Contract notice
Section I: Contracting
authority
I.1) Name and addresses
West Northamptonshire Council
One Angel Square, Angel Street,
Northampton
NN1 1ED
UK
E-mail: procurement@westnorthants.gov.uk
NUTS: UKF24
Internet address(es)
Main address: www.westnorthants.gov.uk
Address of the buyer profile: https://in-tendhost.co.uk/wnc/aspx/Home
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/wnc/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://in-tendhost.co.uk/wnc
Tenders or requests to participate must be sent to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://in-tendhost.co.uk/wnc/aspx/Home
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Genealogy Services
Reference number: WNC00000482
II.1.2) Main CPV code
98370000
II.1.3) Type of contract
Services
II.1.4) Short description
West Northamptonshire Council wishes to appoint one concessionaire for the provision of National and International genealogy services for the purpose of locating next of kin in order that the Council can comply with its statutory obligations under the Act. A single concessionaire model has been chosen to ensure the development of a strong working relationship with the Authority and to ensure a consistent and compassionate approach for all families in sourcing next of kin. This procurement is being conducted in accordance with the Concession Contracts Regulations 2016. It is an income contract with no cost to the Council and is below the relevant procurement threshold. While the Council has decided to advertise on a voluntary basis, this does not represent a commitment to follow the official procurement procedure but will preserve the principles of fairness, transparency and act in a proportionate manner. Full details relating to the Services are provided in the tender documents.
II.1.5) Estimated total value
Value excluding VAT:
300 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
98370000
98910000
98371000
II.2.3) Place of performance
NUTS code:
UKF24
Main site or place of performance:
II.2.4) Description of the procurement
The Council has a statutory duty under Section 46 of the Public Health (Control of Disease) Act 1984 to arrange a funeral for any person resident, temporarily resident, or in transit who dies within the district where no third party is willing or able to make the arrangements for burial or cremation. Referrals to the Council requesting assistance for Public Health Funerals, are, predominantly, received from Her Majesty’s Coroners Service. However, referrals may come from Residential Homes, Hospitals and Hospices where the General Practitioner (GP) may have, medically, signed the person as ‘Deceased’ and issued a Medical Death Certificate. As part of this process the council is required to take all such reasonable steps to locate parties that are willing or able to conduct the funeral of the deceased. On the Council receiving the case, an initial search will be undertaken on Council systems to determine if the next of kin can be identified. Where no next of kin is immediately identified the case will be referred to a genealogist company to commence a search for family members who need to be notified of the death and provided the opportunity to take over the funeral arrangements. The Council receives approximately 20 referrals for deceased individuals per annum for which no next of kin is known. If the next of kin are not found or are unwilling or unable to undertake the necessary funeral arrangements for the deceased, the Council will arrange a funeral as per the statutory duty. West Northamptonshire Council wishes to appoint one concessionaire for the provision of National and International genealogy services for the purpose of locating next of kin in order that the Council can comply with its statutory obligations under the Act. A single concessionaire model has been chosen to ensure the development of a strong working relationship with the Authority and to ensure a consistent and compassionate approach for all families in sourcing next of kin. This procurement is being conducted in accordance with the Concession Contracts Regulations 2016. It is an income contract with no cost to the Council and is below the relevant procurement threshold. While the Council has decided to advertise on a voluntary basis, this does not represent a commitment to follow the official procurement procedure but will preserve the principles of fairness, transparency and act in a proportionate manner. Full details relating to the Services are provided in the tender documents. Variant bids not offered. The contract start date is anticipated to be 1st May 2025 for an initial period of 36 months with the preferred Potential Supplier, with an option to extend for two further 12-month periods making 60 months in total. Such extension will be at the Authority’s discretion, after discussion with the contractor. If your organisation wishes to participate in this process, you need to register with In-Tend Portal. You will be unable to take part if you do not register. Please use the link below and follow the instructions on the website: https://in-tendhost.co.uk/wnc/aspx/Home Tenders must be returned via the Portal. The tender return date is midday on Friday 21st February 2025. Tenders received after this time and date will not be accepted. No Tender submissions will be considered without completing the tender documents in full including attachments and returning them in alignment with the instructions within the tender documents.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
300 000.00
GBP
II.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:
option to extend for two further 12-month periods making 60 months in total. Such extension will be at the Authority’s discretion, after discussion with the contractor.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Applicants will be assessed in accordance with the Concession Contracts Regulations 2016 and as set out in the ITT documents
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
21/02/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
21/02/2025
Local time: 12:00
Place:
Northampton
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
VI.4) Procedures for review
VI.4.1) Review body
Royal Courts of Justice
Strand, Holborn
London
WC2A 2LL
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The Authority will observe a minimum ten (10) calendar day standstill period in accordance with the Public Contracts Regulations 2015 following notification of intention to award. The Public Contracts Regulations 2015 set out the potential remedies available to a bidder in the event of a challenge. Proceedings must be brought in accordance with those Regulations including the time period for challenge - usually thirty (30) days from actual or constructive knowledge but which can be extended by the Court in certain circumstances.
VI.5) Date of dispatch of this notice
24/01/2025