Policy and Resources (Finance, Administration and Information Systems) Sub-Committee 20 September 2005
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B266
Policy and Resources Committee
Tuesday, 20th September, 2005
SPECIAL MEETING OF POLICY AND RESOURCES (FINANCE, ADMINISTRATION AND INFORMATION SYSTEMS) SUB-COMMITTEE
Members present: Councillor Jones (Chairman); and Councillors Campbell, Kirkpatrick, Maginness, McKenzie and O'Neill.
In attendance:
- Mr. T. Salmon, Director of Corporate Services;
- Mrs. R. Crozier, Head of Information Services;
- Mr. J. Millar, Head of Business Improvement;
- Mr. G. Wright, Head of Facilities Management;
- Mrs. K. Russell, Business Improvement Manager; and
- Mr. J. Goodall, Senior Committee Administrator.
Apologies
Apologies for inability to attend were reported from Councillors Cunningham, Hartley and O’Reilly.
Year End Report
In accordance with Council policy, an end of year report for the period from 1st April, 2004 till 31st March, 2005 in relation to the performance of the Business Improvement Section was submitted to the Sub-Committee for consideration.
The Sub-Committee agreed to note the information which had been provided.
Business Improvement Section – Organisation Structure Review
The Head of Business Improvement submitted a report in relation to a revised organisation structure and staffing levels for the Business Improvement Section. A copy of the report, with the exception of the appendices referred to therein, is set out hereunder.
After discussion, during which the Members were advised that the proposed additional resources would be dedicated to both external and internal clients, the Sub Committee adopted the recommendations contained within the report.
Facilities Management Section – New Staffing Structures
(Mr. J. Heyburn, Principal Consultant, attended in connection with this item.)
The Head of Facilities Management provided for the information of the Members an overview to the establishment of and the role to be undertaken by the Facilities Management Section. In addition, he submitted a report in relation to proposed new staffing structures for the Section. A copy of the report, together with the findings and recommendations of the Business Improvement Section and the financial implications associated therewith, is set out hereunder.
After discussion, the Sub-Committee noted that a copy of the complete Business Improvement Section report would be made available in the Members’ library and agreed to adopt the recommendations contained within the report of the Head of Facilities Management.
Acceptance of Tenders
Fleet Capital Acquisitions
The Sub-Committee was reminded that the Fleet Management Unit was responsible for the fleet acquisition section of the Council’s Capital Programme. It was pointed out also that, in recent years, the Unit’s approach to fleet procurement had been to enter into long-term contracts and to include optional extensions to these contracts, thus avoiding lengthy delivery periods following the acceptance of tenders. However, in the seven-month period which had elapsed since the development of the Programme, evolving operational requirements and technological developments had necessitated a review of some of the requirements and, accordingly, a new tendering exercise in respect of the procurement of fleet items had been required to be initiated. It was emphasised that such procurements would not require additional financial resources to be made available.
In response to public advertisement, fourteen tenders had been received in relation to fifteen items and each had been evaluated on the basis of pre-agreed criteria. Accordingly, the Head of Facilities Management proposed that the Sub Committee adopt the undernoted recommendations for a period of two years, with an option to renew any or all of the contracts for a further period of one year, should that course of action be economically advantageous to the Council.
| Item | Description | Recommended for Acceptance | Tender Price (One item) |
| 1 | 7.5T rear end loader refuse collection vehicle with low level comb bin lift | Manvik Plant (Belfast), Unit 2, Duncrue Crescent, Belfast, BT3 9BW | £63,693.00 |
| 2 | 11T rear end loader refuse collection vehicle with low level comb bin lift | RD Mechanical Services Ltd., Unit 11, McKinney Industrial Estate, Newtownabbey, BT36 8PX | £64,134.00 |
| 3 | Mobile, roll-type waste compactor and container handler | JSB Constructions, 8J Rue Pierre, Bergegovoy . 70400, Hericourt, France | £84.090.00 |
| 4 | Ride-on, five-gang cylinder mower | Cyril Johnson and Co Ltd., Ballynahinch Road, Carryduff, Belfast, BT8 8DJ | £37,990.00 |
| 5 | Ride-on rotary mower . 24 hp | Johnston Gilpin and Co Ltd, 7 Lisnoe Road, Lisburn, BT27 5LT | £8,550.00 |
| 6 | Ride-on rotary mower . 35 hp | Johnston Gilpin and Co Ltd, 7 Lisnoe Road, Lisburn, BT27 5LT | £14,175.00 |
| 7 | Ride-on flail mower | Johnston Gilpin and Co Ltd, 7 Lisnoe Road, Lisburn, BT27 5LT | £15,298.00 |
| 8 | Ride-on fairways mower | Johnston Gilpin and Co Ltd, 7 Lisnoe Road, Lisburn, BT27 5LT | £25,150.00 |
| 9 | Ride-on mower, heavy-duty with zero diameter turn | n/a | Not awarded |
| 10 | Tractor, 85 hp, four-wheel drive | Johnston Gilpin and Co Ltd, 7 Lisnoe Road, Lisburn, BT27 5LT | £29,150.00 |
| 11 | Tractor, 85 hp, four-wheel drive, with front loader | Johnston Gilpin and Co Ltd, 7 Lisnoe Road, Lisburn, BT27 5LT | £35,655.00 |
| 12 | Estate car | Lindsay Cars, 81 Mallusk Road, Newtownabbey, BT36 4PP | £14,099.05 |
| 13 | Five-seater crew van | Lindsay Cars, 81 Mallusk Road, Newtownabbey, BT36 4PP | £10,800.00 |
| 14 | 3,500 kg panel van | T B F Thompson (Garvagh) Ltd., 10 Michelin Road, Newtownabbey, BT34BX | £13,677.00 |
| 15 | 7.5T van with Luton box body | NI Trucks Ltd., 3 Mallusk Road, Newtownabbey, BT36 4XS | £30,255.00 |
The Sub-Committee adopted the recommendations, subject to the completion of the appropriate forms of contract.
Supplies and Services
The Sub-Committee was reminded that the former Contract Services Committee, at its meeting on 9th December, 2004, had granted authority for the invitation of tenders for the provision of a range of supplies and services.
Paints and Oils
The Head of Facilities Management reported that, in response to public advertisement, two tenders had been received for the supply and delivery of paint and oils. He stated that the tenders had been evaluated and it had been determined that both of the suppliers had met the specification requirements. He indicated that the costs had been assessed on an aggregate basis for items 1 to 17 on the Schedule of Products, a copy of which had previously been circulated and would be available to any Member of the Council who so wished. Items 18 to 26 were of a more specialist nature and the cost had been assessed on an individual basis. He therefore recommended that the tenders of the undernoted companies be accepted for the items listed.
| Company Name | Item Numbers |
|---|---|
| Kalon Decorative Products | 1, 2, 3, 5, 6, 7, 9, 12, 13, 14, 15, 16, 17a, 17b, 19, 20, 22a, 22b, 22c, 23 and 25 |
| J. Frackelton and Son | 10, 11, 17c, 18, 21, 24 and 26 |
The Head of Facilities Management pointed out that, in those cases where the lowest tenderer had been unable to supply all items within the aggregate group, the award was made to the other tenderer.
The Sub-Committee adopted the recommendation for a one-year period commencing 1st November, with an option to extend for one-year periods up to a maximum duration of three years in total, subject to the completion of the appropriate forms of contract.
General Building Works
It was reported that tenders had been invited in relation to a measured-term contract for general building services, including a twenty-four hour call out provision.
The tendering exercise had been completed and, accordingly, the Head of Facilities Management recommended that the Sub-Committee approve the award of the tender to the most economically advantageous submission, that received from Maurice Flynn and Sons, 380-382 Oldpark Road, Belfast, the term of the contract to be for a period of one year, with the option to extend for a further period of six months and the award being subject to the completion of an appropriate form of contract.
The Sub-Committee adopted the recommendation.
Timber Products
The Sub-Committee was advised that a tendering exercise had been entered into for the supply of timber for use by the Property Maintenance Unit for an initial period of one year commencing 1st November and with an option to implement one year extensions up to a maximum duration of three years in total.
In response to public advertisement, two tenders had been received and had been evaluated in accordance with pre-agreed criteria.
Accordingly, the Head of Facilities Management recommended that the undernoted tenders be accepted, subject to the completion of the appropriate forms of contract:
| Companies Tendering | Items Recommended | Estimated Value |
|---|---|---|
| Brooks, Belfast |
|
|
| R&D Aiken, Coleraine | Schedule E, Red Wood | £ 8,296 |
The Sub-Committee adopted the recommendation.
Mechanical Sweeper Brushes
The Sub-Committee was advised that, in response to public advertisement, three tenders had been received for the supply of mechanical sweeper brushes. Each had been evaluated against pre-agreed criteria and, accordingly, the Head of Facilities Management recommended that the most economically advantageous tender, that submitted by Plant-Mec Ireland Limited, 39 Drumconwell Road, Lisnadill, Armagh in the sum of £51,510, be accepted for a one-year period commencing 1st November, with an option to extend for one-year periods up to a maximum duration of three years and subject to the completion of form of contract.
The Sub-Committee adopted the recommendation.
Tyres
It was reported that, in response to public advertisement, five tenders had been received for the supply of tyres for use by the Fleet Management Unit. Each had been evaluated in accordance with pre-agreed criteria and, accordingly, the Head of Facilities Management recommended the acceptance of the lowest tender which met the specification, that submitted by Modern Tyre Services, Duncrue Street, Belfast in the sum of £115,524, for a period of one year with optional one-year extensions up to a maximum of a three-year duration.
The Sub-Committee adopted the recommendation, subject to the completion of an appropriate form of contract.
Glazing Services
The Head of Facilities Management reported that, in response to public advertisement, two tenders had been received for the measured term contract for glazing services. Each had been evaluated in accordance with pre-agreed criteria and, accordingly, he recommended the acceptance of the most economically advantageous tender, that submitted by John Hunter Glazing, Station Road, Belfast, for a one-year period, with optional one-year extensions up to a maximum duration of three years in total.
The Sub-Committee adopted the recommendation, subject to the completion of an appropriate form of contract.
Civil Disturbances – Damage to Council Vehicles
The Head of Facilities Management reported that, as a result of the recent civil unrest, five Council vehicles had been destroyed and one had sustained major damage. He pointed out that it was estimated that the cost of replacement of the vehicles would be £106,000 and, whilst action was being taken to have those vehicles replaced as quickly as possible, there would be an inevitable disruption to the cleansing operations within the City. The Director of Corporate Services advised the Members that a Criminal Injury Claim would be submitted in respect of the losses which had been sustained.
The Sub-Committee noted the information which had been provided.
Property Maintenance Unit – Fixed-Term Appointments
The Sub-Committee was reminded that the Property Maintenance Unit was responsible for the planned and reactive maintenance of the Council’s various properties and, to that end, it employed a number of qualified electrical and mechanical staff whose role was to develop designs, technical drawings and specifications for maintenance work to be carried out by both in-house maintenance teams and external contractors. However, both the Electrical Engineering Technician and the Mechanical Engineering Technician had been seconded to the Urban Development Unit of the Development Department, with their duties being covered by the employment of agency staff.
The Head of Facilities Management reported that the Development Department had indicated that it intended to extend the current secondments for a further period of twelve months. Accordingly, he recommended, in order to maintain the service delivery levels and business continuity throughout the secondment period, that authority be granted to recruit on a fixed-term basis two appropriately qualified staff.
The Sub-Committee granted the authority sought on the basis that the appointments be for a twelve-month period with the option, should the circumstance warrant such a course of action, to extend the term of the contract by not more than a further six months.
Acquisition of a Corporate Gazetteer System
The Head of Information Services submitted the undernoted report in relation to the acquisition and implementation of a corporate gazetteer system.
The Sub-Committee adopted the recommendation contained within the report.
Chairman
