Tender Specification

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Engagement Toolkit re-development - 2015 Tender Specification
Tender Specification
Engagement toolkit re-development
Tender Reference: Engagement toolkit 2015
October 2015
Mind
15 – 19 Broadway
Stratford
London
E15 4BQ
Page 1 of 12
Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
Contents
Section
Page
1
Introduction and Invitation to Tender
3
2
Background
5
3
Specification of Requirements
6
4
Contract Management and Contract
Requirements
9
5
Payment Arrangements
10
6
Tender Submissions
11
7
Queries
12
8
Tender Return
12
Page 2 of 12
Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
1.
Introduction and Invitation to Tender
1.1
Mind believes that it is essential that the organisation has a deep
understanding of the needs and experiences of people with mental health
problems and that this drives everything we do and that, wherever we
can, we actively seek opportunities for people with experience of mental
health problems to get involved and guide our work.
People’s experience can take many different forms. As we plan, develop
and implement our work, it is vitally important that we actively consult,
discuss, meet with, research, involve, listen to and understand the views
and opinions of as wide a range of people with experience of mental
health problems as we can. We call this process engagement.
Mind defines Engagement as:
“The active participation of a diverse range of people with experience of mental
health problems in Mind’s governance, strategic and operational activities and in
shaping the development of the organisation.”
Since 2012 Mind has been using an Engagement Toolkit as a resource
for national Mind staff to support them to engage people with lived
experience in Mind’s work.
We are now offering an exciting opportunity for, a consultant with lived
experience of mental health problems, to work with us to review and
develop a new toolkit suitable for use nationally and locally.
We are looking for a lived experience consultant with extensive
experience in the field of supporting teams and organisations to develop
user involvement to:-
Review our current toolkit
Facilitate 2 workshops with National and Local Mind staff to
understand what they need and want from a toolkit
Write the content and devise the supporting tools for the new toolkit
The final output must be suitable for use by national Mind and local
Minds as well as for use with external organisations we do consultancy
work for. These are different audiences whose needs vary. We are
looking for a consultant who is able to understand what each requires
and is able to create content that will support engagement at all levels
within an organisation, as well as local and national activity.
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Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
You will be a self-starter who is registered as self-employed, with
extensive and demonstrable user involvement, project management and
facilitation experience. You will have an in depth understanding of how
to support engagement practice within organisations with a wide variety
of people. (Applications will be considered from a small team / user led
organisation with their own lived experience as well as extensive user
involvement experience.)
The work will involve:
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1.2
Enabling the meaningful engagement of National and local Mind
staff in the redevelopment of the tool
Enabling the meaningful engagement of people with lived
experience in the redevelopment of the tool
Researching good practice in user involvement
Arranging 2 events in England and Wales in partnership with the
Mind Engagement Manager
Developing a questionnaire to understand what staff need
Writing content for the new toolkit
Creating a wide variety of tools and information sheets as part of
the toolkit
Working alongside designers and filmmakers to finalise the toolkit
The Contracting Authority for the purpose of this Invitation to Tender is
Mind. Mind’s registered office is 15-19 Broadway, Stratford, London E15
4BQ.
You are being invited to submit a tender to Mind to work with the Mind
Engagement Manager between 1st Dec 2015 and 30th March 2016 to
deliver activities set out in section 3.
The Tender return requirements are located within Section 6 and
provide details on the documents to be completed and information to be
provided.
We are looking to receive applications from a consultant with lived
experience of mental health problems and extensive experience working
in the field of user involvement. The individual will be required to work
closely with the Mind Engagement Manager, designers and video
production companies employed to deliver on this project.
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Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
1.3
Mind
Mind is the leading mental health charity working in England and Wales,
our vision is to ensure everyone experiencing a mental health problem
gets both support and respect. We campaign to improve services, raise
awareness, promote understanding and provide advice and support on
the phone, digitally and locally. Leadership and engagement of people
with mental health problems is at the heart of our activities.
Mind was established in 1946 and has since grown into a major network
with around 200 staff and a turnover of over £30 million centrally. There
are 145 independent, local Minds providing over 1300 local services in
England and Wales, helping around 400,000 people every year with an
additional turnover of around £100 million. Mind is a partner in the Time
to Change campaign, the biggest ever campaign in England to tackle
stigma and discrimination around mental health.
Above all, we’re a passionate team of people who want anyone with a
mental health problem to get the support they need and the respect they
deserve.
Read more about our plans.
2. Background
2.1 Work to Date
To date our Mind Engagement work has supported engagement of
people with experience of mental health problems across the whole
organisation. We have provided training, shared learning sessions,
expertise from engagement experts, a monitoring system and the toolkit
to staff, to support them to gain the skills and confidence to support
people with experience of mental health problems to influence all that
we do.
As a result of this approach the following has improved:
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More people with lived experience of mental health problems are
now meaningfully influencing and guiding our work
We are engaging with people with experience of mental health
problems from a wider range of communities and backgrounds
Staff feel more confident to engage people in their work and have
more ownership of the toolkit
Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
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2.2
Those that are engaging with us feel they can better see the
impact they are having on our work
We are providing high quality support and training to external
organisations around engagement; this work is most relevant to
goals D and E of our strategy.
The current Engagement Toolkit
The current toolkit we are using was developed in 2011 and contains
definitions of concepts used in engagement, some history about user
involvement, a methodology to give staff a framework to work around,
some templates and lots of tools for staff to use.
It has been available to staff via our internal intranet, the new toolkit
needs to be accessible in the same way.
This has been in use by national Mind since 2012 and feedback from
staff has been very positive, the toolkit has enabled them to use their
skills and develop new ones to meaningfully engage people with lived
experience. However over the past 4 years engagement at Mind has
grown and developed, we need a new version of the toolkit that meets
the current needs of staff and can evolve with an ever changing
organisation.
The current toolkit was developed to support the work of national Mind
staff, it has not been available for local Minds to use. We would like to
make the new toolkit available to our network however to do this we
must understand what they need.
3. Specification of Requirements
3.1 The requirements of this tender are:
To develop content for a new Engagement Toolkit incorporating the
following:
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All relevant and useful material from the current toolkit
Input from National Mind staff
Input from local Minds
Input from people with lived experience
Online research carried out to ensure that content meets current
best practise guidelines
Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification

Design, arrange and facilitate a minimum of 2 events
– To understand what national Mind staff and local Minds
want and need from the toolkit
– To test content and tools with national and local Mind staff
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Tools to support the content must be developed, refined and tested
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The final content must meet the needs of a variety of audiences
including national Mind, local Minds and any other interested party
3.2
The successful Contractor will be responsible for the following tasks.
Mind’s role is outlined for each activity, as are the timescales for
delivery:
3.3
Ensure an appropriate and flexible work plan is devised:
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Plan the project in partnership with the Mind Engagement Manager
Mind will:
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Provide advice and input from the Mind Engagement team’s work todate, including input from our Engagement Coaches1.
Provide a copy of Mind’s Service Design Toolkit2 that this work must
complement
Provide contact details of local Minds to be contacted for research
and to take part
Timescale:
The scoping and planning phase will need to take place as soon as the
contract starts; a month by month plan will need to be provided and
1
Engagement Coaches have personal experience of mental health problems and substantial knowledge
and skills in leading on engagement in different settings. They work as consultants providing support
national Mind’s staff, they are available to help staff plan and implement their engagement plans.
2
Mind’s Service Design Toolkit has been created in collaboration with the Innovation Unit and in
partnership with local Mind’s for use by local Mind’s interested in applying a service design approach to
create new services, re-design existing ones, build new kinds of partnerships and transform their
organisations.
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Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
milestones agreed. Deadline for planning to be completed is 8th
December 2015.
3.4
Ensure the meaningful engagement of people with lived experiences of
using mental health services is established, maintained and supported
throughout the process through event attendance or other means:

Work with the Engagement Manager to ensure this takes place
Mind will:
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3.5
Promote any engagement opportunities via Mind membership,
through partners and other networks
Facilitate a minimum of two events to understand the needs of people
with lived experience, local and national Mind staff, test content and tools:
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Events to take place between Jan and March 2016, with specific
dates to be agreed with the Mind Engagement Manager during
planning.
Your application and planning need to outline the format of the
events and how this will help achieve the outcomes required.
Identify and agree timescales; events plan to be agreed with the
Mind Engagement Manager by 8th Jan
Design and promote event publicity materials
Contact local Minds and confirm attendance
Provide ways for all Mind and local Mind staff to feed into the events
if they are not able to attend
Handle all administration of events including booking and confirming
attendance, venue booking, refreshments etc.
Use the feedback and insights received at the workshops to guide
the final content of the work
Mind will:
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Provide details of suitable accessible venues/locations where
possible
Provide information, advice and support where relevant
Support communications through Mind channels and with local Minds
i.e. promote to national Mind staff and via the Open Hub, our online
forum that connects National Mind and the local Mind network
Contribute a maximum of £50 per person towards the travel costs of
staff from local Mind’s attending events.
Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
Timescale:
Workshops will need to be delivered within the timescales specified:
Jan – March 2016
4.
Contract Management and Contract Requirements
4.1
Mind will monitor the successful delivery of the contract through monthly
delivery reports provided by the contractor detailing progress against
the outputs in this specification.
4.2
The contractor will be required to:

Produce a delivery plan including agreed milestones; to be signed off
by the Mind Engagement Manager;
 Provide monthly written contract progress reports on the agreed
delivery plan to Mind;
 Deliver activity in a way which will achieve value for money.
 Ensure all content as per the delivery plan has been tested and has
been sent to the Mind Engagement Manager by 25th March 2015.
In the next phase of work this will be sent onto our design company to
be designed in line with Mind’s Branding.
Through-out April the contractor will be required to work with the
design company in order to develop a professional product in line with
Mind’s brand guidelines.
All work for the duration of the contract must be included in the work
plan.
4.3
Contract Budget
The indicative ceiling budget for this contract is £15,000 inclusive of VAT
and inclusive of all expenses and event costs.
4.4
Contract Term
The contract will commence from 1 Dec 2015 and will run to 29 April
2016.
4.5
Terms and Conditions
The Contract will be awarded on the terms and conditions of Mind’s
general Contract for Services (copies available on request).
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Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
Mind will retain all rights to the content of the toolkit.
5.
Payment Arrangements
Mind is committed to prompt payment and will pay the Contractor within
30 days of the receipt of a valid invoice, provided that Mind is satisfied
that the services for which the invoice relates, have been performed
fully in accordance with the contract.
The schedule of payment will be in three instalments:
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£5,000 payable at contract start (Dec 2015)
All further payments will be made on completion of targets agreed in finalised
work plan. Months mentioned below are for guidance only.
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£5,000 payable approx. end of Jan at agreed event
planning milestone as defined with the Mind Engagement
Manager in the finalised work plan.
£5,000 payable approx. end of March on receipt of all
agreed content as per work plan
Please note work will continue after this point until the end of the
contract period; 29th April 2015.
Payments cover all costs including:- Consultant’s time
- All expenses and VAT
- All event costs
All invoices need to be addressed to:
Suki Westmore
Mind Engagement Manager
Mind
15 – 19 Broadway
London E15 4BQ
A purchase order number will be created and this must be quoted on
each invoice.
Invoices must be sent to:
[email protected] with [email protected] copied in.
Page 10 of 12
Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification
6.
Tender Submissions
6.1
Tenderers should provide details within their tender proposals of:
a) Your approach to delivering this work;
b) Proposed timetable of work;
c) A provisional plan of the potential event activity, style, location,
format, etc.
d) A full cost and day breakdown for each element of the specification
set out in section 3. All expenses and employee/freelancer time and
costs should be detailed;
e) CVs of all those named in the tender, with clear information about
their proposed roles in this work (if not an organisation);
f) Full details of your organisation (if relevant)
g) Details of how the tenderer proposes to work alongside, and develop
a strong working relationship with the Mind Engagement team;
h) Potential risks to delivery of the project and how the tenderers
propose to address these risks;
i) VAT registration, if relevant, must be identified
6.2
Tenders will be evaluated against the following essential criteria:
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Excellent understanding of national and local user involvement
Substantial experience of developing training or toolkits, undertaking
research and consultation and writing for different audiences in a
clear and concise way
Experience of successfully engaging people from a wide range of
communities, including people from different BME communities
Substantial experience of leading project development and delivery
Experience of working strategically or supporting organizations to
think and plan their engagement at a strategic level.
Solid evidence of working collaboratively with a range of partners
Strong track record of delivering successful user involvement
projects that promote the leadership and engagement of people with
mental health problems
Strong networks within the mental health user/survivor movement
Personal experience of mental health problems
Ability to work closely and to regularly communicate with the Mind
Engagement team and other Mind colleagues
Ability and flexibility to deliver the project to the agreed timescales,
with a robust and deliverable project plan
Strong track record of delivering successful projects on time and to
budget
Strong track record of user led work and event facilitation
Copyright ©, 2015, Mind. All Rights Reserved
Engagement Toolkit re-development - 2015 Tender Specification

An understanding of training and consultancy work
6.3
Please provide a name and contact details for 2 referees for a
relevant/similar contract.
7.
Queries
All queries in connection with this tender should be made to Suki
Westmore via email [email protected] or mobile: 07770 785101
8.
Tender Return
Your completed Tender documents should be submitted via email to:
[email protected] no later than 9am on 16 Nov 2015
All attachments should contain the reference: Engagement Toolkit Tender
Documents.
Shortlisted tenderers will be invited to interview on the 25 & 26 Nov
2015 in Stratford, London or to a telephone interview.
If you have not heard from us by 20 Nov, please assume you have not
been successful, we are unable to give feedback about unsuccessful
applications.
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