Wales for Africa Small Grants 2018 – 2021

Wales for Africa Small Grants 2018 – 2021

The Wales for Africa small-grants scheme is a flagship initiative of the Welsh Government’s Wales for Africa programme.

United Kingdom-Cardiff: Administration services

2017/S 190-389490

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Welsh Government
Corporate Procurement Services, Cathays Park
CF10 3NQ
United Kingdom
Telephone: +44 30006003300
NUTS code: UKL

I.2)Joint procurement

The contract is awarded by a central purchasing body


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Wales for Africa Small Grants 2018 – 2021.

Reference number: C185/2017/2018

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The Wales for Africa small-grants scheme is a flagship initiative of the Welsh Government’s Wales for Africa programme. The scheme enables individuals, community groups and organisations in Wales to access funding for small-scale projects that contribute to Wales’ delivery of the UN Sustainable Development Goals and deliver benefits to Wales and Africa. The Welsh Government are looking for a distributive body to manage the small grant scheme from April 2018 to March 2021.

II.1.5)Estimated total value

Value excluding VAT: 110 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKL

II.2.4)Description of the procurement:

This notice seeks to alert the marketplace to the procurement to appoint a distributive body to administer the Wales for Africa small-grants scheme on behalf of the Welsh Government.

A minimum of 230 000 GBP, and up to 250 000 GBP, will be made available each year in small-grants, 50 000 GBP of which will be ring-fenced specifically for health focused projects.

The contract value is up to 35 000 GBP per year, for three years. Additionally up to 5 000 GBP will be available for a mobilisation phase.

The distributive body will be required to:

— Run at least two grant rounds every year, with the required systems in place to administer the first round from 1.4.2018.

— Develop a grant application process to be agreed in collaboration with the Client, including all application, monitoring and evaluation forms and guidance ensuring the scheme is accessible to all.

— Develop a set of criteria to enable all applications to be scored and the proposed activity monitored for successful applicants, to be agreed in collaboration with the Client.

— Develop an evaluation framework which will be built into the grant scheme from the outset, to be agreed in collaboration with the Client.

— Develop distinct webpages for the Wales for Africa small-grant scheme, which clearly identify that this is a Welsh Government scheme, to be agreed in collaboration with the Client.

— Provide an online application system that is simple, user friendly and accessible to all.

— Advertise the grant scheme through a variety of channels ensuring maximum take-up, particularly in advance of each grant round.

— Provide a degree of guidance and support to applicants on the application process and grant criteria.

— Put in place an objective, open, fair and transparent process for assessing applications.

— Receive process and score all applications to the fund in an objective, open, fair and transparent way and provide a ranked list of recommendations to the Client from which the client can choose who to fund.

— Ensure that all recommendations are made within the relevant timescales as agreed with the Client who will make the ultimate decision on all grants.

— Produce a report on each small-grant and each grant round outlining where the money has been allocated and the outcomes and impact delivered in Wales and in Africa.

— Ensure that individual monitoring and evaluation is undertaken for all projects supported through the scheme and reported to the Client.

— Raise awareness of the Scheme and its achievements.

— Deliver a fully bilingual grant-scheme with all materials, information and support made available in Welsh and English.

The distributive body will demonstrate a comprehensive understanding of the UN SDGs and a proven track record of administering similar small-scale, community focused, international development grant schemes. The distributive body will have experience and demonstrate an applied understanding of the international development sector in Wales.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 110 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 39
This contract is subject to renewal: yes
Description of renewals:

If applicable will be re-tendered after this contract ends.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The contract cost included is the total cost for the 3 year contract and also includes a maximum budget of up to GBP 5 000 which may be available for a mobilisation phase. The estimated budget for managing the scheme is GBP 35 000 per annum. The contract term includes a 3 month mobilisation phase if taken up, from January to March 2018.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2017/S 180-368629

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 06/11/2017
Local time: 14:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English, Welsh

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 06/11/2017
Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

E-Tender Information:

— The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.

— Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.

— The User who performs the Registration becomes the Super User for the Organisation.

— On registering on the Platform the Super User will select a Username and will receive a password.

— The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration page.

— In order to log-in to the Platform please enter your Username and Password.

— Note: If you forget your Password then visit the homepage and click ‘Forgot your password?’

— Registration should only be performed once for each Organisation.

— If you think that someone in your Organisation may have already registered on this Platform then you must not register again.

— Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.

— Contact the Helpdesk immediately if you are unable to contact the Super User (for example if they have left your Organisation).

— Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please contact the Helpdesk to gain access to the Platform.

— Tenders must be uploaded to the BravoSolution portal by 2pm

How To Find The ITT:

— Once logged in you must click on ‘ITT’s Open to all Suppliers’

— The e-tender references for this contract are: project_37249, itt_64497.

— Click on the title to access summary details of the contract. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.

— You will then see the full details of the ITT in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.

— Should you have any questions on the ITT, please use the ‘Messages’ area to contact the buyer directly — Please do not contact the named person at the top of this notice.

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

The Client has decided to take a non core approach to Community Benefits, this means that the Community Benefits proposal that you

return as part of this tender process will not be evaluated and scored.

(WA Ref:71391)

The buyer considers that this contract is suitable for consortia.

VI.4)Procedures for review

VI.4.1)Review body

Welsh Government
Corporate Procurement Services, Cathays Park
CF10 3NQ
United Kingdom
Telephone: +44 3000628803Internet address:
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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