Belfast Education and Library Board Procurement and Services Committee Minutes of a Meeting of the Procurement and Services Committee held on Monday 9 June 2008 at 2.00 pm in the Boardroom, 40 Academy Street, Belfast Members Present Apologies Mr Roger Dixon (Chairperson), Miss Rosemary Rainey, Mrs Hilary Sloan, Mrs Rosemary Frawley, Mr Gerry Carson, Councillor Jim Rodgers, Councillor Marie Moore Mr Brian Gibson, Councillor David Rodway In Attendance Mrs Patricia Mellon BELB Mr William McIntaggart BELB Mr Colin McCrossan BELB Mrs Catherine Burnett BELB Mr Michael Pritchard BELB PAS210 Minutes of the Meeting of the Meeting Held on 17 May 2008 It was proposed by Rosemary Rainey, and seconded by Marie Moore, that the minutes of the meeting of the procurement and services meeting held on 27 February 2008, copies of which had been circulated, be confirmed as a correct record and signed by the chairperson. PAS211 Matters Arising from the Minutes of 17 May 2008.1 Visit to Phase 1 Sites (minute PAS203.2 refers) Members who had participated in the visits to the 5 sites of the new phase 1 schools earlier today unanimously expressed their congratulations of the progress to date. Members expressed the view that the visits had been an impressive and uplifting experience, and wished to pay tribute to all concerned. It was agreed that members would revisit the sites in 6-9 months time. PAS212 Chairperson s Business There was no chairman s business.
PAS213 Technical and Services.1 Revised Procurement Arrangements for General Building and Civil Engineering - Measured Term Contract The chief administrative officer spoke to a circulated paper which outlined the procurement process which had been undertaken with regard to the introduction of a measured term contract to carry out maintenance work across the estate. As members required further information on the process, it was agreed to hold a further meeting of the committee to discuss the matter..2 Provision of New Parents Room to Hope Nursery School Report on Tenders The following tenders were received in accordance with Standing Order 22.5 (Quotation and Tender Procedures) and Standing Order 23.1 and 23.2 (Receipt and Opening of Tenders): Peter O Hare Ltd 34,000.00 FM Construction 37,780.00 McGuigan Construction 39,528.00 G McLaughlin & Partners 41,780.00 Downhill Enterprises Ltd 53,579.00 T&A Kernaghan Ltd 59,700.00 The pre-tender estimate for the works was 40,000.000. The lowest tender was assessed by external consultants who considered the price to be keen in all sections and representing value for money. The expenditure will be funded from the Department of Education s capital allocation. The committee s approval to accept the lowest tender from Peter O Hare Ltd in the sum of 34,000.00 was requested..3 Re-Roofing of Classroom Blocks at St Rose s High School, Beechmount Avenue, Belfast, BT12 7NA 2
Report on Tenders The following tenders were received in accordance with Standing Order 22.5: D A Wishart 194,650.00 Lisburn Astral Ltd 219,958.00 Moss Construction Ltd 224,950.00 FM Construction Ltd 410,293.00 FB McKee 414,265.00 HG Canning & Co No Return The pre-tender estimate for the works was 282,800.00. Members were asked to note that this estimate was received in November 2007. The difference in cost was due to changes in the market and in particular the roofing element which is considered very competitive. These changes had been pointed out to the lowest contractor who is prepared to stand by his tender amount. The board s consultants assessed the lowest tender and the pricing was considered to be keen in all sections, representing value for money. The expenditure will be funded directly from the Department of Education s minor works allocation. The committee s approval to accept the lowest tender from DA Wishart for the contract sum of 194,650.00 was requested..4 Removal and Replacement of Asbestos Containing Internal Walls to Mobile Classrooms at Mitchell School Report on Tenders The following tenders were received in accordance with Standing Order 22.5 (Quotation and Tender Procedures) and Standing Order 23.1 and 23.2 (Receipt and Opening of Tenders): McKelvey Asbestos Removal Ltd 39,792.19 GB Electrics 46,500.00 Chieftain Insulation (NI) Ltd 47,535.00 McCallan Asbestos Removal 49,870.00 Pyeroy Ltd 50,752.00 3
KMC Services Ltd 54,448.00 The pre-tender estimate for the works was 40,000.000. The lowest tender had been assessed by board officers who considered the price to be keen in all sections and representing value for money. The expenditure will be funded from the maintenance budget. The committee s approval to accept the lowest tender from McKelvey Asbestos Removal Ltd in the sum of 39,792.19 was requested. On the proposal of Gerry Carson, seconded by Rosemary Rainey and agreed, committee approval for items PAS213.2 PAS213.4 was granted. PAS214 Strategic Partnership.1 Strategic Partnership Governance Arrangements The chief administrative officer spoke to a circulated paper which outlined the staffing structure, the governance arrangements for the strategic partnership, and the action points to be undertaken to complete the review of property services. Members noted contents of the paper and had no questions..2 Strategic Partnership Progress Report Colin McCrossan updated the committee on the planned work for the phase 2 schools and the on-going development of the strategic business case. Members noted the paper. PAS215 Procurement.1 Report on Tenders for Classroom Furniture (20121) for the Period 1 September 2008 to 31 August 2010 (With the Option of a Further 12 Month Extension) Open competitive tenders were sought for the above contract, which was advertised in the Official Journal of the European Union. 29 tender invitations were issued and 9 were 4
returned. The contract is a joint board contract administered by the Belfast board. The offers were considered by a joint board panel of procurement officers in accordance with the tender criteria and the following firms were recommended for acceptance. School & Office Supplies Moffett & Sons Ltd Estimated value of contract 500k, all boards, 3 years..2 Report on Tenders for Private Bus Hire for the Period 1 September 2008 to 31 August 2009 (With the Option of a Further 12 Month Extension) (20138) Open competitive tenders were invited and the above Belfast board tender was advertised in the local press and in the Official Journal of the European Union. 24 tenders were issued and 13 were returned. The tenders were considered in consultation with the board s transport officer in accordance with the criteria specified in the tender documents and the following firms are recommended for acceptance on the basis of their completion of the tender documents. Dial-a-Bus, TM Transport, Kudos Coach Travel Ltd, Quantas Coaches, Maurice Austin (Mini Buses), Cavehill Coaches, Enterprise Taxis Ltd, Fon-a-Coach, Dot-2-Dot Mini Coach, Belfast Bus Co. Acceptance is subject to criminal record checks being carried out on the drivers named in the tender documents and satisfactory confirmation of appropriate licence and insurance details. Estimated value of contract 615k per annum..3 Report on Tenders for Hire of Taxis for the Period 1 September 2008 to 31 August 2009 (With the Option of a Further 12 Month Extension) (20139) Open competitive tenders were invited and the above Belfast board tender was advertised in the local press and in the Official Journal of the European Union. 5
49 tenders were issued and 17 were returned. The tenders were considered in consultation with the board s transport officer in accordance with the criteria specified in the tender documents and all firms were recommended for acceptance. Acceptance is subject to criminal record checks being carried out on the drivers named in the tender documents and satisfactory confirmation of appropriate licence, insurance and other details. Enterprise Taxis Ltd, Amanda Welshman, Kare Kabs Depot, Mark O Hare, Be Smart, Bellevue Taxis, Derriaghy Taxis, Marshall Taxis, West Belfast Taxis Transport Ltd, Compass Cabs, JD Mini Cabs, Cregagh Cabs, TM Transport & Coach Hire, Dale Cabs, Bridge Cabs, Kwik Cabs, Fon-a-Cab. Estimated value of contract 680k per annum..4 Report on Tenders for Vehicle Bodywork Accident Repairs (20144) for the Period 1 September 2008 to 31 August 2010 (With the Option of a Further 12 Month Extension) The above Belfast board tender was advertised in the local press. 6 tenders were issued and 5 were returned. The offers were considered in consultation with the board s transport officer and the following was recommended for acceptance: Lindsay Cars Ltd Estimated value of contract 30k, 3 years..5 Report on Tenders for Liquified Petroleum Gas (20145) for the Period 1 August 2008 to 31 July 2010 The above Belfast board tender was advertised in the local press. 4 tenders were issued and 2 were returned. It was recommended that the contract be awarded to DCC Energy Ltd t/a Flogas. Estimated value of contract 130k, 2 years..6 Report on Tenders for Digital Copiers for Reprographics (20147) for the Period 1 July 2008 to 30 June 2011 6
This was a mini competition under the Office of Government Commerce (OGC) framework contract for reprographics equipment. Offers were invited from each of the 8 suppliers on the OCG framework and 4 were returned. These were considered in consultation with the board s computer development officer in accordance with the tender criteria. It was recommended that the highest scoring offer, Xerox (UK) Ltd option 2 be recommended for acceptance. Estimated value of contract 208k, 3 years..7 Joint Board Contracts Administered by Other Boards The committee noted that joint board tenders had been accepted by the boards responsible for the administration of the contracts detailed below: Cleaning Materials (30151) 21 April 2008 31 March 2009 Administration by North Eastern Education Board Estimated value per annum Belfast, 150,000 Catering Hygiene System and Cleaning Materials for SMK (30152) 21 April 2008 31 March 2009 Administration by North Eastern Education Board Estimated value per annum Belfast, 50,000 Franking Machines (40390) 1 April 2008 31 March 2010 (With the option of a further 12 months extension) Administration by South Eastern Education Board No estimated value at present Science and Technology Catalogue Items (50567) Period Ending: 31 March 2011 Administration by Southern Education Board Estimated value per annum Belfast, 100,000 7
Litter Bins and Litter Lifting Equipment (50569) Period Ending: 31 December 2008 Administration by Southern Education Board Estimated value per annum Belfast, 10,000 Kitchen Trolleys (50615) Period Ending: 31 July 2009 Administration by Southern Education Board Estimated value per annum Belfast, 1,000 Outdoor Pursuits Equipment (60823) 1 April 2008 31 March 2009 Administration by Western Education Board Estimated value per annum Belfast, 30,000 Sports Equipment (60824) 1 April 2008 31 March 2009 Administration by Western Education Board Estimated value per annum Belfast, 100,000 Technology and Design Heavy Duty Equipment (60825) 1 April 2008 31 March 2009 Administration by Western Education Board Estimated value per annum Belfast, 100,000 On the proposal of Jim Rodgers, seconded by Hilary Sloan and agreed, members approved items PAS 215.1 PAS 215.7..8 Exception from Standing Orders: De La Salle Ski Trip 2009 It was noted that schools paying for educational goods and services from private funds may save the VAT on such 8
transactions by lodging monies raised into their delegated budget and processing the transaction through the board. La Salle were organising a ski trip for 55 pupils and wished to save the VAT payable. They obtained quotes for the trip from three travel firms and the quote from Topflight was the lowest cost at 42,075. The school had already paid the deposit, 8,250 from their private funds but wished to process the remainder of the transaction through the board to save VAT. On the proposal of Jim Rodgers, seconded by Gerry Carson and agreed, the committee approval was granted for the school to process the transaction through the board and it was noted that that the circumstances warranted special consideration as required by Standing Order 25 regarding exceptions from Standing Orders. The committee wished the school to be advised that if it wished to avail of this arrangement again, prior approval from the board should be obtained before making any commitment. There being no further business, the meeting ended at 3.10 pm. Chairperson Date 9