Belfast Education and Library Board Procurement and Services Committee Minutes of a Meeting of the Procurement and Services Committee held on Monday 8 September 2008 at 2.00 pm in the Boardroom, 40 Academy Street, Belfast Members Present Apologies Mr Roger Dixon (Chairperson), Miss Rosemary Rainey, Mr Brian Gibson, Mrs Rosemary Frawley, Mrs Patricia Feeney, Mr Gerry Carson, Councillor David Rodway, Councillor Marie Moore Councillor Jim Rodgers, Mrs Hilary Sloan In Attendance Mrs Patricia Mellon BELB Mr Colin McCrossan BELB Mrs Catherine Burnett BELB Mr Michael Pritchard BELB PAS216 Minutes of the Meeting of the Meeting Held on 9 June 2008 It was proposed by Marie Moore, and seconded by Rosemary Rainey, and agreed that the minutes of the meeting of the procurement and services committee held on 9 June 2008, copies of which had been circulated, be confirmed as a correct record and signed by the chairperson, with the amendment to record an apology for Patricia Feeney for this meeting. PAS217 Minutes of the Meeting of the Meeting Held on 19 June 2008 It was proposed by Brian Gibson, and seconded by Patricia Feeney, and agreed that the minutes of the meeting of the procurement and services meeting held on 19 June 2008, copies of which had been circulated, be confirmed as a correct record and signed by the chairperson. PAS 218 Matters Arising from the Minutes of 9 June 2008 There were no matters arising. PAS219 Matters Arising from the Minutes of 19 June 2008.1 Members were advised that the Measured Term Contract (MTC) had been signed and was operational with effect from July 2008 (PAS213.1 refers).
.2 Members were informed that the court case regarding the MTC contract was ongoing and a report would be brought to the committee in due course. PAS220 Chairperson s Business.1 Stone-Laying Ceremony at Boys Model School The Chairperson reminded members of the stone-laying ceremony at the new Boys Model School to be held on Monday 15 September 2008, to which all members had been invited..2 Progress of Phase 1 Schools The chief administrative officer informed members that the programme for the phase 1 schools was on-target. The chief administrative officer also reported that the decant of Glendhu and Ravenscroft Nursery Schools had been successfully completed, and that plans were underway to commence construction of the new schools in the autumn 2008..3 Orangefield High School Enabling Works The chief administrative officer informed members that the enabling works at Orangefield High School had been successfully completed and have been very well received by the Board of Governors, the principal, staff and pupils, and the community..4 Future Format for Partnership Information The chief administrative officer brought members attention to the need to now address imparting future information on the progress of the strategic partnership, post-signing of the strategic partnership agreement. It was noted that the signing of the SPA effectively resulted in contracts not being presented to committee for approval. However, the chief administrative officer highlighted the need for members to be consistently informed with regard to VFM issues and progress of the partnership, in order to fulfil their accountability role. The chief administrative officer advised members that this issue was being addressed..5 Strategic Business Case The chief administrative officer informed members the work was ongoing with regard to the board s Strategic Business Case, 2
and that it was intended to provide members with an update at the October meeting. PAS221 Technical and Services.1 Former Caretaker s Residence, 243 Ballygomartin Road, Belfast The residence of the former caretaker of Mount Gilbert Community College is now vacant. As Mount Gilbert Community College was demolished in December 2007, the board has no further use for this property. All previous cases of vacant board properties in this area have resulted in trespass, illegal use, theft and arson. Approval was given under the summer authority of the chief executive, and subject to the approval of the Department of Education, to have this property valued and placed on the open market as soon as possible in order to reduce the board s liability. On the proposal of Rosemary Frawley, seconded by Rosemary Rainey and agreed, retrospective committee approval was granted..2 Mitchell House Special Care School - Asbestos Removal from Dorphin Mobile Additional Expenditure The original tender amounting to 39,792.19 was approved under the chief executive s delegated summer authority. Additional expenditure, totalling 3,250.00, has been incurred as follows: Upon asbestos sheeting removal, portions of the framework of the mobile were found to be water damaged and unstable. Localised repairs were carried out at a cost of 900.00. Removal of unforeseen asbestos materials at a cost of 1,200.00. Remedial redecoration following asbestos removal at a cost of 1,150.00. On the proposal of Rosemary Rainey, seconded by Marie Moore and agreed, the committee s approval for the additional expenditure was granted. 3
PAS222 Procurement The committee noted that the following contracts have been awarded by the chief executive under authority to conduct summer business..1 Approved List of Conference Facilities and Accommodation (20137) for the Period 1 September 2008 to 31 August 2010 Open competitive tenders had been sought and the requirement was advertised in the local press for the above contract, administered on behalf of the Regional Training Unit (RTU) and the Council for the Curriculum Examinations and Assessment (CCEA). The tenders detailed below have been accepted: Adair Arms Hotel, Balmoral Hotel, Beechlawn House Hotel, Belfast Castle, Burrendale Hotel, Canal Court Hotel, Clandeboye Lodge Hotel, Clarion Hotel Carrick, Comfort Hotel Antrim, Corrs Corner, Dunadry Hotel, Europa Hotel, Glenavon House Hotel, The Guide Association, Hilton Belfast, Hilton Templepatrick, Lagan Valley Island, Londonderry Arms Hotel, Malone Lodge Hotel, Manor House Enniskillen, The Mount Business Centre Ltd, Park Avenue Hotel, Park Plaza Belfast, Radisson Belfast, Radisson Limavady, Ramada Belfast, Ramada Portrush, Rosspark Hotel Ballymena, Royal Court Hotel, Rural College, Signal Business Centre, Slieve Donard Hotel, Stormont Hotel, Tullylagan Country House Hotel, Wellington Park Hotel. Estimated value of contract 800,000 pa (RTU and CCEA)..2 Fire Extinguishers (20140) for the Period 1 September 2008 to 31 August 2011 Open competitive tenders had been sought for the above contract which was advertised in the local press. The tender from D B McLarnon: Fire Protection Agency, has been accepted. Estimated value of contract 120k, all boards, 3 years..3 Milk to Kitchens (20141) for the Period 1 September 2008 to 31 August 2010 (With the Option of a 12 Month Extension) 4
Open competitive tenders had been sought for the above contract, which was advertised in the local press and in the Official Journal of the European Union. The tender from Crossgar Foodservice has been accepted. Estimated value of contract 130k per annum..4 Natural Gas (20142) for the Period 1 October 2008 to 30 September 2009 (With the Option of Two Further 12 Month Extensions) Open competitive tenders had been sought for the above contract, which was advertised in the local press and in the Official Journal of the European Union. The tender from Phoenix Supply Ltd has been accepted. Estimated value of contract 3m per annum..5 Contract Cleaning Services (20143) for the Period 1 September 2008 to 31 August 2010 (With the Option for a Further 12 Month Extension) Open competitive tenders had been sought for the above Belfast board contract, which was advertised in the Official Journal of the European Union and in the local press. The tenders detailed below have been accepted: Island Cleaning Services, The Joseph Hughes Group - JH Industrial Cleaning, Clifton Cleaning Services, United Cleaning Services, Minster Cleaning Services, County Cleaning & Maintenance Services, 3 C's Cleaning Services, Initial Cleaning Services, PSC Industries Ltd, MacClean NI. All acceptances were subject to satisfactory criminal record checks being carried out. Estimated value of contract 350k, per annum..6 Joint Board Contracts Administered by Other Boards Joint board tenders have been accepted by the boards responsible for the administration of the contracts detailed below: Soft Drinks (30163) 5
Administration by North Eastern Education Board Estimated value per annum Belfast, 2,500 Fish, Supply and Delivery (30167) Administration by North Eastern Education Board Estimated value per annum Belfast, 15,000 Frozen Foods (50570) Administration by Southern Education Board Estimated value per annum Belfast, 250,000 Frozen Bread (50607) Administration by Southern Education Board No estimated value available Electric Lamps and Batteries etc (60829) 1 July 2008 30 June 2009 Administration by Western Education Board Estimated value per annum Belfast, 15,000 PAS223 Next Meeting The next meeting of the procurement and services committee will be held on Monday 13 October 2008 at 2.00 pm in the boardroom, board headquarters. There being no further business, the meeting ended at 2.30 pm. Chairperson Date 6