INVITATION TO TENDER FOR

DOBBIE HALL&

ROTARY HALL

COMMUNITY CONSULTATION

PROJECT BRIEF -CONTRACT PERIOD: 11th June 2015 until 8 October 2015

THE DOBBIE HALL TRUST

INDEX

SECTION 1 BACKGROUND TO THE CONTRACT

SECTION 2 SPECIFICATION FOR SERVICES

SECTION 3 SUBMISSION TIMETABLE

SECTION 4 EVALUATION METHOD

Section 1 - Background

1.1 The Dobbie Hall Trust intend to appoint consultants to engage the community in Larbert and Stenhousemuir in future proposals for the Dobbie Hall and Rotary Hall. This brief sets the context for those tendering for this work.

1.2 The Trust exists to ensure the Halls (both the Dobbie Hall & Rotary Hall) are maintained and developed to bring benefit to the public and wider local communities. We organize the programme of events within the Halls and support our many user groups. 1.3 The Dobbie Hall was gifted to the Larbert and Stenhousemuir district by iron founder Major Robert Dobbie of Beechmount, to be used as a local meeting place. The Hall was opened in August 1901 by the Duchess of Montrose. It was designed by A and W Black of Falkirk in baroque style and built by J. J. and P McLachlan of Stenhousemuir, at a cost of about £12,000. The Halls are seen as one of the central meeting points of the Larbert/Stenhousemuir community with a population of 30,000 in the immediate catchment area, but serve communities beyond this.

1.4 The Trust organises commercial lets and cultural events within the Halls that help make our community more attractive to stay, work and invest in. Fitness, Sports and Dance Classes feature heavily within our programming as well as social gatherings, breakfast clubs, and other events, that reduce social isolation. The buildings themselves are of significant importance in terms of local history and heritage. The promotion of the arts is central to our programme (Operatic Society, Dance, etc.). We would wish to extend these aspects perhaps exploring the idea of film nights etc.

Understanding the wider community that benefits from the Halls is an essential starting point to enable us to plan services, activities and events for the future.

Consultation will give the wider community a voice and an opportunity to influence the future development of the Halls, enabling them to become creators instead of just consumers. The consultations help to develop local democracy and foster positive attitudes towards being active within the community and participation in wider society.

As well as having an influence in updating the services and activities related to the Halls, the consultation (if done well) can be a source of social education and lead to the development of individuals and groups that take part. 1.5 The Trust has been meeting with Services of Falkirk Council for some time to discuss the way forward for the future development and role of the Halls within the wider community. Some monetary budget has been secured to ensure the Halls are made wind and watertight. Two building conditions reports have been commissioned and published and the Trust is now at the stage of requiring work to be conducted which would give us an indication of community aspirations, stakeholder satisfaction and requirements. From this research we would be able to list priorities for the Halls on a thematic basis, identify potential funders and partners and produce a timeline for action

SECTION 2 – SPECIFICATION FOR SERVICES

2.1 Detailed Work for period June –October 2015

A Consultant is required to perform a range of activities on behalf of the Dobbie Hall Trust

Actions

1) To connect with all user groups that currently use the Halls, and to specifically discover what their groups need by way of facility, safety, equipment, timing and any other parameter that may be useful to those groups in order to conduct their business for their members and visitors.

[2)] To seek out other, non- user groups and discover what they would require, by way of the above detail, in order to make regular bookings to hire and use the Halls.

2)[3)] To compile the answers to the above questions into a series of projects that the Trust could undertake, individually or in bulk.

3)[4)] To run a public meeting where these projects are presented to all current and prospective stakeholders, to ascertain what projects are preferred (in particular the top 5 projects) and what should be prioritised in terms of development, funding and delivery.

4)[5)] To develop a plan which develops each of the top 5 projects to a point where each one is described thoroughly in terms of its final delivery. Each should be costed and in the knowledge that each project carries the consensus of the Trust Members and reflects the findings of the consultation.

5)[6)] To present the plan at a public meeting for the purpose of gaining consensus and a community mandate, with a view to moving forward to a fundraising and delivery phase.

2.2 Process

Project outputs will include the following: • A public consultation exercise • A full briefing to The Dobbie Hall Trust members and advisors on the results of the exercise • A presentation to the consultees and the wider community• Production of a Community Consultation Report • The information and recommendations from the commission will be made available in Word and PDF formats.

Following completion of the tender process,, The Dobbie Hall Trust requires the final Community Consultation Report to be completed within 16 weeks from the agreed commencement date. Three bound colour copies of the final document, including any appendices, should be produced, with a loose-leaf copy for photocopying. The documents should be capable of reproduction in black and white. All documentation should also be provided electronically in Word & PDF formats. The Dobbie Hall Trust shall hold copyright of all presented material and retain the right to distribute the material in part or whole to any organisation or individual it determines, at no extra cost. .

2.3 Consultees

• Dobbie Hall Trust• User Groups• Community Organisations• Residents of Larbert & Stenhousemuir • Services of Falkirk Council. • Consideration should be given to areas beyond the boundary of

Stenhousemuir and Larbert, as the Halls serves wider catchments of the population. Consultation will need to extend to adjacent communities (e.g. Airth Parish, Torwood etc.).

Further plans will be made available to the appointed consultant.

2.4 Staffing the Contract

The following arrangements will be established: Key Contact: Dobbie Hall Trust

The contact details for this brief are;

Ian GardnerDobbie Hall Main StreetLarbertStirlingshireFK5 4BL

Email: Ian Gardner <iangardner.abs@gmail.com> The Consultant is required to nominate one senior person to be in overall charge of the project and with whom the Trust shall liaise. The Consultant will be required to attend an inception-meeting. Please note the expectation is that any staff identified in the submission will be deployed in the delivery of the service.

2.5 Security of Records Information

The successful contractor will need to comply with all relevant Data Protection laws and information security best practice. All information obtained during the course of the audit work will remain confidential. At the conclusion of the Community Consultation all of the working paper files both electronic and hard copy will be provided to the Trust for retention.

2.6 Invoicing

The fee for the consultation is expected to be in the region of £3,000 - £4,00040% will be payable at the agreed start date of the contract. 50% will be payable upon the production of the draft Community Consultation Report 10% will be payable upon the signing off by the Trust of the final Community Consultation Report

2.7 Contract Period

The work should be carried out between 11th June 2015 and 8th October 2015. The exact timing of the work will need to be agreed with the Contractor and the Trust.

2.8 Track Record and References

It is anticipated that the successful contractor will have a proven track record in the Public/Voluntary Sector and working with clients from these sectors. 2.8 Indemnity and Insurance Cover

The contractor will need to maintain Professional Indemnity, Employers Liability and Public Liability Insurance for the duration of the work. Please provide current evidence of these when returning your submission as required in paragraph.

2.10 Legal

The terms and conditions outlined are intended to form the basis of the agreement between the Trust and the successful contractor. The Trust is entitled to modify and / or amend these terms and conditions prior to any formal agreement. The Trust is not obliged to accept any quote and neither does this invitation to quote be taken as an acceptance by the Trust to enter into any formal agreement. The Trust shall not be bound by the contractor’s trading terms and conditions and neither shall any of those terms and conditions vary or modify these terms and conditions. The Trust may withdraw from using the services of the consultant at any time during the project if it is not satisfied with the standard or quality of work. The Trust will retain the right to publish the findings of the project and will remain the owner of data / information being produced on its behalf throughout and after the project. Permission will have to be obtained from the Trust prior to any reproduction of the report or research data. The Trust reserves the right to request and view the research at any time during its progression.

SECTION 3 – SUBMISSION TIMETABLE & EVALUATION

3.1 SUBMISSION

Contractors are required to submit the following: Ref

1.Demonstrate that the work detailed in this Brief can be completed within the proposed timetable

2.Provide a detailed methodology of how the requirements of this commission are to be undertaken and provide details of public consultation methods, any data sources / data collection methods which will be used

3.Provide details of track record including at least two previous similar projects from the last three years, with contacts for references to be included

4.Submit full details of the total cost inclusive of VAT to the Dobbie Hall Trust of the work including itemised breakdown of expenditure and itemised time spent, differentiating between senior and junior staff. The cost will include all professional fees, disbursements, travelling expenses, display and graphic material, all report material and any other associated costs

5.Include details of qualifications of the staff who will be working on the project together with their specialisms and the roles they will play in the work. The appointed Consultants must nominate a member of staff to be a single and consistent point of contact

3.2 RETURN OF SUBMISSIONS:

Submission should be received No later than 12 noon on Monday 18th May 2015. No proposal can be accepted if it is received after this specified time.

Two hard copies of the proposal should be sent, one as a bound copy and the other as an unbound copy.

3.3 TIMETABLE

The Trust is working to the following procurement timetable:

Issue of Documentation toInterested parties

1 Day 27th April 2015

Submission of tenders and other information fromInterested Parties

3 Weeks 18th May 2015

Presentation by prospective Contractors

1 Week 25th May 2015

Notification to selected Contractor

3 working days 28th May 2015

Inception Meeting with selected Contractor

1 Week 4th June 2015

Contract issued to selected Contractor

1 Week Week Commencing 11th June 2015

Community Consultation completed by

10 Weeks 20th August 2015

Draft of CommunityConsultation Report required by

3 Weeks 10th September 2015

Presentation/Briefing to Trust/ to Community

1Week17th September 2015

Final Community Consultation Report

3 Weeks 8th October 1st 2015