Sensory Garden · UK public procurement notice

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:

Clerk@Dartmoorforestparishcouncil.gov.uk

Subject line:

"Sensory Garden Tender Submission - Dartmoor Forest Parish Council"

Late submissions will not be accepted.

11. REQUIRED INFORMATION
12. 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