Agenda item

Update on Contracts

Meeting of Hybrid Meeting, Strategic Policy and Resources Committee, Friday, 17th December, 2021 9.30 am (Item 33.)

Minutes:

The Committee:

· approved the public advertisement of tenders, as per Standing Order 37a, as detailed in Table 1 below;

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

· noted the award of retrospective Single Tender Actions, in line with Standing Order 55 exceptions, as detailed in Table 3 below; and

· approved the modification of the contract, as per Standing Order 37a, 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
Hire of marquees and equipment for Council events	Up to 4 years	£380,000	R Cregan	The Council runs a number of planned and ad hoc events each year where marquees and equipment are required for delivery
Procurement of a web recruitment system to be integrated into the council’s replacement HR/Payroll/Time & Attendance system, ResourceLink (RL)	Up to 4 years	£100,800	R Cregan	The web recruitment module within the RL system was unable to be implemented due to it not meeting current accessibility standards.
License support and maintenance for Plotbox booking system for cemeteries and crematorium	Up to 4 years	£104,640	R Cregan	Booking system for cemeteries and crematorium
Open Spaces and Street Scene vehicles/ plant	Up to 2 years	£301,000	C Matthews	New vehicles/ plant to support in house teams for operational needs.
Cleaning Services	Up to 5 years	£1,000,000	S Toland / R Black	Corporate wide contract for cleaning services that will be open to use by all departments that have a requirement for cleaning offices/premises outside of the service provided by the internal cleaning teams/ staff.
Provision of collection, storage, retrieval and destruction of office records.	Up to 10 years	£560,000	J Walsh	Ongoing requirement for retrieval and off-site storage of office records and destruction of confidential waste and stored documents as per Council Retention & Disposal Policy
Supply of topdressing, sand and soil for parks	Up to 3 years	£375,000	R Black	Materials required for sports surfaces and pitches.
Replacement of network hardware in the four main BCC sites: City Hall, 9 Adelaide, Cecil Ward Building and Duncrue	Up to 12 months	£343,745	R Cregan	The current hardware is reaching end of life. The new hardware allows BCC to control and monitor the devices and security profile of all devices connecting to the network
Replacement of server and storage hardware	Up to 12 months	£500,000	R Cregan	The current hardware is reaching end of life. The hardware is now 5 years old must be replaced to ensure continuity of service and support, reduce risk of failure, and to avoid escalating support costs from the hardware suppliers
Security awareness and phishing training system	Up to 3 years	£54,000	R Cregan	The procurement and commissioning of a security awareness and phishing training system
Provision of an occupational health service for staff	Up to 3 years	£562,380	J Tully	Occupational health service for staff
Provision of an employee counselling service for staff	Up to 3 years	£590,000	J Tully	Employee counselling service for staff

Table 2: Single Tender Actions

Title	Total Value	SRO	Supplier
Support and maintenance of E-Bravo tendering solution	£32,443	R Cregan	Bravosolutions UK Ltd
T629a - Removal, Storage and Retrieval of Office Records	£32,000	J Walsh	Morgan Document Security (previously, John Morgan & Son Ltd)
SAP annual licences	£48,000	R Cregan	SAP UK Limited

Table 3: Retrospective Single Tender Actions

Title of Contract	Duration	Value	SRO	Supplier
Environmental Health Officers required for 24hr shift rota cover for essential service delivery within the Port Health service (fully funded)	Up to 5 months	£80,000	S Toland / R Black	Hays Recruitment
Electrical services installation at Carrickhill Community Centre	Up to 6 weeks	£38,048	S Grimes	Methodology M&E
The build, construction and fabrication of the space and elements within at 2 Royal Avenue (fully funded)	Up to 8 months	£200,000	A Reid	Little Fox Events
The provision of bespoke festival style temporary toilets at 2 Royal Avenue (fully funded)	Up to 16 weeks	£48,301	A Reid	Balloo Ltd

Table 4: Modification to Contract

Title of Contract	Duration	Modification	SRO	Supplier
T1857 - Peace IV Programme - Marking the Decade of Centenaries	Up to 3.5 years	Additional 4 months	S Toland / R Black	The Corrymeela Community
T1710 - Provision of a cleaning service at Belfast Castle, Malone House, The Stables and Lock Keepers Cottage	Up 5 years	Additional 4 months and £20,000	S Toland / R Black	Precision Industrial Services
T1858 Peace IV Connecting Communities (*Please note a 3 month extension has been approved by SP&R in October 2021)	3 years and 2 months	additional 6 months = 9 months total	S Toland / R Black	NI Alternatives Limited
T1990b Cinematography for PEACE IV Programme Services	Up to 1 year	Additional 10 months and £5,720	S Toland / R Black	Morrow Communications
T1925 - Peace IV On the Right Track; Good Relations through Sports	Up to 2 years and 10 months	Additional 9 months	S Toland / R Black	Active Communities Network
T1877 Supply, delivery, and application (as required) of top-dressing sand and the supply of bowling green top-dressing sand, topsoil, screened topsoil, and sand/soil mix	Up to 3 years	Additional 4 months and additional £40,000	S Toland / R Black	Clive Richardson Ltd
T1859a - PEACE IV Playing our Part in the City Programme	Up to 3 years and 3 months	Additional 3 months	S Toland / R Black	Active Communities Network
T1920 - Peace IV Personal Development Project for Young People at Risk	Up to 3 years	Additional 3 months	S Toland / R Black	Extern Northern Ireland

Supporting documents: