REQUEST FOR PROPOSAL EVALUATION CONSULTANT NATIONAL LOTTERY HERITAGE FUND PROJECT

THE OLD COACH HOUSE, PARK,

RfP issued: Tuesday 9th February 2021

Deadline for seeking clarifications: Friday 26th February 2021

Deadline for submissions: 9am, Monday 8th March 2021

Contract award: Mid-March 2021

Anticipated project start date By the end of March 2021

Anticipated project completion date By end of December 2021

Clarification requests and submissions should be submitted to [email protected] by the stated time.

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Introduction

Age UK Sheffield has been successful in a bid to the National Lottery Heritage Fund to redevelop a disused Grade II listed building in , Sheffield, to become a community café. The ancillary Potting Shed building will become a creative “Makers’ Shed” space and the Hillsborough Park Bowling Pavilion will also be operated by Age UK Sheffield. This campus of facilities will host a programme of activities open to the entire community, with a particular focus on ensuring accessibility for older people, people living with dementia and other long-term health conditions.

Construction work on the new facilities is intended to start in spring 2021, with the aim of opening the Coach House café in late 2021.

As part of this project, we are seeking an evaluation consultant who will work with us to provide an independent overview of the delivery of our project; and design and deliver an independent evaluation of our project’s outcomes to the National Lottery Heritage Fund, by December 2021.

About Age UK Sheffield

Age UK Sheffield is a local charity and social enterprise which exists for the benefit of people aged 50 and over in Sheffield. We do that by providing information, advice, representation and services.

We believe our independent living services are unique in Sheffield. We are the only organisation in the city that is totally dedicated to promoting the independence of older people using a holistic, person-centred approach. We believe we have a unique offer to the city in supporting older peoples’ needs, not from the approach of a specific organisation or sector, but as a whole. We seek to understand people's needs and wants to enable them to live fulfilled later lives, and provide the support to maximise their financial, physical and mental wellbeing, and social connectedness.

Project overview

Our Coach House project will:

• Restore the derelict Old Coach House building as a community café; • Restore the ancillary Potting Shed building as a Makers’ Shed; • Enable us to take management responsibility for the Hillsborough Park Bowling Pavilion to deliver a programme of enjoyable activities.

We have two main aims for this project:

- To provide us with a beautiful resource in which to deliver dementia-friendly activities and services for older people in Sheffield

- To operate a community cafe as a new income stream which will support the delivery of our charitable work on an ongoing basis.

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About the building

Hillsborough House and its outbuildings (including the Old Coach House) were built in 1779 as a dwelling for Thomas Steade (1728-1793) and his wife Meliscent, who had been living 250 yards to the east in Burrowlee House. The Steades were a family of local of landowners whose history went back to at least the 14th century. When built, the house stood in rural countryside well outside the Sheffield boundary. Steade named his new residence in honour of Wills Hill who at the time was known as the Earl of Hillsborough, an eminent politician of the period and a patron of the Steades.

The Coach House was built in a complementary Neo-classical style to Hillsborough House with polite architectural details such as the Diocletian window above the main central entrance with simple pedimented gable above the central projecting bay with half round window. Both the House and Coach House were built as a modest country estate for a respected local family in the late 18th Century. In 1993 an extension to the Coach House was built to the north to house a toilet block. These public toilets are no longer in use.

The Old Coach House sits within the Hillsborough Park Conservation Area, which consists of Hillsborough Park itself, sitting within the original boundary of the 18th Century park and garden attached to Hillsborough Hall, as well as a number of buildings which sit outside the park. It benefits from a parkland setting, which features a fishing lake, a bowling green with pavilion, and a playground. The walled memorial garden is immediately adjacent the Old Coach House.

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Project aims

This project will achieve several mutually compatible goals. It will restore a Grade II listed building whose condition is in imminent danger of falling beyond repair (outcome for heritage); it will transform the long-term future of Age UK Sheffield by bringing our charity an independent source of income and our own place in which to deliver services to vulnerable older people (outcome for people); and it will bring a much-needed community cafe to the Park and local area, responding to often-expressed local need (outcome for communities).

In our Stage 2 submission to the National Lottery Heritage Fund, we presented a list of outcomes that this project will achieve, as follows:

Outcomes for heritage How will this be delivered? Heritage will be identified The Coach House café and associated spaces will contain and better explained an exhibition and children’s activities that will help all park users to engage with their local heritage. The exhibition on the walls of the Old Coach House will provide access to information about the history of Hillsborough Park, the Hall, and the surrounding area. Heritage will be in better A Grade II listed building of local heritage importance will condition have been rescued from dereliction, fully restored, under active management and made accessible for future generations to enjoy. It will not only rescue a building at risk of collapse, it will also improve the wider context of the Hillsborough Park Conservation Area. A wider range of people will Through the creation and delivery of an innovative and be involved in heritage interesting activity statement, plus thousands of weekly visitors to the Coach House café and activities in the Bowling Pavilion and Potting Shed.

We anticipate that 7,500 people will become engaged in our activity statement, through interacting with our project communications, participating in our architect’s tours, attending and contributing to a local history session, taking part in a school project, attending a theatre event, or simply visiting the café.

The timeline exhibition we create within the Coach House building will be seen by thousands of people; we anticipate visitor numbers will build to 2,000 customers per week in a Listed building that is currently derelict without any visitors.

The local history lessons and the schools package will provide training to new audiences to help them to recognise the local heritage and participate in developing its history. Outcomes for people How will this be delivered? People will have greater The Coach House will provide a public café facility within a wellbeing popular park setting designed to encourage passive and active enjoyment of the park including the historic walled garden and other park features. Outcomes for communities How will this be delivered? The funded organisation will The Coach House will generate year on year revenue from be more resilient its café and bookable spaces for Age UK Sheffield. The local area will be a Creating 221.5m2 (2,384.2sqft) of lettable cafe space by

4 better place to live, work or restoring and extending the Old Coach House with an visit anticipated turnover of £500,000 by Year 5.

In addition, 91.4m2 (983.8sqft) of refurbished activity and storage space will be created out of the Potting Shed which will be available to hire.

Increased footfall to the area for activities and events will benefit neighbouring businesses through secondary spend and dwell-time in the area.

A full time job of centre co-ordinator will be created to manage the successful operation of The Old Coach House, Potting Shed and Bowling Pavilion. In addition, 20 hours a week of casual staff for 50 weeks a year is anticipated.

The cafe will support the creation of 15.5 FTE jobs

Between 4-8 short term construction jobs will be created over 6-8 months.

Helping to meet identified needs for more heritage construction skills, providing opportunities for a more highly skilled local workforce.

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Evaluation Consultant Brief

Summary

We are seeking an evaluation consultant to work with us to do two things:

1. Provide an independent perspective on progress in delivering our project during the construction phase, highlighting where the works may be at risk of deviating from the proposed timeline and/or budget, and; 2. Compile an independent report to demonstrate to what extent we have met the outcomes intended through this project, as described on pages 4 and 5 above. By December 2021, you will provide us with a comprehensive, well-presented, and easy-to- read evaluation report, which we can submit to the National Lottery Heritage Fund, and use as the basis for sharing our learning with other potential Lottery applicants.

The Brief

We are seeking a suitably experienced project consultant, researcher and report-writer. Ideally you will have knowledge of heritage architecture and/or construction projects; and an excellent track record of involvement in Lottery and/or heritage-related projects.

The successful company will:

• Quickly develop a deep understanding of our project, our Development Appraisal, and anticipated project outcomes; • Agree and implement an inspection monitoring and reporting programme, to ensure we have regular, independent feedback on the progress of the construction phase; • Work with us to quickly develop the ways in which we will evaluate how we have achieved the project outcomes, through qualitative and quantitative data collection; • Take lead responsibility for ensuring all research data and information is collected as required, to inform the development of a comprehensive report; • Liaise with us throughout the process to ensure the report is developed to the standard we expect; • Provide to us, during December 2021, an excellent final report which tells the story of the delivery of our project, and how we have met the project outcomes.

Indicative Budget

Up to £12,000 is available to deliver this project. This must cover all costs to complete this work, including consultant fees, and any materials and resources needed to undertake the research and data-gathering element of the project. It is accepted that it may be the responsibility of some other providers (including ourselves) to collect and provide some of the data required (for example, the financial impact on Age UK Sheffield).

Reporting To:

Steve Chu, Chief Executive, Age UK Sheffield

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Instructions to bidders

Please complete all the blank boxes in pages 8-12. Do not leave any boxes blank. If a section is not applicable or relevant to you, write “N/A” in the box.

This tender will be scored 60% on quality and 40% on price.

How we will score the pricing element

The lowest bid will score 100% of the price marks (40% of the total marks). Other bidders will score price marks compared to the lowest bid. For example:

If the lowest bid is £10,000, that bid will score 100% on price (40% in total).

If another bid is £11,000, that is 10% higher than the lowest bid. That bid would score 90% on price (100% minus 10%) which is equivalent to 36% of the total marks.

Any bid we deem has been priced “abnormally low” will be excluded.

Company information

Question Your response Name of the company or sole trader submitting this information The company’s registered address, or personal address The company’s website address (if applicable) Trading status (select one): a) P a) Public limited company b) L b) Limited company c) L c) Limited liability partnership d) O d) Other partnership e) S e) Sole trader f) T f) Third sector g) g g) Other (please specify your trading status) Company registration number (if applicable)

Date of registration in country of origin (if applicable) Charity registration number (if applicable)

Registered VAT number (if applicable)

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Relevant experience

Please provide details of between one and three similar projects you have delivered in the past five years.

Project 1 Project 2 Project 3 Name of project

One-sentence summary Which organisation did you deliver this project for? Please provide the name and e-mail address of a contact at that organisation who could give us feedback about your delivery of the project Approximately, what was the budget for this project?

Self-certification

Please self-certify whether you have, or can commit to, ensuring the following prior to the opening of the café. Evidence may be sought at a later date.

Item Your response (Yes/No) Employer’s liability insurance (£5 million)

Public liability insurance (£5 million)

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How you would deliver this project

In no more than 1,500 words, please describe how you would deliver this project, including:

• How you will provide us with regular feedback on the progress of the construction phase of our project, and raise any potential risks to the timeline or budget; • Your overall vision for how you will deliver the evaluation; • How you will work with us in the early stages of the project to ensure the necessary research and data collection measures are put in place to enable you to deliver a comprehensive report; • How you will ensure the data needed is actually collected; • How you plan to allocate the budget for this project; • How you will manage this project to ensure it is delivered on time and on budget; • The experience which you believe makes you the right person/company to deliver this project for us.

If you would like, you may include a small number of illustrative documents (eg. photos, videos or website pages) with your submission, in addition to the 1,500 words.

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Price

Please state your quote for this project by completing the blank box below. The maximum budget available is £12,000.

Please ensure you include all your costs within the stated price. Price £

Contact details and declaration

I declare that to the best of my knowledge the answers submitted and information contained in this document are correct and accurate.

I declare that, upon request and without delay, I will provide any certificates or documentary evidence required to support claims made in this document.

I understand that the information will be used in the selection process to assess my organisation’s suitability to be invited to participate further in this procurement.

I understand this submission may be rejected in its entirety if there is a failure to answer all the relevant questions fully, or if false/misleading information or content is provided in any section.

I am aware of the consequences of serious misrepresentation.

Contact name

Name of company

Role in company

Phone number

E-mail address

Postal address

Signature (electronic is acceptable)

Date

Please submit your proposal to [email protected] by 9am on Monday 8th March 2021.

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