Advice on How Historical and Cultural Data Should be Collected and Shared

Advice on How Historical and Cultural Data Should be Collected and Shared

We anticipate that historical and cultural records will include: Historic maps, Aerial photographs, Parish records, Archives.

CONTRACT NOTICE – NATIONAL
SUPPLIES

1 Authority Details

1.1

Authority Name and Address


Keep Wales Tidy

Long Forest , 33 – 35 Cathedral Road,

Cardiff

CF11 9HB

UK

Steven Bromley

+44 7469118914

steve.bromley@keepwalestidy.org
http://www.keepwalestidy.org/
www.sell2wales.gov.uk
www.sell2wales.gov.uk

1.2

Address from which documentation may be obtained


Keep Wales Tidy

Long Forest, 33 – 35 Cathedral Road,

Cardiff

CF11 9HB

UK

Steven Bromley

+44 7469118914

steve.bromley@keepwalestidy.org
http://www.keepwalestidy.org/

1.3

Completed documents must be returned to:


Keep Wales Tidy

Long Forest, 33 – 35 Cathedral Road,

Cardiff

CF11 9HB

UK

Steven Bromley

+44 7469118914

steve.bromley@keepwalestidy.org
http://www.keepwalestidy.org/

2 Contract Details

2.1

Title

Advice on how historical and cultural data should be collected and shared

2.2

Description of the goods or services required

1.0_Introduction

Keep Wales Tidy (KWT) in partnership with the Woodland Trust (WT) have secured funds from the Heritage Lottery Fund (HLF) and the Esmée Fairbairn Foundation to develop and run the Long Forest Project: a community engagement project aimed at improving the condition of hedgerows and other linear woodland features in Wales. KWT and WT have now embarked on an 11 month Development Phase, which started in February and will run until December 2015, at which point a second round application for a 3 year Delivery programme will be submitted. If successful the Delivery phase would commence around March 2016 and run until September 2019. The work will be delivered by a central team who will provide resources that can be accessed by everyone, and then more intensive work in up to five selected priority or ‘Target Areas’. During the Development phase the intention will be to scope and research the concept in sufficient detail and to prepare the second round application to the HLF. The Development Phase will require 4 individual, but related contracts. These are:

1. A scoping study on training needs and availability.

2. A technical assessment related to communication mechanisms including a website and mobile phone app.

3. Advice on how historical and cultural data should be collected and shared.

4. And finally an overarching contract which brings the above studies and other information into an Activity Plan, which will form a major component of the round two application to the HLF.

2.0 Advice on how historical and cultural data should be collected and shared

Hedgerows and earth banks, along with associated linear woodland features are an integral part of our rural landscapes – and date back in some cases many centuries and even millennia. The Long Forest project has been set up to stimulate interest in these green monuments, many of which are older than nearby buildings. There are also a variety of regional and local styles of hedges and differences in the way that they are used and managed. This is also reflected in the wide variations in the design and use of hand tools.

There are many and varied records that could be used to stimulate interest and inspire further research. Whilst the two organisations leading on the Long Forest, KWT and WT, have the necessary skills and knowledge relating to ecological and community engagement, we require additional support and advice to cover the historical and cultural aspects of the project. This information will be used as a way of engaging members of the public, community groups and businesses that would not normally be interested in a conservation project, and will also help us to develop and deliver a project that will take account of and record significant historic and cultural aspects of the Welsh countryside.

We anticipate that historical and cultural records will include:

-Historic maps

-Aerial photographs

-Parish records

-Archives

-Old photographs and paintings

-Records and articles held by History clubs and societies

-The People’s Collection

Other information held by the Royal Commission for Ancient and Historical Monuments, (RCAHM)

-Information held by Natural Resources Wales notable LANDMAP and the Historic Landscape Register

-Landscape Character Studies held by Local Authorities and National Park

-Ancient Tree surveys

-Tree Preservation Orders and other data held by Local Authorities

-Information held by Archaeological Trusts

-Information held by the National Museum of Wales especially Saint Fagans

-Non recorded knowledge held by older famers and landowners

-Records held by large estates

-The work of the Welsh Place Name Society

-Traditional recipes for food and wine

-Medicinal properties associated with traditional hedgerow plants

-Folklore and local traditions, tales and superstitions

There is therefore an extensive list of suitable sources. This research contract will assist KWT and WT in ensuring that interested groups and individuals can be encouraged to research, record and share information and thus inspire further interest.

The questions we wish to receive support on therefore include:

1. What is the extent of the existing information available?

2. What is the nature of the content, is it technical or suitable for a wider audience?

3. How easy is it for volunteers and community groups to do their own research?

4. How should we encourage individuals and groups to undertake their own research?

5. What will be the best way to present the information collected to the public?

6. How should the information be stored digitally?

7. What other organisations need to have access to the information and in what format?

8. How much information could be gathered by interviewing farmers and members of the public?

9. What existing knowledge is there on regional and local distinctiveness?

We would also like to see how this information could be developed into specific guidance, or a Toolkit, targeted at interested groups and individuals.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=25790.

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

73000000 Research and development services and related consultancy services
77000000 Agricultural, forestry, horticultural, aquacultural and apicultural services
80000000 Education and training services

1000 WALES
1010 West Wales and The Valleys
1011 Isle of Anglesey
1012 Gwynedd
1013 Conwy and Denbighshire
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1015 Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1017 Bridgend and Neath Port Talbot
1018 Swansea
1020 East Wales
1021 Monmouthshire and Newport
1022 Cardiff and Vale of Glamorgan
1023 Flintshire and Wrexham
1024 Powys

2.4

Total quantity or scope of tender

A detailed quote is requested, broken down by each element and specifying daily rates. Cost should show VAT and translation.

A Guide price of GBP 4000 inclusive of VAT has been set for the work.

3 Conditions for Participation

3.1

Minimum standards and qualification required

3.0 Tendering requirements

This study will feed into the parallel contracts on the web and mobile phone app, as well as the Activity Plan required for the Stage 2 application to the HLF.

The contractor must have proven knowledge, skills and competencies in understanding the range of historical records available, as well as their accessibility. It will also be essential that the contractor has an ability to present the information in a way that will encourage interest and stimulate further research.

3.1 Time table

This contract will be let on the week commencing the 30 April. All tenders need to be received by the 27of April. The contract will run until 3rd July 2015

Contract let 30 April

Initial meeting or phone call 4 May

Client meeting 18 May

Client meeting 1 June

Draft report 15 June

Final report 03 July

3.2 Guide Price

A detailed quote is requested, broken down by each element and specifying daily rates. Cost should show VAT and translation.

A Guide price of GBP 4000 inclusive of VAT has been set for the work.

3.3 Experience and abilities

Contractors are required to demonstrate their ability to successfully deliver the above-described works and in particular to:

– Have a clear understanding of the landscape and the heritage issues involved.

– Be capable of meaningful engagement with stakeholders to elicit their needs to inform the plan.

– Ability to provide thorough, clear, concise and accurate report with an Executive Summary.

– Be creative, but combined with practical realism.

– To work in partnership to make recommendations and amend as appropriate.

Contractors should have proven experience of working on historical records and research projects related to countryside management and community engagement, as well as the technical and design skills necessary to undertake all aspects of the project.

3.4 Response to Tender

A detailed tender is requested, broken down into separate sections and specifying daily rates.

Applicants are requested to:

– Set out understanding of the brief and proposed methods.

– Outline how their proposal meets the needs described in the brief.

– Provide an outline methodology of how they would approach and manage this project.

– Set out their relevant track record on similar projects.

– Provide CVs highlighting the specific expertise of named staff (Maximum 3 pages each).

– Provide a breakdown of costs.

3.5 Tenders will be scored in the following way

Criteria

Max Score

Cost/value for money. 25

Understanding of brief/

quality of the overall response 20

Quality of the Team 20

Methodology 35

TOTAL 100

3.6 Closing Date

The closing date for this proposal will be 12 Noon on the 27nd April 2015. Submissions received after this date will not be considered.

Interviews, if required, will be held on the week commencing the 30thApril 2015.

3.7 Submissions

Electronic Submissions marked ‘LongForest Communications Tender’ should be forwarded to Steven Bromley steve.bromley@keepwalestidy.org

Note: there is a size limit on files of 4MB therefore for large document contractors will need to submit their application by a ‘drop box’ or similar system.

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
27-04-2015  Time  12:00

c) Estimated award date 30-04-2015

4.5

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

EN

4.6

Tender Submission Postbox

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

5 Other Information

5.1

Additional Information

see attachments for more information

(WA Ref:25790)

5.2

Additional Documentation

Development activity timetable
Development phase budget
Long Forest summary document
The Long Forest final report June 2014
historical and cultural data final

5.3

Publication date of this notice

16-04-2015

Express an interest online

Express an interest online

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