European Social Fund Community Grants Programme 2014 - 15
Programme Coordinator South Region
Invitation To Tender (ITT)
(Launched Tuesday 11th March 2014)

1)  Introduction

County Durham Community Foundation (CDCF) was recently awarded the contract to deliver the European Social Fund (ESF) Community Grants Programme across the North East of England.

The Region has been split into two areas:

North Region / South Region
o  Gateshead
o  Newcastle upon Tyne
o  Northumberland
o  North Tyneside
o  South Tyneside
o  Sunderland / o  County Durham
o  Darlington
o  Hartlepool
o  Middlesbrough
o  Redcar & Cleveland
o  Stockton-on-Tees

CDCF is inviting suitably experienced individuals to submit proposals in relation to the role of ESF Community Grants Programme Coordinator South Region. Please see separate Invitation to Tender for the North Region.

In brief, it will be the role of the Programme Coordinator to:

  • Assess applications from community groups
  • Offer advice and support to community groups
  • Agree capacity building action plans with community groups
  • Provide capacity building support to community groups
  • Undertake project monitoring

The ESF Community Grants Programme is managed by the Skills Funding Agency (SFA). Categorised as ESF Priority 1, the programme supports community projects to tackle barriers faced by unemployed and disadvantaged people. The target groups are:

  • Unemployed adults aged 19 or over
  • Unemployed adults aged over 19 that have recently been made redundant


Particular priority is given to:

  • People with disabilities or health conditions (including those with learning difficulties, mental health issues or drug and alcohol dependency problems)
  • People aged 50 or over seeking employment
  • People from ethnic minority groups
  • Women
  • Lone parents

Grants of up to £15,000 will be awarded to third sector organisations with an average turnover of £300,000. The aim of the Programme is to increase employability across the region by helping individuals move closer to employment. Activities supported have typically included:

  • Help with basic skills
  • Work experience
  • Training advice and guidance
  • Job search assistance
  • Confidence building
  • Personal development
  • Support to overcome barriers to training and employment

The contracted programme has several other cross-cutting themes. The two key priorities are:

  • To ensure equality of access by communities
  • To support groups by building their capacity

CDCF is responsible for the delivery of the Programme across the North East; the total funding available for grant making (£1.6m) is notionally apportioned across the region, based upon the percentage of the population unemployed in the area at the time of setting up the Programme.

2)  Aim

CDCF is seeking to contract with a suitably experienced self-employed individual to work on a timesheet/project by project basis to assist with the delivery of the ESF Community Grants Programme 2014-2015 in the South Region which includes the following Local Authority Areas:

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  • County Durham
  • Darlington
  • Hartlepool
  • Middlesbrough
  • Redcar & Cleveland
  • Stockton-on-Tees

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The successful applicant will ensure support is delivered across the entire area to maximise take up and effective and successful delivery of both grants and the programmes capacity building support element.

3)  Project Activity

The successful applicant will be based in the South Region and will report to CDCF. They will be required to work with partners, key stakeholders and voluntary and community groups across the South Region.

Activities at a minimum will include:

  • Help to market the programme across local communities
  • Support for community groups, including answering queries and delivering information, advice and guidance about the programme
  • Full assessment and scoring of all grant submissions for both the Community Grants and the Capacity Building Grants to CDCF Quality Standards, including preparation of reports for the external verifiers prior to submission to the Regional Panel
  • Liaison with external verifiers as required
  • Regional Panel meeting attendance
  • Liaison with CDCF and attendance at mandatory contract start meetings
  • Information session(s) delivered to community groups to ensure all audit and monitoring of grants meet SFA and ESF requirements
  • Regular ongoing monitoring of all grants/groups (including visits) to ensure audit compliance is being met
  • Organising and or delivering capacity building support
  • Liaison with external evaluators
  • Liaison with equality and diversity partners
  • Monthly reporting
  • Assistance with all and any other tasks required to ensure the successful delivery of the programme to profile

4)  Key Skills and Requirements

The following key skills and experience are required at a minimum:

  • 5 years or more experience of ESF Priority 1 and or Welfare to Work/ Employability/Learning programme delivery, nationally and or regionally
  • Experience of grants assessment to quality standard
  • Knowledge of the voluntary and community sector and experience of working with groups based in the South Region
  • Strong communication skills with the ability to deliver training/information/advice/guidance sessions
  • Knowledge and experience of delivering capacity building to community groups
  • Experience of audit and monitoring of similar programmes
  • Ability to work from home although some office-based work is required

5)  Summary

The successful applicant will be required to formally report to the CDCF Fund Manager on a monthly basis, liaise with ESF and Grants personnel at CDCF offices in Durham and attend all meetings as requested. It is envisaged that a substantial amount of travel will be required to meet with community groups and to assist CDCF. Therefore the successful applicant must be a car owner and hold appropriate business motoring insurance.

As the person will be self-employed and work on a timesheet only basis they must also hold appropriate PI and PL insurances to deliver this activity. Any other contractual work must not conflict with the aims and objectives of this ESF programme or any other CDCF business aims. To deliver this project work, a home and/or office base with internet connectivity will be required along with a phone number that can be given to all parties for effective communication.

6)  Availability

In order to assess applications to the Programme, the successful applicant is expected to be available between the deadline for receipt of grant applications and the date the papers are sent to the Regional Panel. These dates are summarised as the “Assessment Period” below.

The successful applicant must attend the Regional Panel for each round, and as successful groups will be able to attend either Contracts Meeting, attendance at all Contracts Meetings is essential. At all other times a flexible approach to working with groups on capacity building and monitoring approved projects is required.

Round 1

Assessment Period 7th April 2014 to 28th May 2014

Regional Panel Meeting 4th June 2014

Contracts Meeting North 11th June 2014

Contracts Meeting South 12th June 2014

Round 2

Assessment Period 12th May 2014 to 2nd July 2014

Regional Panel Meeting 9th July 2014

Contracts Meeting North 16th July 2014

Contracts Meeting South 17th July 2014

Round 3

Assessment Period 7th July 2014 to 27th August 2014

Regional Panel Meeting 3rd September 2014

Contracts Meeting North 10th September 2014

Contracts Meeting South 11th September 2014


Round 4

Assessment Period 8th September to 29th October 2014

Regional Panel Meeting 5th November 2014

Contracts Meeting North 12th November 2014

Contracts Meeting South 13th November 2014

7)  Financial

The relevant expertise and skills will be the key criterion that will be used in the selection of an approved bidder for this contract. Indicative costs for the project are £30,000 for 150 days, at an approximate average of 2 days per week for the period 1st April 2014 to 31st July 2015. Days must be flexible as at tender rounds it is expected the workload will increase substantially. Indicative costs are fully inclusive of tax, NI and VAT (where applicable), ICT and all telephone costs. Travel will be refunded at a rate of 40p/mile based on actual miles travelled and evidence.

Proposals should confirm available capacity in their submission. Details of agreed points will be confirmed in the letter of appointment.

8)  Termination of the contract

The Community Foundation reserves the right to terminate the contract (giving one week’s notice in writing) should it feel that the project is not progressing to its satisfaction.

9)  Submitting a Proposal

Proposals for undertaking this work are welcomed from individuals with appropriate expertise and experience located within the North East of England.

  • Applicants will be required to supply:
  • An up-to-date CV
  • A short proposal of how they meet the key skills and requirements (maximum 2 pages A4)
  • A copy of PI and PL insurance certificates
  • Full contact details of two referees who can be contacted prior to award of contract
  • Name of area applied for (North or South)

Proposals must be marked ‘ESF Community Grants Programme Coordinator South Region’ - Private & Confidential’ for the attention of:

Clare Duggan, Fund Manager, County Durham Community Foundation, Victoria House, Whitfield Court, St John’s Road, Meadowfield, Durham, DH7 8XL

E-mail: Telephone: 0191 378 6343

Proposals should be in the form of one hard copy and one electronic copy.


Key dates for applicants are:

Deadline for return of proposals Midday Friday 21st March 2014

Interviews with shortlisted applicants Thursday 27th March 2014

Appointment expected to be w/c Monday 31st March 2014

Expected end date of contract Thursday 31st July 2015

If you have not been contacted by close of business on Tuesday 25th March 2014 your application has not been successful.

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