Agenda item

Update on Contracts

Meeting of Strategic Policy and Resources Committee, Friday, 21st October, 2022 9.30 am (Item 29.)

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;

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

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

· approved the estimated expenditure of permitted excluded contracts, as detailed in Financial Regulations K11 and set out in Table 5 below.

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO	Short description of goods / services
Design Contest to support the delivery of Belfast Imagining 2024 *Previously approved Sept 2022 for £2.5m but revised total now £1.85m	Up to 22 months	£1,850,000	J Greer	A Design Contest process to seek out project proposals for the year of culture through a competitive and 3 staged process that will lead to a series of civic and culturally led programmes, events and projects for 2024 totalling £1.85million which has been allocated from the cultural reserve for 2024.
Dynamic Purchasing System for the supply and delivery of goods for resale at Belfast Zoo (Generates income at Belfast Zoo shop)	Up to 5 years	£640,000	J Greer	Lot 1 - Animal themed plush/soft toys Lot 2 - Animal themed toys and games Lot 3 - Animal themed gifts/souvenirs/keyrings and magnets, to include branded stationery, clothing and accessories
Callouts, repairs and planned maintenance of metal work and small engineering	Up to 5 years	£750,000	S. Grimes	To have a specialist contractor to support the in-house team deliver repairs and maintenance works relating to metalwork and small engineering.
Meeting room booking system (Artifax)	Up to 4 years	£70,000	R. Cregan	An event booking system used by facilities for City Hall and self-service booking for meeting rooms. The current GCloud contract with Artifax expires on 31/12/22.
Appointment of a contractor to develop and deliver a number of sector specific projects supported by the Council under the Output Belfast brand	Up to 6 months	£48,000	J Greer	The Output Belfast brand has developed considerably over the past three years. It has become synonymous with the City’s interactive, convergence and music sectors
Provision of Temporary Agency Resources	Up to 12 months	£2,600,000	J Tully	The current contract is due to expire 31 March 2023. The Council is developing an agency strategy to reduce spend and tighten controls on use of agency resources and to explore the feasibility of establishing a Council agency.
Contract to provide reusable period products and distribute them to individual household who apply for the scheme living within the BCC boundary	Up to 3 years	£150,000	D Sales	The company will provide quality reusable period products – cups and pads and/or pants, a page on their website for people to apply for the product designed in conjunction with the Council. Contract period subject to continued funding.
Independent evaluation of the PCSP programme of work from 2022 – 2025	Up to 3 years and 6 months	£70,000	S Toland	Independent evaluations are required by the funding body.

Table 2: Single Tender Actions

Title	Duration	Total Value	SRO	Description	Supplier
Provision of a Case Management solution across City and Neighbourhood Services Department ‘C&NS’	Up to 2 years	£164,216	R Cregan	A two-year STA is required for continued maintenance and support of the current system whilst it is determined how the replacement of the system will be best carried out in alignment with the Customer Focus programme priorities and service design within C&NS. The 2 years will allow time to complete market research, the procurement process, map out processes, data migration, configuration and implementation of the new system. Civica have proprietary rights for the continued use of their system and are therefore the only available supplier.	Civica
T2150 - Masternaut – fleet GPS tracking/telematics	Up to 1 year	£60,000	R Cregan	Fleet GPS tracking system installed in council vehicles. The GPS system improves utilisation, planning and efficiency of fleet assets, such as improved fuel economy by discouraging speeding and engine idling. A one-year STA is required for continued maintenance and support of the current system whilst the ‘in cab technology project’ is progressed. This requirement is being incorporated into the new in cab system which is currently being procured. Masternaut have proprietary rights for the continued use of their system and are therefore the only available supplier.	Masternaut Ltd
Use of eyebolts/lamp posts ‘Wayleaves’ for erection of festive lighting	Up to 3 months	£45,000	J Greer	Belfast City Centre Management own the infrastructure required to erect Christmas illuminations across City Centre	Belfast City Centre Management

Table 3: Modification to Contract

Title of Contract

Duration

Modification

SRO

Description

Supplier

T2111 - PEACE IV Programme – Project to support Roma Community - BPR5 Project

*Please not this request is retrospective

Up to 22 months

Additional 3 months

S Toland

To allow completion of training and capacity building elements. It is acknowledged that the Roma Hub element of the project is closed and that the extension is for the outstanding deliverables not yet achieved.

Forward South Partnership

Table 4: Retrospective Single Tender Actions

Title of Contract	Duration	Value	SRO	Description	Supplier
Annual service and inspection of all Council leisure facilities that have disabled pool hoists	Up to 3 years	£35,000	S Grimes	The servicing of the pool pods can only be carried out by the installation contractor, Poolpod Products Ltd.	Poolpod Products Ltd

Table 5: Excluded Service Contracts/ Non-Procurement Spend

Title	Duration	Total Value	SRO	Description	Supplier/ Provider
Use of eyebolts/lamp posts ‘Wayleaves’ for erection of festive lighting	Up to 3 months	£45,000	J Greer	Belfast City Centre Management own the infrastructure required to erect Christmas illuminations across City Centre	Belfast City Centre Management

Supporting documents: