Agenda item

Update on Contracts

Meeting of Strategic Policy and Resources Committee, Friday, 17th February, 2023 9.30 am (Item 6a)

Minutes:

The Committee:

· approved the public advertisement of tenders, as per Standing Order 37a detailed in Table1 of the Appendix;

· approved the award of STAs, in line with Standing Order 55 exceptions as detailed in Table 2 of the Appendix, with the exception of those related to advertising at bus stops and for bus internal and external advertising which are deferred to enable information to be provided on the previous expenditure for those contracts;

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

· noted the award of retrospective STAs, in line with Standing Order 55 exceptions as detailed in Table 4 of the Appendix; and

· approved the extension of the contract with the Now Group for the Bobbin restaurant for a period of 3 months.

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO	Short description of goods / services
Deployment of ambient air quality sensor system at Botanic Gardens Belfast (Fully funded)	Up to 34 months	£60,000	D Caldwell	Required as part of the delivery for Horizon 2020 UPSURGE project
Supply and erection of street nameplates	Up to 4 years	£138,000	K Bentley	To supply and erect street nameplates within Belfast
Feasibility study of a Belfast District Heating Initiative and options in relation to energy use, project development and financing	Up to 12 weeks	£60,000	D Caldwell	External expertise required to provide advice and recommendations on a District Heating initiative for Belfast
Supply of mobile column vehicle hoists	Up to 3 years	£40,000	C Matthews	Replacing static 26t ramp recently decommissioned due to unavailability of parts (ramp was 30 years old)
Provision of 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	£45,400	P Gribben	Service required to provided use of proven reference architecture, receive organisation-specific guidance, leverage industry best practices, and enable Digital Services to stay current with changing markets and technologies
Provision of a reusable period waste scheme	Up to 3 years	£141,000	D Sales	Agreed by Council following on from a very successful pilot scheme for individuals ordering similar products online
Fleet Replacement programme 23/24 (purchase/ lease of vehicles during FY)	Up to 1 year	£2.2m	C Matthews	To cover replacement vehicles purchased/ leased during 2023/24 financial year from the annual allocated capital budget considered and approved by the Oversight Board.
NI Entrepreneurship Support Service ‘NIESS’ Framework A (Framework value across all 11 councils and using external funding)	Up to 4 years	Up to £26m	J Greer	BCC will act as lead council on behalf of all 11 local authorities to develop and manage the Northern Ireland Enterprise Support Service. The service aims to provide a set of connected Entrepreneurship Support Services where individuals, entrepreneurs or businesses can access a continuum of support to meet their needs, aligned with the relevant stage of their enterprise. This Framework A will include lots to reflect the geographical and service delivery requirements of councils across the region.
NIESS Framework B1 (Framework value across all 11 councils and using external funding)	Up to 4 years	Up to £6m	J Greer	As with Framework A; however Framework B1 will include a range of subject matter specialisms with a less focus on organisational capacity (as required with Framework A). This framework will be targeted at SMEs and specialist service providers.
NIESS Framework B2 (Framework value across all 11 councils and using external funding)	Up to 4 years	Up to £6m	J Greer	Similar to Framework B1 above but will cover a different range of specialist areas for SMEs and specialist service providers to apply for.

Table 2: Single Tender Actions

Title	Duration	Total Value	SRO	Description	Supplier
Advertising at bus stops	18 months	£140,000	L Caldwell	Advertising council initiatives to the citizens of Belfast and areas of Northern Ireland as required. Clear Chanel is the only company that provides advertising at bus stops in Northern Ireland	Clear Channel
Bus internal and external advertising	18 months	£140,000	L Caldwell	Advertise council initiatives to the citizens of Belfast and in areas of Northern Ireland as required. Global Outdoor is the only company to provide advertising on Metro and Ulsterbus buses in Northern Ireland	Global Outdoor
Clockwise system	Up to 1 year	£60,313	P Gribben	Continued use of current system required until replacement of system is implemented. (In progress under the HR/Payroll/T&A Project)	Softworks
Port Health Interactive Live Information System (PHILIS) (Fully funded)	Up to 4 years	£73,745	P Gribben	Developed by Suffolk Coastal District Council and which has become the industrial standard for Port Health imported food system. No other supplier exists for a Digitised Food Import System	East Suffolk Council

Table 3: Modification to Contract

Title of Contract	Duration	Modification	SRO	Description	Supplier
T2056 - Peace IV - Delivery of TechConnects – a cross community peace building programme for children & young people using digital technology Lot 3 - Young People (aged 17-24 years)	Up to 29 months	Additional 2 months	D Sales	An extension is requested to 31 March 2023 to allow the project to be completed.	Belfast Metropolitan College
T1878 - Supply and installation of wet pour repairs	Up to 4 years	Additional 3 months and £20,000	D Sales	Work is underway to complete the tender documents and advertise the new tender but additional time is required to ensure continuity of service whilst tender is evaluated and awarded.	Play and Leisure Services Ltd
T1935 - Supply and erection of street nameplates	Up to 4 years	Additional 3 months and £8,625	J Greer	Work is underway to complete the tender documents and advertise the new tender but additional time is required to ensure continuity of service whilst tender is evaluated and awarded.	Traffic Signs and Equipment Ltd
T1760 - Supply and delivery of general cleaning products and consumables	Up to 5 years	Additional 3 months and £20,000	S Grimes	Work is underway to complete the tender documents and advertise the new tender but additional time is required to ensure continuity of service whilst tender is evaluated and awarded.	Bunzl McLaughlin and Interclean

Table 4: Retrospective Single Tender Actions

Title of Contract	Duration	Value	SRO	Description	Supplier
Requirement for 2 x Business Support Officers for HR (SO2)	Up to 7 months	£46,000	S Toland	The existing contracted provider for T1792 Provision of Temporary Agency Resources: Matrix SCM have confirmed they are unable to fulfil the required roles of Business Support Officer (HR) within the contractually agreed time period.	MCS Recruitment
T2357 - Delivery of a creative digital capacity building programme	Up to 12 months	£56,000	J Greer	Previously approved by CMT in October 22 and retrospectively by SP&R in November 22. It is being resubmitted as the contract value and duration was underestimated and have been corrected. Previously approved for £50k and 6 months.	Digital Catapult NI

Supporting documents: