T2537 - Security guarding and event stewarding services

Procurement reference

T2537

Procurement 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.

Main category

Services

Delivery regions

• UKN06 - Belfast

Total value (estimated, excluding VAT)

2500000 GBP to 2500000GBP

Contract dates (estimated)

01 October 2025, 00:00AM to 30 September 2026, 23:59PM

Extension end date (if all the extensions are used): 30 September 2027

Belfast City Council

Procedure type

Open procedure

Is this procurement under a special regime?

Light touch

Is the total value above threshold?

Above threshold

Trade agreements

Government Procurement Agreement (GPA)

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

CPV classifications

• 79710000 - Security services

Delivery regions

• UKN06 - Belfast

Lot value (estimated)

1600000 GBP Excluding VAT

1920000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 October 2025, 00:00AM

Contract end date (estimated)

30 September 2026, 23:59PM

Extension end date (estimated)

30 September 2027, 23:59PM

Can the contract be extended?

Yes

Description of extensions

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.

Does the lot include options?

Yes

Description of options

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.

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.

Participation

Award criteria

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.

CPV classifications

• 79952000 - Event services

Delivery regions

• UKN06 - Belfast

Lot value (estimated)

500000 GBP Excluding VAT

600000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 October 2025, 00:00AM

Contract end date (estimated)

30 September 2026, 23:59PM

Extension end date (estimated)

30 September 2027, 23:59PM

Can the contract be extended?

Yes

Description of extensions

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.

Does the lot include options?

Yes

Description of options

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.

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.

Participation

Participation

Award criteria

Award criteria

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.

CPV classifications

• 79710000 - Security services

Delivery regions

• UKN06 - Belfast

Lot value (estimated)

150000 GBP Excluding VAT

180000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 October 2025, 00:00AM

Contract end date (estimated)

30 September 2026, 23:59PM

Extension end date (estimated)

30 September 2027, 23:59PM

Can the contract be extended?

Yes

Description of extensions

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.

Does the lot include options?

Yes

Description of options

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.

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.

Participation

Participation

Award criteria

Award criteria

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.

CPV classifications

• 79715000 - Patrol services

Delivery regions

• UKN06 - Belfast

Lot value (estimated)

250000 GBP Excluding VAT

300000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 October 2025, 00:00AM

Contract end date (estimated)

30 September 2026, 23:59PM

Extension end date (estimated)

30 September 2027, 23:59PM

Can the contract be extended?

Yes

Description of extensions

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.

Does the lot include options?

Yes

Description of options

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.

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.

Participation

Participation

Award criteria

Award criteria

Tender submission deadline

25 June 2025, 12:00PM

Enquiry deadline

18 June 2025, 12:00PM

Date of award of contract

31 July 2025, 23:59PM

Submission address and any special instructions

https://e-sourcingni.bravosolution.co.uk/web/login.shtml

May tenders be submitted electronically?

Yes

Languages that may be used for submission

• English