Request for quote

Visit Peak District & Derbyshire (VPDD) is the official Tourist Board for the Peak District and Derbyshire tasked with promoting the area nationally and internationally to grow and support the Visitor Economy.

We are a public/private partnership, with our Board including representatives from Derbyshire County Council, Local Authorities and the private sector. VPDD is looking for a suitably experienced organisation/individual to devise, develop and deliver an Arts Trail for the High Peak market town of Glossop. Background to the project The project is funded by the UK Government through the UK Shared Prosperity Fund (UKSPF) and High Peak Borough Council. Part of the project is to support High Peak creators and makers (inc artisan food and drink suppliers/producers) to build and maintain social media engagement using their social media channels and use cross promotion with other businesses to improve their marketing and reach new audiences. The project looks to support small and medium size businesses (up to 250 employees) in the High Peak, specifically in the market towns of Buxton, Chapel-en-le-Frith, Whaley Bridge, New Mills, Glossop and Hayfield.

To support businesses to maximise the impact, the project aims to deliver a minimum of four 6- hour workshops aimed to upskill businesses. To provide legacy for this project we are also looking to develop a related toolkit for businesses to download. Services required VPDD is looking for a consultant who has relevant knowledge of devising, coordinating and delivering arts trails. Knowledge and contacts with artists in the High Peak and specifically Glossop would also be of great benefit to the successful delivery of this project. The arts festival will take place during the High Peak Walking Festival, 20 – 29 September 2024

Deliverables

• The appointed consultant will be required to develop and coordinate an Arts Trail for the market town of Glossop to take place during the 10 days of the Walking and Cycling Festival – 20 to 29 September 2024.

• Working with local, High Peak/Glossop artists, arts venues and businesses in Glossop we anticipate artists’ workwill be displayed in retail windows and appropriate venues for the duration detailed previously.

• The appointed consultant will develop a trail that is engaging for locals and visitors to undertake a walk through Glossop highlighting the wide range of arts venues open to the public and art displayed in retail windows, on a route that allows for coffee stops along the way.

• The appointed consultant will liaise with the appointed designers to ensure that all businesses are highlighted and promoted and that the Arts Trail leaflet not only acts as a trail guide, but also as a promotional piece to encourage footfall and participation.

Outputs

• The consultant will be required to put together a proposal in line with the above requirements.

• 10 eligible SME’s based within High Peak Borough Council to be supported, each will be required to sign up to the project and compete an eligibility form.

• An engaging and cohesive arts trail for the market town of Glossop to be created for 20 – 29 September 2023

• The appointed organisation/consultant will be expected to keep the relevant records and paperwork in order to comply with the evidence requirements for this project. VPDD will advise on this and provide the necessary forms and templates.

Budget

• It is anticipated that the project will take 10 – 15 days with an anticipated budget of £4,000 + VAT (to include expenses)

• The overall budget to deliver the arts trail is £8,000 + VAT

Information required from Tenderers

The closing date for proposal is 23.59 Sunday 23 June. Respondents are asked to provide:

➢ Examples of previous similar work.

➢ A detailed breakdown of your cost estimate, including any required expenses.

➢ A proposed overview of the content of the art trail and details of how this will be delivered.

➢ The details of two referees. Selection Criteria VPDD will score each quote based on the selection criteria detailed below.

The proposal with the highest score overall will be chosen to carry out the work.

➢ Cost – A best value approach is taken when deciding on which tender to go with. This does not necessarily mean that we will go with the cheapest quote, but it will be a major consideration.

➢ Operational Capacity – Capacity to carry out the work in the given time frame.

➢ Quality Systems – Ensuring that work is of the highest possible standard as we are answerable to our partners.

➢ Experience – Examples of the successful implementation of similar projects.

Terms & Conditions a) General

• Tenderers should note that in the event that a bid is considered to be fundamentally unacceptable on a key issue, regardless of its other merits, that bid may be rejected.

• Tenders submitted after the stipulated time and date advised will be rejected and returned to the tendering company, unless clear evidence of attempting delivery before such time is available.

• No questions will be answered that provide a competitive advantage to any party tendering. Should questions arise during the tendering period, which in our judgement are of material significance, we will inform all tenderers to explain the nature of the question, and our formal reply. All tenderers should then take that reply into consideration when preparing their own bids, and we will evaluate bids on the assumption that they have done so.

• If you require further information concerning the tender process, or the nature of the proposed contract, please in the first instance contact: Claire Barnes on the details listed above. b) Exclusions

• No tender will be considered for acceptance if the tenderer has indulged or attempted to indulge in any corrupt practice or canvassed the tenderer with an officer of VPDD or the East Midlands Chamber of Commerce. If a tenderer has indulged or attempted to indulge in such practices and the tender is accepted, then grounds shall exist for the termination of the contract and the claiming damages from the successful tenders.

• It is unlikely that any tender will be accepted which (a) is incomplete or inaccurately or inadequately completed, or (b) which purports to impose conditions other than those provided in the contract documents. c) Collusive Tendering

• In submitting a tender against this contract, the tenderer confirms that they have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person.

• The tenderer also certifies that at no time, before or following the submission of the tender, has the tenderer carried out any of the following acts:

• communicating to a person other than the person calling for the tenders the amount or approximate amount of the proposed tender, except where such disclosure is required for the purpose of obtaining insurance;

• entering into any agreement or arrangement with any person that he shall refrain from tendering or as to the amount of any tender to be submitted;

• offering or paying or giving or agreeing to give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the said work any or act or thing of the sort described above. The context of this clause the word ‘person’ includes any persons, body or association, corporate or unincorporated; and ‘any agreement or arrangement’ includes any such transaction, formal or informal, and whether legally binding or not. d)

Freedom of Information

• Information in relation to this tender may be made available on demand in accordance with the requirements of the Freedom of Information Act 2000.

• Tenderers should state if any of the information supplied by them is confidential or commercially sensitive or should not be disclosed in response to a request for information under the Act. Tenderers should state why they consider the information to be confidential or commercially sensitive. This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided in the Act.

• It is important to note that information may be commercially sensitive for a time (e.g. during a tender process) but afterwards it may not be. The timing of any request for information may be extremely important in determining whether information is exempt. However tenderers should note that no information is likely to be regarded as exempt forever. Invitation to Quote You are invited to submit your quotation and proposal for meeting this brief.

Your proposal should include:

• Your understanding of the brief, including :

• An outlined proposal of how this brief will be delivered.

• A breakdown of costs measured in half day/full day rates for the workshops and an hourly rate for the one to one support. Please also include mileage and any other expenses into this breakdown.

• Details of any personnel working on this brief

• Acceptance of the terms of reference Terms & Conditions Payment: The contract will be with Visit Peak District & Derbyshire, and should be addressed to: East Midlands Chamber, Visit Peak District & Derbyshire, Millennium Way, Chesterfield, S41 8ND. Invoices should be provided either by e-mail or by post and will be paid by BAC’s transfer approximately 30 working days of the invoice date. Invoice to be sent to lindsay.rae@visitpeakdistrict.com