Agenda item

Update on Contracts

Meeting of Strategic Policy and Resources Committee, Friday, 20th August, 2021 9.30 am (Item 40.)

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 as per 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;

· approve the modification of the contract as per Standing Order 37a, as detailed in Table 3 below; and

· note the award of retrospective Single Tender Actions in line with Standing Order 55 exceptions, as detailed in Table 4 below.

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO	Short description of goods / services
Replacement Building Control solutions IT system which provides functionality to manage service delivery	Up to 7 years	£636,000 1st year capital	A Reid	The existing legacy solutions are considered not fit for purpose in the current constantly changing digital age.
The provision of Insurance Brokerage Services	Up to 2 years	£2,700,000 (this includes the annual insurance premium payments plus any potential broker fee)	R Cregan	The provision of insurance brokerage services is needed to ensure that suitable insurance policies are purchased for the Council on the most cost-effective basis
Replacement of vehicles and mobile plant	Up to 1 year	£3,200,000	S Toland / R Black	Current vehicles have exceeded the Council’s recommended replacement criteria (age & mechanical condition)
Delivery and supply of live and frozen animal feed	Up to 3 years	£72,000	S Toland / R Black	Animal feed for Belfast Zoo
Supply and delivery of frozen fish to Belfast Zoo	Up to 3 years	£84,000	S Toland / R Black	Animal feed for Belfast Zoo
Replacement of hardware that supports the NIHE environment	Up to 1 year	£263,719	R Cregan	Existing hardware becoming end of life (being reported retrospectively)
Deliver a programme of cross community activities - Forth Meadow Community Greenaway - Peace IV	Up to 11 months	£150,000	S Toland / R Black	To improved footfall along the Greenway’s connecting foot / cycle paths, encouraging movement between communities and creating unique experiences for local residents, and people from other communities.
PEACE IV Youth Engagement & Civic Education Project	Up to 11 months	£160,000	S Toland / R Black	A key deliverable of the PEACE IV Shared Space & Services theme, that will build positive relations between young people along the Forth Meadow Community Greenway and contribute to building positive relations.
Supply of hay, meadow hay, barley straw, lucerne and browse	Up to 3 years	£126,000	S Toland / R Black	Animal feed for Belfast Zoo
Provision of public address, staging and lighting equipment	Up to 4 years	£480,000	A Reid	PA, staging and lighting equipment for a planned events programme
Hire of ancillary equipment for Council events	Up to 4 years	£250,000	A Reid	To provide a range of equipment at Council Events
Inspection, cleaning and maintenance of automatic public conveniences	Up to 6 years	£600,000	S Toland / R Black	Maintenance and cleaning support contract of automatic public conveniences
Tender for qualified professional team to explore regeneration opportunities and produce a concept place-making plan for Council owned land at Corporation Street and Exchange Street	Up to 6 months	£50,000	A Reid	To prepare a place making concept for regeneration of Brownfield Council land at Corporation Street and Exchange Street that will facilitate residential opportunities as part of the Strategic Sites Assessment (Housing Led Regeneration) workstream

Table 2: Single Tender Actions

Title	Total Value	SRO	Supplier
Improvement of the efficiency of the heating and cooling systems within the Waterfront Hall	£45,000	S Grimes	Hysopt
Bobbin Café City Hall - contract extension	£45,000 income	J Walsh	Now Group - Loaf Catering
Supply of a range of fruit and vegetables to the Canteen	£45,000	J Walsh	North Down Group
*Appointment of integrated design team to provide design development services to support Covid19 'Revitalisation programme' (funded)	Additional £45,000	A Reid	MMAS/OGU Architects

* For Information - addendum to the STA approved in January 2021 for £60k with an additional £45k value added.

Table 3: Modification to Contract

Title of Contract	Contract Duration	Modification	SRO	Supplier
T1852 - Delivery and supply of live and frozen animal feed (lot 3 frozen meat)	Up to 3 years	Additional 4 months and £6,000	S Toland / R Black	WD Meats
T1883 - Supply and delivery of frozen fish to Belfast Zoo	Up to 3 years	Additional 4 months and £6,000	S Toland / R Black	Marine Nutrition
T1947 - Delivery of Peace IV Transform for Change	Up to 2.5 years	Additional 6 months	S Toland / R Black	The Northern Ireland Council for Voluntary Action

Table 4: Retrospective Single Tender Actions

Title of Contract	Duration	Value	SRO	Supplier
T2149 - Event management and support services to deliver collaborative public private partnership (Renewed Ambition Programme RAP)	Up to 8 months	£70,400	A Reid	Lanyon Communications
Measured Term Contract for mechanical services including callouts and repairs	Up 2 months	£120,000	S Grimes	WJM Building Services Ltd
Consultancy Services – strategic support for C&NS	Up to 8 months	£125,000	J Tully	Deloitte

Supporting documents: