SHEPWAY DISTRICT COUNCIL –APPOINTMENT OF FUNERAL DIRECTORS
SHEPWAY DISTRICT COUNCIL –
APPOINTMENT OF FUNERAL DIRECTORS
9JMC – 8XOCVE
Prepared by:-
Shepway District Council
Civic Centre
Castle Hill Avenue
Folkestone
Kent CT20 2QY
May 2014
CONTENTS
Page No.
Section 1
Introduction
1
1.1 Purpose
1.2 Outline brief
1.3 Background information
Section 2
The specification
2
Section 3
Funeral Directors
3
3.1 Profile of the successful company
3.2 Timetable
3.3 Submission
3.4 Purchase orders and Payment
1
SHEPWAY DISTRICT COUNCIL –APPOINTMENT OF FUNERAL DIRECTORS
SECTION 1 INTRODUCTION
1.1
Purpose
Shepway District Council (the council) wishes to appoint one company of
Funeral Directors on a fixed price per service contract for a period of 3 years
with an option to extend for a further 2 years (subject to mutual agreement).
1.2
Outline brief
The Funeral Directors are requested to provide a fixed price quotation for
each of the identified activities in this brief and following submission of
quotations may be expected to attend an interview with the council’s client
officers to discuss the quotation in more detail.
This brief, prepared by the council will be issued to all prospective Funeral
Directors who express an interest in this contract.
It informs the prospective
Funeral Directors of the services they will be expected to undertake if
appointed and the terms and conditions of the appointment.
1.3
Background information
The council has a statutory duty under the provisions of Section 46 of
the Public Health (Control of Disease) Act 1984 to undertake the disposal of
deceased persons, who die within the area of Shepway where no other
arrangements have been made.
In the period 2011 to date we have undertaken this duty 17 times. However,
this information is given to show only an indicative figure and in no way
indicates the amount of burials that we may be required to undertake during
the course of this contract.
SHEPWAY DISTRICT COUNCIL –APPOINTMENT OF FUNERAL DIRECTORS
2.
THE SPECIFICATION
The Council's role in the undertaking of welfare funerals
The council has a statutory duty under the provisions of Section 46 of the Public
Health (Control of Disease) Act 1984 to undertake the disposal of deceased persons,
who die in the area of Shepway where no other arrangements have been made.
At present a burial at Hawkinge Cemetery will be arranged by the council. A minister
of religion must be present to conduct the graveside service. The grave will be unpurchased and no memorial will be placed on it. The council's appointed funeral
director will provide a dignified funeral with a coffin taken to the cemetery in a hearse
attended by bearers.
In the future the council may request the cremation of bodies at Hawkinge
Crematorium. In this instance an officiate must undertake a small service before
cremation takes place.
The Funeral Director shall ensure that every person employed by them in and about
the provision of these services is properly and sufficiently trained and instructed with
regards to:

The tasks or task that person has to perform.

All staff must be properly dressed in appropriate clothing when carrying out the
services under this contract.

Staff must show sensitivity and respect to those attending a funeral service or
committal and act in a manner fitting the occasion at all times.
Coffins provided for burial purposes may generally be in accordance with the
‘guidance on minimum specifications for coffins, details of which are available from
‘The Funeral Furnishing Manufacturers Association’ (FFMA). For burial purposes,
the guidance refers to veneered coffins suitable for burial purposes and includes:

Sides and ends – E1 (or better) grade chipboard, minimum 650 density of 15mm
thickness
SHEPWAY DISTRICT COUNCIL –APPOINTMENT OF FUNERAL DIRECTORS

Lids and bottoms – E1 (or better) grade chip board, minimum 650 density of
15mm thickness

Method; whilst some members may vary the method of assembly, the
main criteria regarding glue and size of staples should be equal or better
than the following notes:
a. Mitres – to be well fitted to give a minimum of 35 sq ins. Of glued area.
Each mitre to have a minimum of 4 nails or staples – a minimum length
of 35mm in each direction.
b. Bottoms; to be particularly well glued around the periphery, also stapled
or nailed every 150mm with nails or staples of minimum 50mm length.
Special attention to be paid to gluing around the kerfs where it is not
possible to nail or staple

Large coffins; for coffins in excess of 6’ 2” x 20”, further internal re-enforcement
may be necessary.

In addition, lids and bottoms mouldings must be well glued and if necessary
stapled and glued.
If your company wishes to be considered for the contract as the Council’s appointed
funeral director please quote for the following services:
1. The collection of the body from anywhere within the district or from a local
hospital
2. Storage of the body until burial or committal
3. Provision of a basic standard coffin.
4. Provision of a vehicle and bearers to transport and assist in the burial of the
deceased.
5. Services of a Minister at the graveside or officiate at the crematorium.
SHEPWAY DISTRICT COUNCIL –APPOINTMENT OF FUNERAL DIRECTORS
3
FUNERAL DIRECTORS
3.1
Profile of the successful company
The successful bidder should be able to demonstrate a track record of
successfully providing funeral services and they must be able to facilitate the
service as directed from anywhere within the district of Shepway .
3.2
The council
The council will appoint the Funeral Directors based purely on the prices
offered.
3.3
Timetable
The timetable for this procurement exercise is shown below.
29 April 2014
Finalise documentation and advertise opportunity
27 May 2014
Final date for questions about this contract
2 June 2014
Tender return
13 June 2014
Complete tender appraisal
16 June 2014
Appoint funeral directors
1 July 2014
Contract start date
July 2017
Contract review & extension period
3.4
Submission
The submission from the Funeral Directors shall include:
•
Completion of the quotation document as set out in Appendix 1 of this
brief (excluding VAT).
•
Details of the methodology for carrying out the recovery of the body
and burial or committal
•
Outline details of the personnel to be deployed including experience
and skills
SHEPWAY DISTRICT COUNCIL –APPOINTMENT OF FUNERAL DIRECTORS
3.5
Purchase orders and Payment
One purchase order per service will be raised as required. Full details of each
requirement will be stipulated on the order. Order numbers must be quoted
for payment of the service to be made. Payment will be made within 20 days
of submission of a correct invoice.
3.6
Instructions
Bidders must submit their quotation on-line as follows:
DATE –
by 17.00 on Monday 2nd June 2014
METHOD – The bidder shall upload the completed tender documentation to
the Kent Business Portal www.kentbusinessportal.org fully priced and
completed together with all required supporting documentation. It must be
signed by the bidder and submitted with the Appendix 1 Pricing Schedule
which shall be fully priced. The documents MUST be uploaded, to arrive not
later than 17.00 on 2.6.14
Should a bidder wish to raise any questions regarding the tender document
they should do so via the notification area of the business portal
www.kentbusinessportal.org not later than 27th May 2014.
If appropriate,
replies will be made in the form of addenda and issued to all bidders.
SHEPWAY DISTRICT COUNCIL –APPOINTMENT OF FUNERAL DIRECTORS
Appendix 1 - Quotation – Pricing schedule – for 3 year contract from 1.7.14
Activity
Price
Collection of body within district
Arrangement & conducting of burial
(including storage of body for up to 2
weeks)
Arrangement
&
conducting
of
cremation (including storage of body
for up to 2 weeks)
Cost of basic coffin
Storage of body – 2 – 4 weeks
(additional charge)
Any other possible charges
Total cost of burial
Total cost of cremation
COMPANY NAME............................................................................................
COMPANY ADDRESS.....................................................................................
..........................................................................................................................
CONTACT NAME..............................................................................................
EMAIL ADDRESS..............................................................................................
SIGNED................................................
DATE......................................