Agenda item

Minutes:

            The Committee:

 

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

 

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

 

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

 

            The Committee agreed not to approve the award of the Single Tender Actions, in line with Standing Order 55 exceptions, as detailed in Table 2 below, and requested that detailed information on the assessment of those tenders and the tendering process for Single Tender Actions generally be forwarded to Members in advance of the decision being ratified by the Council on 1st September.

 

            The Committee agreed also that, in future, the Committee report would, for each Single Tender Action, be accompanied by the rationale behind it being recommended for approval.

 

Table 1: Competitive Tenders

 

Title of Tender

Proposed Contract Duration

Estimated Total Contract Value

SRO

Short description of goods / services

Electrical services insurance/

remedial repairs

Up to 3 years

£250,000

S Grimes

To have an electrical contractor to carry out repairs to electrical installation based on a schedule of rates to control the costs

Framework for electrical contractors for planned maintenance minor works for electrical services

Up to 2 years

£350,000

S Grimes

New framework is to have an approved list of contractors who can compete on mini competitions over work orders for £10k to £75k

Callouts, repairs and planned maintenance of high levelling lighting

Up to 3 years

£250,000

S Grimes

To have a specialist electrical contractor to carry out repairs and maintenance works to high level lighting based on a schedule of rates to control the costs

Provision of porterage services

Up to 3 years

£90,000

N Largey

To provide Council departments with porterage services as and when required. 

Peugeot, Citroen and Renault Original Equipment Manufacturer (OEM) approved parts and components, warranty support and specialist repairs

Up to 5 years

£100,000

C Matthews

To ensure that the OEM approved engineering parts and components are replaced and fitted to Peugeot, Citroen and Renault vehicles in keeping with the manufacturer warranty, operational safety terms and conditions

Emerging technology capacity building and access to finance programme for high growth sectors (Immersive, Fintech, Tech)

Up to 18 months

£140,000

J Greer

This service will help support the growth of the emerging tech sector (Immersive, Fintech etc) and provide support to them to build capacity, share knowledge and access new forms of finance such as BCC challenging funding

Sample analytical services at the North Foreshore site

Up to 3 years

£100,000

S Grimes

The tender is to enable the council to continue to comply with the sampling and environmental management requirements of the NIEA Waste Management Licence LN/08/46/C/V3 of 3rd January 2017 for the site. Under Regulation 4 (6) of The Waste and Contaminated Land (Northern Ireland) Order 1997

Belfast City Centre Connectivity Study Phases 2 and 3

*Previously approved May 2022 for 8 months at £40,650 but has now been reviewed

Up to 12 months

£125,983

J Greer

Multi-disciplinary team in place but due to additional requirements an extension to the contact is required in order to deliver the final strategy.  Specialist skills are required that are not within Belfast City Council.

Framework to support the delivery of various competitions for Business Support Programs

Up to 4 years

£6,000,000

J Greer

This framework will be designed to provide sufficient support and flexibility for the delivery of Enterprise and Business Growth programmes

T2282 - Provision of press and media photography services

*Previously approved April 2022 for 3 years at £90k but has now been reviewed

Up to 4 years

£120,000

J Tully

The council has an ongoing requirement for press and media photography as part of our marcomms delivery on behalf of council

Professional contractor to engagement, management and physical delivery of the international residency project in partnership with British Council

Up to 18 months

£160,000

J Greer

The project requires a local delivery organisation to work with BCC producer to identify the 4-5 local locations, partner with local organisation in the area, and oversee and administer the 5 residencies of the artists visiting NI.

A grants management system providing online application and management of grants streams

*Previously approved June 2022 for 4 years at £95,518 has now been reviewed 

Up to 4 years

£100,000

R Cregan

A grants management system providing online application and management of grants streams

External consultancy to assist with the development of a new IT strategy

Up to 3 months

£50,000

R Cregan

Support required in developing the Council’s new IT strategy

Technical professionals providing in-depth technical research and guidance to help Digital Services advance the initiatives/ projects that support execution of the IT strategy

 

Up to 2 years

£53,000

R Cregan

Use proven Reference Architecture to develop technology Architecture

Receive organisation-specific guidance through calls with analysts

Leverage industry best practices to avoid costly mistakes

Enables Digital Services to stay current with changing markets and technologies

 

 

Table 2: Single Tender Actions

Title

Duration

Total

Value

SRO

Description

Supplier

Fiat Original Equipment Manufacturer (OEM) approved parts and components, warranty support and specialist repairs

 

 

 

 

 

Up to 4 years

£40,000

 

C Matthews

To ensure that FIAT vehicles being used by the Council have only approved OEM parts and components replaced in all safety related vehicle areas on a like for like basis in keeping with the vehicle manufacturer terms and conditions.

FIAT Donnelly Group

Mercedes Benz Original Equipment Manufacturer (OEM) approved parts and components, warranty support and specialist repairs

Up to 4 years

£60,000

C Matthews

To ensure that Mercedes Benz vehicles being used by the Council have only approved OEM parts and components replaced in all safety related vehicle areas on a like for like basis in keeping with the vehicle manufacturer terms and conditions.

Mercedes Benz Truck & Van

City Hall Illuminate Replacement Luminaires

Up to 5 weeks

£43,918

S Grimes

A change from the existing manufacturer of the luminaires to any alternative would result in different technical characteristic which would involve compatibility issues. This would cause significant installation, commissioning, operating and maintenance issues

Signify Commercial UK Ltd (Phillips Lighting)

Procurement of a Local Area Energy Plan for Belfast and Queens Island

*Fully funded

Up to 6 months

£110,000

J Tully

The Local Area Energy Plan approach is bespoke to Energy Systems Catapult. Energy Systems Catapult is the only supplier in the market who has the experience, knowledge and capability to provide this service.

Energy Systems Catapult

 

Table 3: Modification to Contract

Title of Contract

Duration

Modification

SRO

Description

Supplier

T1947 - Delivery of Peace IV Transform for Change

Up to 3 years

Additional 3 months

S Toland

This contract extension will allow the continued delivery of Project development workshops and action plan development for the remaining Transformative Leadership Programme cohorts - as part of the Transform for Change Programme (TfC).

The Northern Ireland Council for Voluntary Action

T2032 - Procure group residentials for groups of youth on PEACE IV programme - Lot 1 County Donegal, Lot 2 County Cavan, Lot 3 County Monaghan

T2032 (b) (c) Procure group residentials for groups of youth on PEACE IV programme

 

Up to 6 months

Additional 6 months

S Toland

A contract extension until 31 December 2022 to provide residentials as part of the On the Right Track Sports project.

Gartan Outdoor Education and Training Centre

 

Donegal Adventure Centre

 

Cavan and Monaghan Education and Training Board

 

Carlingford Adventure Centre

 

Scouting Ireland Services CLG

T1953 - Provision of an employee counselling service

Up to 3 years

Additional 1 month and £30,000

J Tully

Required to enable the expiry date of the existing contract to align with the start date of the new contract

Apheideo Associates Ltd

T1963 - Delivery of a new Social Enterprise and Cooperative Programme

Up to 3 years 4 months

Additional 4 months

J Greer

In the process of setting up a new Enterprise & Business Growth Framework, which will cover the future delivery of the Social Enterprise and Cooperative Support Programme.  It is envisaged to be ready by the end of the year.

Work West Enterprise Agency

T2203 - PEACE IV Youth Engagement & Civic Education Project

Up to 11 months

Additional 2 months

S Toland

Project delayed due to problems with recruitment of young people, unforeseen issues, tension between some communities, around Brexit and the Northern Ireland Protocol. 

Youth Link NI

T1795 Provision of porterage services

Up to 5 years

Additional 3 months and £10,000

N Largey

Modification required to extend the current porterage contract whilst the new tender process is carried out

Delivery Services and Storage Ltd

 

 

 

 

 

Table 4: Retrospective Single Tender Actions

 

Title of Contract

Duration

Value

SRO

Description

Supplier

Programming of 2 Royal Avenue

Up to 3 months

£35,000

J Greer

Request to extend the programming operator to continue their daily duties until the current tender process appoints a new venue management operator.

MayWe LLP

Operational management of 2 Royal Avenue

Up to 3 months

£35,000

J Greer

Request to extend the programming operator to continue their daily duties until the current tender process appoints a new venue management operator.

MayWe LLP

T629a - collection, storage, retrieval and destruction of office records

Up to 8 months

£37,000

N Largey

A new tender exercise was planned to be awarded by 01 August 2022 and is currently in progress however, due to the continued home working arrangements, it has not been possible to complete.

Morgan Document Security (previously, John Morgan & Son Ltd)

 

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