OOT – The Out of Town Museum

Consultant tender instructions: Interpretation Specialist

  1. Clarifications about the Invitation to Tender
  2. Any questions or clarifications relating to this Invitation must be submitted via email to Jane Mann,
  3. The person responsible for this procurement, on behalf of Bailiffgate Museum & Gallery, is Jane Mann, Chair of Operational Steering Group (OSG)
  1. Timetable
  2. The key dates for this procurement are currently anticipated to be as follows:

Stage / Date(s) and Time(s)
Issue of Invitation to Tender / Friday 13th-Monday 16th October 2017
Deadline for submission of Tenders / Monday 30thOctober at 5pm
Evaluation of Tenders / Week commencing 30thOctober 2017
Expected date of award of Contract(s) / Early November 2017
Contract commencement / Early November 2017

2.2.Bailiffgate Museum & Gallery reserves the right to change the timetable set out above at its discretion. Any changes to the timetable shall be notified to all invitees as soon as practicable.

  1. Tender Submission Requirements
  2. Tenders must address the tasks required in the Contract Brief. A CV or evidence or previous experience should be included.
  3. Tenders must be written in the English Language.
  4. The quoted price must be clearly stated. The tender (including price) should remain valid for a minimum period of 90 days from the submission deadline date.
  5. Any signatures must be made by a person who is authorised to commit the Tenderer to the contract.
  6. Your full registered business name and main office address must be given on all documents.
  7. Tenders must be submitted, by email, to with ‘PRIVATE & CONFIDENTIAL: TENDER FOR OOT INTERPRETATION SPECIALIST’ in the subject line
  1. References
  2. Tenderers are requested to supply the names and contact details for 2 references. References

will be used to verify the previous work/proven track record and will not be scored.

  1. Evaluation
  2. The Contracting Authority (Bailiffgate Museum & Gallery) is not bound to accept the lowest or any tender. The Contracting Authority also reserve the right to accept the whole or any part of any Tender submitted.
  3. The Contracting Authority will evaluate Tenders against the award criteria set out below.
  4. The Contracting Authority may decide to interview Tenderers or hold clarification meetings to help in our Tendering process. The Contracting Authority will notify Tenderers of this in due course.
  1. Award Criteria

Criteria / Sub-criteria / Weighting
Quality 80% / Ability to work to the timescales including the May 2018 completion / 20%
Experience and proven track record of similar project, including working with volunteer-led organisations/projects / 20%
Knowledge of the project area (rural north Northumberland and the Cheviots) / 20%
Ideas and approach for developing the Out of Town Museum / 20%
Price 20% / Total cost from the schedule of works / 20%
Total / 100%

6.2.Site visits – if Tenderers would like to visit the Museum before the submission deadline they are welcome to do so. Please contact Jane Mann at