Scope
Description
Belfast City Council is setting up a framework for the hire of ancillary equipment, the maximum number of suppliers to be appointed onto the framework will be 5 suppliers.
Belfast City Council has issued this ITT 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 the hire, delivery, off-loading, positioning and pick up of ancillary equipment.
The Contractor will be required to position the portable toilet facilities and modular buildings on site as instructed by the Council or Production Management Company.
The framework shall operate on the basis of mini-competitions whereby all Bidders who have been successful and appointed to the framework will be invited to quote for the hire of ancillary equipment at any given time. The framework should not be seen as a firm commitment to enter into call off contracts. Each time the Council calls off this framework agreement they must provide an order form and the subsequent contract will be as per the terms and conditions set out in the documents.
The Council wishes to appoint a maximum of 5 suppliers to its framework for the hire of ancillary equipment. The framework will operate on a call-off basis. Such call offs shall be awarded via mini-competition process run by an appointed Production Management Company.
Minimum value range of GBP 125 000.00 exc VAT to a maximum of GBP 375 000.00 exc VAT which has been calculated on the basis of a 2 year contract through to the maximum 4 year contract including ad hoc additional events.
Commercial tool
Establishes a framework
Total value (estimated)
- £375,000 excluding VAT
- £450,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 February 2026 to 31 January 2028
- Possible extension to 31 January 2030
- 4 years
Description of possible extension:
The Council reserves the right to extend/renew the Framework on an annual basis up to a further 2 years i.e. 1 year + 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 purchase the following additional Goods or Services under this Contract during the Contract Period: -
Additional ancillary services - the Council may require specialist event requirements not listed in the Pricing Schedule necessary to support the event/requirement. This may include labour/ staff required and associated hire costs.
Additional ancillary equipment - the Council may require environmentally friendly equipment for example solar powered equipment for a range of events including those outlined within 1.4.
Additional events - the Council may require ancillary services at a range of one off events across the contract period.
Any contract variation may be subject to further Council internal approvals and be in accordance with the provisions of the Procurement Act 2023 and Procurement Regulations 2024.
Main procurement category
Services
CPV classifications
- 79952000 - Event services
- 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting
- 31120000 - Generators
- 31300000 - Insulated wire and cable
- 31500000 - Lighting equipment and electric lamps
- 34928310 - Safety fencing
- 42410000 - Lifting and handling equipment
- 44211100 - Modular and portable buildings
- 44231000 - Made-up fencing panels
Contract locations
- UKN06 - Belfast
Framework
Maximum number of suppliers
5
Maximum percentage fee charged to suppliers
0%
Framework operation description
Via Mini Competition as explained within T2648 ITT.
Award method when using the framework
With competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
Explained within T2648 ITT
Submission
Enquiry deadline
29 August 2025, 12:00pm
Tender submission deadline
5 September 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)
6 October 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 60% |
| Methodology and Approach | Quality | 25% |
| Contract Resourcing | Quality | 15% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Low risk and low value procurement.
Contracting authority
Belfast City Council
- Public Procurement Organisation Number: PQXY-5321-CGZM
9-21 Adelaide Street
Belfast
BT2 8DJ
United Kingdom
Contact name: Emma Morrison
Email: cps@belfastcity.gov.uk
Region: UKN06 - Belfast
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Northern Ireland