Description of the goods or services required
Please see enclosed brief for full contract requirements and further details including response template
We want to appoint a Consultant to draw up a Monitoring and Evaluation Plan by setting a baseline, and evaluation and monitoring methods that are in line with the National Lottery Heritage Fund guidelines.
The successful contractor is expected to work with the Project Team and the Partnership to:
1. Refine the Project Plan by identifying and articulating specific outcomes (that is, the difference the project is expected to make) together with outputs and performance measures/indicators.
2. Develop a clear Monitoring and Evaluation Plan, costed, for the whole project, and for its inclusion with the application for the Delivery Phase.
3. Establish a suitable baseline for all aspects of the project, including sustainability elements.
4. Evaluate the development phase and prepare a bespoke bilingual report (Welsh / English)
Commission Tasks during the Development Phase
• Familiarise yourself with the Lottery's Good Practice Guide to help guide the work Evaluation guidance | The National Lottery Heritage Fund
• Familiarise yourself with the application submitted to the Fund for the Development and Delivery Phases.
• Review feedback from the Lottery Heritage Fund on the Development Phase application form and reflect this in the advice given on refining the Project Plan and the Monitoring and Evaluation Plan
• Review the LleCHI Project Evaluation and feed into the project plan
• Use findings from a Workshop with partners and stakeholders to be held in October 2022 to help create and refine a Monitoring and Evaluation Plan
• Work with the Project Team and the Partners to identify and review the sources of information available (for example about the heritage, about the different audiences relevant to the project) and also to identify the gaps that need to be filled in to further establish a base or baseline for the project.
• Agree with the Project Team and Partners what data needs to be collected during the development phase and give advice on how to collect the evidence most effectively in a short period of time.
• Agree quantitative and qualitative monitoring methods with the Project Team and create data collection tools for them. The contractor is expected to develop concrete ideas and proposals for a range of suitable monitoring and evaluation methods for all aspects of the project during the Delivery Phase and for any activities that will be piloted during the Development Phase. Suggestions for creative methods of monitoring and evaluation are welcome. It should be known who has the responsibility for collecting data for different activities when preparing the Plan and the proposals. The contractor is expected to provide practical assistance with any data collection work during the Development phase, for example by preparing spreadsheets or other instruments to assist with quantitative collection and by giving advice on suitable methods to collect qualitative data linked to activities Develop.
• Use pieces of available research eg Destiniation Plans, Our Area 2035, World Heritage Site – What Next? (Ffestiniog Town Council), Bangor University Research on Sustainable Tourism of the Slate Landscape to inform the content of the project plan
• Meeting regularly with the Project Team, and also occasionally with the Partnership, and being available to provide ‘critical friend' support.
• Provide support, if required, in completing the relevant parts of the application form for the Delivery Phase eg 'what difference will your project make' and 'how will you evaluate your project'
• Assist with the report at the end of the Development Phase by undertaking an exercise, together with the Project Team, to evaluate this period and to include the results within the report.
Commission Tasks during Delivery Phase
the continuation of the second part of the commission is dependent on the following factors:
o Receival of funding from the National Lottery Heritage Fund for the Delivery phase
o That Gwynedd Council is happy with the standard of work of the successful consultant, and that the tasks of part one of the commission have been completed to the expected standard
o That the successful consultant wishes to continue to undertake the second part of the commission
• Update the Monitoring and Evaluation Plan following feedback from the Fund, and in the light of the evidence gathered during the Development phase, and also in the light of any other relevant changes or new information that will have come to light.
• Hold a training session for the project's staff and partners so that they familiarise themselves and feel confident about the Monitoring and Evaluation Plan and their responsibilities in terms of collecting, analysing and presenting data. Analyse and review the baselines from the Development Phase.
• Develop a package of activities and the tools/apparatus/materials that are needed for everyone to undertake successfully of the monitoring and evaluation work that will have been identified during the Development Phase. This is expected to happen within 4 months of the start of the Delivery Phase.
• Carry out the monitoring and evaluation activities for which they are responsible in the Monitoring and Evaluation Plan. This will include collecting field data, summarising data that comes from different sources, analysing and interpreting them and also presenting the data effectively for different audiences (to be agreed with the Project Team).
• Attending quarterly meetings with the Project Team together with an annual meeting with the Project Team and the Partnership. These should focus on ensuring that the monitoring and evaluation work proceeds effectively and that the results influence the project in a positive way which will strengthen the possibility of successfully achieving the results.
• Prepare an annual report, one interim report (halfway through the project) and one report at the end of the project (5 years) to be submitted with the final grant claim.
• Assist with organising and attending a celebration/end of project event and any other key events (number to be agreed).
• Assist with the work of turning data into engaging stories that the Project Team and Partners can use in communication and advocacy activities e.g. create creative short films, case studies.
• Participate in discussions about lessons learned, about the legacy of the project and about how to continue the benefit created through the project.
• Be available as a 'key friend' to assist (e.g. feed in progress reports to the Lottery as the need arises)
Reports
The reports (interim and end of project) are expected to clearly state:
• The difference the project is trying to achieve
• The extent to which the project has achieved the aim / outputs (what has happened)
• The extent to which the project has achieved the desired outcomes (what difference has it made)
• How the project was managed and delivered
• Key successes and lessons learned
• Legacy of the project
• Recommendations – to the organisation, to partners and to the National Lottery Heritage Fund
• Methodology and examples
• Case studies
• Analysis of the data collected
Language Requirements
All work will need to be provided bilingually (Welsh and English) including:
- Providing quantitative and qualitative data collection instruments/materials (e.g. spreadsheets and anything else creative, fit for purpose) bilingually.
- Hold workshops with partners and stakeholders bilingually.
- Preparing materials for going out into the field bilingually (e.g. letters of permission for recording/filming or any other type of data collection activity), and being able to chat (e.g. over the phone) with people in Welsh and English in order to discuss proposed activity in the field.
- Conduct data collection activity in the field in Welsh and English (e.g. chatting/interviewing/recording - with land owners, community members, teachers, event attendees etc.).
- Prepare analyses/interpretations/presentations of data to share with stakeholders and others in Welsh and English (e.g. graphs, charts, films, case studies).
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=124270.
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