Agenda item

Update on Contracts

Meeting of Strategic Policy and Resources Committee, Friday, 23rd September, 2022 9.30 am (Item 23.)

Minutes:

The Committee:

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

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

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

· noted the award of the retrospective Single Tender Action, 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
Installation of solar reflective film to glazing system to all bar / restaurant areas within the Waterfront Hall 3 levels including glazed roof	Up to 10 weeks	£100,000	S. Grimes	Required to reject the solar heat and glare during summer months.
Technical Professionals providing in-depth technical research and guidance to help Digital Services advance the initiatives/projects that support execution of the IT strategy *Previous approval Aug 22 for £53k but revised total now £92k	Up to 2 years	£92,000	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
Procurement and implementation of Qlik Sense SaaS application, along with support and maintenance for Qlik Sense, QlikView, Nprinting and GeoAnalytics	Up to 3 years	£185,000	R. Cregan	The current support and maintenance contract for the Council’s on premise Qlik applications is up for renewal on 30/11/2022
Collection and treatment/recycling of mixed materials from recycling centres to include timber, hard plastic, plasterboard and paints and varnishes *Previously approved May 2022 for £2m but revised total now £2.6m to include additional waste streams (i.e. plasterboard and paints and varnishes)	Up to 4 years	£2,600,000	C. Matthews	To ensure the Council’s waste is disposed/ recycled in line with current environmental legislation, best practice and circular economy principles.
Contract for the placement of planning notices in the local press	Up to 5 years	£120,000	K. Bentley	Fulfilment of statutory obligation to advertise planning notices under Article 8 of the Planning (General Development Procedure) Order (Northern Ireland) 2015
Hire of grounds maintenance equipment with operator	Up to 3 years	£100,000	C. Matthews	Hire of a range of specialist grounds maintenance equipment with operators primarily to support pitches and bowling greens maintenance
Procurement of consultancy team to develop an Outline Business Case for the Innovation for Societal Impact Challenge Fund under the Belfast Region City Deal’s Digital Pillar *Tender previously approved in June 2022 for £100k and up to 6 months	Up to 12 months	£125,000	J. Tully	An Innovation for Societal Impact fund is a key element of the overall suite of BRCD (City Deal) Innovation Challenge Funds as outlined in the digital pillar Programme Business Case. An option now included to extend the contract for a further 6 months and further £25,000, if required
Develop an Outline Business Case (OBC) for a £20m risk capital, Venture Fund, funded by the Belfast City Region Deal *Tender previously approved in June 2022 for £50k and up to 3 months	Up to 9 months	£60,000	J. Tully	An equity debt fund is a key element of the innovation Challenge Fund as outlined in the digital pillar Programme Business Case. An option now included to extend the contract for a further 6 months and further £10,000, if required
Design contest to support the delivery of Belfast Imagining 2024	Up to 22 months	£2.5m	J. Greer	Use the competitive Design Contest process to seek out and develop proposals from the market to support the delivery of civic and culturally led programmes, events and projects for Belfast Imagining 2024. The £2.5m will include the payment of prize monies to applicants to develop their proposals and the award of subsequent service contracts to deliver the successful projects.
Supply of tractors, support services and spare parts (Initial purchase of new tractors over next 2 years plus ongoing support services and parts over life of tractors - estimated 10 years)	Up to 12 years	£160,000	C. Matthews	Replacement of tractors that are past end of life/ operational use and are now uneconomical to continue to maintain. New contract will include replacement tractors via open competition and ongoing support services and spare parts.

Table 2: Single Tender Action

Title

Duration

Total Value

SRO

Description

Supplier

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

*Fully funded

*STA previously approved in August 2022 for £110k but revised total value is now £180k due an additional £70,000 funding has become available. The contract is not yet awarded.

Up to 6 months

£180,000

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
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
T1846 - Collection and treatment of mixed waste materials (Timber and hard plastics)	Up to 4 years	Additional 2 months and £75,000	C. Matthews	The extension is required to bring T1846 timber and hard plastics into line with the expiry dates for the plasterboard and paints and varnishes contracts (30/11/2022)	MacNabb Bros. and R. Heatrick Ltd.
T1990 (b) - Cinematography for PEACE IV programme services	Up to 4 years	Additional 2 months	S. Toland	Modification required to facilitate the completion of the project	Morrow Communications
T1858 - PEACE IV – Supporting Connected Communities	Up to 4 years	Additional 2 months	S. Toland	Modification required to facilitate the completion of the project	NI Alternatives

Table 4: Retrospective Single Tender Action

Title of Contract

Duration

Value

SRO

Description

Supplier

T2286 - Provision of largescale outdoor event

*STA previously approved in April 2022 for £60k but revised total value is now £100k

(Fully funded)

Up to 2 months

£100,000

J. Greer

An initial STA was agreed in line with Service Level Agreement with Tourism NI which named Belfast International Arts Festival as the supplier of exclusive artistic product.

Belfast International Arts Festival

Other Single Tender Actions

Moved by Councillor Beattie,

Seconded by Councillor McLaughlin,

That the Committee agrees to defer consideration of the request to approve the award of the following Single Tender Actions, in line with Standing Order 55 exceptions, to enable further information to be provided on the supply of parts/components, warranty support and specialist repairs.

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.

The supplier has the sole distributor rights for these OEM parts and services for Northern Ireland and therefore the only suitable supplier.

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.

The supplier has the sole distributor rights for these OEM parts and services for Northern Ireland and therefore the only suitable supplier.

Mercedes Benz Truck and Van

On a vote, eight Members voted for the proposal and ten against and it was declared lost.

The Committee then agreed, with ten Members voting for and eight against, to approve the award of the two Single Tender Actions.

Supporting documents: