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

Coed a Dŵr Clywedog Community Management & Volunteer Leader

2.2

Description of the goods or services required

Overview

Founded on the 1st of July 2018, Hafren Dyfrdwy is an operating subsidiary of the FTSE 100 company Severn Trent Plc and one of 11 regulated water and sewerage companies in England and Wales. Hafren Dyfrdwy’s purpose is to serve our communities and build a lasting water legacy. To us this can only be achieved through delivering an outstanding customer experience, providing a best value service and being at the forefront of environmental leadership.

Llyn Clywedog is one of Hafren Dyfrdwy’s visitor sites and largest reservoirs. It was built in the 1960s to regulate the flow of water to the River Severn during the winter months, and to ensure a minimum flow during the summer.

A successful bid for Welsh Government funding through The Woodland Investment Grant (TWIG) has created an opportunity to carry out an exciting conservation, visitor and community focused project across Hafren Dyfrdwy owned land on the shores of Llyn Clywedog. The project title is Coed a Dŵr Clywedog.

It is essential that the project is communicated effectively to the local community during delivery, from mid 2026 to the end of 2027. One of our key project outcomes is to provide opportunities for local people and inform those that live around Llyn Clywedog about the great work being done thanks to this funding. This brief sets out how we would like this community engagement to be delivered.

This project is funded by The Woodland Investment Grant (TWIG) scheme. It is being delivered by The National Lottery Heritage Fund in partnership with the Welsh Government’s National Forest for Wales Programme.

Ariennir y prosiect hwn gan gynllun y Grant Buddsoddi mewn Coetiroedd (TWIG). Mae'n cael ei ddarparu gan Gronfa Treftadaeth y Loteri Genedlaethol mewn partneriaeth a Llywodraeth Cymru a'u Rhaglen Coedwig Genedlaethol i Gymru.

Once selected, an initial in-person or online meeting will take place between key Hafren Dyfrdwy stakeholders to outline the purpose, scope, and aims of the project. This meeting will take place in June/July, 2026.

Regular opportunities for the public and community engagement events will need to take place due to the multi-year nature of the project, with key dates and milestones to be agreed with Hafren Dyfrdwy staff. The successful contractor will provide frequent online updates with project staff and stakeholders for the duration of the project.

There is an existing framework for community engagement opportunities that are expected through this project, however exact methodology and dates can be adjusted and are open to flexibility dependent on the successful bidder. Support for deciding methodology will be provided by Hafren Dyfrdwy staff.

Tools and volunteer PPE will be provided through the project, the successful bidder will be expected to maintain these but they can be stored in an acceptable location that both Hafren Dyfrdwy and contractor will have access to.

Outputs/Deliverables:

Engage with local community groups, local interest groups and local community members- create a database of people to engage with about Llyn Clywedog.

Run a minimum of 18 community events with at least 15 of those being practical conservation volunteer days throughout the project (mid 2026 to end of 2027)

Work party scheduling through liaising with Hafren Dyfrdwy staff members to plan jobs.

At least 15 practical conservation days with 80% taking place at the weekend that are open to the public

Work effectively with Hafren Dyfrdwy staff to communicate upcoming volunteer sessions and last-minute changes with volunteers.

Twice per year community event such as guided walk, bat walk or camera trapping, supported by Hafren Dyfrdwy staff (there is an existing schedule in principle, however this is open to flexibility).

Work with Hafren Dyfrdwy staff to ensure risk assessments and health and safety expectations are met.

Promote events and volunteer opportunities through appropriate channels, such as posters and Countryside Job Service.

Contract Management:

Hafren Dyfrdwy began Coed a Dŵr Clywedog in December 2025 and the project will be complete in October 2027. Community engagement will be for the duration of the project, beginning in Summer 2026, with milestones being agreed following contract award.

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=164943.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The anticipated budget for the outlined community engagement work is £10,000 to include all expenses and VAT. Hafren Dyfrdwy’s day to day management of the project falls to Beth Lacey.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Conditions

The successful bidder(s) agree to utilise the SAP Ariba E-Procurement platform (accounts can be created for free) for purchase orders, invoicing and payment. The successful bidder(s) will be required to complete a Supplier Registration with Hafren Dyfrdwy to enable Purchase Orders to be issued. Hafren Dyfrdwy can provide support in the completion of these steps.

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

Award Criteria

To be successful, the following criteria should be met within submissions:

Experience working on community engagement within the conservation/land management sector

Experience of running volunteer sessions

An understanding of the project

Well-reasoned suggested methodology

Details of staff involved on the project, including their experience and relevant training (first aid, mental health, practical conservation skills)

Full costings for work

Proposals will be assessed by Hafren Dyfrdwy against the following questions.

To what extent are the methodology and methods appropriate to the requirements set out in this brief?

What degree of experience does the bidder demonstrate in order to successfully complete the work?

How well has the bidder structured a plan to successfully manage the contract and deliver the required work to the budget and timetable required?

Hafren Dyfrdwy will prioritise bidders who demonstrate that they will support local enterprise.

(WA Ref:164943)

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:

Commitments made by the successful bidder in regards to Social Value will become a contractual commitment and evidence of delivery will be required throughout the project.

5.2

Additional Documentation

5.3

Publication date of this notice