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Tendering
We spend an average of £100 million each year on a wide variety of supplies, services, works and concessions. On average, 85 per cent of our annual spend is with small and medium-sized enterprises (SMEs).
We seek to achieve the best commercial outcome from our procurement, while making sure that the purchase of supplies, services and works achieve value for money by making a positive difference to the people and communities in Belfast. A missed opportunity to deliver social value is a cost that must be absorbed elsewhere in public services.
The process we use depends on the contract value.
| Contract value | Process |
|---|---|
| Up to £3,000 | No formal competition. Our officers make sure there is value for money |
| Between £3,000 and £8,000 | Formal competition with quotation from selected number of suppliers (minimum three). Not publicly advertised |
| Between £8,000 and £30,000 | Formal competition with quotation from selected number of suppliers (minimum four). Not publicly advertised |
| Over £30,000 | Tender: competitive procurement procedure. Tender is advertised on our Tender opportunities and eSourcing website |
| Over PCR2015 threshold | Tender: competitive procurement procedure in line with PCR2015. Tender is advertised on our Tender opportunities, eSourcing website and Find a tender (link opens in new window). |
For quotations valued up to £30,000, we encourage suppliers to register with us.
Tenders greater than £30,000 are procured by the eSourcing website.
There is also a list of suppliers that were awarded a tender in the last month. Awarded tenders are published on the eSourcingNI website.
If you are an existing supplier with a query about invoices or payments, there is more information in our Suppliers section.
This table sets out the areas that we are responsible for and provides examples of what we buy in each area:
| Category | Examples |
|---|---|
| Advertising and media | Advertising, marketing and distribution, media, broadcasting, signage, promotional items, products for resale (for example toys, games for sale at Belfast Zoo) external publicity, sponsorship, photography and printing services |
| Buildings or asset maintenance | Buildings and site maintenance, mechanical and electrical services (M&E), fencing, lift maintenance |
| Catering and hospitality | Concession catering contracts (for example catering services at different venues), catering equipment and supplies, catering food, catering for meetings, bottled water and vending machine supplies. |
| Energy and utilities | Mains/metered gas, electricity, utilities, combined heat and power, sustainability projects, renewables, energy management services and bottled/cylinder gas |
| Events and community | Event organisation and planning services, event support services, event equipment and facilities hire, PEACE IV projects and community support and safety projects |
| Facilities management | Cleaning services (for example general, window or gutters), outdoor maintenance services (for example de-icing and snow clearance), security guarding, pest control services and supplies, facilities management agreements |
| Fleet | Replacement fleet vehicles to support in-house operations (for example vans, road or street sweepers, bin lorries), vehicles spares, parts and consumables (OEM and non-OEM), fleet repair services (for example general repairs and bodywork repairs), vehicle recovery services, grounds maintenance equipment, hire of vehicles and plant (with and without operator), vehicle fuel and tyres. |
| HR | Temporary or agency resources, employee support services (for example counselling and occupational health), training, executive recruitment and travel services |
| ICT | ICT hardware, IT software, ICT equipment, printers, IT consultancy and support services, network services, telecoms and mobile phones |
| Office supplies | Office stationery, printing supplies, office furniture, porterage, office records storage and management, confidential waste recycling/ disposal. |
| Parks and grounds maintenance | Grounds maintenance services and supplies, tree maintenance, horticultural services, plants, trees and soil supplies and associated products, aggregates and topsoil, animal welfare services (for example dog-kennelling), animal feed supplies (for example food supplies for Belfast Zoo), Playground equipment |
| Professional services | Consultancy, staff substitution, financial services, insurance brokerage, legal support services, sponsorship and employment, training academies |
| Stores | Workwear, PPE, cleaning products, power tools, hand tools, safety equipment, hardware, concrete products, electrical consumables, mechanical consumables, white goods/ appliances, paint and painting products and timber or wood products. |
| Waste management | Non-hazardous waste management and disposal, Inert waste management and disposal, hazardous waste management and disposal, waste recycling/ reuse (for example mixed dry recyclables, mattresses), waste collection services, bins for resale, waste containers, skip hire, waste management equipment or plant, environmental management services, waste spill or cleaning up services, fly tipping collection and clean up |
| Works and construction | Capital works projects, capital consultancy and support services design and build, asset management |
Our tenders support provides free expert mentoring support for eligible businesses. Eligible businesses can take advantage of this support to help them identify and access public and private sector procurement opportunities in Northern Ireland and further afield (this can also include support during a live bidding stage).
To check if you're eligible for support and to register, complete the form on Go Succeed (link opens in new window).
Our Social Value Procurement Policy sets out our approach to delivering on the council's inclusive growth commitments and explains our social value objectives, the impact these changes will make and how we will work with suppliers using our social value toolkit to achieve our ambitions.
As of April 2023, suppliers must adhere to the following policy requirements for all employees working on Belfast City Council contracts:
Where appropriate, we will also consider the application of the following enhanced requirements:
If you have any queries or feedback about a procurement process you have been involved in, contact Commercial and Procurement Services by email cps@belfastcity.gov.uk.
The Regulations (PCR2015 or CCR2016) under which our procurement activity is governed, includes the ability to make appeal (known as remedies), however this legislative framework is only available for procurement activity over a stipulated threshold.
The current thresholds for PCR2015 or CCR2016 to apply are £214,904 and £5,372,609.
PCR2015 regulates the purchase of goods, works or services and CCR2016 concession contracts.
However, for under threshold procurement exercises, remedies not being available does not prevent a bidder from seeking damages. To seek damages the bidder would require grounds to do so and should seek their own legal advice if considering this step.
If a supplier is unhappy with the outcome of a procurement process, they can complain using our complaints process. This process is on the Corporate Complaints Office page.
If you're interested in our procurement activity and contracts, read our Freedom of Information webpage.
Belfast City Council is the Data Controller under the UK General Data Protection Regulation (UK GDPR) for the personal data it gathers for the purposes of sending email updates from Commercial and Procurement Services.
The council accepts that you are providing your personal data on the basis of consent and are positively agreeing for the council to hold and further use it.
The personal data may be shared internally within the council with staff who are involved in providing this service and where necessary, between internal departments with the purpose of supporting an effective delivery of service.
Your personal data will not be shared or disclosed to any other organisation without your consent, unless the law permits or places an obligation on the council to do so.
The personal data is held and stored by the council in a safe and secure manner and in compliance with Data Protection legislation and in line with the council’s Records Retention and Disposal Schedule.
If you have any queries regarding the processing of your personal data or wish to withdraw your consent to the processing of it, call the Commercial and Procurement Services team on 028 320202 or email cps@belfastcity.gov.uk
If you wish to contact the council’s Data Protection Officer, write to:
Belfast City Council,
City Hall Belfast,
BT1 5GS
or email dataprotection@belfastcity.gov.uk
Read our privacy policy for further information.
For more information and advice, get in touch.
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