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:

As in 1.1

2 Contract Details

2.1

Title

Natur am Byth Môr: Water Quality Project for Pembrokeshire

2.2

Description of the goods or services required

Natur am Byth! (NaB!) Môr, the marine component of NaB!, is led by the Marine Conservation Society (MCS). MCS is responsible for the development and delivery of all actions within NaB! Môr. There are two focal marine areas for the NaB! Môr project: Llŷn & Ynys Môn and Pembrokeshire. The delivery phase of the project involves a number of contracts. MCS will commission and manage these contracts. In managing this contract, MCS will work with NaB! programme management staff, to maximise the benefits of partnership working.

NaB! Môr includes the following marine species and themes:

• Native oyster (Ostrea edulis) – Pembrokeshire focussed, although links to Llŷn & Ynys Môn region

• Seagrass (Zostera spp.) – covers both regions

• Pink Sea Fan – Pembrokeshire only

• Water quality theme – covers both regions

While NaB! Môr will be delivering the Water Quality work programme in Llŷn & Ynys Môn and Pembrokeshire there are also opportunities under a separately funded project for similar work. Gwynedd Council will be managing contracts to deliver a Water Quality work programme in Ceredigion, Carmarthen, and the Severn. Contracts for all 5 locations will follow the same methodology and timescales. Opportunities to tender will be published (on SelltoWales) at the same time and potential contractors are invited to apply for any or multiple contracts. Please note that the total number of sample points vary for each location and the outputs also differ, the value of each contract reflects these variations. Procurement rules will align with those of the relevant commissioning authority(ies) (attached at Annex 1).

This contract will be delivered between August 2024 and May 2025.

The contractor will need to work closely with the project coordinators for Llŷn & Ynys Môn and Pembrokeshire and, particularly the coordinator for Llŷn & Ynys Môn who will be leading on this area of work.

This invitation to tender covers a contract to deliver a large citizen science/volunteer engagement project to collect and analyse water quality data in Pembrokeshire.

This water quality project will be delivered in pre-selected locations in the Pembrokeshire area of the NaB! Môr project (please see Annex 2 for indicative locations of the NaB! Môr project areas). Please note there are similar invitations to tender for other areas in Wales (see section 2.5).

The contractor will use information provided by MCS to prepare and run the SWEPT (Surveying the Welsh Environment for Pollution Threats) style citizen science water quality project (see SWEPT - Pembrokeshire Marine SAC) (Annex 3). Contractors will be expected to train and safely manage volunteers, collate, analyse, and share the results, reflect and produce a brief report. A report template will be provided.

The following information will be provided to contractors:

- Site locations, these will be used to inform sampling points.

- SWEPT methodology and data requirements.

- List of candidate volunteers.

- Information to enable the completion of volunteer risk assessments.

- Report template.

- Survey equipment.

- Online data collation tool.

- Advice on suitable training venues as required.

- Welsh translation as required.

- Pre and post survey questionnaires for volunteers to aid evaluation.

Work Package 1: Prepare for the SWEPT (Surveying the Welsh Environment for Pollution Threats) style citizen engagement project.

- The Contractor will work with the Regional Coordinator and the volunteers to assign 100 specific sampling points with-in the site locations provided to volunteers.

- The Contractor will help to determine access and relevant permissions (if required). It is expected that most of the sampling points will be at publicly accessible locations e.g. bridges across fresh water streams.

- The Contractor will ensure the completion of volunteer risk assessments.

- The Contractor will run a training session for volunteers and ensure that all participants are content with what is expected of them. Please note that the SWEPT methodology and a list of candidate volunteers will be provided.

Work Package 2: Deliver the SWEPT (Surveying the Welsh Environment for Pollution Threats) style citizen engagement project between October and December 2024.

- Support volunteers in collecting and recording water quality data from 100 sampling points at pre-selected sites in Pembrokeshire over two months. (Month 2 will be a repeat of month 1. A total of 2 surveys will be conducted for each sampling point). Please note that survey equipment and access to an online reporting tool will be provided.

- Collate all data in an excel table with location in what3words and O.S. six-figure grid reference, and a GIS map layer.

- Provide feedback to volunteers and gather evaluation data (questionnaires will be provided).

Work Package 3. Reporting

- Analyse the data collected and produce a brief report, in line with a prescribed format The report should be provided in word (doc) format and results additionally provided in an excel table with location in what3words and O.S. six-figure grid reference, and a GIS map layer. Select partners may collect additional data in support of this project, where this occurs the contractor will include this data into the report. Limited NRW lab testing of water samples and separate additional bacterial testing may also be undertaken and should also be included in the report. Where multiple methods provide water quality data for sampling points, a comparison will be required.

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=143013.

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

As part of your tender, you must provide (on a separate sheet) full contact details for the legal entity we would be contracting with including the name, registered address (and any alternative address for accounts etc), contact name and numbers, payment and banking details and email and website addresses. This sheet will be removed as part of the tender assessment process- Suppliers should ensure that no identifying information is included anywhere else on the tender.

This ITT splits activities into 3 separate work packages to facilitate the tendering process. As part of your tender, please confirm (all) the geographical areas for which you are seeking to tender, itemise your tender and provide detailed timeline, and spending profile for each work package.

• Geographical area(s) for which you are seeking to tender.

• Total cost including day rate and number of days and VAT where applicable.

• A detailed methodology for undertaking the work with an explanation of your ability to complete the project.

• Evidence of your successful track record on projects of a similar nature and scale. Please include reference to water quality, citizen science, and community and stakeholder engagement.

• Details of staff allocated to the project (including CVs and evidence of qualifications and or competencies required) together with their experience of carrying out similar projects. The project manager/lead contact should be identified. If there are a number of people delivering the contract, please indicate who will be doing each task and the allocation of days for each member of the team, the cost of any evaluation software, and any out-of-pocket expenses such as travel.

• Timescales including any specific milestones that must be met. e.g. in the form of a Gantt chart, for carrying out the project and an estimated invoice schedule.

• Confirmation of professional indemnity and public liability insurance of all those who will be delivering the work.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Qualifications and/or competencies required

• Experience of working with volunteers/citizen science projects and of organising and facilitating workshops.

• Experience of collating and presenting data/information from a range of sources, preferably in relation to water quality or similar field.

• Experience of successfully working with stakeholders and partners to deliver projects.

• Good understanding of the project area.

• Understanding of Welsh Language (desirable).

Equality and diversity

MCS will always consider equality, diversity and inclusion when conducting procurement activities. MCS 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.

All contractors are encouraged to be aware of MCS’ Equality and Diversity Policy when providing services to the public on behalf of MCS. Annex 4.

Health and Safety

The health, safety and wellbeing of MCS’ employees, suppliers/contractors, volunteers, and people who use its resources is of the utmost importance to MCS. MCS 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.

Data protection

Tenders are submitted on the condition that the appointed supplier will only process personal data (as may be defined under any relevant data protection laws) that it gains access to in performance of this Contract in accordance with MCS’ written instructions and will not use such personal data for any other purpose.

The contracted supplier will undertake to process any personal data on MCS’ behalf in accordance with the relevant provisions of any relevant data protection laws and to ensure all consents required under such laws are obtained.

Biosecurity

Disease and invasive non-native species can be spread by fish and other animals,

people, vehicles and equipment. By using biosecurity measures, the risk of

spreading non-native species and/or disease can be reduced. The contractor shall

be aware of, and work in accordance with, standard good practice and specific

provisions described below:

• The contractor shall report any records of non-native species observed on site

• Specific biosecurity measures:

The two most common ways of disinfecting equipment are to either thoroughly dry

equipment, preferably in direct sunlight or using chemical disinfectants (generally

iodine-based solutions (iodophors) or Virkon® S Aquatic). The use of disinfectants is not likely to be necessary for this contract, but the circumstances at each site will be continually reviewed.

Formats

• Final report - The final reports shall be presented as a digital copy in a single Microsoft Word file. All images, illustrations and maps will be embedded in the file and provided separately where they are large. The final project reports should be formatted per the attached template (Annex 5. Nature am Byth Evidence Report template).

• Biological records - Marine biological data shall be presented in an agreed format using approved data guidelines where available. A protocol must be submitted to MCS as part of the finalised project plan.

• Geo-spatial data -Geo-spatial data shall be presented in an agreed format using approved data guidelines where available. A protocol must be submitted to MCS as part of the finalised project plan.

• Metadata -Metadata in standard format must be submitted with the data. Metadata are information about the data, such as the subject matter; how and when the data were collected, etc.

Quote Validity

Suppliers’ quotes must remain open for acceptance by MCS for a period of no less than 30 days from the date of submission, unless stated otherwise in the specification.

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:143013)

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

5.2

Additional Documentation

5.3

Publication date of this notice