Agenda item


            The Committee:


·        Approved the public advertisement of tenders as per Standing Order 37a detailed in Table 1 below;


·        Approved the award of STAs in line with Standing Order 55 exceptions as detailed in Table 2 below; and


·        Approved the modification of the contracts as per Standing Order 37a detailed in Table 3 below, subject to the omission of the Procurement of Public Bike Share Scheme. LOT 1: Design, supply, maintenance and operation of the scheme which is deferred to enable further information to be provided to the next meeting of the Committee.


Table 1: Competitive Tenders

Title of Tender

Proposed Contract Duration

Est. Max Contract Value


Short description of goods / services

Medical referee services

Up to 5 years


D Sales

Legal obligation to appoint a medical referee to sign cremation forms

A grants management system providing online application and management of grants streams

Up to 4 Years


P Gribben

To ensure ongoing provision of a grants management system


Table 2: Single Tender Actions



Est. Max Contract Value




STA Reason Code

Visit Belfast marketing throughout 2024 including; UNESCO city of music, Belfast 24 and city events

Up to 12 months


J Greer

There is currently a formalised agreement with Visit Belfast to act as our Out of State marketing partner. No other provider can deliver this additional requirement.

Visit Belfast


Provision of Clockwise System

Up to 1 year


P Gribben

Continued use of current system required until replacement of system is implemented. (In progress under the HR/Payroll/T&A Project).

Softworks Limited


Provision and installation of a system for side of vehicle advertising on Refuse Collection Vehicles

Up to 2 years


D Sales

The proposed system will ensure that any advertising can be easily changed with no damage to the vehicle to reflect any changes to the campaign message or future campaigns. There were no bids received from a recent tender competition. Supplier has provided a similar service/system for BCC previously.

Roadvert Ltd (Spedian Vehicle Graphic Solutions)




Table 3: Modification to Contract

Title of Contract

Current Contract Duration

Modification required




T2123 - Provision of an External Mail Collection Service

Up to 3 years

Additional 3 months

P Gribben

Additional time is required to finalise the Specification and associated tender documents. Work is underway to complete this review and to advertise the tender but additional time of up to 3-months is required to ensure continuity of service whilst tender process is completed.

Postal Sort

Procurement of Public Bike Share Scheme.  LOT 1: Design supply maintenance & operation of the scheme

Up to 9 years

Additional 9 months and £391,000

J Greer

The contract with the current operator needs to be extended for additional services that have become necessary due to the requirement for a longer transition period that was not foreseen at the outset of the contract. This is needed due to technological advances and improvements to equipment in the bike share industry over the past 9 years that doesn’t allow for a prompt change of operator without having a detrimental impact on the service.

NSL Service Group


STA/ Direct Award Reasons

Reason Code

Reasons in line with Public Contact Regulations


No response following advertised procurement exercise


Creation or acquisition of a unique work of art or artistic performance


Competition is absent for technical reasons (no reasonable substitute exists)


The protection of exclusive rights, including intellectual property rights


Extreme urgency brought about by events unforeseeable by BCC, the time limits for a procurement cannot be complied with.


Products manufactured purely for the purpose of research, experimentation, study or development


Additional deliveries which are intended either as a partial or extended replacement of supplies or installations where a change of supplier would result in supplies of different technical characteristics causing incompatibility or disproportionate technical difficulties in operation and maintenance


Supplies quoted and purchased on a commodity market


Supplies or services on particularly time-limited advantageous terms e.g. supplier winding up its business activities


New works and services consisting of the repetition of similar works or services, provided that the possibility of a direct award is disclosed during the original tender process


Other – Reason not in line with Public Contract Regulations (PCR 2015)


Supporting documents: