Scope
Reference
T2684
Description
This invitation to tender '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 the provision of energy management services.
The ITT document set 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)
- £250,000 excluding VAT
- £300,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2030
- 4 years
Description of possible extension:
The Council reserves the right to extend/renew the Contract up to a further 2 years. 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 amend the Specification or re-negotiate the Contract Price during the Contract Period to cater for innovation or developments in the Service requirement e.g:
• Sustainability Project Support - advice, guidance and support on renewable/ green energy sourcing and associated strategies including related infrastructure projects e.g. LEV, Solar PV etc.;
• Innovative energy purchasing strategies in line with market developments or changes in legislation;
• Supporting the Council's energy category team/ working group with advice, guidance and support to realise efficiency savings/ projects across the Council's assets i.e. surveys and associated improvements to realise efficiencies
• Provision/ development of an online platform which would provide the Council with: access to a document warehouse, summaries of key data using dashboards (i.e. costs, usage, invoices, savings), track budgets, customise data and reports with export function, multiple secure access to Council employees.
When any optional services are required the Council would seek a quotation from the Contractor to agree a scope of the project and agree a price using the appropriate day rates in the Pricing Schedule.
Any proposed changes are subject to Council approval and in accordance with relevant procurement law i.e. the Procurement Act.
Main procurement category
Services
CPV classifications
- 71314200 - Energy-management services
Contract locations
- UKN06 - Belfast
Participation
Legal and financial capacity conditions of participation
Compliance with the Modern Slavery Act
Insurances
Technical ability conditions of participation
Company Experience
Quality Management Systems
HR policies and procedures
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
9 January 2026, 12:00pm
Tender submission deadline
16 January 2026, 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)
9 February 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 December 2029
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Cost/ Price | Cost/Price |
Price | 30% |
| Budget Management and Invoice Validation | Budget Management and Invoice Validation |
Quality | 15% |
| Social Value | Social Value |
Quality | 15% |
| Trading and Risk Management | Trading and Risk Management |
Quality | 10% |
| Energy Sourcing/Tendering | Energy Sourcing/Tendering |
Quality | 10% |
| Contract and Performance Management | Contract and Performance Management |
Quality | 10% |
| Optional Services | Optional Services |
Quality | 10% |
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
Considered not required. Market small and requirement well understood / defined.
Contracting authority
Belfast City Council
- Public Procurement Organisation Number: PQXY-5321-CGZM
9-21 Adelaide Street
Belfast
BT2 8DJ
United Kingdom
Email: cps@belfastcity.gov.uk
Region: UKN06 - Belfast
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Northern Ireland