CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Powys Countryside Volunteer handbook, agile approach

2.2

Description of the goods or services required

Powys County Council is seeking quotes to produce a Countryside Volunteer handbook. The aim of the handbook is to support our volunteer groups and communities to work with the Countryside Access and Recreation team, to maintain public rights of way and greenspace.

The contract is being procured to follow an agile project management approach. The broad criteria that the handbook must, should and could meet (i.e. high-level requirements) have been defined through discussion with stakeholders. The budget and timescale are fixed, so quotes are requested to demonstrate how value for money can be delivered within this.

The deadline for completion of the work is 14th March 2025; the budget is £12,000. These are fixed by grant requirements so cannot be extended or amended.

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=146846.

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

Powys countryside volunteers are trained, inducted and insured by Powys County Council. Some work tasks are supervised by Council officers. Increasingly through, groups are being enabled to work independently of officers, around an agreed work programme with the relevant training and health and safety arrangements in place.

Volunteer tasks range from practical work such as vegetation clearance and installation of pedestrian gates to a co-ordination role, supervising and organising volunteer work parties and liaising with the Community Council and landowners to agree work programmes.

Certain tasks must be carried out by the County Council for legal, health and safety, procurement and funding governance reasons.

The handbook is intended as a reference of key points around tasks that volunteers can complete. It is also a guide to those that need to be referred back to Council officers. It needs to be in an easy-to-read format, with illustrations where appropriate and helpful.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Illustrative CAD drawings have already been prepared for key practical tasks e.g. gate installation so the successful contractor is not expected to provide these.

The handbook will need to be in a digital format, provided to the Council in a form that can be edited if changes occur in future and added to, given the agile nature of the work.

A nominated person in the Countryside Access and Recreation team will be available to engage with the contractor throughout the delivery period.

It is anticipated that all work can be completed remotely with virtual meetings, so travel should not be required.

Delivery in Welsh is not required - the Council will arrange translation of the document, but it must be provided by the contractor in a format that will allow for Welsh text to be entered.

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

(WA Ref:146846)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice