Agenda item

Update on Contracts

Meeting of Hybrid Meeting - (Rescheduled from 25th March), Strategic Policy and Resources Committee, Monday, 28th March, 2022 10.00 am (Item 7b)

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 3 below.

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO	Short description of goods / services
Supply and delivery of steeled wheeled bins, castors and all supporting spare parts	Up to 2 years	£100,000	S Toland / R Crozier	Supply of commercial bins and spare parts for repair
Email filtering solution to help prevent spam, phishing attacks and other malicious email	Up to 3 years	£48,000	R Cregan	To reduce risk of infection or loss of data from malicious email
Provision of legionella monitoring & risk management programme at BCC properties	Up to 5 years	£250,000	S Grimes	Statutory compliance requirement
Design and build of a mobile responsive and accessible website for Belfast Region City Deal (BRCD) and implement a web CMS	Up to 4 years & 3 months	£45,000	R Cregan	There is currently no standalone website for the BRCD programme. The information is currently on a landing page on BCC’s website.
T2119 - Supply of bottled and mains-fed water with dispensers across BCC offices and sites	Up to 3 years	£50,000	R Cregan	Supply of bottled and mains-fed water with dispensers across BCC offices and sites. This is a continuing requirement as kitchens throughout Council buildings need to be refurbished to provide safe drinking water and public access areas need to have a supply of water
Multi supplier framework agreement for the provision of marketing services for the Marketing and Corporate Comms Business Area of BCC	Up to 4 years	N/A	J Tully	BCC target a number of audiences with our Marketing and Communication activities: residents, businesses, potential investors, tourists (local and international) and students that come to study in Belfast
In-depth technical research and guidance to help Digital Services advance the initiatives/projects that support execution of the IT strategy	Up to 2 years	£39,600	R Cregan	Use proven reference architecture to develop technology architecture Receive organisation-specific guidance through calls with analysts Leverage industry best practices to avoid costly mistakes Enables Digital Services to stay current with changing markets and technologies
Multi supplier framework agreement for the provision of technical support, advice and research and economic analysis support service for the Labour Market Partnership, Employability & Skills, Enterprise & Business Growth departments as well as the wider Economic Development division and BRCD Suppliers on the framework will have not have a guarantee of any work	Up to 5 years	Up to £4,000,000	A Reid	The tender will provide technical assistance and economic data analysis as part of an intelligence-led approach, based on robust economic data and strong consultation and research with relevant stakeholders in the city. *Note - approval granted Oct 2021 for 4.5 year at £225k which for Labour Market Partnership only. Requesting increase to 5 years and up to a total value of £4m which includes potential use by other departments in BCC
T2210 - professional congress/conference organiser required for One Young World 2023 conference	Up to 20 months	£2,700,000	A Reid	The contractor will be entitled to a management fee of £250k but will be responsible for managing the overall budget for the event £2.7m. *Note - approval granted Sept 2021 for £175k. Requesting increased to £2.7m. Of this £1m is funding coming from NI Executive to BCC and a further £350,000 from BCC directly with the remaining to be raised from the private sector.
New camera and microphone system for the Committee Rooms	1 off purchase	£49,816	J Walsh	To prepare the Committee Rooms to hold hybrid meetings
Design, provision and management of a meanwhile use at 2 Royal Avenue	Up to 2 years	£1,200,000	A Reid	Agreement to deliver meanwhile use at 2 Royal Avenue until end of temporary planning permission

Table 2: Single Tender Actions

Title	Total Value	SRO	Supplier
Renewal of support and maintenance for SSA (Spectrum Spatial Analyst) software	£45,000	R Cregan	CDR Group
Renewal of support and maintenance for MapInfo mapping software	£57,000	R Cregan	CDR Group
Belfast City brand advertising at George Best Belfast City Airport	£30,000	J Tully	George Best Belfast City Airport
Extension of the design and build contract for ongoing corporate website development and development of additional BCC websites	£170,000	R Cregan	Simply Zesty UK Ltd

Table 3: Modification to Contract

Title of Contract	Duration	Modification	SRO	Supplier
T2084 (b) Provision of a ‘Shared History, Heritage and Identity Content / Narratives for Interpretative Panels on Shared Space Greenway’ PEACE IV Programme Services	Up to 16 months	Additional 3 months	S Toland / R Crozier	Mediation NI
T1710 - Provision of a cleaning service at Belfast Castle, Malone House, The Stables and Lock Keepers Cottage	Up 5 years	Additional 3 months and £20,000	S Toland / R Crozier	Precision Industrial Services
T1870 Tender for the Maintenance and Removal of Flower Displays	Up 3 years	Additional 3 months and £16,000	S Toland / R Crozier	Clive Richardson Ltd

Table 4: Retrospective Single Tender Actions

Title of Contract	Duration	Value	SRO	Supplier
Delivery of a feasibility study and essential public engagement work for the Urban Forest project at 2 Royal Avenue (Part funded)	Up to 1 month	£100,000	A Reid	The Eden Trust
Company required to produce and action a detailed and robust Venue Management Plan to cover operational and event needs at 2 Royal Avenue (fully funded)	Up to 4 months	£100,000	A Reid	Smallworld Music
Increase connectivity between the city centre and neighbourhoods through thematically aligned programmes at 2 Royal Avenue (fully funded)	Up to 1 month	£54,000	A Reid	BDA Property Projects Ltd
Develop and deliver an extensive Marcomms campaign to support the reopening of the city at 2 Royal Avenue (fully funded)	Up to 6 weeks	£125,000	A Reid	Visit Belfast

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