CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Hiraeth yn y Môr Project Celebration Event

2.2

Description of the goods or services required

The Marine Conservation Society wishes to appoint an experienced event management organisation or freelance individual to fulfil the planning, coordination and delivery of the end of project celebration event for the “Hiraeth yn y Môr: Advancing Ocean Literacy in North-East Wales through marine citizenship” project’s final celebration event. This project is funded by the Nature Networks 2 Programme, which is being delivered by the National Lottery Heritage Fund, on behalf of the Welsh Government.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=146077.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Hiraeth yn y Môr is a Conwy & Denbighshire-based, community-driven project focussed on growing Ocean Literacy as a means to support the sustainable management of the Liverpool Bay/Bay Lerpwl SPA. Led by the Marine Conservation Society, the project has worked to inspire and empower communities through an Ocean Connection Programme to protect their local marine natural heritage through a variety of nature-based, indoor and virtual public engagement, educational outreach and citizen science activities around three key themes; learning, taking action and wellness. Through establishing and facilitating the One Ocean Forum, a local community steering group, the Project has applied the Well-being of Future Generations (Wales) Act 2015 Ways of Working, supporting Wales’ progression towards achieving the national well-being goals.

We are committed to delivering an end of project celebration as part of the Project’s Work Package 11: Evaluation and Sharing our Learning. This event will consist of two core elements:

• An ocean literacy symposium-style event during the day (in-person only)

• A project celebration gala-style event during the evening (in-person only)

The event will take place on Thursday 13th March 2025 at Rhyl Pavillion, Rhyl, North-East Wales. The event is intended to attract up to 150 attendees, running all day from 10:00am to 23:00pm, with breaks throughout. Specific timings are subject to change, depending on a finalized event agenda.

This event will aim to:

• Increase the organisational reach and profile of the Marine Conservation Society across a diverse audience of community members, funders, regulators, researchers, politicians and practitioners

• Strengthen Project legacy within the local area, across Wales, and the wider UK

• Bring together ocean literacy practitioners and interested stakeholders from across the UK to share learnings, best practice and to network

• Provide an accessible and welcoming space to celebrate and reflect on Project outcomes and volunteer efforts

• Premier our bilingual, short documentary-style Ocean Literacy film

To effectively plan and deliver this event, we are commissioning an experienced event management organisation or freelance individual to undertake the event planning and facilitation and to support the Hiraeth yn y Môr Project team to bring this event’s vision to life. A specific work plan will be agreed based on the successful tender; however, we anticipate the works to include the outputs / deliverables listed below.

All outputs / deliverables are to be agreed with the Hiraeth yn y Môr Project Legacy Lead, with input and guidance from other Marine Conservation Society staff where required. All physical and digital outputs must clearly acknowledge the principal funding body (National Lottery Heritage Fund) and lead organisation (Marine Conservation Society). The following outputs will be required:

Output 1: A detailed Event Management Plan for implementation, that will include: Event logistics, registration management (including the registration software used), invitations and attendee management, equipment hire and management, on-the-day facilitation (including how any event technologies will be managed), troubleshooting, Equity, Diversity and Inclusion (EDI) considerations and bilingual (Welsh and English) considerations.

Output 2: An invite list for relevant stakeholders developed in collaboration with the Hiraeth yn y Môr Project team, with input from wider Marine Conservation Society staff and the One Ocean Forum where required. The invite list will be deployed within the implemented Event Management Plan.

Output 3: A bilingual agenda for the conference-style day element of the event including speakers and workshops, developed in collaboration with the Hiraeth yn y Môr Project staff. The agenda will be circulated with attendees as part of the implemented Event Management Plan.

Output 4: The ocean literacy symposium and celebration evening. The successful event organisation or freelance individual will implement the Event Management Plan in its entirety as agreed with the Hiraeth yn y Môr Project Legacy Lead, including on-the-day facilitation and troubleshooting during the event.

The contract will be in the region of £10,000 inclusive of travel, expenses and VAT. Please note that venue hire, necessary equipment hire and catering costs are excluded.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Submitted tenders will be assessed by the Marine Conservation Society using a scoring matrix based on the following criteria;

Essential:

- Proven experience of similar work

- Proven experience of working collaboratively with a variety of audiences e.g., stakeholders, partners, volunteers and others

- Suitable proposed event management plan

- Demonstrable environmental and ethical credentials

- Full compliance with GDPR requirements

- Value for money

Desirable:

- Ability to communicate (written and verbal) through the Welsh Language

- Demonstrable understanding of Equity, Diversity and Inclusion best practice

Submitted tenders should be up to a maximum of 10 pages, and should include:

- A detailed events management plan and timescale for undertaking the work

- Details of staff allocated to the project, including experience of the event manger or event management organisation and staff members in carrying out similar projects

- Staff allocation & breakdown of daily charging rate

- An overall cost for the work, including any additional expenses. Figures for VAT excluded, and VAT included, should be provided for the overall cost.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Copyrights

The event manager / event management organisation will assign the copyright of all outputs to the Marine Conservation Society for use in connection with its operations. The consultant / consultancy / researcher / practitioner must clear the copyright for any images, illustrations or other material used in all project outputs produced by the consultant / consultancy / researcher / practitioner. The consultant / consultancy / researcher / practitioner may not share or distribute project outputs without prior consent from the Marine Conservation Society.

Equity, diversity and inclusion

The Marine Conservation Society will always consider equality, diversity and inclusion when conducting procurement activities. The Marine Conservation Society requires all its suppliers to meet their duties under the Equality Act 2010 and may ask for evidence that they are aware of and operate in accordance with those requirements.

Anti-Slavery and Human Trafficking

The Marine Conservation Society is committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chains, consistent with our disclosure obligations under the Modern Slavery Act 2015. We expect the same high standards from all of our contractors, suppliers and other business partners, and as part of our contracting processes, we include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude, whether adults or children, and we expect that our suppliers will hold their own suppliers to the same high standards.

Sustainability

The Marine Conservation Society aims to conduct our business and operations in a way that meets our conservation goals but minimises environmental impact whenever possible, reflecting sustainable best practice. All consultants or consultancies will be assessed on their demonstrable environmental and ethical credentials.

Health and Safety

The health, safety and wellbeing of Marine Conservation Society employees, suppliers/contractors, volunteers, and people who use its resources is of the utmost importance to the Marine Conservation Society. The Marine Conservation Society will ensure arrangements are in place so that everyone remains healthy, well and injury-free.

Suppliers may be excluded for proven non-compliance with relevant health and safety legislation, or for a poor track record on previous contracts involving health and safety requirements.

Full copies of all the above policies are available upon request.

Quote Validity

The quote must remain open for acceptance by the Marine Conservation Society for a period of no less than 30 days from the date of submission.

Submission of tenders

The process for submitting tenders is very tightly controlled to make sure everyone is treated equally. Tenders and questions should be submitted through Sell2Wales.

To ensure impartiality during the tender process, please ensure any identifying logos or names are confined to a front sheet which can be separated from the rest of the tender.

(WA Ref:146077)

5.2

Additional Documentation

5.3

Publication date of this notice