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:

2 Contract Details

2.1

Title

Revealing the lived experience of Black, Asian, and minority ethnic people in Wales

2.2

Description of the goods or services required

Wales is a multi-cultural nation, where people from many different cultural backgrounds have lived alongside each other for generations. However, the lived experiences of Black, Asian, and minority ethnic people are often underrepresented, although their stories are to be found in a multitude of collections, including documents, photographs, pictures, artefacts and audio-visual material.

For many organisations in the Welsh cultural sector issues of capacity and access to expertise have been limiting factors in enabling them to develop their services to address historic inequalities and ensure that collections are properly representative of all communities in Wales. This project aims to address these issues through the procurement of external support.

This successful bidder will create a bespoke toolkit to support the sector in its work with its collections and communities; a survey methodology to identify material from archival repositories, library special collections and museums that reflects the lived experiences of Black, Asian, and minority ethnic people across Wales; and a roadmap, which sets out a programme of future activity.

These outputs will bring together best practice in working with collections and communities and provide a starting point for a wider programme of work that will enable people to learn about Wales’s unique, diverse and valued cultural heritage and uncover new voices and untold stories.

The intention is to ensure that this is an inclusive exercise that reaches and attracts applications from individuals / organisations with appropriate experience and knowledge of community needs and expectations.

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=117224.

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

Overview:

The National Library of Wales, on behalf of the Archives and Records Council Wales (ARCW), is seeking to procure external expertise to support the delivery of Phase 1 of a two-phase project, ‘Revealing the lived experience of Black, Asian, and minority ethnic people in Wales’.

ARCW is a representative body for institutions and organisations across Wales involved with caring for archives and records. It works through partnerships to deliver all-Wales development projects.

One of ARCWs strategic priorities is to ensure that its members, the holdings that they acquire, preserve, and manage, and the users that they serve reflect the social diversity of Wales.

To meet this objective, ARCW is seeking to commission a project that will improve awareness of, and access to cultural collections for people within Black, Asian and minority ethnic communities, and in doing so, create a strong foundation for developing collections with those communities, ensuring that their lived experience is an integral part of our national record.

Project Specification:

It is anticipated that the first phase of the project ‘Revealing the lived experience of Black, Asian, and minority ethnic people in Wales’ will commence in January 2022.

This phase will involve the procurement of external expertise to develop a toolkit, establish a survey methodology for collections and produce the roadmap for further development.

The principal aims of the projects are:

• To create a diversity toolkit to support the cultural sector across Wales in developing a diverse and inclusive culture through guidance and identification of best practice.

This will see a more confident and informed sector, better placed to develop dissemination and advocacy opportunities that enable authentic and wider sector engagement with people from Black, Asian, and minority ethnic backgrounds.

• To develop a robust survey methodology for locating and searching diverse documentary collections, together with a terminology list which can be used to identify and surface information within those collections.

It is anticipated that application of the survey methodology will form Phase 2 of the project (in 2022/23) to identify existing collections, including collections which contain potentially relevant material but where further work is required to surface and understand relevant content. This work would also reveal gaps in collections, which will provide a basis for future activity to ensure that the communities are better represented.

• To produce a roadmap which identifies next steps and timescales for an ongoing programme of activity, including further survey work, collecting and cataloguing priorities, exhibition programmes, education work, development of collaborative PhDs, and community engagement work.

The principal tasks of the projects are:

• To develop and publish a toolkit to support the sector in its work with collections and communities.

• To develop and publish a survey methodology to identify relevant collections.

• To develop and publish a roadmap for an ongoing programme of activity.

3 Conditions for Participation

3.1

Minimum standards and qualification required

The following timescales and targets shall apply to this Procurement Process:

Activity Date / time

Issue of Contract Notice 05.01.2022

Deadline for submission of responses by potential bidder 17.01.2022

Proposals evaluated 20.01.2022

Contract Award date 20.01.2022

Contract start date 21.01.2022

Outputs:

• Draft Toolkit 28.02.2022

• Draft Methodology 28.02.2022

• Draft Roadmap 28.02.2022

Contract end date 26.03 2022

Evaluation Criteria

Tender responses will be evaluated as set out below:

• The tender responses will be checked to ensure that they have been completed correctly and all necessary information has been provided. The evaluation panel will consist of 1 member of NLW staff; 2 ARCW Officers; 1 member of The Federation of Museums and Art Galleries of Wales; 1 member of The Wales Higher Education and Libraries Forum; 1 representative from Welsh Government; and the ARCW Business and Training Manager.

• Responses from potential bidders will be assessed using the following criteria and weightings, based entirely on the responses submitted:

CRITERIA

WEIGHTING (%)

Previous Experience 30%

Project Management and Methodology

50%

Commercial

20%

Previous Experience (30%)

Previous experience of creating

• guidance and strategies to support the heritage and / or cultural sectors in their work with diverse communities

• methodologies for locating and searching heritage collections for relevant collection materials

Project Management and Methodology (50%)

Clear demonstration of

• the guiding principles and processes for managing the project

• compliance to tender specification

• quality

• delivery date, delivery period and period of completion

Commercial (30%)

• Value for money

• The evaluation panel appointed for this procurement will meet to agree and moderate scores for each award criteria. Final scores in terms of a percentage of the overall tender score will be obtained by applying the relevant weighting factors set out as part of the award criteria table above. The percentage scores for each award criteria will be amalgamated to give a percentage score out of 100.

• Scoring Model:

10 – Excellent: has provided a detailed response that meets all aspects of the requirement.

7 – Good: the response provides evidence as requested but fails to provide the level of detail required.

5 – Adequate: meets the requirement, but not all of the areas of evidence requested have been provided.

3 – Poor: does not demonstrate that requirement is met in one or more areas.

0 – Unacceptable: no response has been provided.

• The winning tender response shall be the tender response scoring the highest percentage scores out of 100 when applying the above evaluation methodology.

Welsh Language Standards

In accordance with Welsh Language Standards:

• You are welcome to submit your tender in English or Welsh.

• A tender submitted in Welsh will not be treated less favourably than a tender submitted in English.

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

Key background documents and further information

The following documentation / information is provided as additional information:

Websites:

https://archifau.cymru/

https://archives.wales/

https://llyw.cymru/rhaglen-lywodraethu-2021-i-2026-html

https://gov.wales/programme-for-government-2021-to-2026-html

https://llyw.cymru/sites/default/files/consultations/2021-03/cynllun-gweithredu-cydraddoldeb-hiliol-cymru-wrth-hiliol.pdf

https://gov.wales/sites/default/files/consultations/2021-03/race-equality-action-plan-an-anti-racist-wales_2.pdf

(WA Ref:117224)

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

5.2

Additional Documentation

5.3

Publication date of this notice