Description
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
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