Genealogy Services

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.

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. 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.