CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Consultancy services for business planning and activity support

2.2

Description of the goods or services required

KEY TASKS IN DELIVERING THE COMMISSION

Advise on and assist in coordination of the plans for the project

a. Support the client, project team and design team in the design process so as to ensure that the resulting scheme for the Island Site meets the commercial and sustainability objectives of the Trust.

b. Provide interpretation planning services to the completion of the development phase, providing and working with interpretation designers as required to develop proposals for the way in which the new interpretation in the Site will further enhance the historical significance and sense of place for visitors

c. Assist in ensuring that designs/proposed activity are fully costed and that the project represents value for money and can be achieved within known resources.

d. Developing, preparing and issuing business case updates for client/funders as required to enable progress through key decision making steps.

e. To provide general support to the Trust and its Project Coordinator and team in the Organisation/co-ordination and delivery of the project to ensure its full success and progress in meeting targets and timetables.

Viability and Business planning support

General business planning activity

a. Advise on and contribute to the development of all aspects of the business plan for the Site and preparation by the end of the development stage a compelling Project Business Plan to HLF guidance specification and to the satisfaction of the Trust to enable delivery.

Market appraisal, design and operating considerations

a. Preparation of a market appraisal demonstrating that the Site can be viable in respect of commercial workspace and retail development, showing how it will meet the needs of existing visitors to the town and attract new businesses and visitors.

b. Carry out relevant market research in qualitative and quantitative forms to evidence and support the market appraisal.

c. Ensure the involvement of local people and potential commercial occupants in the development of business and activity plans.

d. Secure such specialist catering and retail advice as is required to fully test the market and bring (points 2-2) into a coherent single trading plan and that analysis is made to show how provision on the Island Site will not displace activity in the town.

e. Support the Trust and its Operator Partner in agreeing a full organisation design for the new Site and its management and operation, costs and incomes, and support the partners in drawing up on this basis a Heads of Terms Agreement for their contract for operation.

Support the development of the Activity and Action Plans

a. Develop a coherent and detailed set of plans to HLF specification for their required Activity and Action plans.

b. Ensure that all costings (including action plans) and any planned staff roles are fully integrated into the Project Business Plan

c. Assist in the development/preparation of outputs and outcomes for the project to demonstrate and the case for funding and support from a wide range of sources.

d. Development of a manageable/practical evaluation framework to help demonstrate the impact of the project.

e. Support all aspects of the Round 2 application in describing and detailing programmes of activity, staffing and resourcing of the planned delivery stage, launch and operation of the Site.

HLF financial appraisal

a. Address fully the tests proposed by HLF in their guidelines for Financial Appraisal in heritage projects and specifically in the Heritage Enterprise guidance in respect of any and all commercial services.

b. Lead the development/preparation of a Project Business Plan to HLF specification.

c. Coordinate the commissioning of such valuations as are required by HLF under their Viability appraisal guidelines:

• Production of the appraisal which confirms the opening and closing valuations of the Site,

• Quantification of any developer returns and other costs, ascertains from the Design Team and Quantity Surveyor the costs of development and

• Establishment to the satisfaction of all relevant parties and HLF a conservation deficit calculation and full viability appraisal.

HLF Round 2 Heritage Enterprise submission (other funding submissions)

a. Assist the Trust, Project Coordinator and Developer/Operator Partner in the preparation of the HLF Round 2 application.

b. Support the preparation of any other related funding applications to ensure a completed match-funded package at the point of Round 2 application.

Post Round 2 approval

a. Subsequent to a Round 2 approval by HLF, provide such services as may berequired to support the delivery of the project.

KEY OUTPUTS FROM THE COMMISSION:

a. Appropriate support and input into client and design team meetings up to HLF Round 2

b. Local public/business engagement activity

c. Evidence based market appraisal

d. Business and activity plan – to reflect HLF specification for Round 2 submission

e. Development Appraisal – to reflect HLF specification for Round 2 submission

f. Evaluation framework including outputs and outcomes

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=38576.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

TIMESCALES & BUDGET

The following indicates a broad outline timetable for the work which is of course is subject to change:

Submission of tenders 11th of January 2016

Appointment of consultant w/c 14th January 2016

Formal exchange of letters based on inception meeting and

approved project plan w/c 18th January 2016

Project work begins End of January 2016

Appraisal and Business engagement work tbc

Preparation of Draft Business Planning

requirements for HLF Round 2 submission late summer 2016

Submission of HLF Enterprise Round 2 application Autumn 2016

All costs and fees to be incurred by the appointed individual or organization should be clearly noted and broken down, (but be exclusive of VAT).

SUBMISSION OF QUOTATIONS

Organisations/individuals providing a quotation should include:

• a total cost to include all expenses, translation and printing for completing the work as outlined in the brief exclusive of VAT

• details of the study team, including a brief background and their specific input into the study in terms of time input and rates.

Tenders should be posted/hand delivered to the Harbourmaster to the below address by the 4pm 11th of January and clearly titled; ‘Brief for consultancy services for Business Planning and activity Support’.

Harbourmster

Harbour Office

Slate Quay

Caernarfon

LL55 2PB

3 Conditions for Participation

3.1

Minimum standards and qualification required

TERMS & CONDITIONS

Copyright:

The client group shall retain the copyright to all material relating to the study and shall retain the right to reproduce the study, in whole or in part, after the publication. The client group shall retain the right to draw its own independent conclusions from the study or the material gathered or produced. The client group will make due acknowledgement to the successful applicants in the event of any publication of the material.

Indemnity:

It will be a condition of the appointment that successful applicant will hold the client indemnified against any claims arising from the commission whether caused by negligence or otherwise. Confirmation should be given that the appointed individual or organisation carries professional indemnity insurance to a minimum sum of £1million or evidence should be provided from a recognised insurer that you would be accepted for cover if required.

Conflict of interests:

To safeguard possible issues of commercial sensitivity, the successful applicant must disclose any interests or related commissions, which may have an impact on the conduct of the proposed study.

Changes to study team:

Only key staff nominated by successful applicant may work on the study without prior written approval from the client. Failure to comply with this requirement may render the appointment null and void.

Termination of appointment:

The client reserves the right to terminate the appointment at any time on payment of all fees and expenses incurred to the date of termination.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:38576)

5.2

Additional Documentation

5.3

Publication date of this notice