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HIMLEY HALL KITCHEN GARDEN, EAST YARD AND LODGE: BRIEF FOR A FEASIBILITY STUDY AND CONSERVATION MANAGEMENT PLAN ON BEHALF OF THE WEST MIDLANDS HISTORIC BUILDINGS TRUST

Table of Contents 1. INTRODUCTION ...... 2 A. THE PROPERTY ...... 3 B. WEST MIDLANDS HISTORIC BUILDINGS TRUST ...... 4 3. THE FEASIBILITY STUDY WORK TO BE DONE ...... 4 4. THE CONSERVATION MANAGEMENT PLAN WORK TO BE DONE ...... 7 5. ACCESS ARRANGEMENTS ...... 7 6. BUDGET AND PAYMENT SCHEDULE ...... 7 7. PROJECT MANAGEMENT AND MONITORING ...... 7 8. TENDER PROCESS ...... 8 A. INFORMATION REQUIRED TO TENDER ...... 8 B. TENDER VALIDITY PERIOD ...... 9 C. SUBMISSION OF TENDERS ...... 9 D. EVALUATION OF TENDERS ...... 9 E. TIMING ...... 11 9. COPYRIGHT AND CONFIDENTIALITY ...... 11 10. FURTHER INFORMATION AND CONTACT DETAILS ...... 11 11. APPENDICES ...... 12 APPENDIX A: GOOGLE IMAGES WITH THE SUBJECT AREA EDGED IN RED ...... 12 APPENDIX B: LOCATION PLAN, MAP REGRESSION AND AERIAL PHOTOGRAPHS (IMAGES PROVIDED BY MBC) ..... 13

Himley Hall Kitchen Garden, East Yard and Lodge Tender brief

1. Introduction

West Midlands Historic Buildings Trust (WMHBT) require consultants to:

(i) carry out a study and produce a report investigating the feasibility of undertaking the repair, conversion and upgrading of the kitchen garden, east yard and associated historic structures, lodge, entrance gates and the area of land to the south of the kitchen garden between the walls and the road and to assess possible end uses; and (ii) prepare a conservation management plan based on existing information plus new data produced through preparation of the feasibility study. The commissioning of these pieces of work are dependent upon WMHBT being successful with applications to funding bodies, including the Heritage Lottery Fund (HLF) and the Architectural Heritage Fund. The initiative is supported by Dudley Metropolitan Borough Council (DMBC), owners of the property.

Note: Tenders will be equally welcome from consultants wishing to apply for both aspects of the work described by this brief or for either one of the two parts if preferred. It is a condition of submitting a tender that information produced will be made available for use by all consultants appointed by WMHBT. West Midlands Historic Buildings Trust does not bind itself to accept the lowest or any tender, and no person making a submission will be remunerated for any trouble or expense incurred in its preparation.

This document sets out details of the brief, the tender process, information to be included within tender proposals by prospective consultants, assessment criteria and weightings, and a timetable for the appointment process and for completion of the work.

Tender proposals are required to include fee scales to implement the recommendations of the feasibility study, subject to WMHBT choosing to do that, securing the necessary permissions and funding, and deciding at that point in time whether it is appropriate to appoint based on the successful tender in response to this invitation or to invite new tenders.

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2. Background information

a. The property

The focus of this tender brief is the disused kitchen garden, east yard, entrance gates and currently part-tenanted entrance lodge at Himley Hall, Dudley (NGR SO 88396 91175), together forming part of the landscaped park designed by Capability Brown in 1779.

Himley Hall is the former home of the Earls of Dudley now owned and managed by Dudley Metropolitan Borough Council (DMBC), who operate the Hall as a popular tourist attraction, wedding and conference venue.

The kitchen garden is not listed in its own right but falls within the curtilage of the Himley Hall boundary. The Hall is Grade II* (List Entry 1230781) and the park is a Grade II Registered Park and Garden (List Entry 1001270) with two entrances, one containing a lodge and gates that are Grade II (within the subject area of this study brief, List Entry 1230778: “Frant Lodge and attached walls, railings and gate”), and a second comprising a pair of lodges and attached gates that are Grade II (List Entry 1230780). The site lies within Himley Conservation Area.

The “Frant Lodge” has a recent extension to the rear, constructed to enable a sub-division into four apartments, two of which are tenanted at the present time. Although the extension is not part of the original structure, it should nevertheless be taken into account by the study.

The kitchen garden was originally divided into four quadrants, with an east yard that contained numerous glasshouses, some of which still survive though in ruinous condition. The layout enclosed central paths, lined with fruit trees, proportioned beds, wall-trained apple, pear and plum trees, and an orchard on the east side of the garden, which have all disappeared. Unfortunately, a previous use of the site as a model village and miniature railway has obscured its original plan. The model village and railway closed in 1996 and the 'miniature' conifers, planted to landscape the site at the time the model was created, have grown into mature specimens. Any survival of remains of its original form should be tested archaeologically as part of this study, ideally as an element of community involvement.

DMBC officers have indicated a willingness to provide a long-term lease of the kitchen garden, east yard and associated historic structures, lodge, entrance gates and the area of land to the south of the kitchen garden between the walls and the road to WMHBT in conjunction with a proposal from the World Owl Trust, who have expressed an interest in transferring their owl conservation programme to the site. Under that arrangement, the World Owl Trust would wish to have a sub- lease of the space within the walls of the kitchen garden. On-going care of the walls would remain the responsibility of WMHBT and maintenance work would need to be carefully managed to avoid any impact on the owls.

The World Owl Trust has been granted planning permission and listed building consent for a proposed scheme within the confines of the kitchen garden. Details can be viewed on the South Council planning portal (reference 15/00826/FUL and 15/00832/LBC). Please note that the planning application materials are copyright and may be subject to a release fee should the successful tenderer wish to use that information. In particular, tenderers might find useful a

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Heritage Assessment Statement written by David Burton-Pye MBE, who can be contacted direct (email: [email protected]; tel: 01902 743950 or mobile 07791 058351) should tenderers wish to discuss including him in their consultancy team or agreeing a release fee to use information contained in his report. Any such costs should be included in your tender price.

b. West Midlands Historic Buildings Trust

West Midlands Historic Buildings Trust (WMHBT) is a registered charity, with specialists in the field of building conservation giving their time on a voluntary basis to serve as Trustees and general operating funds coming from membership subscriptions. WMHBT's purpose is to safeguard buildings within the West Midlands that are of historical, architectural or constructional importance. Where this cannot be achieved by simply raising awareness to the issues, WMHBT will consider carrying out conservation projects itself. As a registered Building Preservation Trust, WMHBT is able to attract grants and low-cost loans to carry out the type of rescue scheme often necessary with ‘Buildings at Risk’ and in this way aims to cover the deficit in funding such projects.

WMHBT has completed ‘Buildings at Risk’ rescue projects at: • 19-20 High Street, • Harris & Pearson Office Building, Brierley Hill • Lye & Wollescote Cemetery Chapels Building

3. The feasibility study work to be done

The Trust is looking to appoint a team of specialist consultants led by an accredited conservation architect to produce a feasibility study report. The architect must hold a recognised professional accreditation as a conservation architect. Design team members are required to have skills and experience appropriate to working with listed buildings.

Tender proposals are to include details of the proposed team of professionals; appointments will be with WMHBT via the architect as lead consultant. It is envisaged the combined expertise of the team will cover the following specialisms. • Accredited conservation architect • Principal designer (for CDM purposes) • Structural engineer • Quantity surveyor • Services engineer • Environmental / energy efficiency consultancy • Building historian • Garden historian • Archaeologist • Facilitating public consultations • Market research • Business planning • Heritage interpretation

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• Audience development • Training and education

The feasibility study is required to look at the following.

• Management of the heritage asset. How best to repair, manage and interpret the kitchen garden including the walls, east yard and associated historic structures, lodge and entrance gates and the area of land to the south of the kitchen garden between the walls and the road, to reflect their historic interest and setting as an integral part of Lancelot Brown's plan for Himley Park. • Proposals that will produce the most positive outcomes for people. To examine ways, particularly through training and volunteering, to develop heritage skills while learning about our heritage and its re-use as a sustainable part of our community. • Ways to build a more resilient organisation through identifying a financially sustainable management structure that will be supported by WMHBT, the World Owl Trust (and/or other users) and DMBC, and in particular to engage new, local volunteers.

Specific work to be covered by the feasibility study is as follows.

1. Consultation activities to identify and consider options for the kitchen garden, east yard and associated historic structures, lodge, entrance gates and the area of land to the south of the kitchen garden between the walls and the road: o public consultation, to include ascertaining the needs and interests of local people; o consultation with the World Owl Trust and any other prospective users; o consultation with Council to ascertain the planning constraints on the site and with DMBC about overall plans for Himley Hall and Park and to consider options identified by the above consultations within that context, including ways to accommodate the needs and interests of local people.

2. Research including visits where appropriate for WMHBT, the World Owl Trust, any other prospective users and others involved in the feasibility study, to learn from the use and management of similar heritage sites located elsewhere, and using that research to discuss options for governance and management arrangements for Himley Hall kitchen garden, east yard and associated historic structures, lodge, entrance gates and the area of land to the south of the kitchen garden between the walls and the road.

3. Archaeological tests on site to indicate whether any of the original form of the kitchen garden layout survives, ideally organised as an opportunity for community involvement.

4. Short-listing a maximum of three use options based on data gathered from the above plus a preliminary assessment of market demand for each of the identified options; for example,

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where a public use is proposed, then an initial audience analysis with estimates, identification of similar local facilities and any likely impact both positive and negative.

5. Facilitate a workshop with WMHBT, the World Owl Trust, any other prospective users and others involved in the feasibility study to identify ways to enhance learning, public access and participation with regard to the short-listed use options, and produce a summary report.

6. Preparation of a preliminary and outline only condition survey of the kitchen garden walls; east yard including the surviving glass-houses and other yard buildings; the lodge; the entrance gates; and the area of land to the south of the kitchen garden between the walls and the road, to identify necessary repair and conservation works including any structural repairs (any emergency works should be separately identified) and to produce an estimate of costs.

7. Identification of the principal alterations necessary to adapt the land and buildings to suit each of the short-listed new use options including all capital and fit-out costs; for example, the alterations and costs necessary to accommodate the use proposed by the World Owl Trust, and likewise for other short-listed possible uses.

8. In conjunction with WMHBT and prospective users of the property, identify potential sources of funding for each of the short-listed options (including specialist funding that use by the World Owl Trust and/or other use options could attract).

9. Drawing conclusions from all of the above aspects and in conjunction with WMHBT, identify the preferred future use / uses for the kitchen garden, east yard and associated historic structures, lodge, entrance gates and the area of land to the south of the kitchen garden between the walls and the road, along with: o a summary of estimated capital costs, funding requirement and working capital financing requirement; o ways in which the preferred use / uses can enhance learning, public access and participation, and estimated costs; o an action plan timeline for fundraising and working capital financing; o an action plan timeline for the capital works, linked with that for fundraising and working capital financing; o an outline business plan for the on-going operation of the site, including a recommended governance structure.

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4. The Conservation Management Plan work to be done

The Trust is looking to appoint a suitably qualified specialist consultant to produce a conservation management plan in line with the Heritage Lottery Fund guidance notes document “Conservation management planning” for the kitchen garden, east yard and associated historic structures, lodge, entrance gates and the area of land to the south of the kitchen garden between the walls and the road

The conservation management plan is to be based on existing Information supplemented by new information generated by the feasibility study work detailed in section 3 above.

Consultants are welcome to tender for both the feasibility study work and the conservation management plan work described by this brief or for either one of those two parts if preferred. In all cases, a separate fee proposal is to be stated for each part.

5. Access arrangements

Arrangements for access should be made with Sally Newell, Estate Manager, Himley Hall & Park, Himley, Dudley, West Midlands DY3 4DF

Tel: 01384 817823 Email: [email protected]

6. Budget and payment schedule

The maximum budget to deliver both parts described by sections 3 and 4 of this brief is £30,000 before any applicable VAT, to include all fees, travel expenses, materials, printing and distribution costs.

A schedule of payments will be agreed with the successful applicant for each element of work. The final payment will be made following approval of the feasibility study report by WMHBT and funders.

7. Project management and monitoring

The client for the work is West Midlands Historic Buildings Trust (WMHBT). The Project Organiser is David Trevis-Smith of DTS Solutions Limited whose role is to represent WMHBT’s interests at all times and act as “professional client”, to establish and work with professionals on the feasibility study and conservation management plan, and to ensure that the final reports satisfy the requirements of WMHBT and project funders.

The appointed consultants will also work with a project steering group comprising representatives from WMHBT, DMBC and other relevant stakeholder organisations. Upon appointment, the

West Midlands Historic Buildings Trust Page 7 of 17 August 2016 Himley Hall Kitchen Garden, East Yard and Lodge Tender brief steering group will meet with the successful applicant to agree the work programme, dates for review points and payment schedule.

The consultant will be responsible for completing the work specified by this brief. WMHBT will be responsible for organising all other aspects of the project.

8. Tender process

a. Information required to tender

Your tender proposal should include the following information. (a) Brief background information about your organisation and details of comparable projects undertaken by your firm, to include a minimum of three examples, with dates and contact details to obtain a reference, of comparable projects for which the team proposed has been responsible. (b) Project approach: an explanation of how you will approach and deliver the feasibility study and/or the conservation management plan, including a breakdown of phases of work, with deadlines. (c) Project management: how you will project manage the work, including a resource plan showing the breakdown of hours allocated between individuals and each phase of work, and proposed arrangements for regular communication with WMHBT. (d) If the tender proposal includes the conservation management plan work, a proposed contents page is required showing section headings to be used in the conservation management plan. (e) A fixed fee to cover all elements of the scope of work detailed by this brief for: a. The feasibility study report; and/or b. The conservation management plan The fixed fee is to be the amount, inclusive of all charges and taxes (but before VAT), which is necessary to carry out the work required to satisfy the brief, including all costs of labour, handling charges, travel and other expenses, overheads, liaison with relevant groups or organisations, sub-contractor fees, and the design, printing, photocopying and distribution of documents and other materials. (f) Daily rates for additional work should any need arise that is beyond the scope of work detailed by this brief. (g) Fee scales for the design team to implement recommendations of the feasibility study with separate rates for each of the following specialists, should WMHBT choose to do that and secures the necessary permissions and funding: a. Accredited conservation architect b. Principal designer (for CDM purposes) c. Structural engineer d. Quantity surveyor e. Services engineer

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Fee scales should state whether or not they include expenses and, if not, the nature and basis of charging for expenses needs to be defined. (h) The professional accreditation and skills of the people to be involved, including names and CVs, their specific responsibilities and arrangements for sub-contracting any parts of the work. (i) Confirmation of current professional indemnity insurance and the level of cover.

b. Tender validity period

Tenders are to remain open for acceptance for a period of 90 days beyond the submission date.

Once the preferred tender is accepted, all fixed fees, fee rates and fee scales stated in the tender shall remain firm for the whole life of the project.

c. Submission of tenders

The Tender Form and all accompanying documentation must be submitted in hardcopy and as an electronic copy.

Three hardcopies should be sent in a plain envelope to arrive no later than 3.00pm on Monday 26th September 2016, to the following address.

West Midlands Historic Buildings Trust Adam House Road Worcs DY10 2SH

The electronic copy of the tender proposal should be sent to the following email addresses: [email protected] [email protected]

Applications received after the due date and time will not be considered.

d. Evaluation of tenders

Tenders will be assessed against items (a) to (h) in the ‘Information required to tender” section above and failure to submit any of the required information may result in your tender being rejected.

Tender submissions shall be judged on both quality and price based on the following criteria: the maximum quality score will be 60%; the maximum price score will be 40%.

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Each quality sub-criterion will be scored on the basis of the following indicative scores then multiplied by the weighting for that element.

Indicative Scoring methodology for quality criteria score Well below acceptable parameters 0 to 2 Some elements within but mostly below acceptable parameters 3 to 5 All elements within or above acceptable parameters 6 to 8 All elements well above acceptable parameters 9 to 10

The price score will be calculated as: (a) fixed fee: lowest fixed fee tendered divided by applicant tender fixed fee multiplied by the weighting for that element; (b) daily rates: lowest daily rate tendered divided by applicant tender daily rate multiplied by the weighting for that element; for the purpose of this score an average daily rate will be calculated by dividing the fixed fee by the total number of hours shown in the resource plan; (c) fee scales: lowest fee scale tendered divided by applicant tender fee scale multiplied by the weighting for that element; for the purpose of this score, all of the fee scales for the design team specialists (as listed in the ‘Information required to tender” section above) will be added together to give a combined fee scale.

Criterion and sub-criteria Weighting Elements Total 1. Quality: • comparable project evaluation experience 12% 60% • project approach 12% • project management 12% • relevant qualifications and skills of the consultants 12% • attention to detail and overall quality of tender proposal 12% 2. Price: • fixed fee to cover the scope of work detailed in this brief 15% 40% • daily rates for additional work should any need arise that is 10% beyond the scope of work detailed in this brief • fee scales to implement recommendations of the feasibility 15% study

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e. Timing

The proposed project timetable is set out below; this is intended as a guide and whilst WMHBT does not intend to depart from the timetable it reserves the right to do so at any stage.

Target date Activity 3.00pm Monday 26th September 2016 Tender Form Return Date 31st October 2016 Evaluation of tenders completed and tenderers notified (confirmation of decision subject to a “standstill period”) 30th November 2016 Contract(s) awarded provided funding secured 28th February 2017 Condition survey and any other research from the feasibility study work that is also required to inform the conservation management plan to be completed and made available 14th March 2017 Conservation management plan completed 30th June 2017 Feasibility study report completed

9. Copyright and confidentiality

Copyright of all documents produced under this commission is to be assigned to West Midlands Historic Buildings Trust. The consultant is to clear copyright approval for any illustrations or other material used.

10. Further Information and contact details

More information about the project and West Midlands Historic Buildings Trust can be found online at: www.wmhbt.org.uk www.facebook.com/ WestMidlandsHistoricBuildingsTrustwmhbt

For further information about the tendering process please contact: David Trevis-Smith tel: 07711 601560 (DTS Heritage Solutions) email: [email protected]

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11. Appendices

Appendix A: Google images with the subject area edged in red

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Appendix B: Location plan, map regression and aerial photographs (images provided by Dudley MBC)

Location Plan of Himley Hall Kitchen Garden

Modern OS showing Kitchen Garden

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First Edition OS (1881-1887) with modern OS superimposed

Second Edition OS (1903-1912) with modern OS superimposed

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Third Edition OS (1916-1924) with modern OS superimposed

Fourth Edition OS (1937-1948) with modern OS superimposed

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Aerial Photograph taken in 2013

Aerial Photograph taken in 1987

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Aerial Photo taken in 1992

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