Purpose

To seek approval for a direct
award from a compliant framework is permissible under our Contract
Procedure Rules, Rule 2.4.1: for crematorium maintenance of
equipment.
 
Direct award to the supplier of
our choice is permissible under the YPO framework Crematoria
Solutions III (Reference 1032).*
 
*“This Rule shall
apply where the Cabinet or Cabinet Member has agreed that
procurement activity be commenced. Where an officer identifies a
pre-tendered compliant framework, whether that be owned by Sefton
Council, or owned by an external organisation but available to the
Council, then where such a framework allows, and in line with the
requirements laid down above, a direct call off may be made and a
purchase order placed with an organisation that represents best
value against the requirement, negating the need for a procurement
exercise.”
 

Decision

Decision:

 

(1) 
The approved direct award procurement exercise for
the supply of cremator servicing at both Thornton
and Southport Crematoria including all associated equipment for a
period of 1 year to ensure sustainability for the service through
the YPO framework of which the Council is a member, be
noted.
 
Reason(s) for the
Decision:
 

It is essential that the council and
the service have a service agreement in place to ensure the
security of the equipment across both crematoria sites to ensure
service continuity in the event of break down or related
issue.

 

The current contract expires in March
2026 therefore it is essential that this exercise is conducted as
soon as possible to ensure service continuity with a service
contract for both crematoria sites.

 

To ensue risk is minimised against
the service by the public, a direct award is required to ensure
best value for the council while protecting the council’s
reputation.

 

It is confirmed that if a 1-year
service agreement is put in place there will be an option to cancel
this contract within the terms and conditions of the contract
through YPO if the service is successful on investment into the
service to gain new equipment. At this point the contract will be
terminated, and a new contract be put in place for new equipment.
This will ensure the council is protected against unnecessary spend
over and above what is required.
 
Alternative Options Considered and
Rejected:
 
None.