Agenda item

Update on Contracts

Meeting of Strategic Policy and Resources Committee, Friday, 21st April, 2023 9.30 am (Item 26.)

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; and

· noted the award of retrospective Single Tender Actions, in line with Standing Order 55 exceptions, as detailed in Table 3 below.

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO	Short description of goods / services
Replacement media relations software	Up to 4 years	Up to £38,400	P. Gribben	Current contract is ending and needs to be renewed
Appoint an appropriately experienced contractor to develop and deliver Belfast PCSP’s Young People Cyber Safety Project 2023 – 2026 (Fully Funded)	Up to 3 years and 4 months	Up to £85,000	D. Sales	PCSP funding is made available on an annual basis and the tender will be awarded with annual renewal, subject to adequate performance, PCSP approval and funding availability.
Appoint an appropriately experienced contractor to develop and deliver Belfast PCSP’s Older Adults Cyber Safety Project 2023 – 2026 (Fully Funded)	Up to 3 years and 4 months	Up to £105,000	D Sales	PCSP funding is made available annually and the tender will be awarded with annual renewal, subject to adequate performance, PCSP approval and funding availability
Asylum immigration advice project (Fully Funded)	Up to 9 months	Up to £72,000	D Sales	Council has received funding from the Executive Office to support asylum seeking communities. This proposal has been based on need identified through the Migrant Forum and Refugee and Asylum Forum
QRadar SIEM provision	Up to 3 years	Up to £106,573.98	T Wallace	A critical IT security device that can accept logs from many devices and alert/defend against Cyber Attack and Malware events in real time
Electrical vehicle fitted with power washer (Fully Funded)	One off Purchase	Up to £50,000	D Sales	DfC has provided £50k of funding to assist with the Cleansing Fleet Enhancement Project
Complex Lives Project Support (Partly funded)	Up	Up to £200,000	J Tully and D Sales	The provision of strategic advice, development and independent support to support senior managers and staff with progressing this project.

Table 2: Single Tender Actions

Title	Duration	Total Value	SRO	Description	Supplier
Requirement for Environmental Health Officers (EHOs) and Technical Support Officers (TSOs) are required for 24hr shift rota cover for essential service delivery within the Port Health service (Fully funded)	Up to 6 months	Up to £100,000	S Toland	The existing contracted provider for T1792 Provision of Temporary Agency Resources: Matrix SCM have confirmed it is unable to fulfil the required roles of Environmental Health Officer (Port Health) and Technical Support Officers within the contractually agreed time period.	MCS Group
Provision of kerbside collections and treatment services for recyclable materials	Up to 12 months	Up to £2.3m	C Matthews	Requirement for the current contract to be extended for up to 12 months to enable the findings of a feasibility study and Members’ feedback to be considered in the subsequent procurement exercise. There is no service provider currently in the local market with the capacity or capability to tender for the service on a short-term contract basis. This was confirmed recently (Oct/Nov 22) when Bryson was the only supplier to express an interest as part of a pre-market engagement exercise.	Bryson Recycling
Catering service in Malone House	Up to 10 months	£453,000 estimated annual revenue for service provider. 5%/ £22k per annum estimated income for council	J Greer	Due to previous contractors withdrawing services and an increasing demand from residents and Members to open this facility there is an urgent need to appoint a provider as soon as possible. Undertaking a publicly advertised tender process would delay appointment of a catering provider resulting in reputational damage for the council and the loss of further business. The Council has struggled to secure and keep a catering service provider at this venue for a number of years despite several attempts via open tender competition.	TBC at later date. Dept in negotiations with a number of suppliers to secure service provision asap.

Table 3: Retrospective Single Tender Actions

Title of Contract	Duration	Total Value	SRO	Description	Supplier
Delivery of a feasibility study within the UKRI Pioneer Places funded Net Zero Belfast initiative (Fully funded)	Up to 3 months	Up to £59,915	J Tully	The funding award is to Belfast City Council so this will require a contract for the use of Energy Systems Catapult and allocation of external funding for that purpose	Energy Systems Catapult
Printer copy charges	Up to 1 year	Up to £100,000	P Gribben	Payment of copy charges for existing multi-function printers. The supplier has exclusive rights to these printers and the STA is required in the interim pending a full refresh of our printer estate	SCC
Complex Lives Project Support	8 months	£45,000	J Tully	The provision of strategic advice, development and independent support to support senior managers and staff with progressing this project (August 22 to March 23 spend)	Marsh Public Service Solutions

The Committee agreed to defer a request for the award of the Single Tender Action, in line with Standing Order 55 exceptions, as detailed below, to enable further information to be circulated to Members in advance of the Council meeting on 2nd May:

Single Tender Action

Title

Duration

Total Value

SRO

Description

Supplier

The acquisition of a unique Giant Bubble Art Installation by Atelier Sisu

2 days

Up to £70,000

J Greer

The Festival Board decided that the unique design was best fitting to enhance the festival on an international setting with lots of social network opportunities to showcase Belfast’s most iconic landmarks and enhance the ambience and curiosity around Belfast’s Maritime Event offering

Atelier Sisu

Supporting documents: