Adobe (Acrobat Pro and Creative Cloud) Software Licensing and Product Support

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The Department of Finance requires the supply of Adobe software licenses and associated product support. The contract will cover 70 licenses for Adobe Acrobat Pro, including e-signature functionality, software management, and product support. Additionally, 8 licenses for Adobe Creative Cloud, with software management and product support, are required. The contract commences on 17 September 2026, with licenses due for renewal on this date.

The successful supplier will be responsible for:

• Issue Management: Addressing and resolving any issues or queries that arise concerning Acrobat Pro and Adobe Creative Cloud.
• Procurement and Renewal: Securing the most competitive pricing for license purchases and managing the annual renewal of these licenses and support services.
• Additional Licenses: Providing a mechanism to procure additional individual licenses for Adobe Acrobat Pro and Adobe Creative Cloud on a pro-rata basis as required by the Department.

The Department operates under two separate Adobe VIP Agreement Numbers, with the specified licenses falling under VIP number B411280F58A52091033A. The contract duration is initially 36 months, with two potential renewal periods of up to 12 months each, totalling a maximum of 60 months. The estimated expenditure over the full term is €125,000 (excluding VAT).

3. Background & buyer context

This procurement is being conducted by the Department of Finance to ensure continued access to essential Adobe software. The current licenses are due for renewal on 17 September 2026. The Department is utilising an open procedure under the European Union (Award of Public Authority Contracts) Regulations 2016. The procurement aims to secure software licensing and product support for a defined term, with options for extension. The Department of Finance policy encourages participation by Small and Medium Enterprises (SMEs) and suggests that larger enterprises consider how SMEs can be included in their proposals.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: A minimum average annual turnover of €125,000 (exclusive of VAT) for each of the last three financial years. For newer entities, this applies pro-rata from their establishment date.
• Insurance: The successful tenderer must hold the following insurances for the term of the contract:
• Employer’s Liability: €12.7 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: €1 million
• Cyber Liability: €1 million If insurances are not in place at the time of tender, a declaration must be submitted stating they will be implemented if successful, with evidence provided prior to award.
• Certifications: Tenderers must be authorised as an Adobe Platinum Reseller, specifically an APC Reseller Partner for Adobe products under the Value Incentive Plan (VIP).
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement for insurance policies to include Ireland within their territorial limits and jurisdiction.
• Tax Clearance: Tenderers must submit a copy of their tax clearance certificate, access information, or evidence of application to the Revenue Commissioners. Failure to comply prior to award may result in the contract being awarded to the next highest bidder.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT). The award criteria and their weighting are as follows:

The scoring for the cost criterion is calculated as: (Lowest tendered cost / Cost under evaluation) * 900. The tender cannot exceed €125,000 (excl. VAT) over the term of the contract; tenders exceeding this limit will not be considered.

6. Submission requirements

Tenderers must submit the following documentation:

• European Single Procurement Document (eESPD): An electronic version must be completed and submitted.
• Tenderer’s Statement: A scanned, signed copy printed on the tenderer's letterhead, confirming acceptance of contract terms.
• Pricing Schedule: Completed in accordance with Appendix 2, providing an itemised breakdown of costs. Prices must be all-inclusive, in Euro, and exclusive of VAT.
• Tax Clearance: A copy of the tax clearance certificate, access information, or evidence of application.
• Adobe Authorisation: Proof of authorisation as an Adobe Platinum Reseller (APC Reseller Partner for Adobe VIP).
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Confirmation of insurance coverage or declaration of intent to obtain if successful.
• Supporting Documentation: Any documentation requested to support financial standing, insurance, and technical/professional ability.

All submissions must be made via the eTenders electronic tenderbox.

7. Key dates & process

8. Contract terms that matter

The Goods Contract will have an initial term of 36 months, with two potential renewal periods of up to 12 months each, totalling a maximum of 60 months. Pricing may be adjusted on the first anniversary of the contract's effective date and subsequent anniversaries, based on a specified price index. Payment terms will be detailed within the Goods Contract (Appendix 5). The contract requires the successful tenderer to hold specific insurances for its duration. Compliance with all applicable EU and domestic tax laws is a condition of the contract.

9. Risks, red flags & unusuals

The estimated value of €125,000 (excl. VAT) over the potential 60-month term is relatively low, suggesting a focus on efficient licensing management rather than extensive service provision. The requirement for bidders to be an "Adobe Platinum Reseller" significantly narrows the potential supplier pool, potentially favouring established Adobe partners. The tender explicitly states that the Department does not bind itself to accept the lowest priced or any tender, and no contractual rights arise until a formal written contract is executed. The submission deadline is relatively late in August 2026, allowing ample time for preparation.

10. SME fit assessment

This tender is likely best suited for established IT resellers or software licensing specialists with a proven track record as an Adobe Platinum Reseller. The requirement for this specific authorisation means that general IT service providers or smaller businesses without this accreditation would not be eligible to bid independently. Consortium bids are permitted, allowing SMEs to partner with larger entities or other SMEs to meet the Platinum Reseller requirement. The bid preparation effort is likely moderate, focusing on pricing, contract management proposals, and demonstrating compliance with the specific Adobe reseller status. The Pwin signal is strong for authorised Platinum Resellers due to the explicit certification requirement.

11. Where to dig deeper

• Source RFT filename: [20260727 DFIN RFT Adobe Licences.docx]
• eTenders CFT ID: Not specified
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Goods Contract