Agenda item

            The Director of Property and Projects submitted for the Committee’s consideration an update report on the Physical Programme, a copy of which is set out below:

 

“1.0      Purpose of Report or Summary of Main Issues

 

1.1       The Council’s Physical Programme currently includes over 200 capital projects with investment of £150m+ via a range of internal and external funding streams, together with projects which the Council delivers on behalf of external agencies. The Council’s Capital Programme forms part of the Physical Programme and is a rolling programme of investment which either improves existing Council facilities or provides new facilities. This report presents requests for stage movement approvals under the Capital Programme, along with updates on capital letters of offer and contracts awarded.

 

2.0       Recommendations

 

2.1       The Committee is asked to:

 

·        Note that St Comgall’s won the National RICS Award for Best Refurbishment / Revitalisation Project 2024.

 

·        Capital Programme:

 

o   IT Programme – Grants Management System – Note that a satisfactory tender return has been received and that the Director of Finance has confirmed that this project is within the affordability limits of the Council and agree that a maximum of £60,000 be allocated.

o   IT Programme – Palo Alto Firewalls – Agree that the project is moved to Stage 3 – Committed and held at Tier 0 – Scheme at Risk pending further development of the project and a satisfactory tender return; and that necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) be initiated with contract to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver.

o   IT Programme – Complex Lives CMS - Agree that the project is moved to Stage 3 – Committed and held at Tier 0 – Scheme at Risk pending further development of the project and a satisfactory tender return; and that necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) be initiated with contract to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver.

o   Innovation Factory Access Control - Agree that the Innovation Factory Access Control project is added to the Capital Programme at Stage 1 – Emerging to allow a business case to be developed.

 

·        Pitch provision - to authorise officers to discuss opportunities with partners across the city to facilitate opportunities for additional/enhanced pitch provision with further detail to be brough back to Committee as required in respect of potential opportunities. 

·        Capital Letters of Offer – to note the update in relation to capital letters of offer in Q2 2024/25.

·        Contracts awarded – to note the update in relation to contracts awarded in Q2 2024/25.

 

3.0       Main report

 

            Key Issues

 

3.1       Awards and recognition

 

            Royal Institution of Chartered Surveyors (RICS) Awards - Two of the Council’s physical projects were successful at the regional RICS Awards this year. Members may have noted that earlier this month St. Comgall’s also went on to win at the RICS National Awards for Best Refurbishment / Revitalisation Project 2024.

 

            Construction Employer’s Federation (CEF) Awards 2024 – Shankill Shared Women’s Centre won the Social / Community Construction Project of the year (above £2m).

           

3.2       Capital Programme - Proposed Movements

 

            Members will be aware that the Council runs a substantial Physical Programme. This includes the rolling Capital Programme – a multimillion regeneration programme of investment across the city which improves existing Council assets or provides new council facilities. Members are advised that the Property & Projects Department is happy to arrange a site visit to any projects that have been completed or are underway.

 

3.3       Members have agreed that all capital projects must go through a three-stage process where decisions on which capital projects progress are taken by the Committee. This provides assurance as to the level of financial control and will allow Members to properly consider the opportunity costs of approving one capital project over another capital project. Members are asked to note the following activity on the Capital Programme:

 

Project	Overview	Stage movement
IT Programme – Grants Management System	Procurement of a replacement Grants Management System	Stage 3 – Committed: With a maximum budget allocation of £60,000
IT Programme – Palo Alto Firewall	Procurement of replacement firewall hardware	Move to Stage 3 – Committed
IT Programme – Complex Lives CMS	Procurement of a case management system for the Complex Lives initiative	Move to Stage 3 – Committed
Innovation Factory Access Control System	Procurement of a replacement for the access control system at the Innovation Factory.	Add to Stage 1 – Emerging

 

3.4       IT Programme – Grants Management System

 

            Members will be aware that the Grants Management System was approved at SP&R Committee in November 2023 to move to Stage 3 – Committed on the Capital Programme. Members agreed that the necessary procurement processes be initiated as required with contracts to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver.

 

            Members are asked to note that a satisfactory tender return has now been achieved and it is recommended that a maximum of £60,000 is now allocated to this project. The Director of Finance has confirmed that this is within the affordability limits of the Council.

 

3.5       IT Programme – Palo Alto Firewall

 

            This project is part of the overall IT Programme and will replace and licence new firewall hardware. The licencing on the current Palo Alto firewall ends in March 2025. Replacement is required before this date. Palo Alto Firewall is used to protect the Council from internet based attacks and provides web filtering, VPN services to suppliers including the new E5 finance system as well as the Global Protect service which allows staff and Members to work remotely.

 

            Members are asked to agree that the project is moved to Stage 3 – Committed and held at Tier 0 – Scheme at Risk pending further development of the project and a satisfactory tender return; and that necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) be initiated with contract to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver.

 

3.6       IT Programme - Complex Lives Case Management System

 

            The Complex Lives initiative was established under Community Planning. It provides joined up support for some of Belfast’s most vulnerable people who have fallen into a cycle of rough sleeping, addiction, poor mental and physical health and offending behaviour. It is a multi-agency commitment across the statutory, voluntary and community sectors which brings together nine key organisations to address chronic homelessness in Belfast.

 

            This project can be delivered via Digital Services and involves the procurement of a case management system for the initiative to collate data on performance and impact. The system will be accessible to Council staff and to users in six external organisations. The Council will continue to act as the lead partner. The project has received funding from NIHE for this financial year which it is anticipated will meet the costs of the IT project.

 

            Members are asked to agree that the project is moved to Stage 3 – Committed and held at Tier 0 – Scheme at Risk pending further development of the project and a satisfactory tender return; and that necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) be initiated with contract to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver.

 

3.7       Innovation Factory Access Control

 

            The project is for the replacement of the access control system at Innovation Factory. The current system is no longer fit for purpose.  This project is expected to come forward at pace. The Innovation Factory opened in 2016 and is operated by Oxford Innovation. The facility is currently operating at 83% occupancy with a range of businesses availing of the space and wrap around support through the centre. Flexible access to the centre is essential to the success and appeal to existing and potential tenants. The access control system has been an issue for several years with various mitigating steps taken over the years to try and repair the current system to ensure it is fit for purpose. All other options to fix the current system are exhausted and there is a requirement to upgrade the system which includes new door controllers, readers, and associated software.

 

            Members are asked to agree that the Innovation Factory Access Control project is added to the Capital Programme at Stage 1 – Emerging to allow a business case to be developed.

 

3.8       Pitch provision

 

            Members will be aware that the provision of additional pitches across the city has been identified as a priority and that a piece of work is currently underway on developing a strategy for Belfast on Pitches and Outdoor Sports Facilities.  Officers are currently looking at all options within the Council’s own estate however Members will recognise that available land for additional and/or enhanced pitch provision within the Council estate is limited.  However, officers are aware that there may be opportunities to work with partners across the city in terms of looking at sites for additional provision either via unutilised or under utilised land that is not suitable for other purposes, existing provision that is not being fully maximised in terms of community use, land that is surplus to requirements or where there is the potential to work with partners to ensure that pitch provision is fully developed within any new proposal (e.g. a new school development.). 

 

            Members are asked to authorise officers to discuss opportunities with partners (including the Northern Ireland Housing Executive, the Education Authority, Belfast Met, Department for Communities and Department for Infrastructure) across the city to facilitate opportunity for enhanced pitch provision with further detail to be brought back to Committee as required in respect of potential opportunities. 

 

3.9       Capital Letters of Offer

 

            Members are asked to note the update in relation to capital letters of offer accepted in Q2 2024/25 at Appendix 1.

           

            Contracts Awarded

 

            Members are asked to note the award of tenders for capital works including services related to works in Q2 2024/25 at Appendix 2.

 

3.10      Financial & Resource Implications

 

            Financial Implications – IT Programme – Grants Management System - a maximum of £60,000 is now allocated to this project. The Director of Finance has confirmed that this is within the affordability limits of the Council.

 

            Resource Implications – None

 

3.11      Equality or Good Relations Implications/ Rural Needs Assessment

 

            All capital projects are screened as part of the stage approval process.”

 

            The Committee adopted the recommendations as set out in paragraph 2.0.