Agenda item

Contracts Update

Minutes:

            The Head of Commercial and Procurement Services provided an update in relation to contracts and competitive tenders.

 

            During discussion, the Strategic Director of Place and Economy undertook to provide further information in relation to the existing contract with Oxford Innovation for the Innovation Factory to the City Growth and Regeneration Committee.

 

 

            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

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

 

Table 1: Competitive Tenders

 

Title of Tender

Proposed Contract Duration

Est. Max Contract Value

SRO

Short description of goods / services

On published pipeline (Y/N)

 

Prior Committee approval (Y/N) If Y name Committee & Date

External Funding (Y/N)

Medical Services to support the Fleadh Cheoil na hÉireann.

Up to 2 years

£700,000

K Forster

Reported at Oct 2025 SP&R meeting with duration and potential value now confirmed. Tenders currently being evaluated.

 

Fleadh Cheoil na hÉireann, taking place 2-9 August 2026 (active bid for 2027), is expected to attract 750,000+ additional visitors over and above the existing civic population and normal tourist numbers expected at that time of year. The Council is therefore seeking suitably qualified and experienced supplier(s), to provide medical and first aid services at this event.

N

N

N

Upgrade the existing audio-visual solution in the Belfast City Hall Council chamber.

Up to 3 years

£235,050

S McNicholl

The current AV solution and associated hardware used for these meetings is end-of-life and we are recommending replacing the current analogue solution with a modern digital one.

£225,000 Capital + £10,050 Revenue

N

N

N

Campsite(s) for the Fleadh Cheoil na hÉireann.

Up to 2 years

Income based contract

K Forster

 

As part of the Fleadh programme campsite(s) are required to accommodate the number of visitors.

 

The Council is therefore seeking suitably qualified and experienced supplier(s), to set up and manage campsites. Planning applications underway for the identified sites.

 

Costs will be required (£value TBC) for site set up and management; however, aim is to recover majority of costs through charging to customers.

 

N

N

N

Supply of standardised audio-visual equipment for meeting and conference rooms

One off Purchase

£200,000

P Gribben

The majority of the equipment is over 10 years old and struggles to meet the audio and visual requirements of modern remote and hybrid meetings. The adoption of a consistent approach to the management of AV equipment is a strategic move to enhance the council’s hybrid meeting capabilities and standardise audiovisual solutions across all meeting spaces

N

N

N

 

 

 

 

 

 

 

Table 2: Single Tender Actions

 

Title

Duration

Est. Max Contract Value

SRO

Description

Supplier

STA Reason

 

Other Committee approval (Y/N) If Y name Committee & Date

External Funding (Y/N)

Construction Information database

Up to 3 years

£40,000

P Gribben

This is an online portal giving access to construction-based information. There is only one provider of this service.

Allium UK Holding Limited

3.

N

N

 

 

Table 3: Modification to Contract

 

Title of Contract

Original Contract Duration & Value

Modification required

SRO

Description

Supplier

Oxford Innovation for Innovation Factory

Up to 6 years & £91k

Additional 12 months and £15,804

K Forster

Extension to existing contract in line with contract with Oxford Innovation for Innovation Factory which finishes in March 2027. The value of the work will be dependent on our requirement throughout the duration of the OI contract and any issues that may arise which we require support with.

KPMG

Provision of a Home Security/Assessment and Repair Service for Older & Vulnerable People

Up to 5 years & £650k

Additional 12 months and £100,000

S Toland

The project is subject to annual funding from the PHA, BCC and the PCSP. The PHA have advised the Council that they wish to review the current model for the delivery of the service. The current contract is due to expire in October 2026, however, we need to wait for the PHA review before awarding a new contract. The review is expected to be completed during FY26/27 and a replacement tender will be considered in light of any proposed changes to the existing delivery model.

Bryson Energy

Provision of Temporary Resources - Neutral Vendor Approach

Up to 2 years & £8m

Additional 4 months and £7.6m

C Sheridan

It has not been possible to progress the procurement for a temporary agency provider until December 2025. Consequently, the remaining duration of the current agency contract does not allow for sufficient planning and implementation of a new contract, potentially with a new supplier. To ensure an effective implementation including contractual compliance assurance, system configuration, training and transfer of agency workers, a 4-month extension is required.

 

£5m of £7.6m covers overspend under the current contract. Reasons link back to wider resourcing issues as report to members on a quarterly basis.

 

£2.6m to cover forecasted spend on the 4-month extension.

Matrix SCM Ltd

 

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