Agenda item

Contracts Update

Meeting of Strategic Policy and Resources Committee, Friday, 17th June, 2022 9.30 am (Item 26.)

Minutes:

The Committee:

· approved the public advertisement of tenders as per Standing Order 37a detailed in appendix 1 (Table 1);

· approved the award of Single Tender Actions (STAs) in line with Standing Order 55 exceptions as detailed in appendix 1 (Table 2);

· noted the award of retrospective STAs in line with Standing Order 55 exceptions as detailed in appendix 1 (Table 3);

· noted the award of contracts by Arc 21 on behalf the Council (Table 4); and

· approved the verbal request by the Director of Finance and Resources to tender for the supply of natural gas should the Council’s current supplier, Go Power, be unwilling/unable to continue to offer the Council suitable terms to extend the contract:

Appendix 1

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO	Short description of goods / services
Home safety equipment – supplied to families following a home safety assessment. Funded by Public Health Agency	Up to 4 years	£200,000	S Toland	A new regional tender for home safety equipment is being set up by AND Borough Council – BCC is named on this tender.
CPD Contract for Procurement cards for use throughout the organisation	Up to 3 years	£180,000	R Cregan	Used for expenditure that cannot be procured through SRM ordering processes. Contract generates 1% payback on expenditure. Utilising CPDs contract (BCC contract ref T2088).
Procurement of an operator for the two-year temporary Active Travel Hub at Cathedral Gardens Fully Funded	Up to 2 years	£35,000	C Reynolds	BCC has received an offer of funding from PHA and Ulster University to fund an operator for the Active Travel Hub in Cathedral Gardens, that will be responsible for providing active travel information, programming and training from the Hub.
Collection and Treatment/Recycling of Mixed Materials from Recycling Centres	Up to 4 years	£2,000,000	C Matthews	Current contract is ending and a new procurement process is required. Supports the Council with its waste management operations.
Provision of Kitchen Canopy Assessment /Cleaning for Cooking Protection at various Council Properties	Up to 4 years	£200,000	S Grimes	Service required to ensure than all kitchen canopies in Council property have an assessment and clean carried out by a competent contractor.
A grants management system providing online application and management of grants streams	Up to 4 years	£95,500	R Cregan	Current contract expires August 2022. Continuity of service required to support grant applications process.
Develop and pilot a bespoke capacity building programme and toolkit that will enable citizens and communities to fully engage and collaborate in digital innovation	Up to 7 months	£70,000	J Tully	There is currently no provision in place to support the participation of citizens and communities in digital innovation. Support is needed to enhance public understanding of data and digital technologies in the public realm.
Procurement of consultancy team to develop an Outline Business Case for the Innovation for Societal Impact Challenge Fund under the Belfast Region City Deal’s Digital Pillar	Up to 6 months	£100,000	J Tully	An Innovation for Societal Impact fund is a key element of the overall suite of BRCD (City Deal) Innovation Challenge Funds as outlined in the digital pillar Programme Business Case.
Develop an Outline Business Case (OBC) for a £20m risk capital, Venture Fund, funded by the Belfast City Region Deal	3 months	£50,000	J Tully	An equity debt fund is a key element of the innovation Challenge Fund as outlined in the digital pillar Programme Business Case.
Further develop a suitable governance structure for the future management of the Forth Meadow Community Greenway Peace IV	Up to 9 months	£60,000	S Toland/ R Crozier	This will be a key step in the Greenway’s development and the applicant will need to further engage with all the relevant community stakeholders and with the co-designed, together with those who will be involved and affected.
Supply and installation of wet pour safety surfacing repairs	Up to 4 years	£400,000	S Toland/ R Crozier	Repairs to safety surfacing – Council playgrounds
Supply and delivery of cleaning materials for BCC stores	Up to 5 years	£360,000	S Grimes	BCC stores manage the purchasing and disbursal of these items to facilitate departmental requisitions

Table 2: Single Tender Actions

Title	Duration	Total Value	SRO	Description	Supplier
To procure Scarab Truck Mounted Road Sweepers Original Equipment Manufacturer (OEM) approved parts and components, warranty support and specialist repairs ensuring they are safe and road worthy as part of Council fleet	Up to 3 years	£135,000	S Toland/ R Crozier	To ensure that the OEM approved engineering parts and components are replaced and fitted to Scarab Truck Mounted Road Sweepers in keeping with the manufacturer warranty, operational safety terms and conditions.	McCreath Taylor NI Ltd
Renewal of support and maintenance for MapInfo mapping software *Previously approved CMT Feb 2022 & SP&R Mar 2022 for £57,000	Up to 3 years	£75,000	R Cregan	MapInfo has 130+ users across the council and is used to provide council-wide mapping functionality. Significant investment has been made in user training and existing knowledge. The platform has been extensively used to provide developed functionality and projects.	CDR Group
Temporary experienced accountant required in Finance to support the implementation of the new finance system	Up to 18 months	£100,000	R Cregan	The existing contracted provider for T1792 Provision of Temporary Agency Resources: Matrix SCM have confirmed they are unable to fulfil the required role of Temporary Accountant within the contractually agreed time period to find a suitable candidate.	VanRath
To procure Iveco Trucks Original Equipment Manufacturer (OEM) genuine approved parts and components, warranty support and specialist repairs ensuring they are safe and road worthy as part of Council fleet	Up to 3 years	£135,000	C Matthews	To ensure that the OEM approved engineering parts and components are replaced and fitted to Iveco Vehicles in keeping with the manufacturer warranty, operational safety terms and conditions.	NI Trucks
To procure DAF Trucks Original Equipment Manufacturer (OEM) genuine approved parts and components, warranty support and specialist repairs ensuring they are safe and road worthy as part of Council fleet	Up to 3 years	£120,000	C Matthews	To ensure that the original equipment manufacturer (OEM) genuine approved parts and components are fitted to DAF Trucks in keeping with the manufacturer warranty terms and conditions.	TBF Thompson Ltd
Development of PEACEPLUS Local Community Action Plan	Up to 4 years	£48,500	R Crozier	There has been 2 failed procurement attempts through quotation and tender exercise. Blu Zebra and Locus Management (consortium bid) have been identified as the most appropriate contractor for this piece of work.	Blu Zebra and Locus Management

Table 3: Retrospective Single Tender Actions

Title of Contract

Duration

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

£100,000

S Toland

The existing contracted provider for T1792 Provision of Temporary Agency Resources: Matrix SCM have confirmed they are unable to fulfil the required roles of Environmental Health Officer (Port Health) and Technical Support Officers within the contractually agreed time period.

MCS Group

Table 4: Contracts awarded by Arc 21 on behalf of the Council

ContractTitle

Duration

SRO

Municipal Waste Disposal Contract –

Lot 2

Extend for 3 months until 31st October 2022

Cathy Matthews

Supporting documents: