Agenda item

Contracts Update

Meeting of Strategic Policy and Resources Committee, Friday, 21st June, 2019 9.30 am (Item 7b)

Minutes:

The Committee:

· approved the public advertisement and acceptance of tenders as listed in Appendix 1, Table 1through the Council’s electronic procurement system;

· granted delegated authority to the appropriate Director using pre-agreed criteria to award the most economically advantageous tender;

· agreed to accede to Standing Order 55(b) - exceptions in relation to contracts by direction of the council acting on recommendation of a Chief Officer - that the exception is justified in special circumstances for the contracts setout in 3.6 andAppendix 1 Table 2;

· approved the extensions as detailed in Appendix 1, Table 3;

· noted the contracts that have been awarded (January – May 2019 inclusive) Appendix 1, Table 4; and

· noted that the Committee had delegated authority in relation to the award of contracts.

Appendix 1 - Schedule of tenders for consideration

Table 1 - New tenders

Title of tender	Senior Responsible Officer	Proposed contract duration
Tender for the provision of a bring site service	Nigel Grimshaw	Two years with optional extension of anytime up to two years and a further two years thereafter
Tender for the provision of a dry material recovering facility	Nigel Grimshaw	Three years with the option to extend for a further two years.
Delivery of parks education programme	Nigel Grimshaw	Up to five years
Supply and delivery of waste containers and food waste liners	Nigel Grimshaw	Up to three years
Supply & delivery of Fruit & Veg to Belfast Zoo	Nigel Grimshaw	Up to three years
Supply & delivery of bedding plants and supply & delivery & offloading of forcing and bedding bulbs	Nigel Grimshaw	Up to three years
Provision of de-icing and snow clearance (winter) service	Nigel Grimshaw	Up to three years
Supply, delivery and offloading of haylage, meadow hay and barley straw	Nigel Grimshaw	Up to four years
Annual Bituman including small civil engineering works	Nigel Grimshaw	Up to four years
MTC for roller shutter doors – repair, maintenance and minor alterations	Gerry Millar	One year with the option to extend for a further three years
MTC for general metal and small engineering - callout repairs and minor works	Gerry Millar	One year with the option to extend for a further three years
MTC for glazing – callout, repairs and minor works	Gerry Millar	One year with the option to extend for a further three years
MTC for air conditioning – callout ,repairs and minor works	Gerry Millar	One year with the option to extend for a further two years
MTC for electrical insurance repairs and small works	Gerry Millar	One year with the option to extend for a further two years
MTC for pitch lighting – callout, repairs and minor works	Gerry Millar	One year with the option to extend for a further two years
MTC for roofing services – callout, repairs and minor works	Gerry Millar	One year with the option to extend for a further two years
Supply and delivery of footwear and gloves	Gerry Millar	One year with the option to extend for a further two years
Supply and delivery of electrical materials	Gerry Millar	One year with the option to extend for a further three years
Supply and delivery of plastic sacks	Gerry Millar	One year with the option to extend for a further three years
Resurface main yard at Cregagh Civic Amenity Centre	Gerry Millar	4-8 weeks
Boiler replacement at Morton CC & Belvoir Acitivity	Gerry Millar	8-12 weeks
Upgrade fire alarm at waste transfer station	Gerry Millar	4-8 weeks
Replacement of flooring at Ballysillan LC	Gerry Millar	2-4 weeks
Installation of Christmas lights at City Hall	Gerry Millar	12 weeks
Repairs to roofing at Smithfield Market	Gerry Millar	4-6 weeks
CHP Works at Ballysillan Leisure Centre	Gerry Millar	Up to five years
Analysis of samples from the North Foreshore	Gerry Millar	Up to three years
Online Business Case 2 for Belfast Destination Hub	Alistair Reid	Up to one year
Strategic Engagement Framework for Belfast Destination Hub	Alastair Reid	Up to one year
Project concept development for Belfast Destination Hub	Alastair Reid	Up to two years
Tender for the delivery of two summer lighting pilots	Alastair Reid	Up to one year
Tender for proposal for a festival of light to animate Belfast City Centre throughout Xmas 2019	Alastair Reid	Up to one year
Employment Academy – Leisure (T1976)	Alastair Reid	Up to three years
Purchase of mobile ventilation units for St Georges Market	Alastiar Reid	Up to ten years

Table 2 - Direct Award Contracts (Single Tender Action)

System/Product	Supplier	Annual estimate
Finance & Resouces: maintenance and support for Modern.Gov software (T1969)	Modern Mindset	£38,750
Place & Economy City Revitalisation Programme support for a number of key activities	Festival of Fool’s/Cathedral Quarter/Other Voices	£70,000
Place & Economy City Revitalisation Programme: marketing campaign (T1970)	Visit Belfast	£300,000
City & Neighbourhoods: removal of a portacabin (T1971)	confidential	confidential
City & Neighbourhoods: seasonal waste removal 2018 (T1972)	confidential	confidential
City & Neighbourhoods: seasonal waste removal 2019 (T1982)	Confidential	confidential
Research and Evidence to inform the Local Development Plan (T1973)	Turley and Edge Analytics	£42,500

Table 3 - Contract Extension

System/Product	Supplier	Period
Tender for the collection, treatment and re-cycling of mattresses	Ulster Supported Employment Ltd	Month by month until new contract is in place.

Table 4 – Tenders Awarded (January to May 2019)

Title of tender	Successful Contractor	Senior Responsible Officer
Supply and delivery of ambient food (T1918)	Henderson Foodservice Ltd	John Walsh
Supply and delivery of kerbside sort vehicles (T1932)	Romanquip Ltd	Nigel Grimshaw
Provision of a personal development project - PEACE IV (T1920)	Extern NI	Nigel Grimshaw
Supply and delivery of top dressing sand and topsoil (T1877)	Clive Richardson Ltd	Nigel Grimshaw
Tender for wet pour repairs (T1878)	Play and Leisure Services Ltd	Nigel Grimshaw
Administration and provision of first aid training courses (T1911)	Proparamedics Ltd	John Walsh
Provision of a medical referee service (T1875)	Dr Smith	Nigel Grimshaw
Removal and disposal of sharps and drug paraphernalia (T1894)	Ace Drains	Nigel Grimshaw
Good relations through sport – PEACE IV (T1925)	Active Communities Network	Nigel Grimshaw
Supply and delivery of fresh meat and poultry (T1929)	Lynas Foodservice Ltd	John Walsh
Maintenance of grounds maintenance plant and equipment (T1913)	Broderick Grass Machinery Ltd	Nigel Grimshaw
Delivery of care employment academy (T1931)	DFPF Ltd t/a People 1st	Nigel Grimshaw
Supply and erection of street nameplates (T1935)	Traffic Signs and Equipment Ltd	Alistair Reid
Maintenance and removal of flower displays (T1870)	Clive Richardson Ltd	Nigel Grimshaw
Design, delivery and management of twilight market (T1957)	The Event-ful consultancy	John Greer
Advertising service for the placement of planning notices (T1898b)	Independent News and Media Ltd	Aidan Thatcher

Supporting documents: