Scope
Reference
T2537
Description
This ITT has been issued by the Council in connection with a competitive tendering procedure being conducted in accordance with the Act.
The Council invites Tenders from suitably qualified and experienced economic operators 'Bidders' for security guarding and event stewarding services.
This ITT sets out the information which is required by the Council to assess the suitability of Bidders' legal and financial capacity and technical ability 'Conditions of Participation' to meet the ITT requirement. In addition to this, quality, social value, and pricing proposals 'Award Criteria' will also be assessed before any contract award is made.
Total value (estimated)
- £2,500,000 excluding VAT
- £3,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 October 2025 to 30 September 2026
- Possible extension to 30 September 2027
- 2 years
Description of possible extension:
The Council reserves the right to extend/renew the Contract up to a further 1 year. Any extension may be subject to further approval by Council Committee, availability of funding and satisfactory performance of the Contractor.
Options
The right to additional purchases while the contract is valid.
The Council reserves the right to add the following additional requirements to the Service under this Contract during the Contract Period: -
- Other related security/event stewarding type services related to the Premises/Service that are not already included for (e.g. consideration of technology replacement instead of manned guarding, event support, event set up/tidy up, security consultancy/ planning) provided the Contractor has the capacity, capability and suitably experience to provide the additional services at the time of being required.
- Additional Premises/events not listed. This may be in response to additional Premises/events being identified and/or changes in how the Council's in house security services are resourced and delivered.
- Temporary support for the Council's in house operations to cover any shortfall in available resources.
- Introduce required changes associated with the Service to the Specification to accommodate changes to the Council's operational model and working practices e.g. functional re-structuring, new customer hub, insourcing/outsourcing strategies etc;
- Major incident/ one off events support
- Use of the Contract by other subsidiaries, affiliates and externally operated venues/ sites associated with the Council 'Others' (e.g. Belfast and Waterfront Hall, Community Hubs, Leisure Centres, Business Parks, Visit Belfast etc).
Large scale projects or changes may be subject to price negotiation based on economies of scale. The Council reserves the right to explore/ use other procurement options in all circumstances where VFM is not demonstrated.
The Council reserves the right to add or remove Premises/events from the Contract in line with the Council's requirements. Where the Council identifies an additional Premises/event to be added the Contractor will expected to price based similar Premises/ tasks priced in the Pricing Schedule.
Any contract variation may be subject to further Council internal approvals and be in accordance with the provisions of the Procurement Act.
Main procurement category
Services
Contract locations
- UKN06 - Belfast
Lot constraints
Description of how multiple lots may be awarded:
In the event that a Bidder is successful in the award of more than one Lot, the Council may re-assess the relevant Conditions of Participation and award criteria to determine that the Bidder has the necessary capacity and/or capability to deliver the combined Lots. This many included, but not limited to:
• Re-assessment of the financial standing assessment using relevant combined Lot values;
• Reassessment of the Bidders experience based on the relevant combined Lot values;
• Any other relevant information provided by the Bidder.
Should the Council determine, at its absolute discretion, that a Bidder does not have the capacity and/or capability to be awarded more than one Lot then an award decision will be based on the Lot preference as indicated by the Bidder in the Qualification Envelope and the best VFM outcome for the Council.
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot 1. Manned security guarding services
Description
Lot 1 Services will provide static manned guarding security services to support the safety of Council employee's, Elected Members, suppliers, contractors and members of the public and the protection of Premises
Lot value (estimated)
- £1,600,000 excluding VAT
- £1,920,000 including VAT
CPV classifications
- 79710000 - Security services
Same for all lots
Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 2. Event stewarding services
Description
Lot 2 Services will provide event stewarding and security services to support crowd safety and the protection of people and property at events and public gatherings organised by, or on behalf of the Council.
Lot value (estimated)
- £500,000 excluding VAT
- £600,000 including VAT
CPV classifications
- 79952000 - Event services
Same for all lots
Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 3. Key holding services
Description
Lot 3 Services provides key holding services to cover for incidents and activations outside of the normal operating hours of fire alarms, security alarms and any other occurrences.
Lot value (estimated)
- £150,000 excluding VAT
- £180,000 including VAT
CPV classifications
- 79710000 - Security services
Same for all lots
Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 4. Mobile stewarding/ patrolling services
Description
Lot 4 Services provides mobile patrolling services to primarily cover stewarding/patrolling service at the Council's public toilets/conveniences located throughout the city with the aim to reduce anti-social behaviour and promote safety of staff and members of the public.
Lot value (estimated)
- £250,000 excluding VAT
- £300,000 including VAT
CPV classifications
- 79715000 - Patrol services
Same for all lots
Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Participation
Legal and financial capacity conditions of participation
Lot 1. Manned security guarding services
Lot 2. Event stewarding services
Modern Slavery Statement
GDPR compliance
Safeguarding
Insurances
More detail is provided in the ITT
Lot 3. Key holding services
Lot 4. Mobile stewarding/ patrolling services
Modern Slavery Statement
Safeguarding
Insurances
More detail is provided in the ITT
Technical ability conditions of participation
Lot 1. Manned security guarding services
Lot 2. Event stewarding services
Lot 3. Key holding services
Lot 4. Mobile stewarding/ patrolling services
Company Experience
H&S Management Systems
Social Value Procurement Policy - Organisational Behaviours
Contractor Standards
More detail is provided in the ITT
Particular suitability
Lot 1. Manned security guarding services
Lot 2. Event stewarding services
Lot 3. Key holding services
Lot 4. Mobile stewarding/ patrolling services
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
18 June 2025, 12:00pm
Tender submission deadline
25 June 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
31 July 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Cost | Price | 40% |
| Standards of Service | Quality | 15% |
| Social Value | Quality | 15% |
| Implementation and Mobilisation Plans | Quality | 10% |
| Work planning and resourcing | Quality | 10% |
| Contract and Performance Management | Quality | 10% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Special regime
Light touch
Justification for not publishing a preliminary market engagement notice
Prior to publishing this ITT the Council conducted PME exercise which consisted of a PME questionnaire being returned from interested suppliers at the time. Questionnaire responses were used to help develop the Specification for this tender.
Relevant PME documents/materials that were shared with suppliers as part of the PME exercise have been included in Appendix 4- Data File of the tender documents.
The PME exercise was advertised in November 24 using a Prior Information Notice - 2024/S 000-038293 (under Public Contracts Regulations 2015).
Contracting authority
Belfast City Council
- Public Procurement Organisation Number: PQXY-5321-CGZM
9-21 Adelaide Street
Belfast
BT2 8DJ
United Kingdom
Contact name: Lewis Murray
Email: cps@belfastcity.gov.uk
Region: UKN06 - Belfast
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Northern Ireland