CAR for Software Asset Management as a Service (SAMaaS)
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 and its agenda
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OFFICIAL ___________________________________________________________________ To: Finance, Resources and Customer Service Policy Board On: 20 November 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for Software Asset Management as a Service (SAMaaS) (RC-CPU-25-041) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Contract for Software Asset Management as a Service to Business Continuity Services Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted using the above Government Procurement Agreement (GPA) Threshold Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015 and Renfrewshire Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Head of Digital, Transformation and Customer Services and the interim Corporate Procurement Manager on 19 June 2025. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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OFFICIAL 2.1 Authorises the Head of Corporate Governance to award a contract for Software Asset Management as a Service to Business Continuity Services Limited. 2.2 Authorises an initial contract period of three years with the option to extend for a further 2 years on one occasion at the sole discretion of the Council. The Contract Commencement Date will be 15 January 2026. 2.3 Authorises the approved contract value of £451,196.30, excluding VAT, for the initial contract period and extension period. The initial contract period will be £267,377.10 excluding VAT. _________________________________________________________ 3. Background 3.1 The Council requires a Service Provider to deliver Software Asset Management as a Service which ensures licence compliance, software optimisation and cost reductions. The Council has in excess of 500 commercial applications across the organisation that the Service Provider will analyse in order to identify any software compliance issues. 3.2 The procurement exercise for this Contract was conducted using the above Government Procurement Agreement (GPA) Threshold Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015, as amended and the Renfrewshire Council’s Standing Orders Relating to Contracts. A Contract Notice was despatched to the Find a Tender Service via the Public Contracts Scotland portal on 19 June 2025 and published on the same date. 3.3 During the tender live period, 53 organisations expressed an interest in the tender opportunity. By the tender deadline of 22 July 2025, 3 companies submitted a Tender Submission, 10 declined to respond, and the remaining 40 did not respond. For the 10 that declined to respond, all noted that the specification did not align with their core business. 3.4 All 3 Tender Submissions were evaluated against a pre-determined set of criteria in the form of the Single Procurement Document (Scotland) (“SPD”) by representatives from ICT Services, Corporate Procurement Unit, Corporate Risk and Corporate Health and Safety. All Tenderers met the selection criteria set within the SPD.
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OFFICIAL 3.5 One Tender Submission was then deemed non-compliant as it failed to meet the Council’s minimum cyber security requirements and was excluded from Tender process. 3.6 The remaining 2 Tender Submissions were evaluated against the published set of award criteria of 70% Quality and 30% Price. 3.7 The scores relative to the Award Criteria for these Tenderers are noted below: Tenderers Name Quality Score (70%) Price Score (30%) Total Score (100%) Business Continuity Services Limited 59.50% 23.57% 83.07% Phoenix Software Limited 46.25% 30.00% 76.25% 3.8 Business Continuity Services Limited Tender Submission was identified as the most economically advantageous tender. 3.9 Cost under this Contract will be funded by the ICT revenue budget. 3.10 Business Continuity Services Limited has committed to deliver the following community benefits as part of this Contract: Community Benefit No of People/ Activity Work Experience Placement for an individual 16+ years of age 2 Work Experience Placement for an individual in full time education 2 Industry Awareness Events • Schools • Invest in Renfrewshire – Employability • Further Education 2 Industry Skill Transfer to Schools 1 Non-financial support for a Community Project 1 ___________________________________________________________________ Implications of the Report 1. Financial – The costs for this Contract of £451,196.30 excluding VAT, for the initial contract and extension period will be met from the ICT revenue budget, the maximum approved contract value for the initial contract period is £267,377.10 excluding VAT.
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OFFICIAL 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – Living our values - making a difference together - Ensuring Renfrewshire Council delivers Best Value for our citizens and customers, that we are a well governed, effective organisation. 4. Legal - The procurement exercise for this contract was conducted as an above Government Procurement Agreement (GPA) Threshold Open Procedure under the Public Contracts (Scotland) Regulations 2015, as amended and the Renfrewshire Council’s Standing Orders Relating to Contracts. 5. Property/Assets – None directly arising from this report. 6. Information Technology – This Service Provider of this Contract will work with ICT Services to provide specialist advice regarding the management of software applications. 7. Equality & Human Rights – None directly arising from this report. 8. Health & Safety – Business Continuity Services Limited’s health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s requirements regarding health and safety. 9. Procurement – The procurement exercise for this contract was conducted as an above Government Procurement Agreement (GPA) Threshold Open Procedure under the Public Contracts (Scotland) Regulations 2015, as amended and the Renfrewshire Council’s Standing Orders Relating to Contracts. 10. Risk – Business Continuity Services Limited’s insurance cover was assessed by Corporate Risk and met the Council’s minimum requirements for insurable risk. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk – The level of impact associated with this Contract has been assessed using the Scottish Government Sustainability Test and is considered to be low risk with limited climate change implications noted as part of this Contract. 13. Children’s Rights – None directly arising from this report.
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OFFICIAL 14. Cosla Policy Position – None directly arising from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author Rachel Davison, Digital Category Manager, rachel.davison@renfrewshire.gov.uk