Procurement of a Project Coordinator for the Tower Museum Mabel Colhoun Exhibition and Programme

T Bus 17-044

Invitation Document

Derry City & Strabane District Council

Council Offices

98 Strand Road

Derry

BT48 7NN

Email:

Web:

Table of Contents

Contents2

Introduction & Background3

Scope of Works5

External Expertise & Timescales5/6

Budget7

Instructions to Tenderers10

Evaluation / Award Criteria /Award Criteria Scoring18

Form of Tender21

Terms & Conditions22

Form of Assurance 23

Collusive Tendering Certificate24

Declaration of Commitment to

Promoting Equality of Opportunity25

Fair Employment Declaration27

Prompt Payment Certificate28

Statement Relating To Good Standing29

Public Procurement and Tax Compliance31

Freedom of Information32

Non Submittal Form33

Appendix (none included)34

Introduction & Scope of Works(T Bus 17-044)

Introduction

From July 2017 to January 2018 the Tower Museum will be showcasing a unique and significant local collection in its temporary exhibition space. Mabel Colhoun: A North West Pioneer, will interpret the life of Mabel through the use of dedicated spaces which represent key aspects of her life as highlighted in the collection.

Accompanying the display will be printed information about the dressed spaces, as well as audio/visual elements to complement the visitor experience. A programme of workshops and talks will accompany the exhibition, and activities for schools and families will also be included.

2Background

Mable Remington Colhoun (MRC) was a pioneering woman of the early 20th century in a variety of influential roles in the local area. Born in Derry in 1905, her paternal heritage had strong connections with Inishowen that would resonate in her work later in life. Having set up a preparatory school at Deanfield in 1932, Mabel went on to play a highly influential role in teaching at Foyle College, researching the history of the school and teaching about the rich heritage of the city.

Concerned for the welfare of children and through the LHS Old Girls Association, Mabel assisted in setting up a Branch of the Nursery School Association (NSA) in Londonderry, becoming Chairman in 1957. Colhoun spent the rest of her life actively involved with the NSA.

A prominent member of the Londonderry Naturalist Field Club, Mabel led a vast number of local field trips, painting and sketching local features including flora and fauna, as well as photographing the way of life of local people throughout the county of Derry~Londonderry as well as Inishowen, Co. Donegal.

Interested in archaeology from an early age, Mabel pioneered her own unique path in the archaeology of the North West, carrying out the first detailed survey of Inishowen, and preserving the archaeological heritage of that region for future generations. Mabel created detailed maps, surveys, sketches, artefacts, reports and photographs of every single known archaeological feature on the peninsula at that time, many of which are now lost to the landscape.

Mabel’s collection consists of a large number of photographs, sketches, paintings, artefacts, documents, clothing and tools which essentially represent her life as a pioneering trailblazer in local archaeology, teaching, nature study and providing educational opportunities for young women at a time when such opportunities were limited by inequality. The collection also gives an insight into her life as young woman in the city in the 1930s and 40s. She was highly respected by her peers, fondly remembered by those who knew her, and her legacy remains today.

This exhibition is intended as an introduction to Mabel’s life, and is being run in conjunction with a large scale project to catalogue her collection as well as an unveiling of a blue plaque with her name and achievements at the Tower Museum on the opening day of the exhibition.

3Client Team

Derry City & Strabane District Council (DCSDC) Museum & Visitor Services (M&VS) will be the commissioning authority for the Mabel Colhoun Exhibition & Programme. DCSDC will nominate a lead officer as the primary point of contact throughout the life of the scope of works. This officer will work in conjunction with the M&VS team. M&VS will also be able to provide a variety of key in-house resources including access to archives and collections, learning material, publications and advice to aid with research.

4Scope of Works

Part 1 –Design and Delivery of Exhibition Content

Design, produce and install an exhibition utilizing the MRC collection to its fullest extent, to create the following spaces:

Mabel’s Study
An Archaeological site/excursion in Inishowen
Mabel’s Classroom
Mabel’s Living Room

Part 2 – Film/Animation

Design appropriate audio/visual accompaniment to the exhibition, to be placed at four locations between designed spaces to compliment the visitor experience. These may be oral history video recordings or animated sketches/drawings.

Part 3 – Learning Activities for Families

Design appropriate learning activities for families to promote engagement with the exhibit. These may be in digital or paper format.

Part 4 – Events Programme

Scope out and deliver a programme of monthly events (five) to be delivered at the Tower Museum to highlight the exhibition in partnership with Museum & Visitor Service. These can include talks, school workshops, painting/sketching, music, drama and living history.

Part 5 – Publication

Design an appropriate publication to be used as an accompaniment to the exhibition. This may include text, diagrams detailing the display as well as images and photos from the collection.

Part 6 – Marketing and Promotion

Design and produce promotional material for the exhibition, including flyers, posters and pull up banners.

Part 7 – Report & Evaluation

Prepare a report with evaluation on the success of the exhibition, to include photographs and media.

5External Expertise

DCSDC recognises the need to obtain external expertise to assist with this programme. It is acknowledged that the company/organisation should meet the following criteria:

Strong leadership and co-ordination skills and a track record in delivering similar projects or events
Demonstrate that they have a good understanding of the project brief
Demonstrate that they have experience of event co-ordination and delivery
Demonstrate an ability to incorporate flair and creativity into event content development and delivery
Demonstrate experience in a variety of interpretative methods and historical research
Demonstrate experience in consulting with a variety of groups or individuals
Demonstrate that they have experience in working with different display mediums and the creation of exhibition style programmes
Experience in creating and delivering a variety of programme outputs suitable for a diverse range of audiences

6Timescales

The date of the launch is the 7th of July 2017.

All the primary exhibition outputs (1-6) must be plannedand created by 4th July 2017.

The estimated delivery programme for this brief is as follows:

Tender issue / 19th April 2017
Questions/Queries / 26thApril 2017
Replies to Questions/Queries / 3rdMay 2017
Tender return / 10thMay 2017
Selection panel / 11thMay 2017
Appointment / 17thMay 2017
Delivery & Completion of programme outputs / Part 1: Exhibition Content
Part 2: Film/Animation
Part 3:Learning Activities for Families
Part 4: Events Programme Plan
Part 5: Publication
Part 6: Marketing and Promotion
Part 7: Report and Evaluation / 4th July
4th July
4th July
4th July 2017
4th July 2017
June – July 2017
5thFebruary 2018

The time-table above is for illustrative purposes at this stage. Each applicant is requested to present an outline programme timetable for the delivery of the Contract.

7Budget

A detailed breakdown of the costs associated with complete delivery of this work is required based on the % allocation as outlined below. All costs should be quoted in pounds sterling and be exclusive of VAT.

Applicants are requested to provide the following fee scales (percentages provided indicate percentage of overall budget for delivery of project provided by applicant):

Part 1

Design and Delivery of Exhibition Content –up to 35% of overall budget to design, produce and install an exhibition on the Mabel Colhoun Collection using the themes indicated in Part 4 (Scope of Works). The Tower Museum Temporary exhibition space is made spatially fluid by a series of 15 large movable double sided portrait panels (height: 244cm x width: 120cm). It is envisaged that the four spaces will be created as three-walled areas using these panels, and an introduction panel and evaluation space will also be required. Aside from the introduction panel, graphic design work in the spaces themselves will be to a minimum, the core design will feature the dressing of the space using actual objects from the MRC Collection. The MRC collection is quite extensive and the Tower Museum team will provide access to the collection and assist in selecting artefacts and documents as needed, however the successful applicant may be required to source further props to complement the collection if needed (e.g. furniture, wall decoration etc.)

Part 2 – Film/Animation – up to 12.5% of overall budget to create short films/animations/animated slideshows (approx. 1min each) using oral history, image and video content from the DCSDC Mabel Colhoun Archive, to be incorporated into the exhibition design. The Tower Museum should also be assigned full copyright of the film(s) to be used for education and online purposes. They will be displayed on four televisions currently located in the Tower Museum temporary exhibition space.

Part 3 – Learning activities for families - up to 12.5% to design interactive family activities to accompany the exhibition. These may include interactive tablets, orienteering worksheets, drawing activities etc.

Part 4 – Events Programme - Up to 7% to scope out a programme of monthly events (five) to be delivered at the Tower Museum to highlight the exhibition in partnership with Museum & Visitor Service. These can include talks, school workshops, music, drama and living history.

Part 5 –Publication - Up to 7% to design and produce a suitable accompanying publication to help visitors orienteer their way through the exhibition. This publication should include some text highlighting Mabel Colhouns life, but the emphasis should be on the collections on display and the explanations as to their purpose.There 1000 copies of this publication.

Part 6 – Marketing and Promotion - Up to 5% to design and produce the following promotional material to accompany the exhibition:

500 copies of single page leaflet detailing events programme
2 pull up banners
3 x A0 posters
50 x A3 posters
50 x A4 posters
E-invite

The successful tenderer will be required to supply all design packs to DCSDC in case further prints/alternative formats are needed. The successful tenderer will also be required to work closely with the DCSDC Marketing team to ensure the designs adhere to DCSDC standards.

Part 7 – Report & Evaluation

Up to 1% to prepare a report with evaluation on the success of the exhibition, to include photographs and media.

Project weighting 80% with remaining 20% allocated as programme co-ordination fee

8Monitoring

The successful company/organisation will be required to attend regular progress meetings with the lead DCSDC officer and other assigned members of staff when requested to do so.

9Payment schedule

Payment will be made in two stages as follows:

Stage Description / % of Total Value
Stage 1 (Early payment TBA) / 50%
Stage 2 (Payment after the event) / 40%
Stage 3 (Payment after full evaluation) / 10%

Instructions to Tenderers(T Bus 17-044)

Invitation To Tender

1.1Derry City & Strabane District Council principally invites detailed and costed proposals for Tender brief defined in Introduction & Scope of Works. Please ensure your submission includes all details as per section 19 of Instructions to Tenderers.

2Explanation of Documents / queries during the tender period / registration of intent to tender

2.1It is the responsibility of prospective facility/service providers (hereafter referred to as ‘tenderers’) or parties submitting ‘expressions of interest’ to obtain for themselves at their own expense any additional information necessary for the preparation of their proposals (hereafter referred to as ‘tenders’) or ‘expressions of interest’.

2.2Tenderers are advised to ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their tender is accepted.

2.3Should any tenderer be in doubt as to the interpretation of any part of the contract documents, Procurement shall endeavour to answer written enquiries.

2.4All copies of written queries received, together with written replies will be sent to all tenderers not later than 5days before the date of return of tenders.

2.5No representation, explanation, or statement made to a tenderer, or anyone else, by or on behalf of the Council, as to the meaning of any of the tender documents, or otherwise in clarification as aforesaid, shall bind the Council in exercise of its powers and duties under any subsequent Contract(s).

3Accuracy of Tender

Tenders must be submitted for the supply of all the services specified in the Form of Tender. Tenders submitted for part of the services only will be rejected. Tenderers must price separately for all items listed in the Form of Tender. The Council may reject any tender that is not priced separately.

4Information to be provided

Tenderers should provide a brief description of the overall organisation of their company. Tenderers must also include subcontracting information in this section if subcontractors will be engaged. Subcontractors must be named and their roles in the project briefly described.

Tenderers should provide this general background information:

Company Address
Contact person (s)
Year established and company background
Number of customers currently being serviced
Comprehensive list of available services
Provide any additional background information

Tenderers must complete and return all relevant tender/pricing, assurance and declaration forms etc.

5Submission of Tender Documents (and/or Additional Proposals and Expressions of Interest)

5.1The tender(s) shall be made on the Form of Tender(s) provided, and signed by the Tenderer. All Contract Documents, together with these Instructions and completed Form of Tender(s) should be forwarded, by registered post or delivered by hand and a receipt obtained to:

Tender for the Procurement of a Project Coordinator for the Tower Museum Mabel Colhoun Exhibition & Programme(TBus 17-044)

Director of Business & Culture

Derry City & Strabane District Council

98 Strand Road, Derry

BT48 7NN,

so as to arrive not later than 12.00 noon on 10th May 2017

Please provide 4 copies of your tender submission and one copy on USB Stick. These copies will enable your submission to be reviewed by tender panel

No UNAUTHORISED alteration or addition should be made to the Tender Form(s), or to any other of the Contract Documents. IF ANY SUCH ALTERATION OR ADDITION IS MADE OR IF THESE INSTRUCTIONS ARE NOT FULLY COMPLIED WITH THE TENDER MAY BE REJECTED.

5.2All documents requiring a signature shall be signed.

(a)Where the Tenderer is an individual, by that individual

(b)Where the Tenderer is a partnership by the two duly authorised partners.

(c)Where the Tenderer is a company by two directors or by a director and the secretary of the company, such persons being duly authorised for that purpose.

5.3Tenders shall be submitted strictly in accordance with the tender documents.

5.4 No alteration to the text of any of the Tender Documents will be permitted, and if any are made, the tender may be rejected. Failure to complete any part of the documents may also incur rejection of the tender.

5.5 Tenderers must ensure that all requested documentation is returned with the completed tender.

5.6No name or mark, including any franking machine slogan, is to be placed on the envelope to indicate in any way the identity of the sender.

5.7Tenderers or any representatives thereof will not be permitted to be present when the tenders are opened.

5.8All prices should be quoted in pounds sterling and shall be exclusive of VAT.

6The Basis of the Tender

The rates quoted in the form of tender section shall remain fixed for the duration of this contract.

7Period of Acceptance

The Tenderer is required to hold his tender open for acceptance for a period of 150 days from the closing date for the submission of tenders.

8Evaluation of Tender

8.1Evaluation/Award Criteria are outlined in next section.

8.2Derry City & Strabane District Council is not required to accept any tender and may wish to award the contract as a whole or individual aspects depending on the strength of the successful team. Any award will be made on the basis of the stated evaluation criteria.

9Contract Documents take Precedence

The information given in these Instructions for Tenderers is given in good faith for the guidance of Tenderers, but if there is any conflict, the Conditions of Contract, Specifications, and the Pricing Documents / Form of Tender shall take precedence over these Instructions.

10Pre-Selection Interviews / Presentations

Tenderers are put on notice that they may be required to attend the Council Offices, 98 Strand Road, Derry, for procedural and technical presentations and/or interviews during the process of tender evaluation at no charge to Council.

11Contract Commencement Date

The contract will commence in May 2017.

12Questions

All questions, requests or other communications regarding this tender must be made in writing to

13Late Submissions

Tenders submitted after the closing date will not be accepted.

14Expenses and Losses

The Council shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals.

15Preparation of Tender

It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders.

16 Confidentiality

All information supplied by the Council in connection with this invitation to tender shall be treated as confidential by prospective tenderers, except that such information may be disclosed so far as is necessary for the purpose of obtaining sureties, guarantees and quotations necessary for the preparation and submission of the tender.

17 Ownership of Tender Documents

These documents are, and shall remain, the property of the Council and shall be returned with the tender. If no tender is to be submitted, the documents shall be returned pursuant to the Council’s Invitation to Tender.

18Insurances

The Supplier shall effect and maintain insurance necessary to cover their liabilities under this Contract.

19Format of Tenders

Those interested in tendering for this project should submit a tender document comprising of:

Form of Tender
Evidence of experience including references of track record of similar type projects
Company details as per section 4 of Instructions to Tenderers
Copies of Insurances: Public/Products Liability, Employers Liability etc
Any additional information to support your tender submission

20Offer and Acceptance of Contract(Above threshold Contracts only)