Theatre Royal Stratford East Invitation to Tender Title: Evaluation Coordinator Deadline for receipt of tender proposals: 12 noon 3rd March 2017 Section 1: Background Theatre Royal Stratford East (TRSE) lies in the heart of Newham, in an area of mass re-generation and is one of the youngest and most diverse areas of the UK. TRSE is a producing theatre, with two performance spaces, free entertainment in the Theatre Bar each night and fresh food served all day in both our bar areas. TRSE has a long history of and a commitment to working with young people; they are our future audiences, artists, leaders and critical thinkers. We have a year-round programme of talent and leadership development activities for young people aged 13 24 years. TRSE champions, develops and supports the development of young artists and leaders through our Young People s programme. This programme consists of weekly evening workshops and holiday projects for young people aged 13 24 years. These opportunities are designed to develop, nurture and mentor young people to be confident artists in their own right, critical thinkers and future leaders. Up to 80 young people attend each week, with additional young people engaging in our holiday projects. With the support of Esmée Fairbairn Foundation, we have been able to spend dedicated time assessing our evaluation mechanisms for our work with young people. We have now developed a new Evaluation Framework that is now ready to implement. The core objectives of the Evaluation Framework are to 1. Capture and better understand the progress of young people who engage with our activities and programme. 2. Understand the difference made to individuals through this engagement. Section 2: Brief To implement our Evaluation Framework effectively, coordinating and collating all the evaluation data and evidence for TRSE teams to be able to use for reporting and advocacy purposes. Section 3: Specification TRSE is seeking a suitably experienced contractor to provide an Evaluation Coordination service to implement the new Evaluation Framework.
Our requirements for the implementation of the new Evaluation Framework are: 1. To set up and maintain effective administration structures to deliver the evaluation plan. 2. To review the Framework and make recommendations to TRSE 3. To work closely with the Young People s Coordinator to have access to the Beneficiary Data. 4. To draw down data and compile regular reports for TRSE Senior Management Team outlining how many young people we have worked with, from what area of London and what progression they have made. 5. To draw down data and information for the Development Team for their reporting to funders. 6. To set up a new Alumni programme. 7. To set up and maintain effective social media communication for the Alumni programme. 8. To liaise with freelance staff, young people, families and audiences, to ensure they submit all evaluation documentation and feedback on time. 9. To store data and evaluation material in a secure, yet accessible, way, whist making appropriate levels of information available to staff and teams that require it. 10. To work with Head of Young People s Work to arrange an annual Away Day for freelance associate staff. 11. To collate copy and data information for an annual report, to be used as an advocacy document. 12. To be an ambassador for TRSE when attending meetings outside the building. 13. To attend appropriate TRSE staff meetings. 14. To communicate effectively and timely with all TRSE staff. 15. To create copy for public advocacy documents. Any other tasks, as required, commensurate with the overall scope of the project. Section 4: Tender Timetable Event Date/Time Tender response deadline 12 noon, Friday 3 rd March 2017 Interviews Wednesday 8 th March 2017 Start date w/c 3 rd April 2017
Criteria number Weighting Section 5: Criteria In your submission, you are required to respond to ALL of the criteria below. To assist our evaluation of your tender submission, please ensure you clearly crossrefer your responses to the Criteria numbers. Any relevant supporting documentation must also be clearly identifiable by a criteria number. CRITERIA on submission statement and documents on CV at interview in task at interview 1 10 A minimum of 3 years experience of Evaluation Coordination or Management 2 10 Experience of interpreting data 3 8 To have knowledge of how to store data securely and effectively 4 10 Confident user and experience of Microsoft Office tools 5 10 Highly organised 6 10 Confident, experienced report writer 7 7 Experienced, confident and responsible in using all forms of Social Media. 8 8 Able to communicate with a range of stakeholders, colleagues and partners, including conversations with young people. 9 5 An interest in arts 10 8 An interest in social and equality issues 11 6 A team player 12 10 An independent, selfstarter 13 5 A willingness to be processed for an Enhanced DBS which will be clear of criminal convictions.
14 8 A quick and eager learner 15 5 Experienced events organiser 16 5 Experience of speaking at public events 17 5 Awareness of Safe Guarding and Child Protection Section 6: Contract Value: The estimated value for this fixed term contract is 9,000 inclusive of VAT and all expenses Duration: April 2017 June 2018. Approximately 65 days work over that period Payment Structure and billing requirements: Monthly by invoice. You will be required to supply a UTR number. Work base: You will be required to spend some time in the TRSE building to meet and liaise with staff and young people. We will provide a hot desk for such occasions. Section 7: Tender process Please read the attached Appendices, criteria and specification. Submit a written statement outlining how you meet the Criteria no more than 2 sides of A4. If you wish, please use additional documentation to demonstrate how you meet the criteria. Submit your CV and the names and contact details of 2 referees. TRSE is not responsible, and will not pay for any expenses you incur during the tender preparation. Submission by midday 3rd March 2017 to Velma Fontaine by email to vfontaine@stratfordeast.com If you have any queries, please contact Jan Sharkey-Dodds, TRSE Young People s Strategic Consultant: 0208 279 1102 Jsharkeydodds@stratfordeast.com
We will only contact applicants that will be invited to the interview stage. Section 8: Appendices Appendix 1. TRSE Mission statement Appendix 2: Summary of Evaluation Framework Appendix 3: Pyramid of Engagement for young people