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

National Roman Legion Museum: Stakeholder and Community Engagement Planning

2.2

Description of the goods or services required

Caerleon is one of the largest and best preserved Roman military sites in Europe. It has major visitor attractions, including a museum and the excavated and displayed remains of an amphitheatre, fortress baths and military barracks.

In March 2024, Amgueddfa Cymru, Cadw and Newport City Council came together to form .Caerllion Rhufeinig - Gweithio mewn Partneriaeth | Roman Caerleon - Working in Partnership (the ’partnership’). A new, joint vision was agreed (pending community and stakeholder consultation) and a successful bid for a £250,000 National Lottery Heritage Fund (NHLF) grant was accepted in July 2025.

The purpose contemplated in this invitation to tender is a consultancy piece to help us to better understand and engage with the stakeholders and communities for the Caerllion Rufeinig – Porth i Partneriaeth project, and to test our draft Vision with them.

The requirement is for three pieces of interlinked work, across two phases:

Phase 1 - Stakeholder Mapping and Engagement Planning

Phase 2 - Community and Stakeholder engagement with the draft vision

More information is included in the attachments accompanying this notice.

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=157588.

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

EXPECTED OUTPUTS

• An inception meeting with the Workstream membership and Steering Group to help finalise detail proposal (see below) and identify stakeholders.

• A detailed proposal of how the work will be carried out, including budget and timeline for delivery of the Stakeholder Mapping, Engagement Plan, and Community and Stakeholder Engagement with the draft Vision.

• Regular check-in meetings as work is being carried out.

• A Stakeholder Mapping Document.

• An Engagement Plan.

• Practical Engagement with communities and stakeholders around the draft Vision for Caerllion Rufeinig – Porth i Partneriaeth, through different methods.

• An analysis report of the feedback gathered on the draft Vision, with recommendations for any changes that need to be made to the Vision.

• Recommendations for changes to the Engagement Plan following lessons learned from the Vision consultation.

• Electronic copies of all documents, source materials, templates, and presentations. Copyright of all outputs assigned jointly to Amgueddfa Cymru, Cadw and Newport City Council.

• Please allow for one draft and one final version of all documents to be provided following Workstream/Steering Group/Governance Board feedback and one final change to the Engagement Plan in response to lessons learned from the Vision consultation.

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

AC-2025-017

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

PLEASE SUBMIT A QUESTION VIA THIS PORTAL OR EMAIL PROCUREMENT@MUSEUMWALES.AC.UK IF YOU HAVE ANY TECHNICAL ISSUES IN ACCESSING THESE TENDER DOCUMENTS, IN SUBMITTING CLARIFICATION QUESTIONS, OR IN SUBITTING YOUR RESPONSE.

(WA Ref:157588)

5.2

Additional Documentation

5.3

Publication date of this notice