Agenda item

Update on Contracts

Meeting of Strategic Policy and Resources Committee, Friday, 19th August, 2022 9.30 am (Item 6a)

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)

Supporting documents: