1.1 The Glyn Valley Tramway Trust is seeking to appoint consultants to prepare a Development Strategy for the Glyn Valley Tramway assessing the areas of commercial viability and suggesting proposals to ensure a sustainable scheme that exploits the Tramway to greatest advantage to the local community both commercially and in historic / societal terms.

1.2 The Glyn Valley Tramway was an independent, passenger carrying narrow gauge tramway between Chirk and Glyn Ceiriog with extensions to serve (primarily stone quarrying activities) at Hendre, West of Glyn Ceiriog. In addition a number of smaller quarrying operations in the valley were supported and significant slate-mining above Glyn Ceiriog itself. The Tramway closed in 1936 as a result of increasing road competition which was ironically facilitated by the supply of stone materials for highway improvements via the GVT!

1.3 The original assets were disposed of after closure and the only significant non-fixed items which survived are two carriages now running on the Talyllyn Railway. Much of the original route was alongside the B4500 road from Chirk to Glyn Ceiriog and the original right of way has been mostly subsumed into a widened highway. Two significant sections of the original route remain: between Chirk Station and Pontfaen and between Glyn Ceiriog Coal Yard and Hendre Quarry which is now mostly a footpath owned by the National Trust.

1.4 In addition significant structures remain including over-bridges at Chirk, waiting rooms at Pontfadog and Dolywern, the Engine shed and Station building at Glyn Ceiriog and the substantial stone-built crushing building at Hendre Quarry.

1.5 In 2006, a study was undertaken by Capita Symonds into the viability of an ‘Interpretive Centre’ at Glyn Ceiriog based on the former Engine Shed. This report concluded that a stand-alone artefact-based centre would struggle to attract capital grants on the grounds that it would be unlikely to be financially self supporting in the long term. Capita Symonds recommended that further investigation should take place into the viability of re-instating a section of operating Tramway (using steam locomotives) as a tourist attraction. This project would provide the means to support historical and interpretive activities surrounding the Glyn Valley Tramway by local and special interest groups. A copy of the Capita Symonds Report will be made available to the successful Contractor.

2.0 Context

2.1 The Glyn Valley Tramway Trust has received a Grant of £38,500 (Ex VAT) to purchase a range of external Consultant Services to prepare a set of detailed proposals for the short, medium and long term future of the Tramway. The funds have been provided by the Welsh Assembly Government (WAG) (£30,000) and Wrexham County Borough Council (WCBC) (£8,500) The Trust will retain £1,000 for disbursements in the course of the Project including advertising, the balance (£37,500) being available for purchasing the services of external Contractors

2.2 The Trust intends letting only one direct Contract. The reason for this is that it is the Trust’s judgement that it only has the internal resources to manage one client-supplier relationship at this stage.

2.3 This brief outlines the context for the Consultancy work; its objectives and methodology, the work required, the timetable, the selection criteria and the terms of reference and conditions of employment.

3.0 Objectives

3.1 The appointed consultants will be required to:

i) Prepare a comprehensive evidence based Report into the long term development of the Glyn Valley Tramway including its potential for local economic regeneration and possible sustainable transport impact.

ii) Prepare detailed design work for a First phase re-instatement including business plan

iii) Undertake a Public display of the outputs of the above

4.0 Detailed Descriptions of the Contracts

Contract 1 - High Level Study

a. Study to look at all options for re-instatement, report on viability and make recommendations as to how Project may be delivered.
(Contractor to demonstrate methodology and to include rationale and basis of conclusions in Report to substantiate outcomes)

b. Assessment of market to include:
i. Collation and interpretation of existing data on local and regional attractions
ii. Collation and analysis of objective data specific to project by use of survey / consultation with local stakeholders (within Wrexham CBC) The Trust will provide on the ground support in respect of Collection of data.
iii. Collation and analysis of subjective data through open consultation with local interest groups and general public (both resident and visitor within Wrexham CBC). The Trust will provide on the ground support in respect of Organisation of events / meetings etc.

c. Assessment of Local interest and support to include consultation with the following: The Trust will provide on the ground support in respect of Organising and hosting meetings :
i. Local elected and voluntary bodies
ii. Residents and visitors
iii. Local employers

d. Assessment of basic viability to include:
i. Identification of potential funding sources.
ii. Collation and analysis of comparative data on viability of similar and/or local projects.
iii. Assessment of impact on local economy
iv. Assessment of Transport impacts including use of DfT Transport Analysis Guidance (TAG) if appropriate.
v. Assessment of market penetration against local and comparable trend and specific data.
vi. Assessment of Options for re-instatement to include:
1. Land ownership including consultation with landowners
2. Technical and design issues.
3. Legal and Regulatory Issues including Consultation with all relevant Statutory bodies such as ORR, DfT, Highways Agency, Highways Authority, Local and Regional and (where appropriate) National Elected bodies.

e. Recommendations for Legal and Financial Structure and ownership including participation of elected bodies.

f. Recommendations for scope of overall Project drawing together all the issues examined in the sections above. Special consideration should be given as to how the project may be delivered in terms of Phased development.

g. Recommendations for scope of Phase 1 (if appropriate) and options for delivery of future expansion phases (if appropriate) and likely viability of overall project.

Contract 2 - Detailed Technical Design for Phase 1

Technical documents required by the Trust to make a Planning Application.
a. Preparation of Drawings and Plans required by the Trust to make a Planning Application.
b. Preparation of Technical Designs as required by ORR, to include:
i. On site consultation
ii. Preparation of Specifications for track /rolling stock
iii. Preparation of Method of Operation Statement
c. Preparation / Management of Construction Plan including Preliminary CDM / Site Safety Plan.
d. Preparation / Management of Environmental Study required in support of Planning Application.
e. Preparation / Management of Archaeological Survey required in support of Planning Application.

Contract 3 - Detailed Business Plan for Phase 1

Documents required by the Trust to support grant Applications for capital programme
a. Preparation of Capital Expenditure Budget.
b. Preparation of Revenue forecasts with supporting evidence from local / similar attractions.
c. Preparation of expenditure forecasts.
d. Preparation of Employment Plan (Paid and volunteer)
e. Preparation of Cash Flow forecast for 5 year period

Contract 4 - Public Event

Event to display the Results of the Report and to engage Public awareness of the Project and the aims of the Trust.

5.0 Management of Project

5.1 The Client for this work is The Glyn valley Tramway trust and the Project will be managed by David Dilnot (a Trustee) through a sub-committee of the Trust Board which will consist of Trustees and any additional co-opted individuals. The Contractor will be notified of the names of the individual Committee members, before commencement of the Contract.

5.2 The successful consultant will be required to maintain close contact with the Project Manager at all stages of the study and regular meetings should be accounted for within the consultants project programme.

6.0 The Tender

6.1 The tender will comprise of a realistic and creative response to the brief including detailed description of any methodologies employed, subcontractors to be used and any other detail as a potential Contractor sees fit to include.

6.2 Tenders will be opened in the presence of an independent witness and notarised copies made and lodged with NMC. Initial consideration of tenders will take place on 1 August 2008 and should a clear winner be identified the Tenderers will be notified within 2 working days. Should it not be possible to determine the successful Contractor on that date, a subsequent meeting will be convened at which the two most promising Tenderers will be invited to make a short (15minute) presentation and the successful Contractor will be notified within 2 working days.

6.3 Potential Contractors should ensure that their tenders include as much detail as is appropriate with particular regard to the following:

1. Detail should include any methodologies / existing models / open source research to be used with attributions where appropriate.

2. Potential Contractors should give a brief description of any similar work undertaken in the last five years and identify the number of similar Contracts undertaken in the last 2 years. Similar Contracts would include any work undertaken within the specific area of the Contract. For example general tourism work not necessarily be specific to a heritage Railway. Conversely where work specified is of a specialist nature then relevant experience would be important.

3. Where the Prime Contractor does not have the internal recourses to meet a particular part of the specification, bought in services may be used but should be identified.

4. Potential Contractors should note the delivery dates specified below and should indicate whether they can meet the deadlines set, within 1 month of the deadline or more than 1 month after the deadline. The Trust will consider putting a penalty clause in the Contract which will be a 5% discount on each Contract for each month (or part of) for which a delay is incurred.

6.4 Your proposal should include the composition of the study team and the specialities that they bring to the team with particular emphasis on the lead member of the team. It will not be essential to name individuals at the time of Tendering but would be helpful. The selected Contractor will be expected to provide the GVT Trust with a list of the individuals and their role in delivering the project. Any changes of personnel could render the Contract void.

6.5 Your proposal should outline the methodology for accommodating the Welsh language or any other languages spoken in the area. An allowance should be made for bi-lingual consultations

6.6 Three bound copies of the submission should be submitted by 12 noon on Friday 1st August 2008 and marked as follows.

“Tender for Glyn Valley Tramway Trust”

c/o Ben Williams & McColl Solicitors,
3 Station Avenue,
Chirk,
Wrexham, Ll14 5LS.

6.7 Glyn Valley Tramway Trust requires that the identity of the company submitting the tender must not be disclosed on the outside of the tender envelope.

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8.0 Terms and conditions

8.1 Only the key staff identified in the tender submission may work on the study unless prior written approval has been received from GVTT To safeguard possible issues of commercial sensitivity, you must disclose any related commissions, which may have an impact on the conduct of the study.

8.2 Any contractual arrangements entered into must be compliant with WAG / NMC Financial Guidelines.

8.3 The contract will provide for the consultants to assign copyright of all data, reports and papers to the client upon completion of the survey and payment of any outstanding fees. Individual funding partners may also wish to publish the study findings in whole or in part and will make due acknowledgement to the Consultants in any publication/reproduction of the data. The Contractor may make use of data and reports generated in further work for the Trust and other unconnected parties and may show the outputs as part of subsequent marketing and Tendering.

8.4 The successful Contractor will be appointed on a fixed price contract, inclusive of all fees and expenses.
The Price should exclude VAT, which will be paid and recovered by the GVT trust outside of the funding provided by WAG/NMC
Payment will be in stages as follows:

50% on Appointment
20% upon Completion of Contract 1
20% upon Completion of contracts 2 & 3
10% upon Completion of Contract 4

All payments to be made within 10 days of Appointment / Completion dates

8.5 In respect of Contract 2, a time extension may be requested by the Contractor in respect of delays imposed by seasonal factors with regard to technical reports required for completion of documentation required by Planning. In such a situation the Contractor should notify the Trust by 30th September 2008 that an extension is required.

8.6 The clients reserve the right to withhold payment for any work considered unsatisfactory in quality or content and the right to terminate the contract at any time in the event of unsatisfactory performance.

8.7 The client reserves the right to reject all the tender proposals if not satisfied with the content.

8.8 It will be a condition of the appointment that the consultant will hold the client indemnified against claims arising from the commission, whether caused by negligence or otherwise.

8.9 Draft reports must be circulated to GVT Trust and NMC for comment before finalising. Upon completion of the work, the successful consultant will be required to submit::

5 printed copies of final High Level Report (Contract 1)
10 copies of a bilingual English and Welsh executive summary, outlining the main findings
Electronic data version of final Report for posting on the Trust’s website

4 copies of all plans and drawings etc (Contract 2) (3 for planning)
5 Copies of Business Plan (Contract 3)

Up to 200 copies of Summary Hand-out for Public Presentation (5 sides of A5 Max) and set of Display materials and other materials for Public Display (Contract 4)

The print material shall comply with the Disability Discrimination Act 1995 and GVT Trust’s Welsh Language Policy.


9.0 Further Information

This and additional background information is available on the Trust’s website: www.glynvalleytramway.co.uk

Further background information can be gained from previously published books including:
The Glyn Valley Tramway by W. J. Milner. OPC 1984 ISBN 0-86093-286-9
Narrow Gauge Railways in Mid Wales by J. I. C. Boyd. Oakwood Press 1970

Enquiries about the general contents of the brief should be directed in writing to:

The Project Manager, Mr David Dilnot
Treetops, 25 Green End
Oswestry
Shropshire SY11 1BU

david.dilnot@glynvalleytramway.co.uk