AGENDA ITEM 11 (i)
CARING FOR THE COTSWOLDS - CONTRACT FOR THE DEVELOPMENT OF
INTERACTIVE INTERPRETATION KIOSKS
Summary: To receive quotations for the development of interpretation kiosks as
part of the Caring for the Cotswolds Project and accept a suitable quotation, subject
to confirmation of the Heritage Lottery Fund (HLF)
Author: John Tabor, Project Manager - Caring for the Cotswolds
Recommendation: That the quotation of StardotStar of 22 Lever Street,
Manchester, M1 1EA for the creative development, design, production and
deployment associated with 6 interactive, interpretation kiosks and software
in the sum of £117,500.00, including VAT, subject to confirmation of the
Heritage Lottery Fund, be accepted.
Background
1.
The Constitution of the Conservation Board requires that any contract or
agreement with a total value in excess of £50,000 be submitted to the full
Board for approval (Article 6.03 refers).
2.
Accordingly this report informs the Conservation Board of the results of
quotations received from specialist companies responding to a brief
(Appendix A) to procure interactive computer driven interpretation kiosks as
a central part of the Caring for the Cotswolds Interpretation theme. The cost
of the proposed work is £117,423.62, including VAT.
Proposal
3.
Interpretation is a major theme of the Caring for the Cotswolds Project. The
objective of the theme is to inform residents, and those who live in
communities that surround the AONB, of the need to conserve this protected
landscape, how this relates to land management, why the landscape looks
the way it is and the produce produced. It will also show how the landscape
has evolved and demonstrate a number of ‘what ifs’, for example to show the
impacts on the AONB landscape if farming changed radically, or became
entirely arable or if forestry expanded across the AONB.
4.
Proposals for the delivery of the Interpretation theme, agreed with Heritage
Lottery Fund will deliver a programme of exhibitions to tour the AONB and
will also provide interpretation in the café area at the Cotswold Heritage
Centre, Northleach as part of the refurbishment programme during 2006.
Interpretation methods to be used include traditional visual exhibitions and a
programme of illustrated guided walks. The Interpretation programme also
proposes cutting edge, high tech form of delivery using computer driven
interactive kiosks capable of being sited at a number of locations. These
kiosks will be aimed to attract those who do not regularly visit the countryside
or understand its workings; it will encourage a broader understanding of the
need to conserve and enjoy the AONB landscape and foster an appreciation
of the countryside management whilst raising awareness of local foods. A
major element of the theme is the commissioning of 6 interpretation kiosks
which will form the basis of informing these audiences.
5.
This work is very specialised requiring the writing and development of
software, and hardware and kiosk development. In late 2005 a brief was
developed, a copy of which is appended, to deliver the objectives agreed
with HLF. Following desk top research, including consultation with the
Corrinium Museum, seven companies were invited to submit a quotation,
responding to the brief:
Box of London
Centre Screen Productions of Manchester
Channel TV, of the Channel Islands
E3media of Bristol
Mook of London
NYKRIS of London
Stardotstar of Manchester
6.
Of these companies, four, Centre Screen Productions, Channel TV, NYKRIS
and Stardotstar, responded to the brief, the other three did not submit a
quotation. After receiving quotations NYKRIS ceased trading.
7.
The remaining quotations received were scored against an 80:20 quality,
price matrix, shown on the appendix, as a result of which StardotStar was
assessed as offering the best package of value, innovation and overall
approach to the brief.
Funding
8.
Interpretation within the Caring for the Cotswolds Project has a total eligible
cost of £317,231 and a HLF grant of £158,616. The Caring for the Cotswolds
project budget has been compiled and agreed on the basis that HLF
contributes 50% of the cost with the other 50% being funded from other
sources – landowners, and other grant making organisations. This approach
has been successfully applied to deliver the Project’s other work grasslands, dry stone walling and local distinctiveness.
9.
However Interpretation has proved to be unattractive to a range of potential
funders and therefore, in March, in consultation with HLF, to take account of
the current position over two years into the five year life of the Project, the
Project budget was revised to reflect actual spend and achieve a contribution
in excess of 50% from HLF towards the Interpretation proposals.
10.
The re-drafted budget highlighted a grant under spend of £83,926, achieved
as a result of:
Lower than expected costs of:
 Producing publications
 Undertaking dry stone wall community survey work
 Savings on staff costs
11.
HLF has been asked:
 Whether this figure can be used as a 100% contribution to fund
Interpretation without affecting the overall HLF grant or the delivery of
other work of the Project. This approach would not increase the overall
grant originally awarded, it enables full utilisation of the grant to benefit
all elements of the Project. The figure would be used to match HLF
funding of £158,616, available for interpretation.
 The over achievement in match funding grassland project work of
£92,275 can be used to match the proposed interpretation work.
12.
HLF’s response to this request will be reported at the meeting
13.
In addition, an application for £15,000 has been made to the Gloucestershire
Environmental Trust Company seeking a grant towards the cost of the kiosk
to be located in the refurbished café at the Cotswold Heritage Centre.
14.
The current cost profile of the proposed work assuming an Entrust award is:
Total cost of 6 Interactive Kiosks and software:
£117,500
To be met by:
Match funding from elsewhere in the Project
Glos. Entrust
HLF Grant
Total:
£43,750
£15,000
£58,750
£117,500
Timescale
15.
The interpretation scheme and in particular the interactive kiosks are planned
to be launched in July 2006. All companies submitting quotations show time
lines for the work which will achieve this timescale.
16.
One of the six kiosks will be located within the refurbished café area within
the Cotswold Heritage Centre, due to re-open in summer of 2006.
Risk
17.
The Conservation Board’s accountant has appraised the scheme and is
satisfied with the submission, assessment criteria and scoring matrix
(Appendix B). A financial check of StardotStar has been requested, the
results will be reported at the meeting.
18.
In terms of payment profile of the work, it is proposed to phase payments
linked to the development of the software, satisfactory commissioning of the
software in the kiosks and, following testing, commissioning on site. With a
contract for this amount it may be necessary to pay a percentage up front,
this will be explored with the company appointed; however, in accordance
with the Conservation Board’s Constitution, a retention contingency of 20%
will be held as final payment. Phasing payments as proposed will monitor the
progress of the work and limit the extent of the Board’s financial exposure at
any one time to specified outcomes.