Decision Maker:

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: September 30, 2024

Purpose:

Content: 14.1 Head of Bereavement and Coronial Services submitted a report that recommended that a cremator servicing and maintenance contract be secured for the remaining lifespan of the cremators (up to 16 years) to secure best value and increase efficiency. No contract currently existed for the provision of this service and all work was procured as and when required.     14.2 RESOLVED UNANIMOUSLY: That the Communities, Parks and Leisure Policy Committee approves the commissioning of a service and maintenance arrangement for the cremators situated at Hutcliffe Crematorium for the remainder of the cremator’s active lifespan (contract for a maximum term of 16 years) and award that contract to IFZW.     14.3 Reasons for Decision     14.3.1 It is recommended that a contract for the servicing and maintenance of the cremators at Hutcliffe Wood Crematorium is awarded to IFZW for the remaining lifespan of the cremators. These are essential services which can only practically be provided by IFZW due to their specialist nature including an integrated electronic operating system. Offering a contract for these services secures best value and support the service in their role of running an efficient and professional crematorium service.     14.4 Alternatives Considered and Rejected     14.4.1 Alternative Option 1: Do nothing / continue as now   The service could continue to procure this activity in individual instalments as it has been doing since the cremators were installed in 2011. This option has been discounted as it is contradictory to procurement rules and regulations, particularly as the cremators age and require more frequent activity.     14.4.2 Alternative Option 2: Enter into a contract with a shorter duration   The service could enter a contract with a shorter duration which would not require committee approval. This is not the preferred option as it carries greater financial risk as the cremators age and wear. This options also requires the repetition of procurement activity at least 4 times during the cremators expected lifespan.