Causeway Coast and Glens Borough Council

Transcription

1 Causeway Coast and Glens Borough Council Terms of Reference Sam Henry Collection Documentation Services : REF /11 Deadline for Submissions: 12 noon 7 th April 2017 Causeway Coast and Glens Borough Council is using a two stage approach to the selection and assessment : Stage 1: Stage 2: Mandatory Selection Criteria Qualitative and Cost Assessment and Evaluation Only tenderers who demonstrate that they meet the Mandatory minimum level of experience required will be assessed on quality and costs. 1

2 Index Page Section 1 intro and background 3 Section 2 Project brief and specification 4 Section 3 Instructions for tenderers 8 Appendices Appendix One: Application form 11 Appendix Two: Fair Employment Declaration 16 Appendix Three: Declaration of Commitment to Promotion of Equality of Opportunity and Good Relations 17 Appendix Four: Contractors Insurance details 17 Appendix Five: Freedom of Information 19 2

3 SECTION 1 INVITATION TO TENDER Causeway Coast and Glens Borough Council ( the Council ) invites written submissions from suitably experienced and competent individuals or companies to undertake documentation of the Sam Henry Collection as part of a project grant aided by Esmee Fairburn Collections Fund. BACKGROUND Sam Henry: connecting with the past, collecting for the future - revealing this significant undocumented collection and using it to inspire local communities to develop a new collection of cultural identity. Causeway Coast and Glens Borough Council has received a grant award from Esmee Fairburn Collections Fund for the Sam Henry Project being developed and delivered by Council s Museum Service. The Sam Henry collection was donated to Council s Accredited Coleraine Museum by Sam Henry s family. The Sam Henry Project, through the extraordinary diversity and depth of the collection (estimated at over 11,000 items), has enormous potential to engage and inspire community groups, students of all ages and cultural practitioners, raising awareness and building new audiences and collections through this process. The Project will build on initial exploratory work, first phase of documentation ( now completed) and aims to use museum staff, supported by external contractors and collaborative partnerships, 1 to fully document the collections (THE SUBJECT OF THIS TERMS OF REFERENCE) 2 co - curate exhibitions with communities 3 deliver a public engagement programme with both collections, 4 increase local ownership of the collections to sustain work into the future. Henry , born in Coleraine, was a photographer, pioneer radio broadcaster, folklorist, Councillor, member of Belfast Naturalist Field Club and fellow of Royal Society of Antiquarians, alongside his occupation of Customs and Pensions Officer. His commitment to capturing local folk songs and the stories of the people who gave them, enabled him to establish common ground (his words) with rural people across Ulster in the period during and after the Partition of Ireland. He continued to do this throughout his life, gathering up an extraordinary diverse and comprehensive collection. The Sam Henry Collection is a great underutilised treasure trove of songs, stories, books and photographs. It represents one of the most significant undocumented literary and cultural archives in Northern Ireland today. It stands as a major repository of vital information on and examples of the Irish, British and American song tradition which has enriched the lives of generations of musicians, academics and the general public. 3

4 Dr Frank Ferguson, Senior Lecturer, Arts & Humanities Research Institute, Ulster University 2016 The collection work to date has revealed a glimpse of vivid records of his connections with colleagues in Britain and America as well as in Ireland. Connections into the Arts and Crafts Revival in Ireland, the study of Irish Antiquities, languages and dialects, poetry in Ireland, social history as well as vernacular and stately home architecture are evidenced through each documentation phase. "The songs collected by Sam Henry not only cover the broad tradition of Ulster Folk Songs in the English Language, but echo, in their metrical structures, tunes, idioms and lyrics, the Irish Language Song Tradition which so influenced the development of language in Ulster. Indeed, the prevalence of place-names which derive from the Irish Language throughout the songs is significant, and reflect the importance of place to all in society" Neil Comer, Lecturer in Irish, Irish & Celtic Studies Research Institute, Ulster University 2016 As Ireland progresses through a challenging Decade of Centenaries and other anniversaries, the Sam Henry Project will provide an opportunity to explore cultural identity through community engagement with a collection that recorded local identity and cultural traditions during those early years of the new State. SECTION 2 SCOPE OF SERVICE 1 Attend start up meeting Cloonavin Council Headquarters Coleraine week beginning April 17th 2 Provide 100 days Documentation using SPECTRUM procedures by end of September Work plan to be agreed at start up meeting and reviewed each month. The 100 days can be delivered on an agreed schedule. Your work will be reviewed weekly with Project team and subsequent tasks agreed. The work will include: Accessioning at least 2800 objects including documenting associations, makers and other important cross referencing Preparing content and uploading items onto Storing objects in archival materials Assisting academics and other researchers working with Council s Museum Service Assisting museum staff and other contractors in accessing the collection Assisting in the preparation of items required for Sam Henry temporary exhibition programme Assisting with implementing object exit and returns procedures for temporary exhibition programme 3 Please note that Council may extend the contract subject to available finance and in agreement with service provider. Please provide a day rate for any additional days required. 4

5 Please note that the successful applicant will be expected to have or to inform themselves by the start - up meeting a working knowledge of Ulster in the late 19 th Century and 20 th century up to about 1950, including key events shaping Ulster at the time and important cultural figures. RESOURCES AVAILABLE TIMEFRAME Office accommodation in Cloonavin, Council Headquarters Coleraine. It is envisaged that substantive work place will be Cloonavin where Sam Henry Collection and permanent museum staff are currently based. This is subject to change however due notice will be given. Modes software system. All Accreditation plans and procedures Causeway Museum Service Terminology guides Existing Sam Henry Documentation and templates The Project start up meeting is scheduled for week beginning April 17 th 2017 Completion of the project by end September 2017 APPLICATION ASSESSMENT BY Margaret Edgar Helen Perry Cultural Services Manager Museum Services Development Manager PROJECT MANAGEMENT TEAM Helen Perry Sarah Carson Museum Services Development Manager Coleraine Museum Collections Access Officer SELECTION CRITERIA Causeway Coast and Glens Borough Council is using a two stage approach to the selection and assessment : Stage 1: Mandatory Selection Criteria Stage 2: Qualitative and Cost Assessment and Evaluation Only tenderers who demonstrate that they meet the Mandatory minimum level of experience required will be assessed on quality and costs. MANDATORY 5

6 1 Please provide details of at least a years (12 months) experience of documenting Accredited museum collections using MODES or other similar software 2 Please provide details of at least 2 projects that have included object movement and handling within Accredited museum environment 3 Please provide details of at least a years working in an office environment as part of a team 4 Including signed confirmation that you can complete the work by end March 2017 QUALITATIVE SCORING 60% 5 Please outline your approach to managing your own work 6 Please identify risks to completing the project and how you would mitigate these risks 7 Please identify your approach to ensuring compatibility with existing documentation QUANTATIVE SCORING 40% 8 Please outline your costs for COST ELEMENT 8.1Attend start up meeting Cloonavin Coleraine week beginning 17 th April Please allow 2 hours for meeting 8.2 Provide 100 days Documentation by end of January Work plan to be agreed at start up meeting and reviewed each month. The 100 days can be delivered on an agreed schedule. 8.3 Provide day rate for any additional days required 8.4 Mileage rate per mile Please note mileage and any travel costs will be capped at Any other costs 8.6 TOTAL COSTS PLEASE NOTE: All costs should be in Sterling and exclusive of VAT> SCORE MATRIX QUALITATIVE SCORING 60% SCORE WEIGHT MAX POINTS AVAILABLE 1 Please outline your approach to managing your own work 2 Please identify risks to completing the project and how you would mitigate these risks

7 3 Please identify your approach to ensuring compatibility with existing documentation TOTAL QUALITATIVE SCORE 60 Quantitative Score - COSTS 40% 40 TOTAL SCORE 100 PLEASE NOTE: All costs should be in Sterling and exclusive of VAT. Price Scoring Mechanism In evaluating the quotation price submitted the following method will be used to calculate the Price Score. Formula for scoring cost: Lowest Quotation Price x 100 Other Price Quotation The lowest scores 100 (which is the maximum score). Each score is then subweighted to 30% Tenders will be required to score a threshold minimum of 65. In the event that no tender scores at least 65 points Council reserves the right not to award the contract. Scoring Score Description 0 The response does not address the criterion 1 The evaluator is not confident that the bidder: Understands the Council s requirements covered by this criterion; and / or Will be able to satisfactorily meet the criterion requirement(s) 2 The evaluator has some reservations whether the Bidder: Understands the Council s requirements covered by this criterion; and / or Will be able to satisfactorily complete the contract requirements covered by this criterion. 3 The evaluator is reasonably confident that the Bidder: Understands the Council s requirements covered by this criterion; and Will be able to satisfactorily complete the contract requirements covered by this criterion to a reasonable standard 4 The evaluator is confident that the Bidder: Understands the Council s requirements covered by this criterion; and 7

8 Will be able to satisfactorily complete the contract requirements covered by this criterion to a high standard 5 The response exceeds the expectations of the evaluator or is deemed to offer added value Submission of Appendix One Application Form Please be advised that our computer system is unable to take s over 10 mb. The completed Application Form in writing or by must be returned by 12 noon 7 th April 2017 to Sarah Carson at Causeway Coast and Glens Borough Council, 66 Portstewart Road, Coleraine, BT52 1EY or sarah.carson@causewaycoastandglens.gov.uk Submissions should be returned no later than the day, date and time specified. Submissions received after this time will NOT be considered. Any submissions made by must be supported by a signed hard copy issued and postmarked the same day as the deadline. All submissions must be in English and prices in GBP Sterling, exclusive of VAT. Points of Contact In the case of a query, please contact: Sarah Carson Coleraine Museum Collections Access Officer sarah.carson@causewaycoastandglens.gov.uk Section 3: Instructions & Information for Tendering Bodies Clarification of Meaning of Contract Before submitting a quotation, tenderers should seek to clarify any points of doubt or difficulty with the officer listed above. For this purpose, contact should be made by , in the first instance, with the relevant Officer. If is not available, fax should be used. Should there be any matters of principle or remaining doubt or difficulty which tenderers consider are not adequately covered in the quotation documents, details of these matters should be submitted in writing. A cut off period of 3 working days prior to the tender 8

9 deadline, 12 noon Friday 7 th April 2017 shall apply to queries. The response to the query will, save in exceptional circumstances, also be provided in writing to all those who receive tender documentation to ensure that all potential tenderers receive the same information. Responses to any queries received from potential tenderers in relation to a tender will be made in writing. Changes to Council document Causeway Coast and Glens Borough Council shall not accept any alterations to the contents of this document. Written Acceptance Acceptance by the Council will only be made by written instruction to the successful Contractor. Right to Issue Further Instructions During the tendering period, the Council reserves the right to make changes to the Contract Documentation, which changes shall be accepted by the tenderer without reservation. Expenses and Losses The Council shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their quotations Preparation of tender It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tender. Confidential Information The Bidder agrees to keep confidential at all times the contents of the Invitation to Tender and all information which has either been designated as confidential by the Authority in writing or that ought to be considered confidential including commercially sensitive information, information which relates to the business and affairs of the Authority (and its suppliers, service providers, agents, professional advisers and representatives) and all information which the Bidder receives or obtains as a result of its involvement in the Procurement Award of Tender The Council reserves the right not to accept the lowest or any Tender under this process. Period Tenders are to be held open 9

10 Tenders are required to be kept open for acceptance for a period of 90 days from the closing date for submission of quotations. Opening of Tenders Tenderers, or any representatives thereof, will not be permitted to be present when the tenders are opened. Return of Specified Supplementary Documents Failure to return all specified supplementary documentation by the submission return date, or such subsequent date as may be prescribed, may result in the submission being rejected. Arithmetical Errors Where examination of submissions reveals errors or discrepancies which would affect the submission figure(s) in an otherwise successful submission, the tenderer must be given details of such errors and discrepancies and afforded an opportunity of confirming or withdrawing his/her offer. If the tenderer withdraws, the next tenderer in competitive order is to be examined and dealt with in the same way. Any exception to this procedure may only be authorised by the Council after consideration of a report by the Chief Officer. Qualified Tenders Qualification of Tenders may result in rejection thereof. Copyright & Intellectual Property The copyright of all text, intellectual property and other materials produced by the successful Contractor shall remain with Causeway Coast and Glens Borough Council. Equality Section 75 and Schedule 9 of the Northern Ireland Act 1998 Contractors should be aware that the Council is required, in carrying out their functions, to have due regard to the need to promote equality of opportunity: Between persons of different religious belief, political opinion, Racial group, age, marital status or sexual orientation; Between men and women generally; Between persons with a disability and persons without; and Between persons with dependants and persons without. In addition, without prejudice to their obligations above, the Council shall in carrying out all its functions, powers and duties relating to Northern Ireland, have regard to the desirability of promoting good relations between persons of different religious belief, political opinion or racial group. 10

11 Causeway Coast and Glens Borough Council APPENDIX ONE: APPLICATION FORM Sam Henry Collection Documentation Services : REF /11 DUE DATE FOR SUBMISSIONS: Friday 12 noon April 7 th

12 Section 1: Contact Details for Tenderer Please complete this form with your details and include it with your submission: Company Name: Address: Postcode: Telephone No.: Fax No.: Name of person to contact in connection with this submission: Position within Company: Telephone number (if different to the above): Fax number (if different from above): address: Mobile Telephone Number: Website (if applicable): 12

13 Please Note: Closing date for Submission 12 noon Friday 7 th April 2017 Section 2 This form can be submitted by by the above deadline/time, however, a signed/ dated hard copy must then be forwarded to Sarah Carson, Causeway Coast and Glens Borough Council, Cloonavin, 66 Portstewart Road, Coleraine BT52 1EY. 1. Please provide details of at least a years (12 months) experience of documenting Accredited museum collections using MODES or other similar software 2. Please provide details of at least 2 projects that have included object movement and handling within Accredited museum environment 3. Please provide details of at least a years working in an office environment as part of a team 4. Confirm that you can complete the work by end March

14 Signed: Date: PRINT NAME & POSITION: Only tenderers who demonstrate that they meet the Mandatory minimum level of experience required will be assessed on quality and costs. QUALITATIVE CRITERIA SCORING 60% 5. Please outline your approach to managing your own work 6. Please identify risks to completing the project and how you would mitigate these risks 7. Please identify your approach to ensuring compatibility with existing documentation 14

15 QUANTATIVE SCORING 40% 8.Please outline your costs for COST ELEMENT 8.1Attend start up meeting Cloonavin Coleraine week beginning April 17 th Please allow 2 hours for meeting 8.2 Provide 100 days Documentation by end of September Work plan to be agreed at start up meeting and reviewed each month. The 100days can be delivered on an agreed schedule. 8.3 Provide day rate for any additional days required 8.4 Mileage rate per mile Please note mileage and any travel costs will be capped at Any other costs 8.6 TOTAL COSTS Costs PLEASE NOTE: All costs should be in Sterling and exclusive of VAT. 15

16 SECTION THREE: APPENDIX TWO: Fair Employment Declaration Fair Employment and Treatment (Northern Ireland) Order Article 64 of the Fair Employment and Treatment (NI) Order 1998 ( the Order ) provided inter alia that a public authority shall not accept an offer to execute any work or supply any goods or services where the offer is made by an unqualified person in response to an invitation by the public authority to submit offers. Article 64 also provides that the public authority shall take all steps as are reasonable to secure that no work is executed or goods or services supplied for the purposes of such contracts as are mentioned above by an unqualified person. 2. An unqualified person is either an employer who, having been in default of the circumstances specified in Article 62(1) of the Order, has been served with a notice by the Fair Employment Commission stating that he is not qualified for the purposes of Articles of the Order or an employer who, by reason of connection with an employer on whom has been served a notice to that effect, has also been served with such a notice. 3. Mindful of its obligations under the Order, CAUSEWAY COAST AND GLENS BOROUGH COUNCIL has decided that it shall be a condition of tendering that a contractor shall not be an unqualified person for the purposes of Article of the Order. 4. Contractors are, therefore asked to complete and return the attached Declaration / Undertaking, with their quotation / tender, to confirm that they are not unqualified persons and to undertake that no work shall be executed or goods or services supplied by an unqualified person for the purposes of any contract with a Council to which Article 64 of the Order applies. 5. I/We hereby declare that I am/we are not an unqualified person for the purposes of the Fair Employment and Treatment (Northern Ireland) Order I/We undertake that no work shall be executed or goods or services supplied by any unqualified person for the purposes of any contract with CAUSEWAY COAST AND GLENS BOROUGH COUNCIL to which Section 64 of the Order applies. Signed by: Duly authorised to sign for and on behalf of Dated: 16

17 APPENDIX THREE: Declaration of Commitment to the Promotion of Equality of Opportunity and Good Relations We (insert name of organisation): recognise Causeway Coast and Glens Borough Council s duty to have due regard to the need to promote equality of opportunity: Between persons of different religious belief, political opinion, racial group, age marital status or sexual orientation; Between men and women generally; Between persons with a disability and persons without Between persons with dependants and persons without, and to have regard to the desirability of promoting good relations between persons of different religious belief, political opinion or racial group. We undertake not to act in any way that would contravene the Council s statutory obligations and are committed to promoting good relations and equality of opportunity in all our activities (including in the recruitment, promotion and training of all our staff). Signed by: Signature APPENDIX FOUR: Contractor s insurance details (Please complete where applicable) Please note that should this information not be available at time of submission, the successful tenderer will only be appointed on receipt of this information NAME OF CONTRACTOR: DESCRIPTION OF CONTRACT: 17

18 Please arrange to have this form completed by your Insurance Broker or Insurers. PUBLIC / PRODUCTS LIABILITY (Minimum of 1,000,000): 1. Policy number 2. Insurer 3. Period of insurance to 4. Business description (as stated on policy) 5. Limits of indemnity Public liability: Products liability: 6. Height or depth limit 7. Restrictive endorsements / excess 8. Does the policy cover liability for acts of negligence committed by subcontractors of the insured? Yes / No 9. Does the policy cover liability for use of motor vehicles where Road Traffic Compulsory Insurance Legislation does not apply? Yes / No 10. Does the policy provide an indemnity to principal extension? Yes / No EMPLOYER S LIABILITY (minimum of 1,000,000): 18

19 1. Policy number 2. Insurer 3. Period of insurance to 4. Business description (as stated on policy) 5. Limits of indemnity 6. Height or depth limit 7. Restrictive endorsements / excess APPENDIX FIVE Freedom of Information Please note that from 1 January 2005, under the Freedom of Information Act 2000, members of the public have the right to request information from Public Sector Bodies, which may include details relating to this exercise The Freedom of Information Act 2000 (FOI) is intended to promote a culture of openness and accountability amongst public sector bodies by providing people with rights of access to the information held by them. It is expected that these rights will facilitate better public understanding of how public authorities carry out their duties, why they make decisions they do and how they spend public money. From 1 January 2005, people will have the right to make a request for any information held by a public authority and the authority will be required to follow the provisions of the Freedom of Information Act in dealing with the operation of its functions. Information is defined in section 84 of the Act as being information recorded in any form, and it covers any information held by the public body in connection with the operation of its functions. 19

20 This guidance covers procurement exercises which will vary from routine exercises to procurement in the wider sense e.g. Invitations for expressions of interest or establishing partnerships. Up to and including the evaluation process, all the information provided by bidders to the Council will be considered to be of a confidential nature. Beyond the evaluation process, the provisions of the Act will govern what the Council is obliged to disclose. The evaluation process will be deemed to have been completed when the Council has made its decision, or a Senior Council Officer has decided that the particular quotation exercise is not viable. Bidders should be aware that the information provided in the completed tender and contractual documents could be disclosed in response to a request under the Freedom of Information Act. We will proceed on the basis of disclosure unless and appropriate exemption applies. No information provided by bidders will be accepted in confidence and Causeway coast and Glens Borough Council accepts no liability for loss as a result of any information disclosed in response to a request under the Freedom of Information Act. Causeway Coast and Glens Borough Council has no discretion whether or not to disclose information in response to a request under the Freedom of Information Act, unless an exemption applies. Disclosure decision will be taken by appropriate individuals in Causeway Coast and Glens Borough Council having due regard to the exemption available and the Public Interest. Bidders should be aware that despite the availability of some exemptions, information may still be disclosed if the Public Interest in its disclosure outweighs the Public Interest in maintaining the exemption. Bidders are required to highlight information that they include in the quotation documents, which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons, why that view is taken. In particular issues concerning trade secrets and commercial sensitivity should be highlighted. Bidders are advised against recording unnecessary information. In accordance with the Lord Chancellors Code of Practice on the discharge of public functions, Causeway Coast and Glens Borough Council will not accept any contractual term that purports to restrict the disclosure of information held by the Council in respect of the contract or quotation exercise save as permitted by the Freedom of Information Act. The decision whether to disclose information rests solely with Causeway Coast and Glens Borough Council. Bidders will be notified by the Council of any disclosure relating to them. 20

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