Purpose

The purpose of this report is to seek approval, in accordance with Contract Procedure Rule 5.3.2, for the award of call-off contract to a contract be awarded to PlotBox for the purchase and installation of a new Cemetery Administration system for the Cemetery Service for an initial period of 3 years from 29th September 2026 to 28th September 2029 including an option to extend for further periods of time up to a maximum of 12 months in aggregate, to 28th September 2030.

The reason for the decision is that a compliant procurement exercise has been undertaken in accordance with Contract Procedure Rule 5.3.2, and the winning bidder has been identified as providing the most advantageous offer to the Council.

Decision

(i)       That, in accordance with Contract Procedure Rule 5.3.2 a call-off contract be awarded to Plot Box for the purchase and installation of a new Cemetery Administration System for the Cemetery Service for an initial period of 3 years from 29th September 2026 to 28th September 2029 including an option to extend for further periods of time up to a maximum of 12 months in aggregate, to 28th September 2030.

(ii)       That the Procurement Team be authorised to make the necessary arrangements for the issue of the relevant contract documentation.

Alternative options considered

Do Nothing: This option was considered and rejected due to the existing Cemetery Administration System performing poorly and starting to generate reputational issues for the service due to a range of functional short comings that are being experienced with the system.