Invitation to Tender Evaluation and Monitoring

Transcription

1 Invitation to Tender Evaluation and Monitoring Name Contact Project DerwentWISE Landscape Partnership Scheme, Derbyshire Wildlife Trust, East Mill, Bridge Foot, Belper, Derbyshire, DE56 1XH Tania Pells DerwentWISE Scheme Manager or ) DerwentWISE Scheme Evaluation and Monitoring Date 3 rd July Scheme Summary This 2.5million project will inspire and enable us all to care for the special landscape of the Lower Derwent Valley. This exciting scheme started on 3 rd December 2013 and will run for five years. The project will extend from Matlock Bath in the north to Derby in the south. The DerwentWISE area is located in the centre of Derbyshire within the districts of Derbyshire Dales, Amber Valley and a very small area within Erewash. DerwentWISE is special; it is where the gentle landscape of the lowlands meets the rugged uplands of the peak district. This gives rise to outstanding diversity of landscape, geology and wildlife characterised in the north by open upland pasture and large expanses of steep-sided woodlands hugging the hillsides. Travelling south the valley broadens to a more open landscape with riverside meadows until it is edged by the urban landscape of Derby. While the mills of the World Heritage Site are globally recognised, little recognition has been given to the value of the wider landscape such as its internationally important ancient woodlands, pre-industrial archaeology, diverse geology or species-rich meadows. The scheme will involve the public, particularly local communities and landowners in improving and maintaining this landscape. The Partnership is led by Derbyshire Wildlife Trust and includes Natural England, Derbyshire County Council, English Heritage, National Stone Centre, Fleet Arts, The Arkwright Society, Environment Agency, Derwent Valley Mills World Heritage Site Partnership, Derbyshire Dales District Council, Forestry Commission, Derby City Council, Amber Valley CVS, University of Derby and Amber Valley Borough Council, supported by the National Farmers Union. 1.1 The vision: A future where the landscape of the Lower Derwent Valley is valued as much for its natural and cultural heritage as for its beauty, and where local people have the knowledge and skills to look after it for future generations to enjoy. We want to safeguard and restore the fabric of this unique and special landscape, and make it resilient to climate change by ensuring that: Important habitats are extended, linked and under positive management, geological sites 1

2 are sympathetically maintained, and archaeological features are properly recorded and safeguarded. The character of the landscape is conserved and enhanced, including characteristic features such as field walls, buildings, hedgerows and ancient trees. There is sustainable public access to heritage sites and features, and people can easily find out about them. People in both rural and urban communities feel proud of their landscape, understand why it is important and the pressures it is under, and feel equipped to engage with its long term care. 1.2 Scheme Aims: The Landscape Partnership aims to safeguard and restore this unique landscape by: Restoring, linking and extending habitats and geological sites Ensuring that the character of the wider landscape, which includes walls, hedgerows and ancient trees, is protected and enhanced Improving access to and better interpretation of heritage sites and features Promoting public engagement by ensuring that communities feel proud of their landscape and ensure they are equipped to be involved with its long-term care The scheme will achieve these aims by working with communities to: Engage with owners of priority sites and features, providing advice, training and access to funding Carrying out a Heritage at Risk audit of heritage features to make recommendations for their conservation and the skills for volunteers to make improvements Delivering a programme of community engagement and arts activities to increase public involvement, understanding of the landscape and to increase access to information about the valley Delivering a programme of education activities with schools twinning urban and rural areas Developing a Forest Schools programme Providing a suite of training, including the training of trainers, natural conservation skills, and built environment conservation skills 1.3 Scheme Objectives: Programme A - Conserving or Restoring A1 - An integrated approach to natural and cultural heritage and landscape character conservation. A2 - The delivery of significant, long lasting improvements to the condition (and extent where appropriate) of priority sites and features, and hence to the landscape character. A3 - Long term improvements to the landscape brought about through better understanding, engagement of land managers and communities, and land use policies and activities based on good information. Programme B - Increasing Community Participation B1 - A celebration of the beauty, wildlife and fascinating history of the Lower Derwent Valley. B2 - An increased public understanding of the value of the landscape, and of the need for it to be conserved and restored. 2

3 B3 - Increased engagement and capacity among landowners and communities to care for the landscape in the long term. Programme C - Increasing Access and Learning C1 - Improved physical access to the area and its heritage, particularly in ways which discourage car use and promote physical activity. C3 - Improved access to information about the area and its heritage. C4 - Increased opportunities for access as part of formal education (through schools), fostering the conservationists of the future. C5 - Opportunities for people in areas subject to deprivation, and in traditionally hard to reach groups, to engage with all elements of the scheme. Programme D - Increasing training in local heritage skills D1 - The perpetuation of traditional crafts necessary for the maintenance of the landscape. D2 - Opportunities for local people to develop skills to enable them to engage with their local landscape and its conservation, and benefit from personal development and improved employment prospects. D3 - Increased knowledge. 2.0 The Commission Quotations are invited by DerwentWISE to provide an independent assessment of the impacts and quality of the DerwentWISE Landscape Partnership Scheme. To demonstrate the extent of the project's success, credibility and effectiveness against its aims and objectives; and to identify lessons from practice. To design and co-ordinate the evaluation for the whole DerwentWISE scheme, in line with the example framework submitted to HLF in the Landscape Conservation Action Plan (LCAP) (Appendix 1), and general HLF guidance concerning evaluation (Appendix 2). 3.0 Specific requirements Essential deliverables for the brief are. The project will be delivered through three phases: Baseline Assessment - Develop a monitoring and evaluation framework and review existing data to establish a baseline to which the scheme can be assessed against in future evaluations by 30 th October Interim Assessment - Co-ordinate the collection of data and work with partners to compile a mid-delivery review to determine if the scheme is on track and present any initial findings which would help inform the remaining delivery of the scheme by 31 st March At this stage the project will also need to consider the direction of legacy for the scheme. Final Assessment - Complete a full evaluation of the scheme at the end of the delivery phase which runs for the period 3 rd Dec 2013 to 31 st Dec 2018, by 31 st March This end of scheme evaluation will confirm what has been achieved, tell the story of the scheme through impact analysis, consider the longer terms outcomes and what has been learnt. 3

4 4.0 General Requirements The evaluation needs to provide the following both through its methodology and findings: a rounded assessment of the project, including qualitative and quantitative aspects and cover context, inputs, process, governance, outputs and outcomes determine the effectiveness of the 60 projects as well as demonstrate the impact to both the landscape and people through evaluation of both outputs and outcomes give partner organisations and the HLF the information it needs to fully evaluate the whole scheme. It is important that we are able to demonstrate ways in which the scheme as a whole is delivering more than the sum of its individual projects include participative evaluation so that partners and stakeholders are adequately involved cross reference findings to determine how the scheme meets the strategic objectives of the partner organisations highlight any lesson learnt and offer recommendations that would be helpful to future Landscape Partnerships and the HLF collate and present the findings through several formats including a written report, case studies (written, audio and visual), tabular and graphs. This is not an exhaustive list and we welcome any methods not highlighted to be put forward 5.0 Project Area The project area is shown on the map in Appendix 3. The focus of evaluation should be within this area but include a reflection of the views of all stakeholders to the project, some of whom live outside the area, for example in Derby City as a whole. 6.0 Copyright and Acknowledgements Copyright and intellectual property rights in any works, methods or revisions thereof created by this contract shall rest with the commissioning body unless otherwise agreed in writing. DerwentWISE, Heritage Lottery Fund and partner organisations (where appropriate) will be acknowledged on all publicity, promotional and marketing materials for the period of the project. 7.0 Project Management The work will be commissioned by the DerwentWISE Landscape Partnership. Day-to-day management of the contract will be the responsibility of the DerwentWISE Scheme Manager Tania Pells. 7.1 Meetings and Reporting The evaluator will be expected to attend an inception meeting at the beginning of the project, and a final closedown meeting after the end of the project, and will be required to produce the following written reports: Brief quarterly progress updates (as required) Brief interim report, drawing together findings from that phase Draft evaluation report (circulated two weeks prior to the closedown meeting) Final evaluation report: in a form that can be published, written in accessible language and provided in a form that is useful for learning and demonstrating impacts, including an Executive Summary covering the main evaluation findings, and with detailed evaluation data provided in appendices. 4

5 8.0 Insurance The evaluator will carry professional indemnity insurance to the value of not less than 2 million. Proof of this is required prior to the commencement of any works. 9.0 Tender Procedure and Evaluation 9.1 Fixed Price There is a fixed price for undertaking this commission of 18,000 (inc. VAT) including all costs, expenses and travel relating to the project. Please note that the figure of 18,000 is not a target for the costs but the maximum budget allocation that we have available. The consultant should provide a clear break down of their costs. 9.2 Payment Terms Payments will be made in three instalments upon satisfactory completion of each phase of the project and submission of the invoices to Derbyshire Wildlife Trust Ltd (DWT), i.e. Phase 1: the monitoring and evaluation framework by 30 th October 2015; Phase 2 the mid term review report by 31 st March 2017; Phase 3 the end of project report by 31 st March The invoices must be accompanied by evidence of the deliverables and include VAT. DWT will submit this invoice as part of a claim to HLF for payment if the deliverables are acceptable to the Agreement Administrator. DWT will pay against invoices after the funding has been received from the HLF. This period is approximately 60 days after the quarter end in which the invoice is submitted. You are contracted to deliver the services on the basis that you are responsible for all payment of taxes on income earned, National Insurance or similar contributions. You agree to indemnify DWT in respect of any claim against DWT in respect of tax demands, National Insurance or similar contributions relating to these contracted services. 9.3 Submission Requirements The tender submission should include the following information: a) Pricing Schedule - A clear and itemised costing breakdown b) Project Plan - An explanation of how you will structure, organise, deliver and complete the work via a project delivery time/work plan c) Skills and Experience - Two examples of similar projects undertaken and/or case studies and references d) Team members and CV s - CV of the consultant(s) undertaking the work including qualifications and relevant experience for each member of the team e) Project Resources - Available resources for the project f) Appendix 4 - Commercial Questionnaire (completed) g) Appendix 5 - Health and Safety Questionnaire (completed) h) Appendix 6 - Declaration - Form of Tender (signed) i) Appendix 7 - Declaration - Collusive Tendering Certificate (signed) Pricing Schedule The evaluator shall provide an itemised cost breakdown to supply and deliver the services required, as well as a total for the project. Figures and costs should be provided for each of the 5

6 three phases of the project. Please provide a schedule of day rates for different grades of staff against appropriate activities. Where the evaluator is unable to contain the work within either of the available budgets then the tender should clearly state what is included within the budget and what is included as an additional cost. All expenses and disbursements incurred by the evaluator in performing the services shall be deemed to be included in the lump sum fee and time charge schedule. The submission should also quantify any additional grants, cash or in-kind contributions that the evaluator may be able to access or offer as part of the project. DerwentWISE and the HLF welcome examples of how the evaluator might provide and source cash and in-kind contributions to the project: In-kind contributions this may include staff time, materials provided, equipment use Cash contribution this may be from core funding, grants, agro-environment schemes Volunteer time this can be claimed based on skill level of the volunteer Project Plan Please make the scope of your project plan clear. The project plan should set out the evaluator s response to the brief, including method statements and supporting information which explains: Key milestones and timescales The evaluator s approach to the brief and project A clear breakdown of the work that will be provided within the budget to plan, deliver, monitor and evaluate the project How the evaluator will work, interact and manage the project alongside the partners and others involved in the project within the DerwentWISE scheme The approach to be taken to promote the project and recruit volunteers The strategy to engage with people from a range of communities to evaluate impact Skills and Experience Skills required and selection of evaluator The evaluator must demonstrate, with at least two examples, previous contracts delivered of this nature on time, to budget and to a high standard. The evaluator is required to have demonstrable experience of undertaking creating a framework for evaluation and monitoring of large scale, multi funded complex partnerships. Once establishing a framework the evaluator must be able to show they have undertaken evaluations both part way through and end of project. They need to be able to demonstrate methodologies which capture both qualitative and quantitative data and present this through report, tables, case studies and other appropriate formats. It is vital that the evaluator demonstrates the skill and capacity to deliver the project within the specific timeframe and within budget. Project management skills are an essential part of this contract, in addition to good reporting and monitoring skills. At least two references are required from previous contracts to support this tender submission. Information submitted in this section must demonstrate and make reference to the requirements set out in sections 3.0, 4.0 and 9.0 above. 6

7 9.3.4 Team members and CV s Please provide details of the evaluator s team and the range of professional skills of the people that would be involved in the Evaluation and Monitoring project. This should include the names and CV s of proposed team members and their specific responsibilities and any arrangements for sub-contracting parts of the work. Please demonstrate that staff members are appropriately qualified Project Resources Provide evidence to demonstrate that the project will be adequately resourced by suitably qualified staff, materials and equipment within the specified timeframe and to an excellent standard. If you going to sub-contract any element of the work to a third party organisation you will need to advise of this in your submission and provide CV s. You will need to provide their skills and experience in the above sections and Assessment Criteria 10.1 Section One - Price/Quality Weighting Criteria Percentage of total mark Price (a) 60 Quality (b-e) 40 Total Quality Score Submissions will be assessed against the following criteria: Quality Criteria Quality Aspect Aspect description Aspect Weighting (A) Quality Score Awarded (B) Weighted Marks (C) (AxB =C) b Project Plan c Skills and Experience of previous similar contract delivery d Team members and CV s of staff e Project Resources Total 100% 7

8 Assessed Standard Marks Very high standard with no reservations about acceptability 5 High standard 4 Good standard, acceptable with minor reservations 2-3 Low standard with significant reservations and unlikely to be acceptable 1 Fails to meet requirements Section Two Questionnaires f) Appendix 4 - Commercial Questionnaire - please refer to sheet three on the questionnaire spreadsheet titled Evaluation Approach for a breakdown of the scoring Total 100% g) Appendix 5 - Health and Safety Questionnaire is not scored 10.3 Section Three Declaration forms h) Appendix 6 - Declaration - Form of Tender i) Appendix 7 - Declaration - Collusive Tendering Certificate The declaration forms are not scored 10.4 Overall Score Criteria Percentage of total mark Section One (a-e) 80 Section Two (f-g) 20 Section Three (h-i) 0 Total Project Deadlines The project is scheduled to commence in August 2015 and completed in March The outputs delivered by the evaluator will be monitored against key milestones and annually to ensure progress is meeting the required needs. Invitation to Tender Issued Friday 3 rd July 2015 Deadline for submission Friday 31 st July 2015 Evaluation W/c 3 rd Aug 2015 Interviews / Presentations 11 th Aug 2015 (times tbc) Contract Awarded 13 th Aug 2015 Initial Project Meeting at DWT HQ Tuesday 18 th Aug 2015 (13:30 15:30 Wed 26 th Aug 2015 (10:00-12:00) Contract End date 31 st March

9 11.0 Available Guidance You may contact the scheme staff using the details below: DerwentWISE Scheme Manager Tania Pells or / Tender Submission 12.1 Submission Checklist Section One a) Pricing Schedule and Day Rates b) Project Plan with key milestones c) Experience and Skills d) Team Member and CV s e) Project Resources Section Two f) Commercial Questionnaire g) Health and Safety Questionnaire Section Three h) Declaration Form of Tender i) Declaration Collusive Tendering Certificate 12.2 Submission process Only postal submissions will be accepted and should be submitted in writing by 4.00 pm on Friday 31 st July Please send to: Nadine Stevenson, Derbyshire Wildlife Trust, East Mill, Bridge Foot, Belper, Derbyshire, DE56 1XH Label to include words: DerwentWISE Evaluation and Monitoring tender submission Tenders should be sealed in a plain brown envelope with no marks to distinguish or indicate who sent the tender. Tenders received after 4.00 pm on Friday 31 st July 2015 will not be accepted. Incomplete tenders that have not provided all the details listed in Section 12.0 will not be accepted submissions will not be accepted. 9