Cemeteries Operations and Maintenance

Overview Wingecarribee Shire Council is seeking quotations from appropriately qualified and experienced contractors to form a panel contract for the provision of cemeteries operations and maintenance services across Council's thirteen (13) cemeteries. Scope Services are required under the following categories: Category 1: Installation of ashes, memorial plaques and plinths Category 2: Creation of memorial plaques Category 3: Minor maintenance work A more detailed brief of the extent of services required by Council is set out in Volume 1 - Specification, included as part of the Request for Quotation documentation. Collection and Placement of Ashes Collecting ashes from Wingecarribee Shire Council or a nominated funeral director within the Shire, upon written instruction via a formal work order Safely transporting, preparing and placing ashes within the nominated Council cemetery in accordance with the work order instructions, at a day and time agreed in advance Lawn Beam and Monumental Allotments for Ash Placements Excavating the nominated burial location to approximately 200mm wide, 350mm long and 600mm deep Carefully removing and retaining turf intact for reinstatement at lawn beam locations, and placing excavated material in a suitable container for reuse during backfilling Preparing the site no less than one (1) hour prior to a scheduled ceremony where family members will attend Transferring ashes into an appropriately sized container before placement where required, and managing any surplus ashes in accordance with the family's written instructions on the same day Attending placements in appropriate attire, conducting themselves respectfully at all times and remaining discreetly available throughout the ceremony Where family members choose to place the ashes themselves, remaining nearby until the ceremony concludes before backfilling the excavation, compacting the fill, reinstating the original turf and watering the area Respectfully placing ashes where requested by the family before reinstating the site Submitting a written variation to the Cemeteries Officer within twenty-four (24) hours of inspecting the site where proposed works require concrete to be pushed aside or fall outside the standard scope Memorial Trees Following the same procedures as for Lawn Beam and Monumental Allotments for ash placement beneath memorial trees, with ashes typically placed in front of the concrete tree surround, corten steel surround or pedestal unless otherwise directed by Council Preparing the excavation, ensuring the site is ready one (1) hour prior to any attended ceremony, transferring ashes to an appropriate container if required, attending respectfully throughout the ceremony, and reinstating the site following placement Memorial Rose Gardens Placing ashes within the allocated niche located behind the sandstone kerbing, with the correct niche identified by Council before placement Preparing the niche, respectfully attending family ceremonies, reinstating niche covers, replacing mulch, and installing the memorial plaque using a proprietary adhesive suitable for bronze plaques fixed to sandstone Memorial Walls (Columbarium) For older brick columbarium walls: removing the niche cover, cleaning and preparing the niche, levelling the niche if necessary, placing the ash container into the niche, finishing the niche using coloured mortar or render matching adjacent installations, and allowing adequate curing time For granite columbarium walls: removing the granite cover, fixing the bronze plaque by drilling a central hole in the granite face plate and securing the plaque with the attached screw using specialist adhesive while the cover remains horizontal, and allowing sufficient curing before reinstalling the cover Transferring ashes into an appropriately sized container prior to placement where required, and managing any surplus ashes in accordance with Council or family instructions Installation of Memorial Plaques Collecting memorial plaques from Council upon written request and installing them within the nominated cemetery Using high-quality adhesives suitable for external conditions, and specialist proprietary adhesives for bronze plaques, ensuring all plaques are installed level, secure and aligned Ash Beams and Scatter Gardens Securely fixing plaques to the granite pedestal at the location identified by Council, using a proprietary adhesive designed for bronze or stainless steel memorial plaques Miscellaneous Works Providing hourly rates for miscellaneous services that Council may request from time to time Memorial Plaque Specifications Stainless steel memorial plaques in silver with black text or black with silver text, sized 140mm wide x 100mm high with a thickness of not less than 3mm Standard bronze memorial plaques 140mm wide x 100mm high with a thickness of not less than 3mm, available in differing colours specific to certain ash placement infrastructure, with an optional motif from the supplier's catalogue Standard bronze memorial plaques 165mm wide x 125mm high with a thickness of not less than 3mm, available in differing colours, with an optional motif from the supplier's catalogue Bronze memorial plaques with a long central screw, 152mm wide x 114mm high with a thickness of not less than 3mm, for affixing to granite face plates, with an optional coloured motif from the supplier's catalogue Plaques outside these specifications may be required and will be subject to price on application (POA) Minor Maintenance Works Topping up or levelling graves Memorial tree planting, with the tree supplied by Council and collected from either the Moss Vale Council Depot or a local nursery Light pruning Removal of dead flowers, glass containers and unwanted vases from memorial areas Installation of tree surrounds Minor fence repairs Removal and disposal of rubbish General presentation works Contractor Requirements Appropriately qualified and experienced in the provision of cemeteries operations and maintenance services All work to be undertaken in accordance with applicable Work Health and Safety (WHS) legislation, Council procedures and industry best practice Contractor activities must not interfere with visitors attending the cemetery, with all works undertaken respectfully, professionally and with due regard for funeral services, memorial ceremonies and public visitation Instructions to Tenderers Council invites quotations in accordance with the Invitation and the following accompanying documents: Volume 1 - Specification Volume 2 - Response Schedules Volume 3 - Conditions of Contract Any published Addenda Enquiries Contact: Kristian Draxl Email: procurement@wsc.nsw.gov.au Phone: 1300 680 888