Decision details

The Councils Bereavement Services Team have a requirement for the
removal of inert waste which is generated primarily from grave excavation
activities.

An invitation to tender through an open procurement process was
undertaken to establish a four-year contract to cover the requirements of
the specification in accordance with Public Contract Regulations 2015 and the Council’s Procurement and Contract Procedure Rules.

There were three submissions however, two of those submissions failed the quality pass/fail questions; therefore leaving only one compliant submission from the current provider of these services.

The current contract for the removal of inert waste from all operational cemetery and crematoria sites within Sandwell expired in June 2022 and an exemption report was submitted for a further 6 months until December 2022 to allow a full tendering exercise to be undertaken. This was due to the availability of resources within the Councils Procurement team.

Unfortunately, there have been further delays with the tendering process due to again the availability of the same resources. A full tendering exercise has now been completed with a closing date of 2nd February 2023.

The tender submission from Environmental Contracts Limited offers value for money when previous contractual arrangements are considered and does meet all health, safety and waste management regulations as outlined in the specification.

The anticipated expenditure associated with these arrangements to contract end are estimated to be £125,000.

The Procurement Services Business Partner has been consulted and they confirm that a fully compliant procurement exercise has been undertaken. However, as only one compliant bid has been received an exemption is required in accordance with Rule 8.11.

Legal Services have been consulted and their advice is three bids were obtained and therefore the procurement thresholds with minimum number of bids required are in accordance with paragraph 8.8 of the Contract Procedure Rules have been satisfied.

(1) That a contract be awarded to Environmental Contracts Limited, Environmental House Dudley Central Trading Estate, Shaw Road, Dudley, West Midlands, DY2 8QX from 1 April 2023 to 31 March 2027 for a period of four years for a total estimated value of £125,000 to provide services for the removal of inert waste from all cemeteries and crematoria sites in Sandwell.

(2) That in connection with (1) above, the Director — Law and Governance enter into an appropriate contract with Environmental House Dudley Central Trading Estate, Shaw Road, Dudley, West Midlands, DY2 8QX.

Approval is being sought in accordance with the Council’s Procurement
and Contract Procedure Rules to award a four-year contract for the
removal of inert waste from all operational cemetery and crematoria sites
in Sandwell to Environmental Contracts Limited, Environmental House
Dudley Central Trading Estate, Shaw Road, Dudley, West Midlands, DY2
8QX following an open route to tender where only one compliant bid was
received.