Agenda item

Update on Contracts

Meeting of Strategic Policy and Resources Committee, Friday, 21st May, 2021 9.30 am (Item 7a)

Minutes:

The Members of the Committee agreed to recommend that, in accordance with the Council decision of 4th May, the Chief Executive exercise her delegated authority to:

· approve the public advertisement of tenders, in line with Standing Order 37a, as detailed in Table 1 below;

· approve the award of Single Tender Actions, in line with Standing Order 55 exceptions, as detailed in Table 2 below; and

· note the award of retrospective Single Tender Actions, in line with Standard Order 55 exceptions, as detailed in Table 3 below.

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO	Short description of goods / services
Microsoft Enterprise Subscription Agreement (ESA)	Up to 3 years	£1,500,000	R Cregan	Microsoft Enterprise Subscription Agreement (ESA) is the contract to provide all or our Microsoft services such as Office 365.
T2167 Management and coordination/referrals of service provision for the Traveller Communities. (fully funded)	Up to 19 months	£66,000	S Toland / R Black	Approved by SP&R April 2021. Further approval sought for an increase in Contract duration. To develop and enhance infrastructure that enables a coordinated approach in accessing services and service delivery for the Travelling Community in Belfast.
Provision of production management for Council events and activities	Up to 4 years	£350,000	A Reid	Tender required for the provision of a production management service for Council events and activities.
Development of economic strategy for Belfast	Up to 5 months	£80,000	A Reid	Position Belfast and Council in context of emerging regional strategy positions
T2082 Provision of a ‘Youth Engagement and Civic Education Project’ for Forth Meadow Community Greenway PEACE IV Programme Services	Up to 16 months	£80,000	S Toland / R Black	Approved by SP&R June 2020, project delayed due to covid - EU Funded project to engage with 600 young people along the Forth Meadow Community Greenway
Property Maintenance Units MTC for building energy management systems maintenance	Up to 4 years	£250,000	S Grimes	Recurring contract which covers callouts, repairs, planned maintenance and small works to building energy management systems to all Council properties
Property Maintenance Units MTC for CCTV, door access and public address systems maintenance	Up to 4 years	£250,000	S Grimes	Recurring contract which covers callouts, repairs, planned maintenance and small works to CCTV, door access and public address systems to all Council properties
Property Maintenance Units MTC for fire and intruder alarms maintenance	Up to 4 years	£350,000	S Grimes	Recurring contract which covers callouts, repairs, planned maintenance and small works to fire and intruder alarms systems to all Council Properties
Property Maintenance Units MTC for lifts maintenance	up to 5 years	£375,000	S Grimes	Recurring contract which covers callouts, repairs, planned maintenance and small works to lifts to all Council properties
Replacement metal railings at Dundonald Cemetery	Up to 16 weeks	£60,000	S Grimes	Works identified in Property Maintenance Units 2021/22 – non-recurring
Refurbishment of entrance gates at Ormeau Park	Up to 12 weeks	£30,000	S Grimes	Works identified in Property Maintenance Units 2021/22 – non-recurring
Replacement of vinyl floor covering at Falls Swim, Glen CC, Grosvenor CC & North Queens Street Play Centre	Up to 12 weeks	£70,000	S Grimes	Works identified in Property Maintenance Units 2021/22 – non-recurring
Replacement windows to Braniel CC, Downshire Hall & ATP Memorial CP	Up to 8 weeks	£55,000	S Grimes	Works identified in Property Maintenance Units 2021/22 - planned backlog
Replacement of the Linear Track Lighting within the Grove Wellbeing Centre	Up to 6 months	£180,000	S Grimes	Works identified in Property Maintenance Units 2021/22 – non-recurring
Replacement of the existing boilers within Grove Wellbeing & Belvoir Activity Centre	Up to 3 months	£240,000	S Grimes	Works identified in Property Maintenance Units 2021/22 – non-recurring
Electrical supplies	Up to 5 years	£1.6m	S Grimes	Supply and delivery of electrical goods/ consumables to facilitate the service delivery of the Property Maintenance section in maintenance and minor works refurbishments of Council properties.
Workwear and PPE	Up to 5 years	£1.3m	S Grimes	Supply and delivery of range of workwear and personal protective equipment ‘PPE’ (i.e. uniforms, footwear, safety gloves etc) for Council staff that are stocked and distributed by the stores team.
*Delivery of a feasibility study, partner engagement and project business case for the development of an Advanced Wireless investment model	Up to 7 months	£180,000	R Cregan	Based on expert recommendations on maximizing the impact of Belfast Region City Deal Infrastructure Enabling Fund investments

* For noting purposes as SP and R approval was granted April 2021as a separate paper.

Table 2: Single Tender Actions

Title	Total Value	SRO	Supplier
Provision of consultancy services - Port Health (ref Brexit) previous STA T2154	£47,000	J Tully	Deloitte
Brexit support services through the Innovation Factory Contract – 2nd phase. 1st phase approved in Dec 20.	£50,000	A Reid	Oxford Innovation

Table 3: Retrospective Single Tender Actions

Title of Contract	Duration	Value	SRO	Supplier
Network Services	Up to 2 years	£100,000	R Cregan	Black Box

Supporting documents: