INVITATION TO QUOTE FOR Delivery of ‘Summit for Nothing: Yorkshire Free Peaks’ Hill walking project

CLOSING DATE: 12 noon Monday 9th August 2021

Contents

1. The Invitation to Quote 2. How to Submit a Quotation 3. Quotation Form 4. The Specification

Yorkshire Dales National Park Authority Yoredale, Bainbridge, Leyburn, , DL8 3EL Telephone 0300 456 0030 Contact E-mail: [email protected]

1

SECTION 1: THE INVITATION TO QUOTE

1.0 Background

1.1 The National Park covers an area of over 800 sq miles with a resident population of over 20,000 and attracts over 8 million visitor days each year, within its boundary. It has that rise to over 700 metres at High Seat, Great Shunner , and the famous ‘Three Peaks’, and include the highest Peaks in Yorkshire () and Lancashire (Gragareth).

1.2 The Yorkshire Dales National Park is a landscape for everyone, and Summit for Nothing is an activity programme for adults who might not otherwise have the opportunity to do a hill walk in the National Park.

The Yorkshire Dales Management Plan sets out an objective to’…., provide 6,000 people from under-represented groups with activity days that enable them to access the special qualities of the National Park, and so increase their understanding, enjoyment, health and well-being.

The project will contribute to that and aims to connect participants with nature through a supported hill walk, teach new outdoor skills, raise awareness of the accessibility of hill walking in the National Park, record the feelings of well-being of participants at the summit and encourage their positive action to conserve the National Park.

2.0 What is Required

2.1 The Authority wishes to award a contract for the delivery of the Summit for Nothing project in accordance with the specification/brief set out in section 4.

2.2 All quote submissions will be evaluated against the brief using the following evaluation model. The evaluation process will be based on 70% quality and 30% price in accordance with the following criteria:

Quality (70%)

An evaluation of the quality of bids will be based on information submitted in response to the quote specification.

2

Criteria Rating (Maximum) The skills, relevant walking group leader qualifications and 20 expertise of those who will be involved in delivering the project Demonstration of the ability to engage/recruit 200 people 10 from identified priority groups to take part in a Trig walk and communicate their involvement to a wider audience. Demonstration of ability and/or experience to manage 20 groups safely and meet recognised industry standards for walking activities including all health and Safety requirements Demonstration of ability to deliver the required number of 20 walks to the project timescale Total 70

The minimum quality score is 40. Submitted tenders which do not reach this threshold will be rejected and not considered further.

Price (30%) The lowest bid will score 30. The price score for other bids will be determined by dividing the lowest bid by that bid and multiplying by 30 (see example) e.g. Contractor A makes lowest bid of £5,000 = score of 30

Contractor B makes a bid of £10,000 therefore (5/10) x 30 = score of 15

2.3 All quotations must be submitted in accordance with the enclosed conditions.

3.0 Evaluation

3.1 The Authority will select the most economically advantageous tender considering the following principal factors:

(a) Compliance with quotation documentation (b) Experience and skills. All groups must be led by someone with a relevant walking group leader qualification and recent relevant experience. Alongside suggested walks qualification and leader to group ratios must be stipulated together with relevant industry standards,. (c) Understanding of, and commitment to, reaching under-represented groups in and around the National Park (d) rates and prices, for each aspect of the contract

3

(e) Contact details for 1 Trade reference demonstrating ability to deliver the contract.

4.0 Canvassing etc

4.1 Any person who canvasses any member or officer of the Authority, whether directly or indirectly, relating to the award of this contract will be disqualified.

4.2 If any person submitting a quotation:

(a) fixes or adjusts the amount of the quotation by arrangement with any other person; or

(b) communicates to any person other than the Authority the amount of the quotation (unless the disclosure is made for legitimate purposes, for example in connection with obtaining insurance); or

(c) agrees with any other person that s/he will not submit a quotation or as to the amount of any quotation to be submitted; or

(d) offers or pays any sum of money to any person to induce such a person to accept the quotation

then that person shall be disqualified from making a quotation and may be subject to civil and criminal liability.

5.0 How to Complete the Quotation

5.1 The quotation must be calculated with careful reference to the contents of this Invitation to Quote, including the Specification and Contract Conditions.

5.2 Organisations must submit with their quotation:

(i) contact details of one trade referee. The Authority may contact all referees as part of the evaluation process.

(ii) if an organisation is an agent, details of its principal.

6.0 Compliance with Documents

4

6.1 Quotations made must be in accordance with all the contract documentation and no changes should be made. Similarly, quotations must not be accompanied by statements making them qualified in any way.

6.2 To make a valid quotation, you must complete the whole of Section 3, including providing your answers to the questions under the heading “Quality”.

7.0 Freedom of Information and Data Protection

7.1 The Authority is subject to the provisions of the Freedom of Information Act 2000 and the Environmental Information Regulations 2004 and this Quotation does not constitute or contain any obligation of confidentiality in terms of information provided to the Authority by any Party.

7.2 Each of the Parties undertakes to comply with its obligations under the General Data Protection Regulation 2016 and the Data Protection Act 2018, and in particular must not disclose any personal data as defined by that legislation to any individual unless the relevant conditions permitting disclosure are met.

8.0 Enquiries

8.1 Any enquiries relating to the contract documents should be addressed to Rebecca Greenfield, Head of Access and Engagement, Yorkshire Dales National Park Authority, (contact details on the covering page of this Invitation to Quote).

5

SECTION 2: HOW TO QUOTE

1. Quotations should be forwarded to Rebecca Greenfield, Colvend, Grassington, North Yorkshire, BD23 5LB or by email to [email protected] with the title box stating: QUOTATION, Summit for Nothing: Yorkshire Free Peaks

2. The quotations should reach the officer named above by: Noon, 9th August 2021

3. Any quotation received after the specified time will be returned promptly to the firm concerned unless the relevant officer is satisfied that there is evidence of posting in time for delivery by the due date in the normal course of post delivery and that the other quotations have not been opened. Late quotations will be opened for purposes of identification only and no details will be disclosed.

4. Persons quoting will not be allowed to alter their quotations after the date fixed for the receipt of quotations but arithmetical errors may be corrected if found to have been made inadvertently.

5. The National Park Authority is not bound to accept the lowest or any quotation.

6. Quotations should be based on the complete specification and persons quoting should not make amendments to the specification.

7. Where an appropriate European/British Standard Specification or European/British Standard Code of Practice is current at the date of quotation, all goods and materials used or supplied and all workmanship shall be in accordance with that Standard.

8. All persons quoting will be informed whether their quotation has been accepted or not within 15 days of the final date for receipt of quotations.

9. If the successful contractor wishes to be exempt from tax at source, it must provide a copy of its exemption certificate (714).

10. The successful contractor must provide evidence of £5 million Public Liability Insurance cover.

11. All Contractors must adhere to Health & Safety regulations applicable to their particular method of operation. If risk assessments are required, they must be made available to the National Park Authority, on request.

6

NB: You should only complete the quotation after you have read and fully understood all the contract documents.

 Once a quotation has been accepted, no allowance can be made for any errors, omissions or misjudgements in providing quotations.

 Bids are deemed to be inclusive of all overheads and are exclusive of VAT.

7

SECTION 3: THE QUOTATION (Please ensure all parts are completed for submission

TO: Yorkshire Dales National Park Authority

1. We offer to provide a completed application for delivery of Summit For Nothing : Yorkshire Free Peaks , and accompanying documentation in accordance with the details set out in this quotation.

2. We agree that this quotation, together with the Authority’s written acceptance, will constitute a contract between us.

3. We confirm that the prices set out in this quotation exclude VAT.

4. We certify that this is a bona fide quotation and that we have not fixed or adjusted the amount of the quotation in accordance with any arrangement with any third party.

5. We certify that we have not done, and we agree not to do at any time before the quotation closing date, any of the following:

(a) informing anyone of the amount or approximate amount of the quotation except where the confidential disclosure of the amount of the quotation is necessary to obtain insurance quotations required in connection with the preparation of the quotation;

(b) entering into any arrangement or agreement with any other person or firm that he/it should refrain from quoting or as to the amount of any quotation to be submitted; or

(c) offering to pay any sum of money or gift to any person or firm for doing any of the acts in (a) or (b) above.

Signed ………………………………………………….

Position ………………………………………………….

On behalf of …………………………………………………..

Address …………………………………………. ……………………………………

……………………………………………………………………………….

Tel …………………………………………………..

E-mail …………………………………………………..

Fax …………………………………………………..

8

Contact Name ………………………………………………….. Tel ………………………

9

SECTION 4 – The Brief

Summit for Nothing : The Yorkshire Free Peaks

1. Overview The project aim is to get 200 people to a Trig Point in 2021. In doing so it will connect adults most impacted by COVID to nature by providing walking opportunities in the National Park to benefit their health and wellbeing, and inspire them to take positive action to conserve the National Park.

The Yorkshire Dales National Park is a landscape for everyone, and Summit for You is an activity programme for adults who might not otherwise have the opportunity to do a hill walk in the National Park.

The project aims to connect participants with nature through a supported hill walk, teach new outdoor skills, raise awareness of the accessibility of hill walkng in the National Park, record the feelings of well-being of participants at the summit and encourage positive action to conserve the National Park.

Guided walks should be of varying length, terrain and height gain, to cater for a variety of abilities. each walk should touch at least one Trig Point(s), and that moment and view should be recorded and shared on social media. Further details of these summit points can be found here https://en.wikipedia.org/wiki/Triangulation_station

All participants will be invited to attend a YDNPA tree planting volunteering day in November with their friends and family.

The project will should be completed by 14th November 2021

2. Participant Eligibility Participants in the project should be 18 or over and identify as being from one of the following groups: People from a Black, Asian and Minority Ethnic Backgrounds People with long term mental or physical health conditions People from low socio-economic groups People aged 18 -26 living in urban areas Key workers

Individual participants should be from one of these groups, or if booking as a group at least 50% of the group should meet the eligibility criteria.

10

3. The Contractor will:

- Recruit 200 eligible participants meeting the eligibility requirements above to take part in a supported walk to a Trig Point. This can be by offering places on existing walks or commissioning new ones. - - Put forward suggestions for a range of walks and provide risk assessments

- Ensure all supported walks attended by participants are: o Led by an individual with a relevant walking group leader qualification and recent relevant experience of similar activities, with back up as required by the risk assessment. o Meet sector specific health and safety guidance regarding participant to leader ratios and have been risk assessed. o Available at a variety of times, including weekends and evenings. o In the Yorkshire Dales National Park, of varying terrain and length, with some accessible by public transport o A supportive and enjoyable experience o Include at least one Trig Point o Give opportunity for participants to learn outdoor skills such as navigation and responsible visiting. o Give opportunity for participants to explore and enjoy the landscape

- Put in place provision for participants to record and share their Trig point experience, for example on Social Media.

- Put in place provision for participants to record the impact of their experience on a short evaluation form; collect and return the evaluation data to YDNPA,

- Meet data protection requirements including allowing the sharing with YDNPA of participants data showing eligibility and contact details for any follow up.

- Ensure participants are aware that this activity is run by the YDNPA under contract and that the YDNPA also runs volunteering activities to conserve the landscape.

4. YDNPA will:

11

- Promote the project on the YDNPA website and through YDNPA social media.

- Provide criteria for the evaluation process

- Run the follow up volunteering day.

12