Agenda item

Title of Tender

Proposed Contract Duration

Est. Max Contract Value

SRO

Short description of goods / services

To provide automatic patching of non-Windows software

Up to 3 years

£43,533

P Gribben

Software to help reduce the risk of a serious cyber security attack or a significant data breach.

Renewal of Server and Cloud Enrolment (SCE) agreement with Microsoft for the use of SQL Database products

Up to 3 years

£90,000

P Gribben

Licensing agreement to allow the use of Microsoft SQL Database products (and any future releases) as well as entitling the Council to raise support calls if needed

Hire of 2 x RCV 18ton vehicles

Up to 1 year

£105,560

D Sales

Continue hire of 2x 18t RCV’s to pilot trail to gain access to narrow streets in Belfast.

Supply of procurement cards

Up to 5 years

£1,123,500

T Wallace

Used for expenditure that cannot be procured through finance system ordering processes i.e. online or low value purchases.

Use of cards generates 1% cashback (approx. £3k p.a.)

Appointment of a public analyst

Up to 4 years

£294,000

S Toland

The Food Safety (NI) Order 1991 (Article 27 (1)) requires the Council to appoint suitably qualified persons as Public Analysts within the district of the Council, for the purpose of examining and analysing food samples to determine compliance with food safety, compositional and labelling requirements.

Joint procurement exercise being overseen by Antrim and Newtownabbey Council on behalf of all 11 local councils

Title

Duration

Est. Max Contract Value

SRO

Description

Supplier

STA

Reason

Housing Benefit system (iWorld) for NIHE

Up to 2 years

£759,329

S McNicholl

The EDRM and Housing Benefits systems are used by NI Housing Executive and are proprietary as the system has been developed to meet NI legislative requirements. (DM & iWorld). This STA is to cover the continued use of this system.

This is fully funded by NIHE.

NEC Software Solutions UK Ltd

3. Technical reasons

Broadcast system for Committee rooms

Up to 5 years

£120,000

S McNicholl

Provision of end-to-end services and support (hardware, software and connectivity) to allow both committee and council meetings to be broadcast over the internet to members of the public. This solution integrates directly with the Modern.gov committee management software. The upgraded broadcasting setup will integrate with the current meeting room audio-visual equipment and any future room setup.

Public-I Group is only supplier available who are fully integrated with modern.gov for public broadcasting

Public-I Group

7. Technical characteristics

Support and maintenance of PTX software and associated transform package

Up to 4 years

£142,000

S McNicholl

PTX has recently been configured for compatibility with the new E5 Finance system. This STA is to cover the continued use of this system. Changes in supplier would result in new system configuration, significant additional costs and lead to a break in payments services

Bottomline Technologies

7. Technical characteristics

MTU air conditioning repair, maintenance & minor works

Up to 3 months

£15,000

S Grimes

STA required to ensure continuity of services whilst a re-tender exercise is complete. Resourcing issues within the Property Maintenance Unit which has led to the delay in the tender being renewed within the normal timeframe.

Note - Contract expired 14/06/2024; retrospective spend for 9 months at £45,000; remaining contract duration up to 3 months at £15,000 – see Table 4.

BL Refrigeration and Air Conditioning Ltd

11. Other

MTC for fire & intruder repair, maintenance & minor works

Up to 3 months

£18,000

S Grimes

STA required to ensure continuity of services whilst a re-tender exercise is complete. Resourcing issues within the Property Maintenance Unit which has led to the delay in the tender being renewed within the normal timeframe.

Note - Contract expired 31/01/2024; retrospective spend for 13 months at £77k; remaining contract duration up 3 months at £18k – see Table 4

Radiocontact Ltd

11. Other

MTC High level lighting repair, maintenance & minor works

Up to 3 months

£32,000

S Grimes

STA required to ensure continuity of services whilst a re-tender exercise is complete. Resourcing issues within the Property Maintenance Unit which has led to the delay in the tender being renewed within the normal timeframe.

Note - Contract expired 12/09/2024; retrospective spend for 6 months at £63k; remaining contract duration up 3 months at £32k – see Table 4.

Braham Electrical Ltd

11. Other

MTC Roller Shutter 24/7 callout services and repairs

Up to 2 months

£8,000

S Grimes

STA required to ensure continuity of services whilst a re-tender exercise is complete. Resourcing issues within the Property Maintenance Unit which has led to the delay in the tender being renewed within the normal timeframe.

Note - Contract expired 31/12/2023; retrospective spend for 13 months at £52k; remaining contract duration up 2 month at £8k – see Table 4.

DW Industrial Doors

11. Other

Title of Contract

Current Contract Duration

Modification (Period & Est. Value)

SRO

Description

Supplier

MTC installation of new soft floor covering for repairs, maintenance & minor works

Up to 3 years

Additional 3 months and £15,000

S Grimes

Extension required to ensure continuity of service until the new tender is in place.

JJ Hennebry & Sons Ltd

MTC for swimming pools filtration systems repair, maintenance & minor works

Up to 3 years

Additional 5 months and £80,000

S Grimes

Extension required to ensure continuity of service and meet legislative maintenance requirements until the new tender is in place.

WJM Building Services Ltd

T1856 provision of a facilities management service at the Mary Peters Track

Up to 6.5 years

Additional 1 year and £160,049

S Leonard

Contract extension of 1 year is required to allow sufficient time for Council to complete stakeholder engagement, as requested by PGL. And allow time to explore alternative management options for the site following the stakeholder engagement.

The original contract expiry date was 30/09/2023.

6 months extension and £65,000 approved by SP&R in Aug 23.

6 months extension and £110,073.50 approved by SP&R in Mar 24.

6 months extension and £80,024.50 approved by SP&R in Aug 24.

Athletics NI

Supply and delivery of paint and sundries

Up to 4 years

Additional 4 months and £6,000

S Grimes

Extension required to ensure continuity of supplies until the new tender is in place.

PPG Architectural Coatings UK Ltd

Title of Contract

Duration

Est. Max Contract Value

SRO

Description

Supplier

STA Reason

MTU air conditioning repair, maintenance & minor works

Up to 9 months

£45,000

S Grimes

STA required to ensure continuity of services whilst a re-tender exercise is complete. Resourcing issues within the Property Maintenance Unit which has led to the delay in the tender being renewed within the normal timeframe.

Note - Contract expired 14/06/2024; retrospective spend for 9 months at £45,000; remaining contract duration up to 3 months at £15,000 – see Table 2.

BL Refrigeration and Air Conditioning Ltd

11. Other

MTC for fire & intruder repair, maintenance & minor works

Up to 13 months

£77,000

S Grimes

STA required to ensure continuity of services whilst a re-tender exercise is complete. Resourcing issues within the Property Maintenance Unit which has led to the delay in the tender being renewed within the normal timeframe.

Note - Contract expired 31/01/2024; retrospective spend for 13 months at £77k; remaining contract duration up 3 months at £18k – see Table 4

Radiocontact

11. Other

MTC high level lighting repair, maintenance & minor works

Up to 6 months

£63,000

S Grimes

STA required to ensure continuity of services whilst a re-tender exercise is complete. Resourcing issues within the Property Maintenance Unit which has led to the delay in the tender being renewed within the normal timeframe.

Note - Contract expired 12/09/2024; retrospective spend for 6 months at £63k; remaining contract duration up 3 months at £32k – see Table 4.

Braham Ltd

11. Other

MTC roller shutter 24/7 callout services and repairs

Up to 13 months

£52,000

S Grimes

STA required to ensure continuity of services whilst a re-tender exercise is complete. Resourcing issues within the Property Maintenance Unit which has led to the delay in the tender being renewed within the normal timeframe.

Note - Contract expired 31/12/2023; retrospective spend for 13 months at £52k; remaining contract duration up 2 months at £8k – see Table 4.

DW Industrial Doors

11. Other