Decision details

Spalding Cemetery

Decision Maker: Portfolio Holder for Assets & Planning

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: Yes

Purpose:

To obtain Portfolio Holder approval for the award of contract for capital works to be undertaken at Spalding Cemetery.

Decision:

1.    Following an open tender procurement exercise and post tender evaluation process to identify a suitable contractor to undertake capital works, it is recommended that A. Coupland, specialist civils works contractors based in Pinchbeck, are awarded the works contract. The scope of work covered by the tender is summarised in the attached report. The contract value to be awarded in accordance with the tender process is £158,610.92.

 

2.    The Council utilises the net capital receipt to fund these works received from the sale of the Cemetery Gatehouse, sold in 2008 (£151,000), plus £7,610.92 of the £20,000 project contingency set aside for this project. Funding allocations for this project are in accordance with the capital programme budget adjustment recommendations approved by Council on 29 July 2021. Following this meeting, the Council’s Capital Programme has been duly adjusted to allocate £171,000 for this project to be spent in Financial Year 2021/22.   

 

Reasons for the decision:

The capital works are essential for the future safe operation of the cemetery, as well as helping to improve the environment for visitors and support the good work that is already undertaken there by volunteers. The capital work will also reduce the need to regularly fill potholes over the short/ medium term which could, if not addressed now, prove a significant annual cost liability as the road continues to deteriorate.

 

The recommended contractor for these works has demonstrated their ability to do these works and a track record of delivery, meeting the requisite criteria for appointment as well as being the lowest price tender received.

 

Alternative options considered:

The Council is required to undertake a full tender process at this proposed level of capital expenditure, and this has now concluded. The capital funding has already been approved at Council for these works. The capital works include the re-surfacing of some roads, installing new parking bays, creation of a one-way system, new signage, and kerbs to counter erosion of the re-laid roads.

 

If the recommendation to award the capital contract is rejected, the Council could either choose not to do the works and leave the Cemetery to fall into further disrepair or retender.

 

There is no reason to recommence the tender process. As the planned capital works are essential for the future safe operation of the cemetery, as well as helping to improve the environment for visitors and support the good work that is already undertaken there by volunteers, these works are much needed. The capital work will also reduce the need to regularly fill potholes over the short/ medium term which could if not addressed now prove a significant annual cost liability as the road continues to deteriorate.

 

This option is therefore not recommended and is contrary to the recommendations approved by Council at its meeting on 29 July 2021.

 

Interests and Nature of Interests Declared:

None

Wards Affected: (All Wards);

Conflict of Interest: None

Dispensation Granted: None

Contact: Karen Lockwood, Delivery Unit Project Manager Email: klockwood@sholland.gov.uk.

Publication date: 07/09/2021

Date of decision: 07/09/2021

Effective from: 15/09/2021

Accompanying Documents: