The Rural Swansea Walking and Cycling Marketing Campaign 2

The Rural Swansea Walking and Cycling Marketing Campaign 2

City and County of Swansea is seeking to commission an external agent to deliver phase 2 of the Rural Swansea Walking and Cycling Marketing Campaign.

Procurer reference: CCS/RGN/054/12

Value of tender: £100000
Is this notice funded by the Welsh European Funding Office (WEFO)?
Contract Type
Name of the organisation
City and County of Swansea
City and County of Swansea, Civic Centre, Oystermouth Road, Swansea
Web Address
Service category
Is it a framework agreement?
Title of the contract
The Rural Swansea Walking and Cycling Marketing Campaign 2
Description of the contract

City and County of Swansea is seeking to commission an external agent to deliver phase 2 of the Rural Swansea Walking and Cycling Marketing Campaign.

The scheme forms part of Swansea Rural Business Plan 2 which has been developed by the Swansea Rural Development Partnership with City and County of Swansea acting as its lead body. The Business Plan is the second phase of investment in the rural parts of Swansea and covers the period 1 March 2011 to 31 December 2013, representing investment of £4.7m in activities designed to provide a focus for rural development in City and County of Swansea. The funding package includes £3.7m of European Union support from the European Agricultural Fund for Rural Development along with funding provided by the Welsh Government, as well as levered funding from key agencies and the third sector. The Business Plan represents a step-change in investment covering all of Swansea’s rural areas, and covers the eight wards identified as Rural in Swansea:

• Bishopston

• Fairwood

• Gower

• Llangyfelach

• Mawr

• Penclawdd

• Pennard

• Pontarddulais

Business Plan 2 is based on need identified the Swansea Rural Local Development Strategy 2007-2013 (SRLDS), underpinned by five umbrella projects covering:


• Tourism development

• Improvement of basic services

• Village and small town enhancements

• Conservation and upgrading and heritage

• Community capacity building.

There are linkages across all these themes, but the focus of this commission sits under the tourism development strand, specifically the ‘Walking and Cycling Marketing Campaign 2’. Some of the sub-projects forming part of the Business Plan are being delivered directly by the applicant organisations. In some cases the applicants were not in a position to deliver their project ideas, so the ideas were pooled into larger commissions, of which this is one.

The maximum value of the Waking and Cycling Marketing Campaign 2 element is £100,000

The maximum of £100,000 project cost is made up of match funding of up to £20,000 to access up to £80,000 (no more than 80%) of EU RDP funding. Match funding could be in the form of staff time or cash contribution. Match funding would need to be confirmed as eligible in line with Welsh Government Guidance. Financial reimbursement will be paid quarterly in arrears from the City and County of Swansea on the basis of a complete audit trail of invoices, proof of defrayment (e.g. bank statement). A quarterly progress report and complete statement of expenditure with all necessary backing documentation will also be required from the successful bidder.

1. Objectives

1.1 The scope for this commission is defined by the Swansea Rural Development Partnership to build on the Business Plan 1 Rural Swansea Walking and Cycling Marketing Campaign, and fully in line with the Swansea Rural Local Development Strategy, to encompass the following elements:

• Interpretation of the highest geographical point in City and County of Swansea in

Mawr ward

• Development of a Mynydd y Gwair Nature Trail

• Promotion of Walking in Pontarddulais

• Heritage/Environment Guide and Trail exploiting rich history of town of Pontarddulais

2. Methodology

2.1 Design, preparation and distribution of promotional materials:

The Partnership, Rural Swansea Action and Council will provide access to all necessary documents to enable the baseline work to be carried out:

The project specification will be made up of the following elements

• Design appropriate materials to include a series of print leaflets and electronic materials as appropriate by September 2012 to cover the Objectives above. This may include a refresh of the original Walking and Cycling in Rural Swansea leaflet produced in 2010.

• Print hard copy materials by October 2012.

• Commence distribution of materials by October/November 2012.

• Commission photography contract, where the images will be used in the leaflet or any promotional & PR activity to support the campaign, and where the City & County of Swansea will retain copyright of the images for unlimited future use. Photography must highlight the distinctive landscape and community offer of Rural Swansea and will follow the Visit Wales Tone of Voice guidelines as much as possible (guidelines available on request).

• The materials must be integrated as part of the CCS marketing activity and reflect our family of existing literature (available on request)

• Materials to be DDA compliant for example a minimum font size of 12pt.

• Materials to be bilingual Welsh/English.

• Agree production levels and distribution with City and County of Swansea prior to production commencing.

• Distribution reports will be produced on a monthly basis to show where the leaflets have been distributed and quantities, with feedback on specific locations required.

• Monthly stock reports to be produced to show a running total of stocks. A limited number of the Welsh versions must be distributed to each outlet.

• Produce and execute a promotional campaign to promote the launch and marketing of the materials

• Engage relevant tourism stakeholders in the design process in consultation with City and County of Swansea and the Swansea Rural Development Partnership.

• Explore a range of techniques for implementing the project, with reference to the completed Business Plan 1 project, and for promotional materials to follow the guidelines established by City and County of Swansea Tourism section

• Work with other Business Plan 2 project providers as appropriate to ensure a good fit with other tourism products and activities, and ensure there is no duplication of resources.

• Where appropriate sub-contract elements of the contract such as printing or media production using transparent procurement processes.

Place / site of work / delivery

Classification of contract (CPV codes)
79342000 – Marketing services.
79340000 – Advertising and marketing services.

Contract Length
Starting date:
and/or Ending date
Contract will be awarded based on:

Most economically advantageous tender in terms of:1. Quality 80%- broken down as follows within a method statement
3. Your proposed methodology. Response to the brief and in particular your approach to local community consultation and generation of interpretation materials (60%)
5. Your proposals on the implementation of the contract, with reference to required timescales (20%)
8. Price 20%

SECTION IV: Administrative Information

Instructions to suppliers

The tender is being run electronically, so if you are interestered in tendering, you will need to be registered with in order to obtain the relevant documentation. If you are not already registered please see below the instructions on how to register. The closing date for tenders to be submitted via the e-tenderwales portal is Tuesday 19th June 2012 at 12.00PM

Suppliers Instructions How to express interest in this Tender

1. Register your company on the etenderwales portal (this is only required once)

– Browse to the eSourcing Portal:

– Click the “Suppliers register here” link

– Enter your correct business and user details

– Note the username you chose and click “Save” when complete

– You will shortly receive an email with your unique password (please keep this secure)

– Agree to the terms and conditions and click “continue”

2. Express an Interest in the Project

– Login to the portal with the username/password

– Click the “ITTs Open to All Suppliers” link. (These are open to any registered supplier)

– Click on the relevant ITT to access the content.

– Click the “Express Interest” button in the “Actions” box on the left-hand side of the page.

– This will move the ITT into your “My ITTs” page. (This is a secure area reserved for your projects only)

– Click on the ITT code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box

3. Responding to the tender

– You can now choose to “Reply” or “Reject” (please give a reason if rejecting)

– You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification

– Note the deadline for completion, then follow the onscreen instructions to complete the ITT

– There may be a mixture of online & offline actions for you to perform (there is detailed online help available)

If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:

– email:

– Phone: 0800 368 4850/ Fax: 020 7080 0480

Tenders or Requests to Participate must be sent to:

Official name:

Postal Address:

City & County of Swansea will be conducting this procurement exercise through the Value Wales e-Tendering portal. This can be found at , all information may be downloaded and returned though this channel. Further instructions can be found in SECTION VI:

The Supplier Development Service provides ‘free’ practical assistance to small and medium-sized businesses in Wales to help understand the procurement process, and provide hints/tips/guidance on how to tender for opportunities.

Further information may be found on the following website:– WG Government Support – Business Support Services or by contacting the local Supplier Champion Alan Doyle on 01554 779910 or e-mail

Reference Number
Deadline Date
Deadline date refers to
receipt of tender
Does this contract relate to a Project / Programme funded by EU funds?
up to 80% EU Rural Development Plan for Wales 2007-2013
Community Benefits do not apply to this contract