Yorkshire's Maritime City – Procurement Of

Report to the Finance and Value for Money OSC 21 July 2017

Cabinet 24 July 2017 Wards : ALL

Hull: Yorkshire’s Maritime City – Procurement of Activity & Capital Consultants

Report of the Director of Regeneration

This item is not exempt Therefore exempt reasons are not applicable

This is a Key Decision

This is a key decision. The matter is in the Forward Plan 0031/17

1. Purpose of the Report and Summary

1.1 To provide an update on the successful Hull: Yorkshire’s Maritime City project. Heritage Lottery Fund (HLF) have approved a development grant for the project of £1,368,400 to fund preparatory work prior to release of up to £15m following a Round 2 submission.

1.2 This report seeks approval to commence a procurement process to go out to tender for a Multi-Disciplinary Team which will consist of specialist Activity Consultants, Capital Construction Consultants and Naval Architects Consultants. A curatorial Consultant and a Quantity Surveyor will be procured separately. The team will develop the stage 2 HLF bid for the Hull: Yorkshire’s Maritime City (H:YMC) project. The total cost of professional fees during the development phase is estimated to be circa £1,234,400 and £1,712,000 for the delivery phase.

2. Recommendations It is recommended that Cabinet;

2.1 Note the planned Visitor Destination Programme legacy project for museums (this project) has a total capital requirement of £27.4m of which the Heritage Lottery grant will fund £15m, subject to a successful Author: Rob Kingdom Status: Project Manager Date: 14/07/2017 Page 1 of 21

round 2 bid to be submitted no later than 30 May 2019 and;

Note that we seek approval to begin fundraising of £2.6m requirement within the scheme, which will be raised through one or more trusts, charities and foundations.

2.2 That approval is given to proceed in accordance with EU procurement rules with the procurement of the following contracts;

a) A Multi-Disciplinary Team that can provide a full building design, costing, surveying and contract administration consultancy for the renovation of the Grade II* listed Maritime Museum, Dock Office Chambers, the historic dry docks at “North End Shipyard” and a new visitor orientation centre, on the same site. The consultancy Design team will be led by an accredited conservation architect or surveyor, in line with HLF requirements and shall act as Principal Designer for this scheme. Roles will also include – Activity Plan; Catering & Retail; Evaluation; Consultation & Community Engagement; Bid Management and Business Planning and a National Historic Ships consultancy service.

b) A Quantity Surveying consultancy for the project in line with HLF requirements and in accordance with the Council’s procurement policy

c) A Curatorial consultancy who will be responsible for the advice on and specification for, the conservation and storage of the artefacts and renovation including Interpretation & Design

2.3 That tenders are sought using the EU open procedure or on an EU compliant procedure which is acceptable to the Heritage Lottery Fund on a 70% quality 30% price value for money criteria and include a staged contract to allow submission of a Round 2 HLF submission.

2.4 That the approval of the award of contracts once tendered be delegated to the City Manager for Major Projects & Infrastructure in consultation with the Town Clerk and Portfolio Holder for Economic Investment, Regeneration and Planning, subject to such tenders being within budget.

3. Reasons for Recommendations

3.1 The consultants are required for the scheme and will need to be in place until completion of their individual elements within the overall project, but HLF requirements for a round 2 submission and approval of the substantive grant requires a break clause to ensure the Council does not commit to unfunded services. The proposed consultancy contracts, require approval to procure through an open competitive tender.

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3.2 HLF require that all tenders subject or grant are sought using the EU open procedure or on an open tender basis on a 70% quality 30% price basis. Utilising frameworks and existing Contractual arrangements are not permissible under the funding regime.

3.3 To progress the bid to round 2 delivery phase, HLF will require the works identified during round 1 to be further developed, resulting in the production of a comprehensive and fully costed delivery and implementation plan to a minimum RIBA stage 3 ready for submission to the HLF no later than 30th May 2019. As the Council cannot make use of it’s existing framework agreements to deliver the scheme, procurement is necessary.

3.4 A staged contract allows the Council to commit to each stage of the contract independently once the Council is assured that it is able to progress to a further stage of the process.

4. Impact on other Executive Committees (including Area Committees)

4.1 These are services that will be delivered on a citywide basis and therefore has no impact on specific area committees.

5. Previous approvals and delegations

5.1 The Cabinet 23 rd February 2015 (minute 92 refers) approved a total allocation of £9.8m for the Hull: Yorkshire’s Maritime Museum project from the £80 million approved visitor destination investment allocated by the Council in support of the City plan. For phase 1 projects it also; a) Delegated to the Chief Operating Officer authority to enter into agreements for the acceptance of identified grant funding, in consultation with the s151 officer and the Town Clerk and the Portfolio Holder for Economic Investment, Regeneration and Planning b) Notes that the Leader may by individual decision record vire funds across the phase 1 and 2 programme and revise the funding for individual schemes, subject to funding remaining within the approved capital programme; c) Subject to contracts being let within the funding envelope identified, or as amended by the Leader, delegates to the Chief Operating Officer, in consultation with the s151 officer and the Town Clerk and the Portfolio Holder for Economic Investment, Regeneration and Planning, authority to enter into agreements with contractors providing the most economically advantageous proposal within the agreed delivery route for the development and delivery of the identified schemes d) Approved the commitment of capital expenditure of up to £1.6m to undertake feasibility and development work for the following projects within the Phase 2 2017 Legacy Programme of which

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this project forms part. e) Delegate’s authority, in consultation with Portfolio Holder for Economic Investment, Regeneration and Planning to the City Manager for Major Projects & Infrastructure and the Town Clerk, to agree the detailed terms and conditions for any site appraisal works and associated legal agreements, including entering into contracts for feasibility/architectural, civil, structural design/surveys/other specialist support to facilitate delivery of the programme.

5.2 The Cabinet decision of 22 February 2016 (minute 102 part II a. refers) also included the approved allocation of £9.8m for museums.

5.3 Cabinet on the 20 February 2017 (min 104 k refers) updated that approval to include the known costs contained within the bid.

6. Background

6.1 This scheme is identified as a Phase 2, 2017 Legacy Programme within the capital programme. The total project value is estimated to be £27.4m, made up of Development costs £2,451,175 and delivery costs £24,952,771.

6.2 During the HLF Development Phase the Council and Hull Culture and Leisure Ltd , will refine the construction and engineering solutions, exhibition design and conservation requirements of the buildings, ships and artefacts. Business planning activity focussing on producing a combination of investment in infrastructure, facilities, programmes and new approaches, will be reflected in a sustainable financial model which will ensure the long-term viability of H:YMC well beyond the HLF funded period.

6.3 H:YMC is a heritage-driven, city wide project which draws on Hull’s unique spirit and sense of place, redefining and refocusing the cityscape to highlight the maritime stories shaping its past, present and future. It builds on legacy aspects of the City of Culture 2017, and focuses on the promotion and preservation of Hull's maritime history, architecture and collections, and offers opportunities for building new capacities, locally, through skills development, employment, and volunteering.

This project, alongside other key programmes such as City of Culture and wide-ranging public realm improvements, will stimulate the visitor economy as well as address local indices of deprivation, develop skills, improve employment and celebrate Hull and its community’s unique heritage and identity.

6.4 The project encompasses the redevelopment of 5 historic assets across Hull: the transformation of the Grade 2* listed Maritime Museum with a new architectural and exhibition scheme; the creation of a collections

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store at the Dock Office Chambers; the conservation of two historic vessels – the Arctic Corsair and the Spurn Lightship, and the creation of a visitor orientation centre at the derelict North End Shipyard, the proposed new permanent berth of the Arctic Corsair. This will be linked back to the Maritime Museum through new interpretation along the dock and all city walls.

6.5 H:YMC will create a new heritage visitor experience. Ongoing city-wide wayfinding and art installations will ensure that the project elements blend with existing visitor attractions such as the Museums Quarter, The Deep, the Ferens Art Gallery and newly regenerated areas in the Old Town and Fruit Market. The project builds on existing HLF investment as well as current opportunities presented through the UK City of Culture 2017 and its legacy. Together, this will make the cityscape more legible with a maritime heritage focus permeating across the city centre.

6.6 The Council, if successful in round 2, will be required to commit to a level of round 2 match funding for the delivery and this will be the subject of a further Cabinet report. 6.7 The project forms part of the Visitor Destination strand of the City Plan and the Project has considered and formed its outputs during the bidding process which achieve HLF criteria and requirements.

7. Issues for Consideration

7.1 Due to the scale and complexity of the proposed works a range of skills and expertise from a number of specialist roles is required, including Accredited Conservation Architect or Surveyor, Quantity Surveyors, Conservation Structural Engineer, Accredited Conservation Naval Architect or Engineer and activity planners. While considerable expertise exists within HCAL with regards to museums, art and conservation along with running visitor attractions, there is also a need to engage specialists to assist in the exhibition design and conservation of the world class exhibits the Council holds. HLF require any work they fund to be tested in open competition

7.2 The HLF enforce strict guidelines in terms of how goods and services they fund are procured and expect all procurement to be undertaken externally through an open procurement process and will not accept the use of procurement frameworks or selected lists. HLF also require that the key Consultants will lead on the scheme through both the development and delivery phases; to this end, the procurement of each team will need to include a staged approach, with a break clause after the development stage, to prevent the Council being committed to pay any costs associated with the delivery stage should the bid for HLF funding be unsuccessful or delayed.

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7.3 The HLF also insist on the appointment of a dedicated Programme Director along with a dedicated team for the duration of the scheme, to manage the development and delivery and to whom the appointed consultants will report and interact with on a daily basis. The creation of the relevant posts is subject to existing recruitment procedures which are currently underway under existing Officer Delegations. The team will be part of the Major Projects and Infrastructure team. HCAL are also creating two posts under their system to support the existing Director of Cultural Services and the Museum Curator. These posts are part funded through the HLF development grant who require these to be advertised externally

7.4 It should be noted that failure to comply with the HLF guidance can result in part or all funding for the scheme being withdrawn.

8. Options and Risk Assessment

8.1 Option 1 - Procure the required services using an existing delivery partner contract to quickly provide the required expertise and resources to allow a fast start up. Whilst the Council has such contracts in place, i.e. Esteem, HCAL or NPS Humber, HLF will not approve the use of such existing partnership or framework contracts. For schemes HLF grant fund they require specific open competition. Therefore to appoint in this fashion would result in a non-compliant submission for Round 2 and withholding of Permission to Start and funding. However, existing partners would not be precluded from bidding for the work as long as the team fully met the selection criteria.

8.2 Option 2 – Seek tenders from suppliers listed within the relevant YORconsult framework. While this could provide a mechanism for obtaining some of the relevant skills, HLF will not approve the use of a procurement framework for schemes they fund (as above), their argument being that this could reduce the opportunity to attract the right level of expertise, being limited to a small number of companies and may exclude those that have the most experience and expertise. Although that is not necessarily the case, to procure from an existing framework would again result in a non-compliant bid being submitted and therefore Permission to Start and funding being withheld, making the scheme unviable.

8.3 Option 3 - Seek competitive tenders through an open procurement process for the provision of the three consultancy teams – this will ensure compliance HLF requirements and enable the Authority to attract the right level of expertise and secure best value.

The tender opportunity would be advertised via OJEU where appropriate, on the e-tendering website YORtender and selected relevant publications as an open tender opportunity for any supplier to bid, rather than directed to a specific framework. Due to the

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requirements of the contracts and the relatively few organisations that would hold the necessary skills and experience needed to satisfactorily deliver the contracts, this is an appropriate option as it allows the maximum exposure in the market and the proposed evaluation criteria of 70% quality 30%price is within the permitted weighting ratio for the HLF. This is the recommended option in this instance

9. Option 3 specific procurements

9.1 The following specific procurements which will require full OJEU compliant procurement process are the following: • Multi-Disciplinary Design Services Team, • Quantity Surveyor and • Curatorial services.

10. Risk Assessment

10.1 Risks that suppliers are inadequately financed, cannot obtain the required warranties and insurance, or have the necessary skills and resources, Mitigating action – suppliers will be evaluated through a competitive tender process against pre-set evaluation criteria. This will involve evaluating providers’ financial standing, insurance levels, experience, quality, environmental and health & safety procedures, business continuity plans, compliance with contract regulations, as well as their proposals on service delivery and price, including social value. Financial accounts will also be monitored during the course of the contracts to reduce the risk of the supplier going into administration.

10.2 Development phase consultants not procured in a timely manner or in accordance with HLF procurement procedures leading to delays in creating a project team resulting in subsequent effect on programming. Mitigating action – to implement agreed procurement strategy and allow sufficient programme time for OJEU or equivalent advertisement followed by a fully transparent tender evaluation process.

10.3 Failure to comply with HLF requirements leading to loss of HLF support and confidence resulting in delays to the project program. Mitigation action – maintain good liaison with the HLF to agreed delivery points and observe HLF criteria throughout the procurement.

10.4 Related risk; Failure to comply with Hull City Council’s and HCAL’s recruitment process leading to delays in the recruitment of staff resulting in project delays. Mitigating action – maintain good liaison with HR teams at an early stage.

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10.5 Failure to obtain Best Value by using the open procedure, Mitigating a Action - all documentation must be fully formulated prior to tender and criteria set to ensure full compliance and meet project objectives.

11. Consultation

11.1 A project survey to obtain general views on the service ran from end of May 2016 until 20 June 2016 attracting a total of 887 respondents who were able to complete the survey either online or by filling in questionnaires ( available at customer service centres, libraries and Museums). The consultation shows that people are genuinely proud of their maritime heritage, and want to see it conserved and celebrated. 45% of the respondents had a direct connection with the maritime industry, with some 30% indicating that they valued 'our heritage', 'our story', and 'our city.' The centre of Hull and the Old Town has seen a steady decline in economic relevance with the loss of the maritime industry and the docks and the separation of the city centre from the Humber waterfront by the A63.

The Hull Cultural Strategy 2016 - 2026 and Heritage Action Zone proposal both stress the need to capitalise on the city’s cultural and historic assets and advocate a long term strategic commitment by HCC in acknowledging the central role of culture in the regeneration, future place shaping and place making of the city.

There is a cultural step change happening in Hull that will have a real and positive impact for people. Hull becoming the host city for the prestigious UK City of Culture 2017 is a catalyst for change supported by both the HLF and the Arts Council. Preparations for 2017 have given Hull a once-in-a-lifetime opportunity to transform the city centre and will set a new precedent for high quality visitor experiences, increased visitors and tourism, a culture of volunteering, fundraising, provision for young people and new audiences, and partnership working. H:YMC will form a key plank of the city's legacy plan and will set the bar for cultural development beyond 2017.

The UK City of Culture 2017 is linked to the delivery of Hull’s City Plan (2013 - 2023), which provides the Council’s strategic direction for ensuring a great future for the city and improving the quality of life for its residents. The aim of the City Plan is to create 7,500 new jobs by taking advantage of renewable energy opportunities, using the culture and history of the city to regenerate the centre and encourage more people to visit, and removing barriers to sustainable employment. The H:YMC project will create 20 new jobs, 16 of which will carry on after the project is completed. The regeneration sparked by H:YMC could generate 35 jobs across the city, and will have a positive additional impact on visitor spend. A 35% increase in local visitors to the city centre is projected, and a 57% increase on day visitors, creating an additional GVA of £2,864,637 per annum. Author: Rob Kingdom Status: Project Manager Date: 14/07/2017 Page 8 of 21

The H:YMC project provides opportunities to address these issues and to reaffirm and celebrate Hull as a Maritime City - to create an enhanced sense of place and civic pride based upon a shared history and maritime legacy.

12. Comments of the Town Clerk (Monitoring Officer)

12.1 The Council may embark upon the regeneration of its Maritime Museum and associated cultural and property assets using powers conferred by S. 145 Local Government Act 1972 and S. 12 Public Libraries and Museums Act 1964.

Contract Procedure Rules and the Council’s Procurement Strategy advocate the use of public sector framework contracts for the provision of services such as those outlined in the report. These are both lawful and likely to deliver best value. However, the constraints imposed by the HLF as a condition of its funding release are noted. Use of the open procedure under the Public Contracts Regulations 2015 is certainly available to the Council, although consideration should be given to the use of the competition with negotiation procedure, as this allows suitable bids to be accepted on receipt, but also permits negotiation if necessary to improve the contents of bids. It is not known at this stage if this is prevented by HLF criteria.

Under the Public Services (Social Value) Act 2012, the Council has a statutory duty to consider how what it is proposing to procure might improve the social, economic and environmental well-being of its area and how that might be secured as part of the procurement. This will need to be taken into account prior to the commencement of any procurement and a suitable element incorporated for evaluation.

The reference in the Risk Assessment to timely procurement is noted. Adequate time needs to be built into the programme to allow Procurement and Legal officers to review and advise upon all procurement documentation.

13. Comments of the Section 151 Officer

13.1 The s151 Officer supports the proposal in terms of procuring specialist consultants to undertake the development phase of the project to ensure the requirements for the Round 2 funding submission are met. HCC capital allocation of £9.8m to support the project is already in place alongside the HLF development grant of £1.4m.

14. Comments of HR City Manager and compliance with the Equality Duty

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14.1 The contracting of consultants has no staffing or equality impacts on the Council. The trade unions will need to be consulted about the appointment of consultants in line with our agreed procedure.

15. Comments of Overview and Scrutiny

15.1 This report is due to be considered at the meeting of the Finance and Value for Money Overview and Scrutiny Commission on Friday, 21 July, 2017. Any comments or recommendations agreed at the meeting will be forwarded to Cabinet for consideration alongside the report. (Ref. Sc4324)

16. Comments of the Portfolio Holder – Councillor Mancey – Economic Investment, Regeneration and Planning

16.1 This place-making project, which firmly places Hull’s maritime heritage at its centre, will be developed as part of a wider plan to regenerate the city and forming a key part of our City Plan and visitor destination strategy. As such I support the recommendations in order to ensure timely progress of the round 2 bid submission.

17. Comments of the Portfolio Holder – Councillor Spencer – Corporate Services and Performance 17.1 I recognise that as funder the HLF procurement criteria takes priority over the Council’s normal procurement policies but I am pleased to support the recommendations as this important project will be procured in an open manner which will provide value for money.

Mark Jones Director of Regeneration

Contact Officer: Gary Taylor City Manager Major Projects and Infrastructure Telephone No: 01482 615115 Rob Kingdom Project Manager Telephone No.: 01482 612576

Officer Interests: None (Note – this must be none)

Background Documents: - A list of background documents must be included. These documents are then available (if not exempt) for public inspection.

• Consultancy roles – Appendix 1

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Implications Matrix

This section must be completed and you must ensure that you have fully considered all potential implications

This matrix provides a simple check list for the things you need to have considered within your report

If there are no implications please state

I have informed and sought advice from HR, Yes Legal, Finance, Overview and Scrutiny and the Climate Change Advisor and any other key stakeholders i.e. Portfolio Holder, relevant Ward Members etc prior to submitting this report for official comments I have considered whether this report Yes requests a decision that is outside the Budget and Policy Framework approved by Council Value for money considerations have been Yes accounted for within the report

The report is approved by the relevant City Yes Manager I have included any procurement/commercial Yes issues/implications within the report

I have considered the potential media interest Yes in this report and liaised with the Media Team to ensure that they are briefed to respond to media interest. I have included any equalities and diversity Yes implications within the report and where necessary I have completed an Equalities Impact Assessment and the outcomes are included within the report Any Health and Safety implications are Yes included within the report Any human rights implications are included Yes within the report I have included any community safety Yes implications and paid regard to Section 17 of the Crime and Disorder Act within the report I have liaised with the Climate Change Yes Advisor and any environmental and climate change issues/sustainability implications are Author: Rob Kingdom Status: Project Manager Date: 14/07/2017 Page 11 of 21 included within the report

I have included information about how this Yes report contributes to the City Plan/ Area priorities within the report

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Appendix 1

Consultancy Roles required for H:YMC project

Multi-Disciplinary Design Services Team

To provide a full building design costing, surveying and contract administration consultancy around the renovation of the Grade II* listed Maritime Museum, Dock Office Chambers and the historic dry Docks at “North End Shipyard” and new visitor orientation centre in conjunction with specialists designing the exhibit areas, conservation storage and the artefacts, renovation.

The team will be led by an accredited conservation architect or surveyor and shall act as Principal Designer for this scheme.

Tasks involved with the overall capital work associated with this project include the following:

National Historic Ships UK Consultant

To provide a full engineering and marine architecture design costing, surveying and contract administration consultancy around the restoration of the Arctic Corsair to be placed in the historic dry Docks at “North End Shipyard” and the Spurn Lightship, which will be returned to a berth in the marina close to her current position. This is part of a wider scheme to restore and expand the Maritime museum, provide better storage and backroom facilities at Dock Office Chambers and a new visitor orientation centre at a New North End Shipyard, in conjunction with specialists designing the exhibit areas, conservation storage and the artefacts & renovation.

The team will be led by an accredited conservation Naval Architect or engineer and shall act as Principal Designer for this scheme.

Tasks involved with the overall capital work associated with this project include the following:

• Commissioning the ship repair element of the project • Surveys and investigations identified in the initial Round 1 bid stage. • Obtaining all relevant approvals and Historic vessels consent Author: Rob Kingdom Status: Project Manager Date: 14/07/2017 Page 13 of 21

• Repairs and renovations to the historic fabric of the ships • Very minor alterations to improve visitor access and staff facilities • Renewing the M & E plant to provide the exhibition vision and a sustainable energy use • Gangway design for access

Activity Roles:

Activity plan Consultant

To provide a full activity plan development using HLF guidelines

The team should be led by an experienced activity plan co-ordinator

To create an Activity Plan which sets out detailed timescales and costs where required, covering the following areas:

• Current position and review of organisational capacity so proposed activities are deliverable • Identify through consultation barriers to access, understanding and participation for the site - intellectual, sensory, physical, cultural, financial and organisational so that these could be addressed within the Activity Plan. Particular emphasis will be given to barriers to science learning and participation • Strategic decisions about involving people • Action plan for activities, including volunteer development, training and skills development, and community engagement • Appendix # summarising consultation activity

Business Planning Consultant

To provide a full exhibition and interpretation design consultancy around the renovation of the Grade II* listed Maritime Museum, Dock Office Chambers, the historic dry Docks at “North End Shipyard” including a new visitor orientation centre and two historic ships, the Arctic Corsair and the Spurn Lightship Interpretation building in conjunction with a Conservation Architectural team renovating, repairing and altering the buildings.

The team will be led by a named suitably qualified and experienced consultant.

Tasks involved with the overall capital work associated with this project include the following:

• Provide a full and complete service for the duration of the appointment and the lifetime of the project • Ascertain from the Employer details of the project and management organisational structures as it will relate to the project Author: Rob Kingdom Status: Project Manager Date: 14/07/2017 Page 14 of 21

• Discuss the Employer’s broad objectives and constraints and review the project’s general feasibility within these constraints • Establish communication, reporting and authorisation procedures to operate between the Employer and Consultant • Comply with the Employer’s Regulations and Procedures • Seek and engender a culture of confidence, trust and mutual respect between all members of the Consultant Team • The Consultant will acknowledge the authority of the Project Manager (note this may be an internal and external PM) and comply with the project procedures established by the Project Manager(s)

The Consultant shall provide the following general services throughout the duration of its appointment:

• Make its work available to the Project Team for professional review, and, if necessary, modification or amendment, including, where appropriate, advising and assisting the Project Team to resolve any statutory issues or problems stemming from the impact of statutory regulations • Maintain the Business planning programme • Printing, reproducing or purchasing all documents, drawings, maps, models, photographs and other records necessary for the proper performance of the services • Providing information to the other members of the Project Team as is necessary to enable them to carry out their respective duties • Preparing design reports at key stages of the Project in compliance with the Council’s processes and stage sign off procedures • Contribute to the preparation and updating at each stage of the Project an integrated programme and deliverables for the Project to comply with the overall timescales and procurement strategy agreed with the Client and as necessary

Catering and Retail Consultant

To provide a full Catering and Retail consultancy around the renovation of the Grade II* listed Maritime Museum, Dock Office Chambers, the historic dry Docks at “North End Shipyard” including a new visitor orientation centre and two historic ships, The Arctic Corsair and the Spurn Lightship Interpretation building in conjunction with the conservation Architectural team renovating, repairing and altering the buildings.

The team will be led by a named suitably qualified Consultant

The following outputs are required from the Consultant:

• Delivery of a robust, financially sustainable catering and retail business plan which will be delivered by the Project from 2022 onwards. The development of the catering and retail plan will feed in to the overall business plan and will be

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subject to scrutiny and comment by the Client and the Heritage Lottery Fund during the timescales shown in the appendices • Scenario test options to deliver the catering and retail plan and provide options for the financial delivery model that can be taken forward by the Hull Culture and Leisure as the operator of the facility • Advise upon and recommend the offer for the Project. This should include advice on comparative analysis, market trends opportunities and constraints including those stipulated by the Client and Council, extent of demand and income potential arising from events. (The Museum itself will be free to enter unless after hours, there may be more flexibility around the North End Shipyard and the ships themselves without compromising the inherent free museum entry offer within the service so there is limited scope to allow for closure during the day for ticket-only events which require payment for entry) • Identify a minimum level of offer below which the Council would have to subsidise the activity • Identify target market, potential suppliers (local, regional and national), and provide a supply and demand assessment, including occupancy level analysis, market segmentation review, risk and sensitivity analysis of the market for the sites, evidence visitor interest and soft market testing for caters and retailers. (HCAL has been formed by the Client to advise and deliver the Museum offer which includes this project and currently provide both the retail and catering offer across their sites.) • Advise on branding, marketing and communications strategies, and how to implement these strategies • On a continual basis, undertake risk analysis of the emerging Catering and retail business plan options and final proposal and advise the Client on the benefits and risks associated in each case • Lead an appropriate team with skills and experience encompassing business planning; market analysis; catering and retail; visitor attraction and marketing expertise • A breakdown of projected operating income and expenditure for the Catering and retail offer for a 10 year period • Manage, co-ordinate and control all aspects of the Catering and retail business planning from the time of appointment to completion of the business plan, within agreed timescales • Attending meetings and producing reports as required.

Consultation and Community Engagement Consultant

To provide a full Consultation and Community Engagement consultancy around the activities after the full renovation of the Grade II* listed Maritime Museum, Dock Office Chambers, the historic dry Docks at “North End Shipyard” including a new visitor orientation centre and two historic ships, The Arctic Corsair and the Spurn Lightship Interpretation building in conjunction with conservation Architectural team renovating, repairing and altering the buildings.

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The team will be led by a named consultant

Tasks involved with the overall capital work associated with this project include the following:

• Undertaking an access audit and form an access working group – supported by the Activity Plan Consultant (APC) • Site visits / assessments • Attendance at meetings specific to this commission • Involvement with working groups specific to this commission • Regular and efficient communication with the APC and the Project Director • Engagement and consultation activities and events- supported by the APC • Stakeholder assessment to identify target audiences and specialist work areas - supported by the APC • Assimilation of data, research information and feedback • Comparator research of other heritage / relevant sites to inform proposals • Research into costs and resource required at Round 2 • Deliver against the outputs and outcomes described within this brief • Identify, describe and undertake any other work necessary to meet the requirements of the brief • Producing a Consultation & Community Engagement Plan following HLF guidance • The commission requires close working with project staff, relevant stakeholders and other consultants. This includes working with those planning and designing the exhibition and interpretation, and the building design • The Maritime Museum is a well-loved institution with devout followers with strongly held views and beliefs. The Arctic Corsair in particular is very sensitive and its operation is still within living memory. It will therefore require consultation and marketing of a very sensitive nature • Provide a full and complete Service for the duration of the appointment and the lifetime of the project • Ascertain from the Employer details of the project and management organisational structures as it will relate to the project • Discuss the Employer’s broad objectives and constraints and review the project’s general feasibility within these constraints • Establish communication, reporting and authorisation procedures to operate between the Employer and Consultant • Comply with the Employer’s Regulations and Procedures • Seek and engender a culture of confidence, trust and mutual respect between all members of the Consultant Team

The Consultant shall provide the following general services throughout the duration of its appointment:

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• Maintain the Consultancy programme • Printing, reproducing or purchasing all documents, photographs and other records necessary for the proper performance of the services • Providing information to the other members of the Project Team as is necessary to enable them to carry out their respective duties • Preparing reports at key stages of the Project in compliance with the Council’s processes and stage sign off procedures • Contribute to the preparation and updating at each stage of the Project an integrated programme and deliverables for the Project to comply with the overall timescales and procurement strategy agreed with the Client and as necessary to meet interface needs of; The Activity team; the exhibition and interpretation team; and building design team, as may be modified and developed during the course of the Project by agreement of the Client.

Bid Management Consultant

To provide a full bid management consultancy around the renovation of the Grade II* listed Maritime Museum, Dock Office Chambers, the historic dry Docks at “North End Shipyard” including a new visitor orientation centre and two historic ships, The Arctic Corsair and the Spurn Lightship Interpretation building in conjunction with conservation Architectural team renovating, repairing and altering the buildings.

The team will be led by a named professional Project manager.

Tasks involved with the overall capital work associated with this project include the following:

• Prepare a Project Execution Plan clearly setting out how the project is to be managed, controlled and delivered (by whom when and how) with clearly defined quality outputs. • Work with the Project Director to establish budget framework and manage cost control process • Prepare a detailed project programme and manage programme control process • Update the execution plan on a weekly basis and prepare a weekly email progress and status summary. Maintain historical progress records • Prepare Monthly Reports on progress to the Project Board to a format agreed by the Project Director • Assist in the selection and appointment of consultants, contractors and suppliers in accordance with Hull City Council and HLF requirements and best practice • Oversee progress of the project contributors. Arrange and chair co-ordination and progress meetings as necessary • Be fully conversant with HLF grant processes and requirements and disseminate these to the team and ensure full understanding of the HLF requirements. Act as secondary point of contact with HLF (the Project Director will be first point) in project delivery matters and attend regular meetings with HLF Project Monitor/Mentor(s). Likely to be monthly.

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• Assemble the Round 2 Application documentation containing the elements described in the HLF award letter and ensure their proper upload to the HLF web portal ensuring separate “e” and hard copies are delivered on time. • Liaison with other Fundraisers as required by the Project Director.

Evaluation Consultant

An Evaluation Consultant will be procured for the 5 years of the delivery phase. They will have the following responsibilities:

● Coordinate and chair an initial meeting with the project team to consult about the aims and objectives of the project and activity programme and to establish a methodology for the evaluation of success. ● Coordinate and chair further planning meetings on a bi-monthly basis (or as needed) with key staff to review activities and evaluation plans. Regular evaluation reviews will ensure that the project is analysed and understood as broadly as possible and that effective evaluation techniques are incorporated into all of HYMC public programme work. ● Identify indicators for the project and prepare an evaluation plan. ● Devise a framework for evaluation and produce evaluation resources and use these to deliver training to key staff. (This might be in the form of standard questionnaires, or more creative evaluation tools). ● Provide guidelines and support for collecting and storing information. ● Be available to support and advise key staff on the evaluation of the project throughout the project. ● Collate and analyse all of the evaluation material from the Activity Plan and produce a final evaluation plan

Quantity Surveyor

To provide full Quantity Surveyor services around the restoration of the Arctic Corsair to be placed in the historic dry Docks at “North End Shipyard” and the Spurn Lightship, which will be returned to a berth in the marina close to her current position. This is part of a wider scheme to restore and expand the Maritime museum, provide better storage and backroom facilities at Dock Office Chambers and a new visitor orientation centre at a New North End Shipyard, in conjunction with specialists designing the exhibit areas, conservation storage and the artefacts & renovation.

Tasks involved and associated with this project include the following:

• Provide outline RIBA 3 and elemental cost breakdown • Advise on approximate provisional sums • Advice on contract documentation for physical restoration works as required • Advice on contingencies and inflation in line with HLF recommendations. • Monitor the contract, issue valuations and certificates, including final certificate • Advise on any variation costs and provisional sums

Author: Rob Kingdom Status: Project Manager Date: 14/07/2017 Page 19 of 21

Curatorial consultancy To provide advice on and specification of, the conservation and storage of specific artefacts and collections and required renovation.

Tasks involved with the overall work associated with this project include the following:

• Assessing artefacts and collections based on the round 1 work • Commissioning the conservation and repair element of the artefacts and collections • Carrying out Surveys and investigations and research identified in the initial Round 1 bid stage. • Obtaining all relevant approvals and consent • Overseeing repairs and renovations to the historic fabric of the artefacts • Preparing a Conservation and maintenance strategy for the artefacts and collections • Be available to support and advise key staff on the evaluation of the project throughout the project. Exhibition and Interpretation Consultant

To provide a full exhibition and interpretation design consultancy around the renovation of the Grade II* listed Maritime Museum, Dock Office Chambers, the historic dry Docks at “North End Shipyard” including a new visitor orientation centre and two historic ships, The Arctic Corsair and the Spurn Lightship Interpretation building in conjunction with conservation Architectural team renovating, repairing and altering the buildings.

The team will be led by a named exhibition designer and interpretation specialist and shall act as Principal Designer for this scheme and will liaise with the construction Principle Designer to ensure a smooth handover to the exhibition installation phase.

Tasks involved with the overall capital work associated with this project include the following:

• Commissioning the design element of the project • Surveys and investigations identified in the initial Round 1 bid stage • Obtaining all relevant approvals and listed building consent • Ensuring alterations required to the Grade II* listed structure to accommodate the exhibition vision and allow full access are clearly communicated to the building architect consultant and all constraints are taken into account in the exhibition design. (note in particular floor loadings to the Maritime Museum) • Ensuring the M & E infrastructure required to accommodate the requirements of the exhibition are clearly communicated to the M & E consultant and all constraints are taken into account in the exhibition design •

Author: Rob Kingdom Status: Project Manager Date: 14/07/2017 Page 20 of 21

Author: Rob Kingdom Status: Project Manager Date: 14/07/2017 Page 21 of 21