RUTLAND COUNTY COUNCIL
Rutland County Museum
Consultant Brief for Project Coordination
for the Accessing Rutland’s Museums Project
Background
Rutland County Council and Rocks By Rail have secured Arts Council Renaissance
Funding to undertake a project to support and promote the museums and heritage of
Rutland.
In order to deliver this project in the time frame allowed (by the end of March 2014),
Rutland County Council requires a Consultant to undertake the coordination,
development and delivery of the project objectives.
Purpose of Accessing Rutland’s Museums Project
1. The Project aims to develop ways to encourage and enable visitors to the
East Midlands region and specifically Rutland Water (which attracts c.1 million
visitors per annum) to visit and enjoy Rutland County Museum and Rocks By
Rail
2. Specifically, this will be done by increasing the marketing and volunteer power
of the sites
Outputs of the Contract
1. Dedicated web space for locating and finding out about heritage and arts in
Rutland, with prominence given to Rutland County Museum and Rocks By
Rail, and integration with Discover Rutland tourism app
2. Creation of a Heritage & Art tour which will be promoted by the Discover
Rutland team (the Destination Management Organisation for Rutland), and via
the Shorelink Bus, to include a Tour Book and leaflet
3. Research into ways of enabling volunteers to provide support for sites that are
"off the beaten track" and for visitors to access the sites
4. Commissioned art works and physical information boards installed at key sites
in the County promoting the Accredited Museums, heritage sites and arts
venues, to guide visitors to the attractions
5. Interim and final evaluation reports for the Project Board and Arts Council
England, and sharing of the results of the project at a Showcase Learning
Event for the Leicestershire & Rutland Heritage Forum and through Social
Media
The successful Consultant will be required to coordinate these elements of work
under the direction of a Project Board, which includes key project partners.
Methodology
The Consultant will need to outline in their submission the methodology to be used to
undertake the project coordination, and an outline timetable for the activities to be
conducted.
Copyright
Rutland County Council and Rocks By Rail will own all assets and intellectual
property and copyrights for materials, documents and resources generated by the
Project.
Contract Budget and Payments
A maximum sum of £14,000 (excluding VAT) has been allocated for Project
Coordination. Quality, price and methodology will be taken into account when
assessing the submissions and the Project Board will assess tenders and
agree the contract award.
The criteria for selection will be:
 Price / resources / value for money
 Relevant experience / tender quality
 Understanding of Commission / Methodology
40%
40%
20%
This work is being contracted by Rutland County Council. The tender prices should
cover the Project Coordination work which includes research, planning, meetings,
travel, mailings, stationery, and reporting as required. There are separate budgets
available for the delivery of the project outputs (see appendix 1).
Preferred payment terms for fees and activities should be set out in your submission,
actual payment terms will be agreed with the successful bidder.
Experience / Team Composition
It is expected that the consultant/s should have experience of:
• Promoting historic sites, collections and buildings
• Artistic commissioning and working with artists
• Audience development
• Community consultation
• Visitor service provision
• Partnership building
• Budget management
• Commissioning and contracting
• Use of social media, web publishing and other PR and marketing tools and
techniques
Timescales
The timescales for the contract are as follows:
Invitations to quote sent out by:
20th September 2013
Return of quotations by:
4th October 2013
Quotations assessed by:
11th October 2013
Contract start:
14th October 2013
The duration of the contract is expected to be 25 weeks. The aim is for the works to
be completed by 14th March 2014, and a final report completed by 31st March 2014.
Quotes
Respondents are asked to outline:
•
Names and qualifications of all staff employed on the contract
•
Experience of all staff including similar past project work undertaken
•
Name of the project leader who will act as the principal point of contact
•
An outline of the general approach and methodology to be taken to meet the
objectives of the contract
•
The details of two references
Price submissions should be in the form of a fixed price for delivery of the project
outputs, plus hourly rates for activities agreed beyond the contracted scope.
Please set out a breakdown of the costs as follows:
•
Total staff costs broken down by daily / hourly rate, number of days and type
of activity, related to the activities to be delivered
•
Travel and subsistence
•
Any related costs
Please send completed quotations, and address any queries regarding this
opportunity, to:
Robert Clayton
Culture & Leisure Services Manager
Rutland County Council
Rutland County Museum
Catmos Street
Oakham
Rutland
LE15 6HW
01572 758435
rclayton@rutland.gov.uk
Rutland County Council
September 2013
APPENDIX 1: Draft Project Budget
Expenditure
Heading
Artistic spending
Making your activity
accessible
Developing your
organisation and
people
Developing your
organisation and
people
Marketing and
developing audiences
Marketing and
developing audiences
Marketing and
developing audiences
Marketing and
developing audiences
Marketing and
developing audiences
Assets
Assets
Other
Other
Other
Other
Expenditure total
Description
Commissioned art works as part of
pavement trails / information panels
/ tour publication / online presence
Production of audio & online guides
for visually impaired visitors
Learning and dissemination event
Budget
£22,500
£3,600
£600
Volunteer and staff training
£2,700
Market Research and public
consultation
Tour content development
Publication authoring
Print and distribution
Webspace and App development
Information Boards
Multimedia Guides
Planning, permission and
installation fees
Evaluation costs
Consultation Expenses
Volunteer out of pocket expenses
£2,200
£6,300
£4,000
£3,000
£6,700
£9,000
£2,500
£1,800
£900
£900
£1,800
£68,500