Agenda item

Update on Contracts

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, with the term of the St. Patricks Day contract with Tradfest to be renegotiated to one year and a report to be submitted at the earliest opportunity to the City Growth and Regeneration Committee providing:

 

                                                 i.          further information on the difficulties which had been experienced around the tender process for this contract, in terms of preparedness for future years; and

 

                                                ii.          an update on the award of the contracts for the other three elements of the St. Patrick’s Day programme; and 

 

·        approved the modification of the contract, as per Standing Order 37a, as detailed in Table 3 below.

 

Table 1: Competitive Tenders

Title of Tender

Proposed Contract Duration

Est. Max Contract Value

SRO

Short Description of Goods / Services

Maintenance, repair and inspection of grounds maintenance plant and equipment

Up to 5 years

£750,000

D. Sales

Maintenance, repair and inspection of grounds maintenance plant and equipment to fulfil the requirements of the OSS service

Telephone service provision - calls / lines / broadband

Up to 12 months

£152,131

P. Gribben

The corporate telephony solution required so that all devices and users have ongoing service provision

Planned preventative maintenance for backup generators to 7 Council Properties

Up to 3 years

£120,000

S. Grimes

Recurring contract for backup generators to 7 properties to cover callouts, repairs and planned maintenance

MTC for fire and intruder alarms maintenance

Up to 3 years

£210,000

S. Grimes

Recurring contract which covers callouts, repairs, planned maintenance and small works to fire and intruder alarms systems to all council properties

Online civic engagement platform

Up to 4 years

£78,000

P. Gribben

Current contract for civic engagement platform expires in Aug 24

Collection and recycling of scrap metal and abandoned vehicles

Up to 4 years

£900,000 (Income)

C. Matthews

Recurring contract to ensure the Council recycles scrap metal and maximises associated income.

Supply and delivery of office furniture including office design and fit-out service

Up to 5 years

£250,000*

N Largey

Various departments and buildings in the ongoing office furniture needs covering simple repair/ replacement requirements through to new office fit out and redesign services.

* Estimated £50k per annum spend. Spend is cross-departmental and not solely Legal and Civic Services.

The provision of external mail collection service for outbound mail from the centralised mailroom

Up to 3 years

£400,000

P. Gribben

To provide the continued operation and support of the mailroom and outbound post

 

Table 2: Single Tender Actions

Title

Duration

Est. Max Contract Value

SRO

Description

Supplier

STA Reason Code

Support and maintenance of eSourcing tendering solution

Up to 2 years

£73,000

P. Gribben

Licences for the continued use of eSourcing until new finance system is in place

Bravosolutions UK Ltd

3

Provision of a city centre weekend music programme as part of the overall St Patrick’s day celebrations

Up to 3 years

£210,000

J Greer

A formal tender process was carried out which resulted in a NIL return. A direct award is being made to a local social enterprise with experience in delivering musical festivals.

Belfast Tradfest

1

Booking system for Belfast Castle and Malone House

Up to 3 years

£36,000

P Gribben

Continued use of the booking system at BC and MH until a replacement system can be procured.  Based on current programme of work within Digital Services, capital investment required and associated planning required it is unlikely this would be actioned until 2 to 3 years. Kinetic Solutions are the only supplier of the current booking system and associated licences/software.

Kinetics Solutions

3

 

Table 3: Modification to Contract

Title of Contract

Duration

Modification

SRO

Description

Supplier

T2335 Procurement of a Local Area Energy Plan for Belfast and Queens Island

(Fully funded)

Up to 11 months

Additional 4 months

J. Tully

Requesting a 4 month extension of contract period up to 31 March 2024 to due to implementation delay.  No additional expenditure

Energy Systems Catapult

 

Supporting documents: