FOI Requests - Contracts

Request 101000399005

1) What is the procedure for external suppliers to who want to provide services to the council?

2A) Does the council have a contract set up with a genealogy firm or a company which traces the next of kin?

2B) Please include details of the contract mentioned in Q2A.

3) What website does the council post contracts to tender?

4) Does the council have a procurement or tendering process in place? If yes, please provide information on how suppliers can do business with the council.

5) Does the council use an e-procurement system/website? If yes, please provide name and details.

6) If the council does not use an e-procurement system, how does the council decide on what suppliers to use?

7) How often and on what occasion does the council need to trace the next of kin or locate family members?

8A) Which department is responsible for tracing the next of kin or locating family members of a deceased individual?

8B) Please provide name of department, name of staff members involved, telephone details and email.

9) What is the name of the staff member and departments who decide when to place a contract to tender?

10) What type of contracts do the following departments have out to tender at the moment:
- Environmental Health
- Cemeteries/Bereavement
- Court of Protection
- Adult Safeguarding
- Client Affairs

11) Currently does the council have a contract to tender, where you require services to trace the next of kin or locate family members?

12) Currently does the council have a contract to tender, where you require services of a genealogy firm? Please provide details of where this contract is listed and how to apply as a supplier.

13) How many public health funerals have taken place within the past year? (From January 2015)

14) Of these public health funerals that have occurred, please provide:
a) Name of deceased
b) Date of birth and date of death
c) Last known residential address
d) Have the next of kin/family members been traced?
e) What date have the details been referred to the QLTR, Bona Vacantia, Treasury Solicitor, Government Legal Department, NUHU, Duchy or Farrer & Co?

Response 24-12-2015

1) Moray Council uses the advertising portal publiccontractscotland.co.uk (PCS) to advertise our opportunities for both tenders and quotes .  Supplier registration is free on this site.  Depending on the commodities the supplier choses at registration, if it matches the tender commodity and alert would be sent by email.

2A) Nil.

2B) n/a

3) See Q1

4) See Q1 - registration on PCS is essential

5) See Q1 - we also use PCS-Tender a system linked to PCS to electronically process all tenders

6) The system does not make the decision - that is down to an evaluation process that can differ from tender to tender dependent on the specification and requirement.

7. The Council has a duty in terms of the National Assistance Act 1948 to make funeral arrangements when it appears that the deceased person has no next of kin or persons acting on their behalf and for whom no other funeral arrangements are being made. In these cases the Council has to attempt to trace next of kin.

8A. The Environmental Health Section of the Environmental Services Department is responsible.

8B. A number of different officers in the Environmental Health Section are involved and we are unable to provide individuals' names. The department can be contacted on 01343 563345 or at environmentalhealth@moray.gov.uk

9. The Environmental Health Manager would direct staff  who would then liaise with the Council's Procurement Team.

10. The Environmental Health Section has no contracts out to tender at the moment.

11. No

12. No

13. There have been four funerals arranged in terms of the National Assistance Act 1948 since January 2015.

14. The details of the four funerals are as follows:

 (i) Ms Jessie Craig, 7, Cumming Circle, Elgin IV30 6JX

     Date of death: 18.2.15

    Marital status: Not known

    Date and place of birth: 23.8.38 - Dufftown

   No next of kin or family members traced

   No information was passed by the Council to the QLTR, NUHU or any other third party in respect of the above deceased person because there was no estate involved.

(ii). Mr Albert James, Weston House Care Home, 123, Moss Street, Keith AB55 5EZ

     Date of Death: 6.6.15

    Marital Status: Not known

    Date of birth: 17.2.27 (Place of birth not known)

    Next of kin were traced.

   No information was passed by the Council to the QLTR, NUHU or any other third party in respect of the above deceased person because there was no estate involved

(iii) Mr Robert Kirkwood, 79, Springfield Road, Elgin IV30 6BZ
  
    Date of Death: 26.5.15

   Marital Status: Not known

   Date of birth: 8.3.53 (Place of birth not known)

   Next of kin were traced

   No information was passed by the Council to the QLTR, NUHU or any other third party in respect of the above deceased person because there was no estate involved

(iv) Ms Jemima Ballantyne, Abbeyside Nursing Home, Institution Road, Elgin IV30 1QX

    Date of Death: 27.9.15

   Marital Status: Divorced

   Date of Birth: 21.7.14 (Place of birth not known)

   No next of kin or family members traced

  No information was passed by the Council to the QLTR, NUHU or any other third party in respect of the above deceased person because there was no estate involved

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