Agenda item

Contracts Update

Meeting of Strategic Policy and Resources Committee, Friday, 22nd September, 2023 9.30 am (Item 7b)

Minutes:

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)

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

· Noted the award of retrospective STAs in line with Standing Order 55 exceptions as detailed in Appendix 1 (Table 4)

· Noted the award of contracts by Arc 21 on behalf the council (Table 5).

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Estimated Total Contract Value	SRO/ Delegated Officer	Short description of goods / services
Provision of telecommunications equipment to deliver the 5G Innovation Regions bid on behalf of Belfast City Region	Up to 17 months	Up to £3,800,000	M McCann	A successful bid for the DSIT 5G Innovation Regions funding will provide capital funding for BCC to deliver an economic development programme for SMEs in key industries focused on utilising advanced wireless
Provision of telecommunications services to deliver the 5G Innovation Regions bid on behalf of Belfast City Region	Up to 17 months	Up to £3,800,000	M McCann	A successful bid for the DSIT 5G Innovation Regions funding will provide capital funding for BCC to deliver an economic development programme for SMEs in key industries focused on utilising advanced wireless
Supply and installation of summer plants and containers	Up to 3 years	Up to £240,000	D Sales	The provision of summer plants and containers for Belfast in Bloom initiative
Requirement of an Industrial Technical Expert to support the delivery of the Digital Pillar within the BRCD Programme	Up to 2 years	Up to £60,000	M McCann	BCC does not have in-house resources and expertise to provide the right level of governance and assurances to meet the programme board's expectations or a BRCD Programme Audit
Young tree maintenance, tree planting and minor horticultural works	Up to 5 years	Up to £2,000,000	S Toland	Tender required to support in house operations in delivering grounds maintenance and horticultural work in BCC Parks and Open Spaces.

Table 2: Single Tender Actions

Title

Duration

Total Value

SRO/

Delegated Officer

Description

Supplier

Supply, delivery & commissioning of replacement illuminate lighting fittings & ancillary equipment as part of the PPM maintenance programme

Up to 3 years

Up to £60,000

S Grimes

The City Hall Illuminate system is wholly proprietary to Philips lighting. The system is installed throughout the City Hall utilising a specialist technology, that is a closed protocol, and will only operate with the family of Phillips products.

Signify (Phillips) do not supply to clients direct, as they use approved wholesalers. Due to our partnership in the 2013 EU project, we have a wholesale account directly with them.

Signify Commercial Ireland Ltd

Replacement of existing flue at Tropical Ravine Botanic Gardens

Up to 1 month

Up to £45,000

S Grimes

In July 2023 the existing boiler house flue fell from its supporting brackets and dropped directly into the tropical ravine building. Specialist contractor John J Doyle have carried out the temporary repairs following the collapse. They have also carried extensive reporting, intrusive surveys, flue tests and flue design calculations.

John J Doyle Ltd

Table 3: Modification to Contract

Title of Contract	Duration	Modification	SRO/ Delegated Officer	Description	Supplier
T1872 - Provision of animal healthcare services at Belfast Zoo	Up to 5 years	Additional 4 months & £55,000	J Greer	Additional time is required to finalise the Specification and associated tender documents. Work is underway to complete this review during Aug 23 and to advertise the tender but an additional 4-months is required to ensure continuity of service whilst tender process is completed	Jubilee Veterinary Centre

Table 4: Retrospective Single Tender Actions

Title of Contract	Duration	Value	SRO/ Delegated Officer	Description	Supplier
Installation of new ACV and associated works in plant room at Kennedy Way Civic Amenity Site	Up to 2 months	Up to £60,000	S Grimes	Failure of the existing boilers. Due to the urgency of the works the Councils Mechanical MTC Contractor has been appointed to carry out the works, consequently this STA is retrospective. Using existing contractor provides assurance that the works will be fairly priced and carried out to a good standard	WJM Building Services Ltd
Installation of new ACV and associated works in plant room at North Queen Street Community Centre	Up to 2 months	Up to £38,000	S Grimes	Failure of the existing boilers. Due to the urgency of the works the Councils Mechanical MTC Contractor has been appointed to carry out the works, consequently this STA is retrospective. Using existing contractor provides assurance that the works will be fairly priced and carried out to a good standard	WJM Building Services Ltd

Table 5: Contracts awarded by Arc 21 on behalf of the Council

Title of Contract	Duration	Value	SRO/ Delegated Officer	Description	Supplier
Bring Site Service Contract- Mixed Glass (Lot 1), Textiles (Lot 2) Mixed Paper (Lot 3) and Mixed Cans (Lot 4)	Up to 8 years	Up to £3,034,294	C Matthews	Contract for the collection, transportation, sorting and recycling of material from bring sites.	Contract managed by Arc 21

Supporting documents: