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The Committee considered tenders for the construction of the 30 cemeteries included in the First Priority Programme
1. The cemeteries in this contract are as follows: Hop Store, Vlamertinghe; Calais Southern; Boisguillaume Communal Cemetery (CC); Boisguillaume Communal Cemetery Extension (CCE); Villers Bocage CCE; Poperinghe New Military; Corbie la Neuville; Brandhoek New Military; Ferme Olivier; Vlamertinghe Miliary; St Mary le Havre; Picquigny British Cemetery (BC); Vignacourt BC; Longpre les Corps Saints; Pernois British; Doullens CCE; Brandhoek Military; Beauval BC; Querrien BC; Entretat Churchyard; Boulogne Eastern; Wimereux CC; Corbie CC and Ex.; Les Baracques Military Cemetery; St Hilaire Trevent; Mort Huon Military Cemetery; Crony BC; Terlinothun BC; Lyssentheek Military Cemetery; Etaples Military Cemetery.
2. The total number of British Graves included in the contract is 49007 approximately
3. Headstones are ready and will be immediately erected in the following cemeteries: Hop Store Vlamertinghe; Ferme Olivier; Doullens CC and Ex.; St Hilaire Frevent; Corbie CC and Ex.; Crouy BC; Calais Southern BC; Boisguillaume CC; Boisguillaume CCE.
4. The total sum available for the construction of the 30 cemeteries according to the Unit Cost per Grave Schedule is £440,953, of this sum there is available for construction (apart from the supply and transport of headstones) a sum of £232594
5. The Committee considered tenders for the construction of the 30 Cemeteries from the following firms: Messrs. Macdonald Gibbs & Co. of London; Messrs. W G Tarrant Ltd. Of Byfleet; Messrs. Enterprises Somerville of Paris; and Mr A H Shepherd of St Omer. The Committee resolved:
1) That the tender of Messrs. The Enterprises Somerville of Paris for the construction of the said cemeteries be accepted
2) That having regard to the fact that this tender represents an amount in excess of the sum available for construction under the Unit Cost per Grave Schedule, the Director of Works from time to time consider and report to the Commission whether any omissions can be made from the work with a view to reducing the cost
3) That the Committee recommend that the necessary exchange to meet the Commission’s liabilities under this contract be purchased as and when advised by the Treasury up to a limit of francs 16000000
4) That the Committee recommend that they be empowered to authorise expenditure on contingences in connection with this contract provided that such expenditure be limited to an amount not exceeding 10% of the total value of the contract
6. At the present rate of exchange, 45 francs to the £ the amount of the tender accepted, viz francs 15927692 represents a sum of £353949, to which must be added:
1) Somerville – Carving and Bronze work of flags on the Pylons at Etaples Cemetery – £2500
2) Provision of War Stones and Bronze Swords to be supplied by the Commission - £3500
This total (£359949) exceeds the sum available under the Unit Cost per Grave Schedule by £127355, this sum represents an average cost per grave of £7.345 exclusive of headstones or £11.845 inclusive of Headstones. These figures are liable to be increased in the event of a rise in wages, which rise is to be borne by the Commission
Attendees:
Major General Sir Fabian Ware, KBE, CB, CMG (Chairman)
The Rt. Hon. Sir Alfred Mond Bart, MP
Sir William Garstin, GCMG
F M Morris, Esqre. (Representing the Treasury)
Lt Col H Ellissen, CBE, (Secretary)
Also Present:
Lt Col F R Durham, OBE, MC, RE (Director of Works)
Additional documents include: comparative report on the tenders (ref: tender contract 1920-1920.A) submitted by Messrs. Somerville and Messrs. Tarrant, with tabulated statements of calculations concerning the comparative costs and profits for the tenders, submitted to the Financial Adviser by the Director of Works, 21st June 1920; minute to the Vice-Chairman from the Director of Works urging that definite decisions be arrived at on the total amount of omission to take place on contract 1920.A and the contractors be informed as soon as possible, 8th July 1920; detailed report on the advertisement and subsequently submitted tenders for contract 1920.A, submitted to the Financial Adviser by the Director of Works, with tabulated statement showing the terms on which the various firms have tendered (appendix “A”) and a tabulated statement showing the calculated cost per grave (appendix “B”), 7th June 1920; report on negotiations with Messrs. Somerville and Messrs. Tarrant, 5th July 1920; letter to the Secretary, Imperial War Graves Commission, from Mr R Dudley, Director of Enterprises Somerville, detailing the reductions they were willing to make to their lump sum tender of 29th May 1920, 1st July 1920; letter to the Secretary, IWGC, from Mr Rowley, Director Enterprises Somerville offering a further £2500 reduction to their tender, 5th July 1920; letter from Mr W G Tarrant to Colonel Durham, IWGC, providing the details of the offered 10% reduction on their tender, 3rd July 1920; minute to the Financial Adviser from the Director of Works concerning proposed deviations and omissions to Contract 1920.A, with tabulated statement showing the value of the omissions based on the tender of Messrs. Somerville, 7th July 1920; handwritten resolve requesting the Director of Works ascertain the estimate upon which Messrs. Sommerville and Messrs. Tarrant based their tenders.
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