Contractors Reference Pack

Guidance and standards for contractors carrying out science research contracts for CCW

Each year the Countryside Council for Wales commissions vital research, survey, and monitoring through its contracts. As well as reports, these contracts generate biodiversity datasets, photos, maps and other information products - valuable material which may be used again and again by CCW and its partners.

CCW expects all contractors to produce these outputs to a consistent, defined standard. This ensures that material is high quality, can be imported directly into CCW's corporate systems and is easy to manage and re-use. It also means that CCW receives good value for public money, presents a professional corporate image and meets its legal obligations.

We have a report template and a range of guidance and information documents to help contractors prepare reports and data to the standards required by CCW.

These documents should be read in conjunction with the Technical Specification supplied with each specific contract. They form part of CCW's contractual terms and conditions and CCW retains the right to refuse or reduce final payment if the standards laid out here are not adhered to.

CCW List of Contracted Translators - Translators who can act as your sub-contractors to translate into Welsh: the report Executive Summary, letters or questionnaires for the public or other requirements of the contract. A list is available on request by contacting our Enquiries Team.

Resources

Corporate

CCW Science Contract Report template Download CCW Science Contract Report template.dot (1 MB)
To help you meet our report standard we have produced this template and an accompanying guidance on which your report documents should be based. Please note, it is a .dot document - see Layout and Technical Content Instructions document for instructions on how to set up the template in MS Word.

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CCW Sensitive Features List Download CCW Sensitive Features List.pdf (278 KB)
Data about species, habitats described in this list are deemed 'sensitive'. Sensitive data is restricted, and should not be published or released to anyone without following the procedure outlined in the Guidance. The guidance applies to both CCW-owned and third party-owned data.

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Relationship with owners and occupiers of private land - Protocol for CCW staff Download Relationship with owners and occupiers of private land - Protocol for CCW staff.doc (590 KB)
Contractors who will be entering private land as part of the contract should follow this protocol to ensure a good relationship with landowners and occupiers. (Contractors working for CCW will be regarded in the same way as CCW staff in these circumstances).

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CCW Science Research Contract Additional Terms and Conditions Download CCW Science Research Contract Additional Terms and Conditions.doc (109 KB)
Additional terms and conditions that form part of the CCW contract. They refer to data and information management, the Welsh language and landowner permissions.

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Ordnance Survey And Other Third Party Copyright Statements - Advice For Contractors Download Ordnance Survey And Other Third Party Copyright Statements - Advice For Contractors.doc (99 KB)
Contractors who will be using OS and other third party data as part of the contract must acknowledge ownership in any report, map or dataset metadata. This guidance shows the correct copyright statements to use.

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Metadata for Environmental Data CCW Policy and Guidelines for All Staff Download Metadata for Environmental Data CCW Policy and Guidelines for All Staff.doc (293 KB)
Contractors who will be producing data (including GIS layers) as part of the contract must produce metadata (a description of the data) to accompany it. This document gives guidance on writing metadata to the required Gemini 2.1 standard.

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