INVITATION TO TENDER: Project Delivery Coordinator consultant role Introduction The Dartington Hall Trust (Dartington), based near Totnes in Devon (www.dartington.org) is seeking an expert and experienced consultant to provide project management capacity to assist with an exciting heritage and interpretation project. Heritage Revealed is a programme of work to repair and conserve the historic Deer Park Wall on the Dartington Hall estate, increase access to the related parkland with improved pathways, and an interpretation and public engagement programme. The project has secured funding from Natural England and is expecting to confirm funding from the Heritage Lottery Fund and Viridor Credits shortly. Please note: the contract is subject to all the necessary grant funding being confirmed and permissions to start from grant funder being in place. Description of the project Heritage Revealed is a project which will conserve and protect a significant piece of Devon s cultural heritage, increase public engagement with an ancient monument and historic landscape, and develop a heritage interpretation offer that will benefit the local community and visitors to the area. Skills development, learning, volunteering and community involvement are at the project s heart. Specifically, Heritage Revealed will repair and conserve Dartington s historic Deer Park Wall through essential and lasting conservation works, create new accessible walks through the surrounding parkland, and encourage more people to engage in the landscape through a new schools programme and new volunteering opportunities. Further details can be viewed here: https://www.dartington.org/its-done-our-final-stage-heritage-lottery-fund-application-is-now-in/ Purpose of the role The Project Delivery Coordinator role is responsible for the overall coordination of the capital and activity elements of the Heritage Revealed project to ensure that it delivers the approved purposes of grant funders on time and on budget. The role also liaises with Dartington s senior managers to align the project with wider organisational structures and objectives, and to ensure that appropriate arrangements are in place to manage and maintain the project s outcomes after delivery. 1
Outline of work Work with the Heritage Revealed Project Leader to devise and ensure that appropriate governance, decision-making and project management arrangements are in place and operate effectively to deliver project outputs and outcomes. Coordination of the consultant teams responsible for delivering the project s capital works and activities. This includes wall conservation works, interpretation scheme, access improvements and the Activity Plan. Support the Heritage Revealed Project Leader in recruiting to these roles and managing performance. Liaise with Dartington s estate and property teams to ensure coordination of those aspects of the project being delivered in-house, such as access and capital enabling works, and facilitate liaison between these teams and the wall conservation works consultant. Organise, and support the Project Leader in leading, regular capital works coordination meetings. Liaise with Dartington s learning theme lead to ensure that the activity plan outputs and outcomes are aligned with Dartington s emerging wider learning strategy. Guide and support the Learning and Participation Officer in coordinating with Dartington s existing and emerging educational and volunteer activities to ensure that project activities are joined-up strategically with wider organisational aims and objectives. Liaise with Dartington s communications team to design and populate the project s communications and marketing plan, ensuring that activities appropriately target the project s target audiences. Facilitate effective liaison between Dartington s community engagement function and the Learning and Participation Officer to ensure that project activities are joined-up strategically with wider organisational aims and objectives. Monitor and review the project budget and ensure that spend is controlled and on target. Identify pressures and recommend movement of budget between budget headings for approval by the Project Leader and funders. Validate all expenditure on the project for approval by the Project Leader. 2
Oversee and review the project s master programme and ensure it is on target for delivery. Manage and review the project s overall risk register. Identify issues and risks, propose and review mitigations to these, escalating as required to the Project Board for resolution. Liaise with grant funders to ensure that the project is on target to meet the approved purposes of the grant. Organise and participate in regular monitoring meetings. Complete and submit regular project update reports to funders and undertake funding drawdowns. Support the Heritage Revealed Project Leader in recruiting a project evaluator and lead on liaison with this role. Person Specification 1. Work Experience Significant experience of coordinating/managing the delivery of major externally-funded heritage capital redevelopment projects, specifically those supported by HLF funding, and involving sensitive/listed landscapes. Commissioning, procuring, working with and managing consultant teams, including building, landscape, interpretation and activity plan delivery professionals. Capital and revenue budget management. Managing multiple tight and fixed deadlines. Programme management and project risk/issue management/mitigation. Experience of applying to and working with other major heritage project funders, including Viridor Credits Environmental Company. Experience of proposing and setting up project governance and decision-making arrangements. Experience of commissioning volunteer roles. Experience of commissioning/managing the preparation of marketing information for a range of audiences, such as local communities, families and special interest groups. Writing Heritage Lottery Fund progress reports and grant drawdowns, and liaison with Heritage Lottery Fund project monitors. 3. Qualifications Educated to a minimum of degree level or equivalent. A professional qualification in project management, building, construction or similar relevant discipline. 4. Knowledge / Skills 3
Excellent communication, interpersonal and organisational skills. Excellent written and spoken English and a confident and persuasive communicator. Pro-active, and capable of meeting tight and fixed deadlines. Knowledge of working in the heritage sector. 5. Personal Attributes An understanding and full empathy with the values of Dartington. Knowledge of working in the charitable/third sector. Broad awareness of the statutory consent requirements associated with undertaking works on a scheduled/listed structure. Enthusiasm and belief in the aims and objectives of the Heritage Revealed Project, and ability to convey this effectively to others. Ability to work on own initiative and to plan workload efficiently and effectively to meet tight and fixed project timescales. Ability to visit the Dartington estate frequently, or be based in its offices. Further Details Fee: Fixed fee tenders (including expenses and any VAT) are invited to undertake this work. It is expected that this will be a part-time consultant role worked flexibly over the life of the project starting as soon as possible in 2016 and completing in April 2018. The total budget available to provide the project management support needed for Heritage Revealed, including all expenses, is 45,000. Guidance: Upon selection, an inception meeting will be organised to agree terms and milestones Work base is expected to be a mix of attendance at Dartington s estate offices and remote/home based work. 4
Fee for the Contractor will be paid in instalments with a percentage on signing, staged payments thereafter. Timeframe and process: Tender responses to be submitted by the end of 30 th May 2016 Interviews to be held on 7 th June 2016 at Dartington Start date as soon as possible after appointment Further details will be provided in a formal letter of agreement / contract between the Contractor and Dartington Tender format The tender response should include the proposed fixed fee and number of days that would be allocated to the role and provide a supporting statement setting out: relevant experience, approach that would be taken to the role, interest in undertaking this particular work and how best value would be provided for the client. Relevant examples of working with cultural heritage partners and funding bodies would be helpful as would copies of CVs. Please also provide the following information in the tender: Provision of contact details for two recent employers or clients Provision of HMRC Self-Employed unique tax reference number (UTR) where relevant Proof of holding professional indemnity up to 1M (i.e. name of insurer and reference number, or copy of certificate) Provision of VAT registration number (if applicable) Please send tender responses by email to Steve Bradford (Steve.Bradford@dartington.org) alternatively they can be sent by post to the following address: Steve Bradford, Senior Development Officer, The Granary, Dartington Hall, Totnes, TQ9 6EE. If you have any queries in advance of submitting a tender please email or phone Steve Bradford: Steve.Bradford@dartington.org or 01803 847214 (Monday to Thursday) 5