Agenda item

Contracts Update

Meeting of Strategic Policy and Resources Committee, Friday, 20th June, 2025 9.30 am (Item 6b)

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);

· 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); and

· agreed that a report be submitted providing details on the tender for Advertising space at Belfast City Airport:

Appendix 1

Table 1: Competitive Tenders

Title of Tender	Proposed Contract Duration	Est. Max Contract Value	SRO	Short description of goods / services
VAT Consultancy Services	Up to 3 years	£45,000	T Wallace	Evolving VAT legislation and transactions requiring expert VAT advice
Crematorium Café	Up to 3 years	Income based contract	S Toland	Requirement for a franchise contractor for the crematorium café.
Supply of forcing and bedding bulbs	Up to 3 years	£90,000	S Leonard	Forcing and bedding bulbs are required for planting in parks, cemeteries and open spaces
Provision of artist-led community resources - Tool for Togetherness	Up to 9 months	£100,000	K Forster	Provision of artist-led community resources to activate public spaces, including idea conception, co-design with communities, resource development and delivery, testing in community settings and implementation of feedback.
Facilities management service at the Mary Peters Track	Up to 5 years	£800,000	D Sales	Contract for the operation and management of the Mary Peters Track which will end in March 2026.
Hire of ancillary equipment for Council Events	Up to 4 years	£375,000	D Martin	Hire of a range of equipment to support the delivery of Council run events
Production management service	Up to 4 years	£500,000	D Martin	Provision of production management to support the delivery of City events and activities
Public address, staging and lighting equipment	Up to 4 years	£1.1m	D Martin	Hire of specialist PA, staging and lighting equipment to support the delivery of Council run events. Includes contingency for Fleadh in 2026
Provision of dog kenneling facilities and related services	Up to 4 years	£320,000	D Sales	The Dog Warden Service requires a provider to supply dog kennel facilities to keep, return and rehome stray and other dogs which come into the care of the Council. This would include kenneling of illegal breeds and other related services such as provision of veterinary care to dogs housed at the facilities
Purchase PCSP crime prevention Equipment	Up to 3 years	£90,000	D Sales	The equipment aims to provide a tool to improve policing and community safety and help people to feel safer. The Community Safety Unit’s Anti-Social Behaviour Officers and PSNI have in the past welcomed the availability of such community resources as an engagement tool, offering practical support for residents and community groups across Belfast.
Removal, transportation and emptying of skips and hook lift containers	Up to 5 years	£3,600,000	D Sales	This is a critical service that ensures filled skip containers are transported and emptied in a timely manner ensuring there is no downtime or closures of household recycling centres or other operational OSS sites due to skip availability.

Table 2: Single Tender Actions

Title	Duration	Est. Max Contract Value	SRO	Description	Supplier	STA Reason
Provision of specialist cremator maintenance service to crematory plant in City of Belfast Crematorium	Up to 34 months	£661,000	D Sales	Due to the specialist nature of the maintenance support including technical and operational support Facultatieve Technologies are the only supplier capable of providing this essential maintenance support. Note retrospective STA for 2 months (May & June 2025) – see Table 4 below. See additional information below	Facultatieve Technologies (FT)	3.
Hire of the vessel, ‘Galleon Adulucia’ for the 2025 Belfast Maritime Festival	Up to 5 days	£35,000	K Forster	Attraction for the 2025 Belfast Maritime Festival	European Maritime Events	3.
Advertising space at Belfast City Airport	Up to 3 years	£137,505	E McConville	There is only one airport within the Belfast City Council area and all advertising requests are managed by the airport’s sales team and charged directly to George Best Belfast City Airport.	George Best Belfast City Airport	3

Table 3: Modification to Contract

Title of Contract	Original Contract Duration	Modification	SRO	Description	Supplier
Measured term contract for installation of new soft floor covering for repairs, maintenance & minor works at various Council properties and locations - ITT35380	Up to 51 months	Additional 3 months and £30,000	S Grimes	3-month extension required to allow for additional time for the re-tender exercise to be completed and ensure continuity of services. Note - Original expiry on 31/03/25 and contract modification approved for 3 months in January 25 due to resourcing issues within the unit to allow procurement to take place. These issues have not been resolved which has led to further delays in procurement.	JJ Hennebry & Sons Ltd
Measured term contract for swimming pool filtration systems, maintenance & minor works at various Council properties and locations - ITT35297	Up to 53 months	Additional 3 months and £50,000	S Grimes	3-month extension required to allow for additional time for the re-tender exercise to be completed and ensure continuity of services. Note - Original expiry on 14/02/25 and contract modification approved for 5 months in January 25 due to resourcing issues within the unit to allow procurement to take place. These issues have not been resolved which has led to further delays in procurement.	WJM Building Services Ltd
T2015 – Supply and delivery of paints & sundries	Up to 52 months	Additional 3 months and £6,000	S Grimes	3-month extension required to allow for additional time for the re-tender exercise to be completed and ensure continuity of supplies. Note - Original expiry on 28/2/25 and contract modification approved for 4 months and £6k in Feb 25 SP&R. The new tender, T2517, is at evaluation stage and this approval is sought for 3 months to allow the evaluation and award to take place.	PPG Architectural Coatings UK Ltd
T2034 - Supply of SCARAB Vehicles approved Parts	Up to 3 years	Additional 1 year and £30,000	D Sales	1 year extension required to allow for additional time to research and engage with the market to see if other manufacturers can supply the equivalent OEM part at a more competitive cost and a quicker lead time.	McCreath Taylor Ltd
T2312 - Supply of DAF Vehicles approved Parts	Up to 3 years	Additional 1 year and £30,000	D Sales	1 year extension required to allow for additional time to research and engage with the market to see if other manufacturers can supply the equivalent OEM part at a more competitive cost and a quicker lead time.	TBF Thompson (Garvagh) Ltd
T2284 - Supply of IVECO Vehicles approved Parts	Up to 3 years	Additional 1 year and £30,000	D Sales	1 year extension required to allow for additional time to research and engage with the market to see if other manufacturers can supply the equivalent OEM part at a more competitive cost and a quicker lead time.	NI Trucks
T2211 - Supply of Dennis Eagle and specialist Refuse Collection Vehicle approved parts	Up to 4 years	Additional 1 year and £100,000	D Sales	1 year extension required to allow for additional time to research and engage with the market to see if other manufacturers can supply the equivalent OEM part at a more competitive cost and a quicker lead time.	Manvik Plant Hire
T2212 - Supply of Holder and Schmidt specialist Cleaning / Sweeper machine approved parts	Up to 4 years	Additional 1 year and £30,000	D Sales	1 year extension required to allow for additional time to research and engage with the market to see if other manufacturers can supply the equivalent OEM part at a more competitive cost and a quicker lead time.	RD Mechanical
T1974 – Security Guarding Services Lot 1 – Manned security guarding Lot 2 – Event stewarding Lot 4 – Keyholding Lot 5 – Mobile Patrol	Up to 4 years	Additional 3 months and £330k	N Largey	3-month extension required to allow for additional time for the re-tender exercise to be completed and ensure continuity of services. Replacement tender has been advertised with evaluation and award due to be completed during July 25. Additional time may be required to allow for potential TUPE handover to new provider.	Cobra Security Services (Lots 1, 4 & 5) Eventsec (Lot 2)

Table 4: Retrospective Single Tender Actions

Title of Contract

Duration

Est. Max Contract Value

SRO

Description

Supplier

STA Reason

Provision of specialist cremator maintenance service to crematory plant in City of Belfast Crematorium

Up to 2 months

£39,000

D Sales

Due to the specialist nature of the maintenance support including technical and operational support Facultatieve Technologies are the only supplier capable of providing this essential maintenance support.

Note Retrospective STA for 2 months (May & June 2025)

See additional information below

Facultatieve Technologies (FT)

Appendix 1a

Table 2: Single Tender Actions

Title	Duration	Est. Max Contract Value	SRO	Description	Supplier	STA Reason
Fleadh Cheoil Belfast 2026 marketing and visitor servicing	Up to 1 year	£185,000	D Martin	There is currently a formalised agreement with Visit Belfast to act as the official Destination Marketing and Management Company. This STA is for additional work specifically for Fleadh Cheoil.	Visit Belfast	3

Supporting documents: