Section one: Contracting authority/entity
one.1) Name and addresses
Lisburn and Castlereagh City Council
Island Civic Centre Lagan Valley Island The Island
Lisburn
BT27 4RL
andrew.hegan@lisburncastlereagh.gov.uk
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
https://etendersni.gov.uk/epps
Buyer's address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Supply and delivery of Cleaning Materials
two.1.2) Main CPV code
- 39830000 - Cleaning products
two.1.3) Type of contract
Supplies
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKN0E - Lisburn and Castlereagh
two.2.4) Description of the procurement at the time of conclusion of the contract:
Lisburn and Castlereagh City Council Sports and Parks and Amenities Service units require the
supply and the delivery of cleaning materials to a number of facilities across the council area.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
12
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2025/S 000-008299
Section five. Award of contract/concession
Contract No
1
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
24 March 2025
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
First Aid Supplies NI
Belfast
Country
United Kingdom
NUTS code
- UKN - Northern Ireland
Internet address
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £258,500
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
The High Court
Belfast
Country
United Kingdom
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 39830000 - Cleaning products
seven.1.3) Place of performance
NUTS code
- UKN0E - Lisburn and Castlereagh
seven.1.4) Description of the procurement:
Lisburn and Castlereagh City Council Sports and Parks and Amenities Service units require the
supply and the delivery of cleaning materials to a number of facilities across the council area.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
12
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£258,500
seven.1.7) Name and address of the contractor/concessionaire
First Aid Supplies NI
Belfast
Country
United Kingdom
NUTS code
- UKN - Northern Ireland
Internet address
https://etendersni.gov.uk/epps/home.do
The contractor/concessionaire is an SME
Yes
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
Regulation 72(1)(c) permits this modification, due to unforeseen circumstances which a diligent contracting authority could not haveforeseen, the overall nature of the contract is not altered and Modification value does not exceed 50 % of the original contract value
(i) the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen;
Modification to the Contract has been brought about due to the unforeseen restructure within the Sports Services unit as well as theaddition of the Laurelhill Sports facility. Due to the unexpected restructure, the Council, despite their best efforts, did not have sufficient
time to carry out a tender exercise. To ensure the continuity of supplies, avoidance of reputational damage and on health and safety grounds, it was agreed to invoke a variation to the Cleaning materials and supplies contract with First Aid Supplies.
Upon evaluation, the best option for maintaining the delivery of services, compliance with the relevant procurement regulations as well as value for money would be achieved by modifying an existing contract between LCCC and First Aid Supplies to incorporate the additional
supplies and extend the contract by a period of 12 months until 31 March 2026.
Other contracts were considered however were not suitable.
Regulation 72(1) (b) further permits this as a change of provider:
(i) cannot be made for economic and technical reasons as requirements of interchangeability or interoperability of services procured
under the original procurement and given the need to ensure continued services; and
(ii) will cause significant inconvenience and duplication of costs.
(ii) the modification does not alter the overall nature of the contract;
Regulation 72(1)(c) permits this extension as the overall nature of the contract is not altered. The modification does not alter the existing contract with First Aid Supplies as similar cleaning materials will be required at all the sites.
(iii) any increase in price does not exceed 50% of the value of the original contract or framework agreement.
The increase in the expenditure in the contract brought about through the increase in supplies will not exceed 50% of the value of the original contract and indeed is currently estimated to fall within the levels permitted under Regulation 72 (5) but notwithstanding this notice is published in the interest of transparency.
seven.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee.
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
Regulation 72(1)(c) permits this modification, due to unforeseen circumstances which a diligent contracting authority could not have foreseen, the overall nature of the contract is not altered and Modification value does not exceed 50 % of the original contract value
(i) the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen; Modification to the Contract has been brought about due to the unforeseen restructure within the Sports Services unit as well as the
addition of the Laurelhill Sports facility. Due to the unexpected restructure, the Council, despite their best efforts, did not have sufficient time to carry out a tender exercise. To ensure the continuity of supplies, avoidance of reputational damage and on health and safety
grounds, it was agreed to invoke a variation to the Cleaning materials and supplies contract with First Aid Supplies.
Upon evaluation, the best option for maintaining the delivery of services, compliance with the relevant procurement regulations as well as
value for money would be achieved by modifying an existing contract between LCCC and First Aid Supplies to incorporate the additional supplies and extend the contract by a period of 12 months until 31 March 2026.
Other contracts were considered however were not suitable. Regulation 72(1) (b) further permits this as a change of provider:
(i) cannot be made for economic and technical reasons as requirements of interchangeability or interoperability of services procured
under the original procurement and given the need to ensure continued services; and
(ii) will cause significant inconvenience and duplication of costs.
(ii) the modification does not alter the overall nature of the contract;
Regulation 72(1)(c) permits this extension as the overall nature of the contract is not altered. The modification does not alter the existing contract with First Aid Supplies as similar cleaning materials will be required at all the sites.
(iii) any increase in price does not exceed 50% of the value of the original contract or framework agreement.
The increase in the expenditure in the contract brought about through the increase in supplies will not exceed 50% of the value of the original contract and indeed is currently estimated to fall within the levels permitted under Regulation 72 (5) but notwithstanding this
notice is published in the interest of transparency.
A VEAT Notice was published on 07/03/2025 with a 10 day standstill period.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £178,500
Total contract value after the modifications
Value excluding VAT: £258,500