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; and
· noted the award of retrospective Single Tender Actions, 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 |
|
App-based Carparking Management System |
Up to 5 years |
Up to £78,000 |
J. Tully |
Council Staff App-based carparking management system. |
|
Bulk LPG for Duncrue Estate |
Up to 14 months |
Up to £160,000 |
S. Grimes |
LPG is used as a support fuel to the council’s landfill gas extraction and flaring plant that services commercial and other premises situated within the Dargan Industrial Estate. |
|
Percipio Skillsoft e-learning platform |
Up to 3 years |
Up to £44,973.36 |
T. Wallace |
Percipio is an online learning platform that allows the user to watch, read or listen to content as well as practice learning in a secure lab environment. This resource is utilised by Digital Services staff to both maintain and stay up to date with current skills and IT knowledge as well gain and learn new IT and related skills that support the delivery of IT services to the Council. |
|
Provision of Energy Audits for selected BCC buildings
*Approved June 2023. Value reviewed and approved Aug 2023. Requesting duration additional 6 month up to 12 months. |
Up to 12 months |
Up to £85,000 |
J. Tully |
Supplier required to complete energy audits of four high use Council buildings – City Hall, Cecil Ward, Adelaide and Duncrue. This SOC and spend has been approved through the Climate Plan Programme Board. Additional value is included to cover thermal heat modelling/digital twinning options and potential future works e.g., additional sites. |
|
Supply, delivery, installation, replacement and off-loading of litter bins |
Up to 5 years |
Up to £750,000 |
D. Sales |
Continued supply of litter bins and support services including new wider scope for different types of bins and flexibility to procure any other bin types that may be required in future. |
|
Crematorium and Cemetery Supplies |
Up to 5 years |
Up to £250,000 |
S. Toland |
After an unsuccessful quotation exercise for urns, the service is looking to included other items i.e. memorial safety equipment, grave side utilities, grass mats, shoring equipment plus spare parts and maintenance of existing shoring, to achieve value for money. |
|
Provision and installation of a system for side of vehicle advertising on refuse collection vehicles (RCV), including printing of the banner |
Up to 2 years |
Up to £80,000 |
D. Sales |
The Council is to launch the Bin credible waste campaign in October, 2023. The proposed graphics would reflect the campaign’s look and message and add weight and longevity to the campaign. The proposed system will ensure that any advertising can be easily changed with no damage to the vehicle to reflect any changes to the campaign message or future campaigns. |
|
Procurement Framework for delivery of Employment Academies *Approved CMT 27/09/2023 £6m contract value now reviewed |
Up to 4 years |
Up to £9,000,000 |
J. Greer |
The current Employment Academy Framework is ending in February, 2024. A successive framework must be established to ensure continued delivery of Employment Academies. Scope/ value extended to include other local NI council’s use. |
|
Provision of Building Management, Operation and Café Provision at 2 Royal Avenue, Belfast |
Up to 10 months |
£160,000 |
J. Greer |
2 Royal Avenue has been operating since 2022 providing a non-commercial space in the heart of the city providing citizens and visitors with a free and accessible place to relax, have a coffee and enjoy an arts and cultural offering. The building management contract will terminate on 31st December 2023. |
|
Franchisee for the Bobbin Café in City Hall |
Up to 5 years |
Up to £2.5m (est. £500k revenue p.a. plus concession fee) |
|
Provision of retail catering service at Bobbin Coffee Shop in City Hall including additional catering services required for Members/ Officers; meetings, trolley service. Tender will be a Reserved Contract for social enterprise sector. Contract value best estimate as incumbent Franchisee has not disclosed business financial information. |
|
Toilet Hygiene Services |
Up to 5 years |
Up to £375,000 |
N. Largey |
Supply, rental, installation and servicing of toilet hygiene equipment and floor mats for various Council properties. This service is required for all Council buildings where bathrooms are used by Council staff and members of the public to ensure cleanliness and the health and safety of all those using Council buildings and facilities. |
Table 2: Single Tender Actions
|
Title |
Duration |
Total Value |
SRO |
Description |
Supplier |
STA Reason Code* |
|
SAP Licences Support |
Up to 1 year |
Up to £50,500 |
P. Gribben |
Licenses are obtained directly from SAP and are required one year as we transition to a new finance system. |
SAP UK Limited |
3 |
|
Oracle technical support and software license for use of systems with 1000 users |
Up to 3 years |
Up to £125,000 |
S. McNicholl |
This is a proprietary license for use with Oracle based database systems. |
Oracle Premier Support Digital Renewal Center |
3 |
|
Festive Lighting Infrastructure |
Up to 7 months |
Up to £159,000 |
J. Greer |
Acquisition of festive lighting infrastructure from BCCM, with additional management services for the erection of Belfast’s festive lighting scheme. |
BCCM |
3 |
|
Masternaut – Fleet Tracking/Telematics |
Up to 2 Years |
Up to £120,000 |
S. McNicholl |
GPS tracking system installed in council vehicles and the service can only be provided by Masternaut. Maintenance and support renewal for installed software.
Continued use of system required until in-cab fleet system procured. |
Masternaut Ltd |
3 |
|
MTC Mechanical Services cover Nov-Dec |
Up to 2 months |
Up to £100,000 |
S. Grimes |
As the current STA cover will end 31st October 2023, a new STA is required to ensure continuity of service until the re-tender evaluation process is completed. |
WJM Building Services Ltd |
11 |
|
Deployment App with Route Optimization and Customer Updates |
Up to 2 years |
Up to £43,000 |
C. Matthews |
Brisqq Ltd is the only supplier of this type of software that is able to comply with our requirement to have data stored in UK. Continued use of system required until in-cab fleet system procured. |
Brisqq Ltd |
3 |
|
Provision of an Environmental Health Officer (EHO) via temporary agency |
Up to 6 months |
Up to £45,000 |
S Toland |
The role is required for 24hr shift rota cover for essential service delivery within the Port Health service. The incumbent temporary agency provider, Matrix SCM, have been unable to fulfil this role therefore STA is required. A new recruitment exercise is underway which could see the post filled by the end of December, 23. |
MCS Group |
11 |
Table 3: Modification to Contract
|
Title of Contract |
Duration |
Modification |
SRO |
Description |
Supplier |
|
T1873 - Provision of Toilet Hygiene Services |
Up to 5 years |
Additional 4 months and £25,000 |
N. Largey |
A contract modification is required to allow for a new tender process to be completed. Work is underway to review and update the current specification in line with Departmental requirements and advertise tender. |
Concept Services (NI) Ltd |
|
T1851 - Young tree maintenance, tree planting and minor horticultural works |
Up to 5 years |
Additional 4 months & £140,000 |
D. Sales |
A contract modification is required to allow for a new tender process to be completed. Work is underway to review and update the current specification in line with Departmental requirements and advertise tender. |
Clive Richardson Ltd. |
|
T2303 - Provision of building management, operation and café provision at 2 Royal Avenue |
Up to 17 months |
Additional 2 months and £26,596 |
J. Greer |
A contract modification is required to allow for a new tender process to be completed. Work is underway to review and update the current specification in line with Departmental requirements and advertise tender. |
MayWe |
Table 4: Retrospective Single Tender Actions
|
Title of Contract |
Duration |
Value |
SRO |
Description |
Supplier |
STA Reason Code* |
|
MTC Mechanical services cover Sept-Oct |
Up to 2 months |
Up to £100,000 |
S Grimes |
To ensure continuity of service until the re-tender evaluation process is completed. This will ensure the incumbent contractor can continue to carry out essential services including callouts, repairs and planned maintenance until the new contract is in place. |
WJM Building Services Ltd |
11 |
* STA/ Direct Award Reasons
|
Reason Code |
Reasons in Line with Public Contact Regulations, for the Direct Award |
|
1 |
No response following advertised procurement exercise |
|
2 |
Creation or acquisition of a unique work of art or artistic performance |
|
3 |
Competition is absent for technical reasons (no reasonable substitute exists). |
|
4 |
The protection of exclusive rights, including intellectual property rights. |
|
5 |
Extreme urgency brought about by events unforeseeable by BCC, the time limits for a procurement cannot be complied with. |
|
6 |
Products manufactured purely for the purpose of research, experimentation, study or development. |
|
7 |
Additional deliveries which are intended either as a partial or extended replacement of supplies or installations where a change of supplier would result in supplies of different technical characteristics causing incompatibility or disproportionate technical difficulties in operation and maintenance. |
|
8 |
Supplies quoted and purchased on a commodity market. |
|
9 |
Supplies or services on particularly time-limited advantageous terms e.g. supplier winding up its business activities. |
|
10 |
New works and services consisting of the repetition of similar works or services, provided that the possibility of a direct award is disclosed during the original tender process. |
|
11 |
Other – Reason out with Public Contract Regulations (PCR 2015) |
In addition, the Committee agreed that the quarterly finance report should, in future, include information on expenditure on Single Tender Actions and on the number and value of contracts under £30,000. The Committee also reiterated the point which had been made at previous meetings that the monthly report on contracts should provide as much information as possible on Single Tender Actions, in order to inform the decision-making process.
Supporting documents: