Principle Contractor for a new cemetery in Gillingham

The current cemetery in Gillingham was opened in 1890 and has over 4100 interments, including ashes interments. On 26 February 2024, following an assessment of available plots, Gillingham Town Council took the decision, that with immediate effect, no new burial plots were provided at Gillingham Cemetery. Only interments in pre-purchased plots and interments of ashes are now permitted.

In January 2026 Gillingham Town Council purchased agricultural land located off The Drove, Common Mead Lane, Gillingham, in a rural setting on the edge of town. In July 2026 a planning application was submitted to Dorset Council for the creation of a new cemetery.

The cemetery design has been developed to harmonise with the rural landscape, minimise ecological impact, support local biodiversity and provide a peaceful, accessible environment for all visitors, whilst providing a much-needed burial facility for the residents of Gillingham,

Key features include:

• Retention and enhancement of native hedgerows and trees, with new planting to support biodiversity and deliver measurable Biodiversity Net Gain (BNG).
• Sustainable drainage systems (SUDS) to manage surface water and create new wildlife habitat.
• Accessible pedestrian and vehicular access, including improvements to the existing public right of way.
• A sensitively designed layout with a modest number of permanent parking spaces using grass reinforcement grids.
• Facilities for all users, including accessible seating, water points, and cycle parking.

The design has been informed by pre-application engagement with Dorset Council, including the Natural Environment Team, and reflects feedback from local consultation. The proposal accords with relevant national and local planning policies, including the National Planning Policy Framework (NPPF), and demonstrates a commitment to environmental sustainability, community benefit, and high-quality design.

The Planning Application P/FUL/2026/04055 has been submitted to Dorset Council and is waiting for a decision.

Located in a rural setting on the edge of the town, the design seeks to create a peaceful, accessible, and inclusive environment for all visitors. The scheme is carefully integrated with the natural landscape, supporting local biodiversity and ensuring a respectful setting for remembrance.

The new cemetery will be completed in three phases. This tender covers Phase 1 only.

Prior to commencement of work the town council will carry out the following work:

• Trim back existing hedgerow
• Apply herbicide to the site
• Flail chop remaining vegetation

The contractor will be expected to take the project from costing the project, detailed technical design through construction, commissioning and handover.

• Technical design / pre-construction

The contractor will be required to:

• work up the developed design into detailed construction information
• provide or coordinate detailed design for landscape, civils, drainage and surface water management
• prepare specifications and schedules
• prepare support tendering and contract documentation
• review and comment on specialist subcontractor design information
• attend tender interviews and assist with tender appraisal
• maintain the cost plan and cash flow forecast
• help prepare the pre-construction report, risk strategy, and contract arrangements
• Construction

During construction, the contractor will need to:

• manage site logistics and the construction programme
• provide progress and quality reporting
• attend site and progress meetings
• implement and manage change control
• cooperate with the town council
• ensure health and safety compliance and support the construction phase plan
• ensure the relevant subcontractor documentation is provided
• provide information for interim valuations and approvals
• coordinate contractor-designed elements and specialist subcontractor packages
• Commissioning and handover

At completion, the contractor would be required to:

• carry out snagging and practical completion inspections
• complete defects rectification
• produce and hand over the health and safety file
• provide handover packs, manuals and final documentation
• support post-project review and feedback
• complete any outstanding planning or development conditions

Note: All works are subject to obtaining full planning approval and finance.

The successful contractor will be expected to complete all works in line with the approved specification, ensuring high standards of quality, safety, and environmental responsibility throughout the contract. All works must comply with relevant planning permissions, British Standards, and health and safety regulations.

Any queries or requests for clarification relating to this tender must be made by email to [email protected] no later than 5 October 2026. Gillingham Town Council will endeavour, so far as is practical, to respond to all clarifications as soon as possible.

Completed tenders must be returned, along with all supporting documents to The Town Clerk, Gillingham Town Council, Town Hall, School Road, Gillingham, Dorset SP8 4QR to be received no later than 9 October 2026.

Completed Tender documents must be posted or emailed with 'Confidential Cemetery Contractor Tender Response' in the title or written clearly on the front of a plain envelope.

Email to [email protected]

Address: The Town Hall, School Road, Gillingham, Dorset, SP8 4QR

Gillingham Town Council reserves the right to:

• Seek clarification or additional documents in respect of any tender submission.
• Disqualify any tender which has been deemed not to meet the Town Council's requirements.
• Discount evasive, unclear tenders.
• Withdraw this tender at any time or to re-invite tenders on the same or any alternative basis.
• Choose not to award any contract as a result of the procurement process.
• Make whatever changes it sees fit to the timetable, structure or content of the procurement process depending on approvals, processes, or any other reason.

Contract Award

Once the council has reached a decision in respect of the contract award, it will notify all tenderers of its decision as soon as is reasonably practicable.

Disclaimers

While the information contained within this tender document is believed to be correct at the time of issue, tenderers should not rely on the information and should carry out their own due diligence checks and verify the accuracy of the information.

The council will not accept any liability for its accuracy or completeness, nor with any express or implied warranty given. This exclusion extends to liability in relation to all information including any statement, opinion or conclusion contained in, or any omission from, this tender including its appendices and in respect of any other written or verbal communication transmitted or made available to any tenderer.

Costs

Gillingham Town Council will not be liable for any bid costs, expenditure, work, or effort incurred by a tenderer or any third party acting under instructions from them in proceeding with or participating in this procurement, including if the procurement process is terminated or amended by the council.

Payment Terms

The Contractor shall submit interim applications for payment monthly, or at such other intervals as may be agreed in writing. The Council shall make payment of the sum due within the period specified in the contract. Final payment shall be made following practical completion and submission of the final account and handover pack.

Confidentiality of Data

Gillingham Town Council will ensure that the information and data provided by the tenderers is kept strictly confidential and only utilised for the assessment of this tender.

The contractor must demonstrate experience in delivering similar projects. Tenders must include:

• Company background and relevant experience
• Three examples of recent similar projects (with client references)
• Confirmation of insurances (public liability and employer's liability)
• Health and safety policy
• Accreditation
• Outline project programme with estimated duration
• Method Statement for each aspect of the work
• A detailed breakdown of quote
• Completed Risk Assessment Forms
• The completed contractor declaration (copy supplied)
• Any other information relevant to the safe completion of the work not mentioned in this invitation to tender