Agenda item

Contracts Update

Meeting of Strategic Policy and Resources Committee, Friday, 18th April, 2025 9.30 am (Item 27.)

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);

· approved the modification of the contract as per Standing Order 37a detailed in Appendix 1 (Table 4);

· noted the non-procurement expenditure as detailed in Appendix 1 (Table 5);

· approved the award of a project to the International Organization for Migration ‘IOM’ as per Standing Order 56a and as detailed in section 7 of the report; and

· noted the Quarter 4 24/25 update regarding STA and Contracts <£30k Reporting as detailed in section 8 of the report.

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Est. Max Contract Value	SRO	Short description of goods / services
Specialist vehicle body work repairs	Up to 3 years	£90,000	S Leonard	Specialist vehicle body work repairs that cannot be completed by Fleet Management workshop
Service and maintenance of Bergmann compactors	Up to 3 years	£60,000	S Leonard	Service and maintenance contract required for the 4 Bergmann waste compactors at recycling centres. Specialist service.
Provision of first aid training courses	Up to 3 years	£60,000	N Largey	Provision of first aid training courses for Council staff.
Development and delivery of the Belfast DPCSP’s Older Adults Cyber Safety Project (Fully Funded)	Up to 3 years	£60,000	J Girvan	Belfast DPCSPs have identified the need for community-led, technically competent training to improve cyber safety amongst older adults across Belfast.
Implementation and delivery of West Belfast DPCSP’s Community Safety Initiative (Fully Funded)	Up to 3 years 6 months	£166,000	D Sales	West Belfast DPCSP wishes to appoint a contractor to deliver a community led community safety initiative (CSI). The initiative must raise awareness of community safety remedies, support community-based organisation to work in partnership to address those issues and enable the resolution of cases.
AR exhibit and all associated equipment (Fully Funded)	Up to 12 months	£85,000	S McNicholl	Develop the Augment the City use case, utilising the existing small cell indoor public 5G connectivity in Belfast City Hall. This project will run for one year under the agreed trial terms and conditions and support model.
Supply of bottled and mains-fed water with dispensers across BCC offices and sites	Up to 2 years	£47,870	N Largey	This is a continuing requirement as kitchens throughout Council buildings need to be refurbished to provide safe drinking water and public access areas need to have a supply of water.
Undertaking work to support the Belfast Place Based Growth Proposition	Up to 18 months	£79,240	D Martin	This work covers a number of interrelated strands relating to the Belfast Place Based Growth Proposition which include: · the development of a full Five Part Business Case, Summary Proposition and supporting negotiating principles · Support a tri-pronged approach to engagement aimed at UK / Irish Government and NI Executive to unlock funding for regeneration / development activity (in line with similar funding received by other major cities).
Provision of coordination of services for delivery of Culture Night Belfast for 2025 with the cultural sector (Recommendation approved by Members at City Growth and Regeneration Committee 09/04/25)	Up to 9 months	£150,000	D Martin	Large scale event management to deliver the 2025 Culture Night programme. This includes the event’s delivery model, safety and marketing resources appropriate for an event of this scale. The successful appointee will be required to create an independent committee, as referred to in the Governance section of these recommendations and to lay the foundation for 2026.
Supply of fuel cards for purchasing fuel across Greater Belfast Area	Up to 1 year	£250,000	D Sales	Fuel cards are for vehicles that do not fuel up at Duncrue Complex due to the logistics of their daily working location. Fuel cards enable staff to re-fuel their vehicles at designated petrol stations across the greater Belfast area allowing them to fulfil their daily duties.
Public services hub project delivery (fully funded)	Up to 11 months	£650,000	S McNicholl	Belfast 5G Innovation Region is a DSIT-funded programme that requires Belfast City Council, on behalf of Belfast Region, to deliver economic benefits in key industries. A public services hub at Cecil Ward / 9 Adelaide to deliver two or three projects focused on issues dynamic occupancy management in support of hybrid working, energy and building management, environmental monitoring, etc
Technical support for Belfast 5G Innovation Region funding competition (fully funded)	Up to 11 months	£150,000	S McNicholl	Belfast 5G Innovation Region is a DSIT-funded programme that requires Belfast City Council, on behalf of Belfast Region, to deliver economic benefits in key industries. A funding competition and associated support will be delivered as part of this.

Table 2: Single Tender Actions

Title

Duration

Est. Max Contract Value

SRO

Description

Supplier

STA Reason

Provision of content management licensing, site hosting and support for all BCC websites

Up to 2 years

£150,000

S McNicholl

Recent upgrades, new site developments as well as integration with a content delivery network partner in the past 12 months, enhancing all aspects of the websites also means moving at this stage of the website’s lifecycles would be prohibitively expensive and come with significant risks associated.

Note - Retrospective 2 month STA also required to cover spend (March/ April 25).

Simply Zesty

Supply and delivery of frozen fish for Belfast Zoo

Up to 35 months

£35,000

D Martin

Tender advertised in February 2025 but no bids received. Current contract expired 31/01/25; retrospective spend for 3 months at £3,000 (Feb, March and April 2025).

Elmore Fish

Table 3: Retrospective Single Tender Actions

Title of Contract

Duration

Est. Max Contract Value

SRO

Description

Supplier

STA Reason

Provision of content management licensing, site hosting and support for all BCC websites

Up to 2 months

£18,746

S McNicholl

Retrospective 2 month STA to cover spend (March/ April 25).

Simply Zesty

Supply and delivery of frozen fish to Belfast Zoo

Up to 3 months

£3,000

D Martin

Tender advertised in February 2025 but no bids received.

Note – Current contract expired 31/01/25; retrospective spend for 3 months at £3,000 (Feb, March and April 2025).

Elmore Fish

Table 4: Modification to Contract

Title of Contract	Duration	Modification	SRO	Description	Supplier
Stock control and delivery of waste containers (T1799)	Up to 4 years	Additional 2 months and £30,000	D Sales	An extension is required for up to 8 weeks to support the glass collection project rollout to be finished and the tender evaluation for the new contract to be completed and the contract awarded	Avenue Recycling Ltd

Table 5: Non-Procurement Expenditure

Title

Duration

Value

SRO

Description

Supplier

NI agreement; proprietary for mapping requirements & planning

Up to 10 years

£804,000

S McNicholl

This is a license agreement with LPS for use of maps for planning etc.

This is considered an exempted contract under the Act in line with Schedule 2, section 3 (1) - horizontal arrangement.

Legal advice was for this to be approved through STA process and reported to SP&R as ‘non procurement spend

Land & Property Services (LPS) NI

Supporting documents: