Tender description

Renfrewshire Council is seeking to appoint a software asset management as a service provider.

Legal, economic, financial and technical information

Contract performance conditions
Contract performance conditions are stated within the invitation to tender documentation.
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 5 000 000 GBP, each and every claim,

— public liability: minimum 1 000 000 GBP, each and every claim,

— professional indemnity — minimum 100 000 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 and 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 and Bradstreet Failure Score of 20 %, however failure to meet this failure score would not necessarily merit a “Fail” as the Dun and 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 subcontract more than 25 % of any contract value to a single subcontractor then the foregoing actions will apply similarly to the relevant subcontractor(s). The Council also reserves the right to reject the use of subcontractors following evaluation of the subcontractor’s financial status.

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
YES
Minimum level(s) of standards possibly 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.



Procedure

Languages in which projects or requests to participate may be drawn up
EN
Type of contest
Open
The procurement is covered by the Government Procurement Agreement
Yes
Conditions for opening of tenders

2019-04-15

12:00

Local time
12:00
Date
2019-04-15

Complementary information

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.
Review body

See section VI.4.3

See section VI.4.3

http://www.renfrewshire.gov.uk

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 subcontract 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.

(SC Ref:572098)

Date of dispatch of this notice
2019-03-12
This is a recurrent procurement
Yes
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. Main CPV code 72222300

Bidding information

Bidding deadline

15 Apr 2019

26 days remaining

Total estimated value

GBP 400,000

Locations

United Kingdom, Paisley

LOTS ASSOCIATED WITH THIS TENDER

Value

GBP 400,000

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.

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.

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.

Description of renewals

The Council shall have the option to extend for up to a further 2 years on an annual basis.

Main site or place of performance

Renfrewshire.

Award criteria

Approach to implementation, resources, knowledge and skills

20

Service delivery — license compliance/audit ready

15

Service delivery — software optimisation/cost reduction

15

Account management

5

Cyber security

5

Fair working practices

5

Community benefits

5

Price

30

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