Agenda item

Contracts Update

Meeting of Strategic Policy and Resources Committee, Friday, 24th March, 2023 9.30 am (Item 7e)

Minutes:

The Committee:

· Approved the public advertisement of tenders as per Standing Order 37a detailed in Appendix 1 (Table 1);

· Approved the award of STAs in line with Standing Order 55 exceptions as detailed in Appendix 1 (Table 2) and agreed the STA in relation to ballots and associated documentation would not be subject to call-in due to statutory obligations;

· Approved the modification of the contract as per Standing Order 37a detailed in Appendix 1 (Table 3);

· Noted the award of retrospective STAs in line with Standing Order 55 exceptions as detailed in Appendix 1 (Table 4); and

· Noted the award of contracts by Arc 21 on behalf the council (Table 5):

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO	Short description of goods / services
Window Cleaning across BCC sites	Up to 4 years	Up to £60,000	S Grimes	To clean and maintain the window at various locations across BCC
Mobile Catering Contracts across BCC park sites	Up to 3 years	Up to £53,000 (income)	D Sales	There is a need & expectation from park users to provide mobile catering services within parks to complement the park facilities
The supply and delivery of grounds maintenance plant and equipment	Up to 4 years	Up to £400,000	D Sales	Supply and delivery of grounds maintenance plant and equipment to enable the replacement of end of lift machinery servicing the Open Spaces and Streetscene operation
The distribution of City Matters (Belfast City Council’s resident’s magazine)	Up to 2 years	Up to £140,000	L Caldwell	Secure and effective delivery of City Matters is required for over 160k homes in Belfast and boundary areas within Belfast City Council district area

Table 2: Single Tender Actions

Title	Duration	Total Value	SRO	Description	Supplier
Advertising at bus stops	Up to 18 months	Up to £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. Value indicated is a budget ceiling figure to cover any unplanned advertising requirements.	Clear Channel
Bus internal and external advertising	Up to 18 months	Up to £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. Value indicated is a budget ceiling figure to cover any unplanned advertising requirements.	Global Outdoor
Annual asset valuations	Up to 3 years	Up to £165,000	S Grimes	LPS are the only suitable provider of this service due to conflicts of interests that exist with other local agencies.	Land and Property Services (LPS) NI
Legal Case Management System	Up to 3 years	Up to £64,271	P Gribben	Continued use of the Tricostar case management system to support Legal Services including facilities for document management, communications and reporting. Continued use of proprietary system required whilst a strategy is developed to procure and implement replacement system	Tricostar
NI agreement for proprietary mapping requirements & planning	Up to 2 years	Up to £154,000	T Wallace	LPS are the only provider of this service	Land & Property Services (LPS) NI
Electronic Document and Records Management ‘EDRM’ for NI Housing Executive – hosting, maintenance and support (Fully Funded)	Up to 1 year	Up to £62,000	P Gribben	EDRM system used by NI Housing Executive to link to Housing Benefits System. Licences are perpetual. This is fully funded by NIHE. NEC Systems are the only suitable provider.	NEC Systems
T2414 - Printing and delivery of Ballot Papers and associated documentation	One off Purchase	Up to £33,300	N Largey	Due to a change in election date, associated delay in ballot paper print specifications being issued and higher than anticipated costs there is insufficient time now to procure via an open tender competition.	The Foundation

Table 3: Modification to Contract

Title of Contract	Duration	Modification	SRO	Description	Supplier
T2213 - Bobbin Catering City Hall Reported verbally to Feb 2023 SP&R - approved for 3 months.	Up to 18 months	Up to a total of 12 months and up to £25,000 income (includes 3 months verbally approved)	N Largey	In line with legislation the Bobbin had to close numerous times because of the Covid pandemic which presented significant financial and operational challenges and changes to the hospitality industry. The re-tender exercise of this service will be delivered within the next 12 months.	Now Group
T2291a Development and submission of the Belfast PEACEPLUS Local Community PEACE Action Plan (STA) Fully Funded	Up to 1 year	Additional 4 months and £7,125	D Sales	A 4-months extension of Contract Period to facilitate ongoing work to develop the PEACEPLUS Local Action Plan	Locus Management
T2201 Provision of an Activities Co-ordinator for Forth Meadow Community Greenway PEACE IV Programme Services	Up to 4 years	Additional 1 month	D Sales	An extension is required to allow delivery partners to continue to deliver activity in order to fulfil the deliverables. Request is retrospective	ArtsEkta Ltd
T2084(b) A Key Deliverable of the PEACE IV Shared Space & Services theme (Intergenerational project)	Up to 22 months	Additional 6 months	D Sales	An extension is required to allow delivery partners to continue to deliver activity in order to fulfil the deliverables. Request is retrospective	Mediation NI
T1925 Peace IV On the Right Track; Good Relations through Sports	Up to 43 months	Additional 6 months	D Sales	An extension is required to allow delivery partners to continue to deliver activity in order to fulfil the deliverables. Request is retrospective	Active Communities Network

Table 4: Retrospective Single Tender Actions

Title of Contract	Duration	Value	SRO	Description	Supplier
Requirement for temporary Assistant Manager (Houses of Multiple Occupation)	Up to12 months	Up to £64,500	S Toland	The existing contracted provider for T1792 Provision of Temporary Agency Resources: Matrix SCM have confirmed they are unable to fulfil the required role of HMO assistant manager within the contractually agreed time period.	Honeycomb Recruitment

Table 5: Contracts awarded by Arc 21 on behalf of the Council

Title of Contract

Duration

Value

SRO

Description

Supplier

The supply of services relating to the treatment and energy recovery/disposal of residual waste arisings

Up to 7 years.

Initial 3 years with option to extend up to a further 4 years (2 + 2 year periods)

Up to £107m

C Matthews

Contract for the bulking, loading, transfer and processing of residual waste from the council’s waste transfer station.

Contract managed by Arc 21

Supporting documents: