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

Motorhome Overnight Stays Planning Consultancy

2.2

Description of the goods or services required

DCC are seeking to appoint a consultant to complete the planning and development stages for the creation of motorhome overnight stay facilities across several sites in the county. Tasks will include site assessments, technical guidance (including flood risk), preparation of layout drawings, detailing of motorhome service points, preparation and submission of planning applications and consultations in relation to legal requirements (site licencing, fire risk and model standards).

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=150704.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The consultant shall carry out a comprehensive site assessment of all potential locations, identified in conjunction with the Council, for the development of motorhome overnight stay facilities. The consultant will evaluate each site’s suitability based on a range of factors including accessibility, proximity of transport links, local amenities, environmental constraints, availability of essential services (electricity, water, waste disposal), site topography and potential impact on the surrounding community and landscape.

The consultant shall provide comprehensive technical guidance for the assessment of all potential locations identified for the development of motorhome overnight stay facilities, with a particular emphasis on flood risk evaluation. The consultant will identify and assess any site specific flood risks using up-to-date hydrological data and flood mapping tools to assess fluvial, pluvial, tidal and groundwater sources as appropriate. The consultant shall provide recommendations on site suitability and, if required, mitigation strategies in compliance with relevant planning and environmental legislation. These services shall include recommendations on site infrastructure layout, drainage considerations and climate resilience to maximise long-term operational viability.

The consultant shall detail the specification of motorhome service points for potential locations identified for the development of motorhome overnight stay facilities. This includes evaluating the site for the installation of essential infrastructure such as fresh water supply, greywater and blackwater disposal systems, electrical hook-ups and waste bins. The consultant will provide recommendations for access, capacity, drainage, layout and environmental considerations in compliance with relevant health & safety and planning regulations. Additionally, the consultant shall provide cost estimation and sustainability options.

The consultant shall prepare detailed layout drawings for potential locations identified for the development of motorhome overnight stay facilities. The consultant will develop practical and compliant layout proposals that incorporate essential features such as access routes, parking bays, service points, waste disposal points and any other relevant ancillary amenities. The drawings must align with the relevant planning and regulatory legislation to ensure suitability for motorhome use whilst considering environmental impact, user experience and efficient land use.

The consultant shall, in conjunction with the Council, attend stakeholder consultations for potential sites identified for the development of motorhome overnight stay facilities. The consultant will engage with a broad range of stakeholders including local residents, community councils, county councillors, community groups, tourism operators and any other relevant parties. The purpose of the consultations will be to gather feedback in order to assess community sentiment and identify any concerns or suggestions related to the proposed sites; which will be organised and collated by Denbighshire County Council.

Upon completion of the above services, the consultant shall prepare and submit planning applications for the locations identified as appropriate for the development of motorhome overnight stay facilities. The consultant will undertake all necessary site assessments, including planning policy analysis, feasibility studies as detailed above and stakeholder consultations to determine the suitability and compliance of each site with relevant planning legislation. Services will include the development of planning statements, access and design statements, site layout plans and any other supporting documentation required. The consultant shall coordinate with the relevant bodies to facilitate a smooth application process, ensuring timely submission and proactive management of responses to any planning queries or objections.

3 Conditions for Participation

3.1

Minimum standards and qualification required

All tenders to be returned via Proactis, tenders will not be accepted in any other format.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

GSC1001003REQ

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

Instructions

1. Log in to PROACTIS at https://supplierlive.proactisp2p.com

2. If you are already registered on the Proactis portal please Login and start at Step 14 of these instructions if not go to STEP 3

3. Click the “Sign Up” button at the bottom of the window

4. Enter your correct Organisation Name, address and Primary Contact Details. You will need to create the Organisation ID and User Name. If you have a generic email address for your organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address.

5. Please make a note of the Organisation ID and User Name, then click “Register”

6. You will receive an email asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.

7. Please enter the information requested, click the “>” on the screen and follow the instructions

ensuring that you enter all applicable details.

8. In the Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice. Please ensure that the selected codes are relevant to your

business to ensure that you get notification of opportunities that are of interest.

9. In the Buyers screen please select Denbighshire County Council (you may register with other organisations if you wish)

10. In the Primary Contact Details screen please ensure that all information is complete. (Please see note 4 above)

11. Accept the Terms and Conditions and then click “>”. This takes you to the Welcome window.

12. In the Finish screen please enter a new password and note all your Login details for future reference.

13. Now click “Complete Registration” and you will enter the Supplier Network page.

14. On the centre of the screen click “Opportunities”. This will take you to the list of current opportunities available to you.

15. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and click “Register Interest”. Note there may be several opportunities that appear on this screen, please

ensure that you select the correct one.

16. In the “Your Opportunities” screen please note the closing time and date for completion of the relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. The Documents are accessed by clicking the down arrow underneath the General tab. Please ensure that you download all documents to your PC as you will be required to complete and upload some of them as part of your submission. There are instructions on how to complete your submission in the Guidance for Bidders document.

17. You can now either create your response”, or “Decline” this opportunity.

(WA Ref:150704)

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:

Community Benefits are included as a non-evaluated section, guidance document can be found in the project documents via Proactis.

5.2

Additional Documentation

5.3

Publication date of this notice