Sensory Garden

INVITATION TO TENDER DARTMOOR FOREST PARISH COUNCIL SENSORY GARDEN PROJECT 1. GENERAL INFORMATION Dartmoor Forest Parish Council (DFPC) invites tenders for the design, construction, and community engagement of a new sensory garden. The Council is committed to delivering an inclusive, accessible, and sustainable outdoor space that enhances wellbeing and biodiversity. 2. PROJECT VISION The Sensory Garden will be a calm, therapeutic environment designed to stimulate the senses through planting, materials, sound, and interaction. It will support residents, visitors, and vulnerable groups, providing opportunities for relaxation, education, and community cohesion. The project will transform a designated site within the parish into a multi-sensory garden, designed to: Promote mental health and wellbeing Provide an inclusive space for all abilities Encourage community use and interaction Enhance biodiversity and environmental sustainability Support educational and therapeutic activities The garden is expected to include: Sensory planting (colour, scent, texture, seasonal interest) Accessible paths and seating areas Sensory features (e.g. water, sound, tactile installations) Interpretation and educational signage Wildlife-friendly habitats 3. SITE DESCRIPTION The site is located within Dartmoor Forest Parish. It is an open, in the centre of the village. It is at the top of Bellever Close where it meets Tavistock Road, suitable for transformation into a sensory garden. The site is approximately 15m x 15m and is currently grassed. 4. DELIVERY STRUCTURE (LOTS) This tender is divided into three Lots. Bidders may apply for one, two, or all three Lots. Lot 1 - Design Lot 2 - Build / Construction Lot 3 - Community Engagement Lot 1 - Design Development of a detailed sensory garden design Site assessment and concept development Accessibility and inclusivity considerations Planting plans and material specifications Costed design proposal Support with planning (if required) Lot 2 - Build / Construction Site preparation and groundwork Construction of paths Installation of sensory elements Compliance with health, safety, and environmental regulations Waste management and site clearance Project delivery within agreed timeline and budget Lot 3 - Community Engagement Engagement with local residents, schools, and groups Workshops and co-design sessions Volunteer coordination Educational activities linked to the garden Ongoing community involvement strategy Support for long-term ownership and stewardship 5. PROJECT BUDGET Total indicative budget: £28525 (inc VAT). Lot 1 - Design: £3,350 - £4,025 Lot 2 - Build: £15,000 - £20,000 Lot 3 - Community Engagement: £3,500 - £4,500 Contingency: £4,000 (client held) 6. MAIN OBJECTIVES The project will deliver measurable outcomes as follows: • Creation of a Sensory Garden Output: Development of one fully accessible sensory garden Measurement: Completion and public accessibility of the site • Health and Wellbeing Benefits Output: Provision of a therapeutic outdoor environment Measurement: Positive user feedback and community usage levels • Community Engagement Output: Active involvement of local people in design and/or delivery Measurement: Number of participants and engagement activities • Biodiversity Enhancement Output: Inclusion of wildlife-friendly planting and habitats Measurement: Increased biodiversity indicators (qualitative/observational) 7. EXPECTED DELIVERABLES Depending on the lot(s) applied for, contractors will be expected to deliver: Design- concept, technical plans, planting schemes. Final garden design and plans Planting schedules Accessibility compliance Budget estimate Build- groundworks, surfacing, fencing, planting, installation of features Completed garden in line with agreed design Installation of all features and infrastructure Health & safety compliance documentation Completion report Community Engagement- workshops, volunteer coordination, events, evaluation. Engagement plan and delivery Workshop facilitation Volunteer involvement Final engagement report 8. PROPOSAL REQUIREMENTS Your submission should include: • Clearly stated lot(s) applied for • Methodology for delivery • Relevant experience and case studies • Project timeline and milestones • Team structure and key personnel • Pricing (fixed cost, excluding VAT) • Any subcontracting arrangements • Tender prices must include all costs (labour, materials, travel, etc.). 9. PROJECT TIMESCALES Milestone Tender Published Deadline for Questions Date 5th May 2026 15th May 2026 Tender Submission Deadline 25th May 2026 Contractor Appointment Project Start Project Completion 10. SUBMISSIONS 26th May 2026 27th May 2026 23rd December 2027 Tenders must be submitted by email to: [email protected] Subject line: "Sensory Garden Tender Submission - Dartmoor Forest Parish Council" Late submissions will not be accepted. 11. REQUIRED INFORMATION 1. Organisation Details Name, address, contact details Company registration and VAT number (if applicable) 2. Insurance Public Liability (£5 million minimum) Employer's Liability (£10 million minimum) Professional Indemnity (if applicable) 3. Relevant Experience Up to three examples of similar projects References and contact details 4. Project Management Timeline and delivery approach Communication strategy 5. Customer Service Complaints procedure Resource management approach 10. COMPLIANCE REQUIREMENTS Contractors must comply with: Health and Safety legislation Equality Act 2010 Environmental regulations Living Wage requirements Human Rights Act 1998 GDPR and Data Protection 12. EVALUATION CRITERIA Tenders will be evaluated based on: Criteria Score Quality of Proposal Sustainability & Accessibility Relevant Experience Criteria 30 25 15 Score Project Delivery & Communication 10 Value for Money 20 13. FORM OF TENDER Organisation Name: Date: I/We confirm that: This submission is bona fide and competitive We have not colluded with other bidders We accept the terms set out in this tender Signature: ___________________________ Name: _______________________________ Position: ____________________________ Organisation: ________________________ Date: _______________________________ NOTES Dartmoor Forest Parish Council reserves the right not to award the contract Tenders must remain valid for 90 days The Council is not obliged to accept the lowest bid