
Description of options:
Tenderers have the option to price for Hardware Asset Management as a Service. The costs submitted for Hardware Asset Management as a Service will be those costs that will be applied as part of any contract the Council enters into, however, it will be at the Council's sole discretion as to whether or not they enter into a contract for Hardware Asset Management as a Service.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
II.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 III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
It is a requirement of the Contract that Tenderers hold, or can commit to obtain prior to the commencement of and duration of the Contract of any subsequently awarded contract, the types and levels of insurance indicated below:
Employers Liability - statutory minimum 5m GBP, each and every claim;
Public Liability - minimum 1m GBP, each and every claim;
Professional Indemnity – minimum 100K GBP, will accept cover in the aggregate;
There will be a requirement for statutory third party motor vehicle insurance to be evidenced if vehicles are used to deliver the service. This can either be by way of a valid MV certificate in the company name, OR, where there is no company fleet and employees use their own vehicles instead, a letter signed by a person of appropriate authority confirming that the Provider has ongoing arrangements in place to ensure that employees' vehicles are appropriately insured and maintained for business purposes.
The Council will use Dun & Bradstreet (D&B) to assist in its determination of the organisation’s financial status and risk.
The Council would expect Tenderers to have a minimum Dun & Bradstreet Failure Score of 20%, however failure to meet this Failure Score would not necessarily merit a ‘FAIL’ as the Dun & Bradstreet Failure Score is only one factor used by the Council in assessing the acceptability or otherwise of a Tenderer’s financial status. The Council will take into account the Tenderer’s response to the ESPD Part 1V Question 4B.1.1
It is recommended that tenderers review their own D&B Failure Score in advance of submitting their tender submission. If, following this review, Tenderers consider that the D&B Failure Score does not reflect their current financial status, the tenderer should attach a document to this section giving a detailed explanation together with any relevant supporting independent evidence. The Council will review any such information as part of the evaluation of the Tenderer’s financial status.
Where the Tenderer is under no obligation to publish accounts and therefore 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 the Council may assess these to determine the suitability of the Tenderer to undertake a Contract of this size. Where a consortium bid is received, the D&B Failure Score of each consortium member shall be assessed. Any accounts or documents submitted must be in English and, if appropriate, certified as accurate translations. For Sole Traders please provide submitted Tax Returns for the previous 3 years as part of their Tender Submission in order that the Council may assess these to determine the suitability of the Tenderer to undertake a Contract of this size
Where the Tenderer is a subsidiary of a group but is applying as a separate legal entity and fails to meet the minimum D&B Failure Score (or equivalent) as a company, a parent company or bank guarantee may be required to allow progression in the tender process. The Council will be the sole judge as to whether these are required, and it shall notify Tenderers accordingly. The parent company or bank guarantee must meet the minimum financial requirements as assessed by the Council and must be in the form requested by the Council.
Where the Tenderer intends to sub-contract more than 25% of any Contract value to a single sub-contractor then the foregoing actions will apply similarly to the relevant sub-contractor(s). The Council also reserves the right to reject the use of sub-contractors following evaluation of the sub-contractor’s financial status.
Minimum level(s) of standards required:
Tenderers unable to commit to obtain the levels of insurance detailed above may be assessed as a FAIL and be excluded from the procurement process.
Tenderers who do not achieve a minimum D&B failure score of 20 and above and fail to provide any additional explanation or supporting information may be assessed as a FAIL and be excluded from the procurement process.
Tenderers who do not provide sufficient financial information as they consider that their D&B Failure Score does not reflect their current financial status by the Tender Deadline may be assessed as a FAIL and be excluded from the procurement process.
Tenderers that do provide sufficient financial information as they consider that their D&B Failure Score does not reflect their current financial status by the Tender Deadline however fail to satisfy the Council that they have sufficient financial standing to undertake requirements within this procurement exercise will be assessed as a FAIL and will be excluded from the procurement process.
Tenderers must confirm compliance with the terms and conditions and any associated special conditions and service specification. Failure to do so may result in the tender submission being assessed as a FAIL.
Tenderers must submit a completed response as per the Invitation to Tender. Failure to do so may result in the tender submission being assessed as a FAIL.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Contract performance conditions are stated within the Invitation to Tender documentation.
III.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 IV: Procedure
IV.1.1) Type of procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
IV.2.7) Conditions for opening of tenders
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Estimated timing for further notices to be published:
If the contract is still required beyond the contract period including any extension periods then a new tender exercise will be undertaken.
VI.3) Additional information
Further information is contained within the Invitation to Tender.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 12941. 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: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
Information regarding Community Benefits is contained within the Invitation to Tender.
VI.4) Procedures for review
VI.4.1) Review body
See section VI.4.3
See section VI.4.3
VI.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 a breach of duty under the Public Contracts (Scotland) Regulations 2015 (as amended) may bring proceedings in the Sheriff Court or the Court of Session.
VI.5) Date of dispatch of this notice