Description of the goods or services required
SECTION 1: BACKGROUND AND SPECIFICATION
1 Overview and Context
1.1 The National Library of Wales
1.2 The National Library of Wales in Aberystwyth is one of six legal deposit libraries in Britain and Ireland. Since 1911 it has enjoyed the right to collect, free of charge, a copy of every printed work published in Britain and Ireland. In addition, it collects works about Wales and the other Celtic countries: books and pamphlets, magazines and newspapers, microforms, ephemera, and a wealth of electronic material.
1.3 The Library was founded by Royal Charter in 1907 and is one of the great achievements of the cultural aspirations of the Welsh nation. The Library is primarily funded by the Welsh Government (it is a Welsh Government Sponsored Body). The Library is unusual for a national library in that it strives to collect, preserve, and share collections in a variety of different media, including one of the largest collections of printed newspapers and journals relating to Wales, the Welsh and Celtic peoples.
1.4 The National Library is not only a library. It collects manuscripts and archives, pictures and photographs, maps, sound recordings and moving images, all of which are available for people to consult in the Library, and increasingly online.
1.5 With financial support from Welsh Government, the National Library of Wales is working towards becoming carbon neutral by 2028 with the aim of completely eliminating gas use and reducing carbon emissions. The Library has recently transformed its historic estate through an ambitious retrofit programme that significantly reduces its carbon footprint while securing a more sustainable future. Wanting to share this learning with others, the Library has set a goal to become a leading organisation in environmental sustainability in our 2025-30 Strategy, Connecting Wales and the World.
1.6 Climate Action Programme and Culture and Climate Cymru
1.7 The culture sector in Wales has an important role to play in tackling the climate and nature emergencies, because culture has a unique ability to inspire, connect, share stories, and help us to imagine different futures. The culture sector also needs to manage the impact of a changing climate on cultural and heritage assets and the historic environment, and play its part in becoming net zero, nature friendly and supporting climate justice.
1.8 Working in partnership with Welsh Government, the National Library of Wales (the Library) are leading on a high profile and cross-cutting Climate Action Programme that works across three policy areas – culture, arts and the historic environment (Cadw). The programme supports delivery of Ambition 16 of the (previous) Welsh Government’s Priorities for Culture, which is for the culture sector to demonstrate “leadership and collaboration in its approaches to sustainable development, building resilience, and tackling the climate and nature emergencies”, through delivery of a series of strategic projects and sector development initiatives in support of priorities outlined in the Programme for Government 2021-2026, Priorities for Culture, Wellbeing of Future Generations Act and the Culture sector: climate and nature emergencies report.
1.9 The recommendations of the research report include the establishment of a sectoral peer network to focus on climate and nature in the culture sector in Wales. In response to this, the Library has created the Diwylliant a Hinsawdd Cymru | Culture and Climate Cymru network, which has to date delivered three sessions with a total of 192 attendees. The network is supported by a newly launched website, which includes a newsletter and online discussion forum. Delivery of this work is led by the Library’s Climate Action Programme Lead.
1.10 We are looking to deliver a further 5 in-person network events (2 in 2026-27 and 3 in 2027-28) across Wales between September 2026 and March 2028. These events will be held at regular intervals under the Culture and Climate Cymru brand, and will provide opportunity for knowledge sharing, learning, connection, collaboration and networking between professionals from across the culture and heritage sectors. (This is defined as: arts, museums, libraries, archives and heritage. However, events may also include other relevant stakeholders from sectors such as environment, sport, creative industries.) The events will be of a high standard and aim to attract attendees from all parts of the sector at a range of levels from officer to leadership. The events will cater both to those working within organisations and the freelance cultural workforce, including artists.
1.11 The purpose of the Culture and Climate Cymru networks sessions is:
1.11.1 To bring together stakeholders from across the culture sector and build relationships and opportunities for networking
1.11.2 To engage culture sector stakeholders with relevant climate issues, to facilitate learning and share case studies and examples of best practice.
1.11.3 To consolidate Culture and Climate Cymru as an established, active network in which members feel invested.
1.12 The Climate Action Programme is funded by Welsh Government.
2 Project Specification
2.1 The Library is seeking to commission the services of a consultant to coordinate, programme and deliver five in-person Culture and Climate Cymru Network sessions across Wales between November 2026 and March 2028.
2.2 The work includes liaising with various partners and overseeing the work, arranging, and managing the various network events. The consultant will need to be able to work bilingually in English and Welsh and have knowledge of the culture and heritage sectors. Knowledge of sustainability is desirable.
2.2.1 The first event will take place on the week commencing 23 November 2026 (date to be confirmed) and the consultant must be available this week and the week prior.
2.2.2 The dates for the subsequent events will be agreed in collaboration with the successful supplier.
2.3 The total budget available for this project is £20,000 (excluding VAT).
2.4 The project will be undertaken by the consultant in close partnership with the Library’s Climate Action Programme Lead.
2.5 The project end date has been set for 31/03/2028.
2.6 The work will be to oversee and manage the events. This will include:
2.6.1 Arranging and booking venue, catering, translation, accessibility.
2.6.2 Arranging and booking speakers, facilitators and artists for the events.
2.6.3 Arranging, booking and overseeing all technical matters.
2.6.4 Co-ordinating invitations, marketing and registration (in collaboration and with support from the Library).
2.6.5 Managing and overseeing the events on the day.
2.6.6 Working with partners and stakeholders on promotional campaigns.
2.6.7 Designing, gathering and analysing light touch evaluation data of the events (such as a simple feedback form).
2.6.8 Ensuring that the events meet the Library’s commitment to inclusivity, equality and diversity.
2.6.9 Working with the Climate Action Programme Lead to consider accessibility for cultural freelancers.
2.7 Programming decisions will be made in consultation with the Climate Action Programme Lead and relevant stakeholders.
2.8 Bidders need only quote for their time and expenses, and any translation costs. The Library will cover the associated event costs directly (i.e. venue, catering, speakers, simultaneous translation, accessibility (BSL/captioner)).
3 Welsh language requirements
3.1 The events should be delivered bilingually and with an understanding of the context of Welsh language and culture, the relationship between people, language and land, and the impact of the climate and nature emergencies on Welsh language communities and culture.
3.2 The work should be delivered in compliance with the Welsh Language Standards (No. 7) Regulations 2018: https://business.senedd.wales/mgIssueHistoryHome.aspx?IId=21301
3.3 The costs of any translation required to enable the consultant to work bilingually should be included within the budget.
4 Reporting
4.1 The consultant will report to the Climate Action Programme Lead.
5 The Well-being of Future Generations Act
5.1 Contributing to economic, social, environmental and cultural sustainability in line with the Well-being of Future Generations (Wales) Act 2015 is important to the Library’s operations. The project should be delivered in ways which maximise contributions to economic, social, environmental and cultural sustainability.
6 Timescales and Targets
6.1 The project needs to be delivered between September 2026 – March 2028. The Consultant will be required to begin their work as soon as the contract commences, therefore capacity to work within this timescale is critical.
6.2 The following timescales and targets shall apply:
Stage / Activity Indicative Date
Invitation to tender document issued Tuesday 18 August 2026
Closing date for clarification questions Tuesday 1 September 2026 12:00 (noon)
Closing date for submission of tenders Tuesday 8 September 2026 12:00 (noon)
Selection of the successful tenderer following assessment and notification of results of evaluation Tuesday 15 September 2026
Award Decision Notice published, 8 day standstill starts Tuesday 15 September 2026
End of standstill period, Contract signed, 1st payment made Thursday 24 September 2026
Project completion Friday 31 March 2028
7 Budget
7.1 The project’s allocated budget is no more than £20,000 (ex VAT) for all deliverables.
7.2 The National Library of Wales will not accept tender submissions with prices above £20,000 (plus VAT). Such tenders will not be evaluated.
7.3 Your budget should include any travel time or travel expenses as these cannot be added later to your proposal.
8 Terms and Conditions of Contract
8.1 You must conform to the National Library of Wales Standard Terms and Conditions (attached).
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=169138.
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.
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