Agenda item

Contracts Update

Minutes:

            The Committee:

 

·            Approved the public advertisement of tenders as per Standing Order 37a detailed in Appendix 1 (Table 1) subject to the omission of the tenders in relation to Provision of temporary agency workers (neutral vendor model) and Provision of temporary agency workers using call-off framework (where neutral vendor cannot provide a suitable candidate in a timely manner). The Committee agreed that the aforementioned two tenders be deferred so that further information could be provided at its meeting in October; 

 

·            Approved the award of 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) subject to the omission of the tender Hire of Skips - CNS Q24.15. The Committee agreed that the aforementioned tender be deferred so that further information could be provided at its Special meeting on Friday, 26th September;

 

·            Approved an amendment to the current funding agreement with Visit Belfast as detailed in section 6.0; and

 

·            Agreed that a report be submitted in relation to the governance and scrutiny of Contracts, to include detail on the effectiveness and social value of contracts.

 

Table 1: Competitive Tenders

 

Title of Tender

Proposed Contract Duration

Est. Max Contract Value

SRO

Short description of goods / services

Replacement boilers & associated works at Tropical Ravine Botanic Gardens

Up to 3 months

£150,000

S Grimes

Supply and installation of replacement boilers due to failure of 3No existing boilers – currently inadequate heating media to sustain the specialist flora located.

Supply and installation of Solar PV on roof for Donegal Pass Community Centre

Fully Funded

Up to 2 months

£45,000

S Grimes

The solar panels will generate electricity to be used by the Community Centre reducing its energy consumption, electricity costs and CO2e emissions

Provision of porterage and storage services

Up to 2 years

£90,000

N Largey

Service for the moving of various furniture and other items between BCC buildings. Service is not currently available within BCC.  Dept considering in-house options but require a contract up to 2 years to ensure continuity of service whilst this review is conducted.

Accommodation/ hotel services (Bed and breakfast basis) to support the delivery of Fleadh Cheoil na hÉireann 2026.

Up to 2 weeks

£220,000

D Martin

The contractual agreement between Council and Comhaltas includes the provision of hotel accommodation and business suite facilities to support the delivery of Fleadh Cheoil na hÉireann 2026.

 

 

Table 2: Single Tender Actions

 

Title

Duration

Est. Max Contract Value

SRO

Description

Supplier

STA Reason

Corporate HR & Payroll system for Belfast City Council

Up to 3 years

£1,230,000

S McNicholl

Zellis were awarded the Corporate HR & Payroll system contract in 2016 following a competitive tender exercise using the Crown Commercial framework contract for Corporate Software Solutions.

 

Implementation of this new HR & payroll system has proven to be complex with some elements of the implementation still ongoing.

 

A 3 year STA is therefore required to support the completion of the implementation, including potentially moving to a Cloud based solution with Zellis, and for the council to consider its longer term procurement options for software licensing & maintenance of the system.

 

There are no other current procurement options available to appoint Zellis. This may change once the system is moved to a Cloud based solution.

 

Zellis are the owners of the software.  Software licensing & maintenance cannot be provided by any other supplier.

Zellis UK Ltd

3

 

 

Table 3: Modification to Contract

 

Title of Contract

Original Contract Duration & Value

Modification

SRO

Description

Supplier

Supply and delivery of paint and sundries – T2015

Up to 4 years 6 months & £132k

Additional 2 months and £6,000

S Grimes

The new tender (T2517) is at evaluation stage. The product testing stage of the evaluation is ongoing and award has been delayed as 1st placed supplier failed this testing process as their products did not meet specification following testing. Testing process now started with 2nd place supplier.

The testing process is critical to ensure we buy quality paint products to support operational maintenance teams and reduce associated costs. 

Con Mod approved Feb 2025 for additional 4 months and £6,000 and Jun 2025 for additional 3 months and £6,000

PPG Architectural

 

 

Supporting documents: