The level of technical support from these partners is specified in days that can be drawn on, and through specific workstreams and phases they will contribute to throughout the project. Both have toolkits and existing methodologies that can be drawn on by agreement to support the work.

All community engagement will be led by Trees for Cities; your role will be to work closely with us to ensure our engagement staff have all the information they need for meaningful community input. There may be times when it would be helpful to have a representative join an engagement activity, and when TfC staff need to join ground-truthing activities.

The ITT states that, at a minimum, the bidder should allow for:

• Fortnightly 45-min coordination meetings with TfC
• Participation in 10 monthly TE&UR Delivery Group meetings involving all partners involved in the initiative, including borough representatives  
• Contribution to at least one key project workshops per ward (e.g. 15 workshops) 

Correct.

Yes.

We agree that it would make sense for this contract to continue until March 2028 alongside the rest of the project.

If we need topographical surveys of the 10-12 sites targeted for pilot schemes, this can be funded from a separate budget.

Yes, we can discuss the Terms and Conditions of contract following award of the opportunity and will do our best to accommodate changes where possible.

To match our own level, Public Liability £10 million and Professional indemnity £1 million.

From the ITT
e. Consolidation of community shaped opportunities

Use outputs from community engagement (led by TfC) to refine and shape priority opportunities:

• Group mapped and ground-truthed opportunities into street‑, block‑ or micro-area packages that reflect how communities experience places and have expressed priorities. 
• Document, at a proportionate level, why each opportunity package matters, the needs it addresses (e.g. heat, equity, wellbeing), and how community input has helped shape the proposed approach. 

As TfC engagement staff work with residents to identify the “desireability” of opportunities alongside the “deliverability”, there will be findings relating to context, historic use, and community support that need to be fed back to shape priority opportunities. 

The form of these outputs is something that can be negotiated between the consultancy and Trees for Cities as we develop the project together following award of the tender. Our priority is to work closely together to ensure you have the data you need in the most useful format we can provide.

Bidders should expect to use their own software for project delivery.

Bidders should ensure that all project data, applications and associated outputs are fully transferable to project partners at project completion and should not rely on ongoing supplier-hosted solutions, unless perpetual, royalty-free license to use can be granted to the Greater London Authority and other partners associated with the Tree Equity and Urban Resilience initiative.

The primary long-term users of the opportunity mapping outputs will be the participating London boroughs. Consultants should therefore assume that datasets will need to be compatible with borough GIS and, more importantly, tree management systems (such as Confirm, Ezytreev or equivalent platforms), rather than requiring continued use of bespoke standalone applications. 

The project aims to create a reusable legacy. Accordingly, datasets, survey tools, workflows, scripts, methodologies and other digital outputs should be supplied in documented, accessible and reusable formats that can be maintained and adapted by project partners after completion of the commission. 

Any personal data collected through the commission must be managed in accordance with UK GDPR and relevant data protection legislation, and all project outputs must be capable of being transferred to the relevant project partners at project completion.

At present we don’t have expected numbers of members of the public to be engaged, due to the stage of planning of the project and the fact that wards and sites have not yet been confirmed. We know that the approach will be localised for each ward based on opportunity mapping, which may mean engaging with residents in one specific block, street, or group of streets, so we wouldn’t anticipate large scale use. TfC will work closely with the awarded agency to plan the best methods of engagement for specific sites, which may be non-digital.

Any proposed digital engagement solutions should comply with UK GDPR and the Data Protection Act 2018. Suppliers should have appropriate cyber security controls and ensure any personal data collected through engagement activities is managed in accordance with data protection requirements.

The 15 focus wards are currently being discussed with borough partners and will be confirmed as soon as possible; hopefully by the time this contract is awarded. These will be electoral wards.

The primary intended end users are local authorities and members of the London Urban Forest Partnership; organisations who might wish to build on the work of this project to address tree equity in other areas.

Some costs will be fixed such as project mobilisation. However, all work relating to the mapping, which includes the desktop mapping, ground-truthing visits, interaction with Trees for Cities’ engagement team, and investment planning, will be ward-specific.  

We are not prescribing how bidders must allocate costs. The purpose of the breakdown is to help us understand which costs would remain broadly unchanged if the number of wards were reduced or increased, and which costs scale with the number of wards. 

Yes.