Section one: Contracting authority
one.1) Name and addresses
Surrey County Council
Woodhatch Place, 11 Cockshot Hill
Reigate
RH2 8EF
Contact
Rob Davis
Country
United Kingdom
NUTS code
UKJ2 - Surrey, East and West Sussex
Internet address(es)
Main address
Buyer's address
https://supplierlive.proactisp2p.com/
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplierlive.proactisp2p.com/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://supplierlive.proactisp2p.com/
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
SCC RD - Transport Removals Service on Behalf of H.M. Coroner for Surrey
Reference number
DN1360
two.1.2) Main CPV code
- 98371100 - Cemetery services and cremation services
- AA01 - Metal
two.1.3) Type of contract
Services
two.1.4) Short description
Surrey County Council (“the Council”) is seeking to re-procure the contract for A Transport Removals Service on Behalf of H.M. Coroner for Surrey.
two.1.5) Estimated total value
Value excluding VAT: £570,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Lot 1 - North Surrey
Lot No
1
two.2.2) Additional CPV code(s)
- 98371100 - Cemetery services and cremation services
- 98371110 - Cemetery services
two.2.3) Place of performance
NUTS codes
- UKJ2 - Surrey, East and West Sussex
two.2.4) Description of the procurement
The Coroners Act 1988 places several duties on Local Authorities for the provision of a Coroner’s Service. The Coroner is an independent judicial officer whose role is to investigate the causes of sudden deaths, deaths of unknown cause, unnatural or violent deaths or deaths in custody. Bodies that fall under the jurisdiction of the Coroner are transported to a designated mortuary under specific conditions for further investigation and possible post-mortem.
The proposed objectives of this procurement are as follows.
i. To put in place via an open tender process a compliant contract to deliver a Coroner’s Transport Removal service on behalf of HM Coroner for Surrey.
ii. To ensure the contract provides value for money.
iii. To deliver a contract which supports collaborative working and delivers continuous improvement.
iv. To deliver a service which compliments and helps to support other contracts such as the provision of mortuary services.
The proposed objectives of the contract are as follows:
i. To meet the requirements of The Coroners Act 1988.
ii. The movement of deceased, coming under the jurisdiction of the Coroner, to a pre-designated mortuary for investigation.
iii. Collection of deceased within 1 hour of the call out.
iv. Adherence to strict procedures to ensure the dignity of the deceased is maintained at all times.
v. Adherence to strict procedures to ensure integrity of evidence that may be pertinent to a criminal investigation.
vi. Adherence to strict procedures to ensure safekeeping of any personal effects on the deceased and preservation of evidence (compliance).
In order to meet these objectives, The Council is seeking to appoint one or more contractors to cover the predetermined geographical lots within Surrey. The successful contractor(s) will be required to be member of one of the following:
i. National Association of Funeral Directors
ii. The National Society of Allied & Independent Funeral Directors
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
It is anticipated that the contract term will be a maximum of 5 years (i.e., 3-year initial term plus options to extend for two 1-year periods thereafter).
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 2 - South West Surrey
Lot No
2
two.2.2) Additional CPV code(s)
- 98371100 - Cemetery services and cremation services
- 98371110 - Cemetery services
two.2.3) Place of performance
NUTS codes
- UKJ2 - Surrey, East and West Sussex
two.2.4) Description of the procurement
As per Lot 1.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
As per Lot 1.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 3 - South East Surrey
Lot No
3
two.2.2) Additional CPV code(s)
- 98371100 - Cemetery services and cremation services
- 98371110 - Cemetery services
two.2.3) Place of performance
NUTS codes
- UKJ2 - Surrey, East and West Sussex
two.2.4) Description of the procurement
As per Lot 1.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
As per Lot 1.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
The appointed supplier will be required to actively participate in the achievement of social and/or environmental objectives. Accordingly, contract performance conditions will relate in particular to social, environmental or other corporate social responsibility considerations. Further details can be found in the procurement documents and the contract.
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
6 June 2022
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
6 June 2022
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Selection Questionnaire responses and tenders are to be completed electronically using the Proactis Supplier Network (the Portal) https://supplierlive.proactisp2p.com/. The Potal provides a web-based tool that provides a simple, secure and efficient means for managing tendering and quotation activities reducing the time and effort required for both buyers and potential bidders. The Portal allows for tender clarifications and submitting your bid electronically. In order to bid for this opportunity, Candidates should register their organisation on the Portal. Bidders will remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from Bidders in connection with taking part in this procurement, regardless of whether such costs arise as a consequence direct or indirect of any amendments made to the procurement documents by the Council at any time. The Council reserves the right at any time to:
(i) reject any or all responses and to cancel or withdraw this procurement at any stage;
(ii) award a contract without prior notice;
(iii) change the basis, the procedures and the time-scales set out or referred to within the procurement documents;
(iv) require a bidder to clarify any submissions in writing and/or provide additional information (failure to respond adequately may result in disqualification);
(v) terminate the procurement process; and
(vi) amend the terms and conditions of the selection and evaluation process.
All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties subject to a sufficient number of satisfactory responses being received.
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
Strand
London
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Precise information on deadline(s) for review procedures:
Any appeals should be promptly brought to the attention of the Head of Procurement of the Council at the address specified in Section I) above and will be dealt with in accordance with the requirements of the Public Contracts Regulations 2015. Any appeals must be brought within the timescales specified by the applicable law, including, without limitation, the Public Contracts Regulations 2015. In accordance with such Regulations, the Council will also incorporate a minimum 10 calendar day standstill period from the date information on award of contract is communicated to tenderers.