Kelmscott Manor, OxfordshireThe Home of William Morris

Invitation to tender:Activity Planning Services

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Kelmscott Manor

INVITATION TO TENDER

Contents Page

1 Kelmscott and Morris: Past, Present and Future 3

2 Activity Plan Brief 3

3 The need for the Activity Plan 6

4 The Project 7

5 The Task 7

6 The Product 8

7 The Consultant 9

8 Reporting 10

9 Timescales 10

10 Information to be included in the bid 11

11 Budget 11

12 Submission of Tender 12

13 Contract award criteria 12

14 Tender process and conditions 13

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1 Kelmscott and Morris: Past, Present and Future1.1 INTRODUCTION

The Society of Antiquaries of London (SAL), an elected college of more than 2,900 Fellows, is Britain’s oldest independent learned society concerned with the study of the material culture of the past. Founded in 1751 for ‘the encouragement, advancement and furtherance of the study and knowledge of the antiquities and history of this and other countries’, it supports the Fellowship today in conservation and research, communicating knowledge of the past to the widest possible audience.

Kelmscott Manor is a small estate in Oxfordshire, owned by the Society since 1962. It was the summer home of William Morris, designer, craftsman, writer, artist, conservationist, and political thinker. The estate includes the Manor House and its garden, and an important group of historic barns, dovecot, stabling, and five cottages. Thirteen of the buildings are listed (1 Grade I, 4 Grade II* and 8 Grade II). It is situated in a beautiful village whose unspoilt character reflects the vigilance and energy of Morris and his family. Kelmscott Manor is open to the public and receives up to 18,000 visitors a year.

1.2 PROJECT DESCRIPTION

Kelmscott Manor is an internationally important site inextricably associated with William Morris, his family and circle. The project will explore the inspirational impact that Kelmscott had on Morris, how this manifested itself, his influence on succeeding generations and his enduring worldwide legacy. Proposals are informed by an options appraisal and extensive consultation. The Grade 1 Manor, estate and collections will be re-interpreted and displayed to provide a deeper understanding of their significance. A programme of learning and activities will attract a new and wider audience, including community groups, children and young heritage professionals; training opportunities will be offered. Access into and around the estate, including unsatisfactory parking arrangements, will be improved. Facilities will be upgraded and two new buildings constructed to accommodate growing visitor numbers and provide additional learning and exhibition spaces. Repairs and alterations to the fabric will conform with Morris's conservation philosophy and address urgent conservation needs.

2 Activity Plan Brief2.1 INTRODUCTION

The Society of Antiquaries of London requires an experienced consultant or consultant team with a successful track record in helping heritage attractions develop their audiences, Education & Outreach to develop and deliver an Activity Plan that will create and provide a new, innovative and

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sustainable programme for Kelmscott Manor. The plan is being prepared as part of a Stage 2 bid to the Heritage Lottery Fund for resources to transform our understanding of the past at Kelmscott Manor. The Society’s new vision is to:

Explore the inspirational impact that Kelmscott Manor and its history had on Morris and how this manifested itself, his influence on succeeding generations and his enduring legacy worldwide.

The Activity Plan and its delivery will have an essential role in transforming this heritage site to support public engagement, education, community engagement and research which its history and setting merit. The offer must be fit-for-purpose, affordable and sustainable and deliver an efficient programme which attracts new audiences, provides creative interpretation, and offers a range of opportunities for participation.

2.2 BACKGROUND INFORMATION

2.2.1 History

Kelmscott Manor Estate is located adjacent to the Thames on the southern side of Kelmscott village. It lies within the Kelmscott Conservation Area in an important historic and natural landscape designated as the Upper Thames Tributaries Environmentally Sensitive Area and as an Area of High Landscape Value in the West Oxfordshire Local Plan.

Kelmscott is inextricably linked with William Morris, the designer, craftsman, poet, pioneer socialist and a founding father of building conservation. Morris and his friend the painter and poet Dante Gabriel Rossetti took a lease on the property in 1871. Following William’s death in 1896, his widow Jane purchased the property and lived there with their daughters May and Jenny. May died in 1938, leaving the property to Oxford University. In 1962 the property passed to the Society of Antiquaries as the residuary legatee of May’s will.

The Estate consists of: 12.5 acres containing archaeological remains; a 17th century farmstead consisting of:

o Grade I listed Manor House dating to 1600o Four Grade II* listed cottages designed by Philip Webb and Ernest Gimson and one

Grade II listed cottage (not included in this project)o Seven Grade II listed buildings and structures:

South Road Barn North Road Barn South–east barn Paddock Barn Dovecot Stone slab boundary fence Manor Garden Walls & attached summerhouse and privy.

o Several other barns and structures of historical importance but not listedo The Manor House Gardens and adjacent West Meadow listed in Historic England’s

Register of Historic Parks & Gardens (non-statutory).

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The House contains an Accredited Museum collection (ACE ref. No. AN59) consisting of furniture, paintings, drawings, prints, textiles, ceramics and other objects from the homes of William Morris. Additionally, there are sixteenth and seventeenth-century furnishings of the original owners of the House, the Turner family. There is an extensive documentary archive relating to the Morris family and earlier occupancy of the house. Many of the interiors are preserved in a form close to their state during Morris’s and Rossetti’s occupancy. For Morris, Kelmscott embodied the connection between centuries-old craftsmanship and harmonious modern living, between tradition and innovation. Its setting is also testament to Morris’s love of nature, and this strongly influenced his output of wallpapers and textiles conceived and produced between the years 1872 to 1885. Few historic houses in Britain offer the visitor such a direct interface and experience between the historic and natural environment.

A rare, historically intact but underused, complex of four historic farm buildings sits adjacent to the Manor house on its south and west, and a fifth farm building lies just to its north. Each listed Grade II, these barns, the main ones of which are sited at the junctions of three brickyards, are survivals of the local vernacular building tradition, built and roofed in local materials, including Stonesfield slates. The group, the oldest of which date from the time of the 1665 extension to the Manor House, forms what would have been a working agricultural estate, including a threshing and wheat barn (South Road), a barley and stable barn (South West Barn), a granary and cart store (Granary) and an animal byre (Paddock Barn). The historic surfaces and textures of these buildings and of the spaces between them contribute to the heritage value of the Manor site. They also have the potential to provide for new and improved spaces for education, interpretation and participation as well as new and better visitor amenities.

2.2.2 Recent Developments

Kelmscott Manor is at forefront of the Society’s Vision to become an outward facing heritage charity that engages and informs the public. In preparation for this project we have produced a Conservation Management Plan (CMP) which highlights the significance of the site and its wider environment and developed the Vision (document) for Kelmscott Manor: a place of history and inspiration. This is a conceptual framework defined by three principal periods through Kelmscott’s history (pre-Morris; Morris and post-Morris). We have also commissioned a Quinquennial Report on all buildings and built structures, including assessment, recommendations and costs. We have received two grants from HLF (Catalyst and Transition) to help us explore how best to deliver this vision.

The following documents are available to applicants:

1. Outline Audience Development and Activity Plan;2. Outline Business Case;3. Interpretative Concept Statement;4. Design concept statement and cost report5. Visitor and volunteer surveys (REF)6. Heritage Lottery Fund application Stage 1 (offer letter)7. Arts Council England Resilience Fund (offer letter)

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The Society has recognised that more substantive improvements in both the offer and the attraction at Kelmscott can only be achieved through a major reappraisal of the functionality of the Manor and its outbuildings, and has determined to make a two-stage bid to the Heritage Lottery Fund for support towards these ideals.

2.2.3 Kelmscott Today

The Society has made a considerable investment in saving the Manor in the early 1960s and its ongoing maintenance. However, the infrastructure was designed to accommodate up to 6000 visitors a year in the 1990s and now we have 20,856 (2014). Increased visitor demand has put unsustainable pressure on the site and this is expected to escalate. Interpretation and displays severely restrict our ability to attract and develop new audiences and to provide people with a deeper understanding of the Kelmscott that inspired William Morris.

The Kelmscott and Morris project is presently based on the assumption that on completion in 2021, the Society will, from 2022, be opening Kelmscott Manor to the public 4 days a week from April to October and an additional 1 day a week for education activities (5 days p/w in total). We anticipate the Manor will attract up to 40,000 visitors to the House. We have concluded that this project, with its anticipated growth in visitors, needs improved interpretation and visitor facilities. A programme of essential repair is the only way to ensure a sustainable future for the Manor whilst preserving its unique character for future generations to explore.

3 THE NEED FOR THE ACTIVITY PLAN

The Society is seeking a consultancy to work with key partner organisations, stakeholders and the community to develop an Activity Plan. This commission is to develop a Plan to help assess the financial implications of the project and to demonstrate its long-term viability. It will take into consideration the current operational status of Kelmscott and the planned future development of the site. The Plan will inform and shape the development of the project, and will be produced in consideration of work by others on the operation and management of the building as well as revenue generation. The Activity Plan will be included in external funding applications - such as to Heritage Lottery Fund (HLF) Stage 2, the Arts Council England and Major Trusts and Foundations and must therefore be produced following the detailed guidance offered by the HLF.

Activity planning for the future of Kelmscott is critical to its success. The Society has undertaken a number of planning exercises for Kelmscott in scoping the Project, but none has represented a comprehensive approach to the development of a new Vision, new facilities and new audiences to the extent envisaged in this project.

4 THE PROJECT

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Kelmscott Manor is an internationally important collection of 17th-19th century listed buildings, furniture, pictures, textiles and objects created by and associated with William Morris, his family and circle. The project will rejuvenate the interpretation of the Manor by focusing on how the history of the property, village and the natural landscape inspired William Morris and in turn, how Morris influenced modern concepts of heritage conservation, art literature and design. Community archaeological, historical and environmental programmes, together with the Manor’s museum and Archive collections will be interpreted and displayed in ways that will broaden our visitor offer. A new, wider audience of community groups, children and young scholars and a modest growth in visitor numbers will require improvements to the presently inadequate visitor facilities. The fabric of the historic buildings will be repaired in the spirt pioneered by Morris, for the enjoyment of our visitors and future generations.

The Society’s aim is therefore to adapt its accommodation at Kelmscott for a wider range of visitors, specialists and learning/community groups by improving the way the Society manages and uses Kelmscott Manor to provide public benefit. Overall the Society intends to develop its operation at Kelmscott to improve, extend and widen public access through:

The opening up of more of the site to the public The introduction of a learning programme with dedicated staff and resources to

deliver it The creation of new educational facilities The improvement of amenities for visitors and staff The enhancement of the setting of the Manor, its site and the surrounding natural

environment The provision of interpretation spaces with the historic Farm Complex The provision of exhibition and research space within the Manor House

5 THE TASK

The Society now requires the production of an Activity Plan to help achieve these objectives by supporting its Stage 2 bid for improvements to education and outreach, interpretation, research and training as well as widening our audiences, building on the strong volunteering platform which already exists, and increasing participation in the future of Kelmscott. This must follow the guidance provided in HLF’s Activity Plan Guidance 2012

The Consultant will be expected to work with us to undertake a programme of research, definition and specification to:

Understand and identify the existing and potential target audiences which can be attracted to Kelmscott

Develop means of adjusting all of the visitor facilities on offer at Kelmscott to appeal to existing and new audiences

Refine our approach to the interpretation of Kelmscott to respond to the needs of existing and new audiences through a variety of means (on site and through different media)

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Define the Education & Outreach programme and opportunities through which we can maximise the impact of Kelmscott for key audiences (see Outline Education & Outreach Plan).

Provide a brief for the design components of new visitor facilities, including new exhibition and interpretation spaces, to feed into the Kelmscott Buildings Master Plan

Review relevant specialist reports as part of the Kelmscott Buildings Master Plan, include the Access Plan, Conservation Management Plan, Interpretation Plan and Exhibition Development Plan.

Review existing uses of volunteers at Kelmscott, and recommend new ways of engaging voluntary help and participation at Kelmscott Manor (Volunteer Plan)

Work with the Project Board and others to formulate options for the best organisational structure for the running and management of Kelmscott for the operational phase of the project , taking into consideration the current staffing and volunteering regimes at the site

Produce an Activity Plan for Kelmscott defining the activities to be carried out in the Kelmscott development project as part of the HLF stage 2 bid

Work with the Project Board to agree a strategy for monitoring and evaluating the progress and success of the project.

Identify potential funding support streams for specific activities recommended for inclusion within the portfolio of activities at Kelmscott Manor from 2021 onwards

The consultant/consultancy will work with key partners, stakeholders, education (academic, formal and informal), community groups and organisations, users and a wide range of audiences to develop the plan. It will also be necessary to work with the consultants producing the Building Master Plan and those producing the Business Plan to gain an understanding of the building and potential for audience development and improved opportunities for learning and participation.

We will ask the Consultant to involve stakeholders in developing the Activity Plan. This is expected to include the following people:

People directly involved in caring for and managing the asset [operations, facilities, staff and volunteers who play an essential role];

Fellows of the Society Users and non-users including the local community, education and learning organisations,

interns and current visitors. Wider-interest groups including special interest groups, volunteering and community groups

Statutory organisations [local planning authorities and agencies]; Current and potential service or commercial partners

6 THE PRODUCT

There may need to be outputs from this work at a number of stages to feed into and inform other work under way on the development of the project and the design and use of the spaces at Kelmscott Manor, as well as into other aspects of how the scheme is being developed – eg into the background thinking within the Business Plan, or aspects of the Building Master Plan, for example how available space within the site should be used and configured. The consultant is therefore

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requested to build into the programme the possibility of feeding early results and considerations back to the Project Board for these to be fed into the work of all those engaged on the project at an appropriate stage.

The format of the Activity Plan will follow - but will not be limited to - the model guidance published by HLF (Activity Plan Guidance 2012 ) with emphasis related to the specific needs and circumstances of Kelmscott Manor. The work should be enhanced and expanded to include any further aspects or issues which the consultant will bring from other experience.

The final report is expected to contain a comprehensive approach to the activity planning for Kelmscott Manor, taking into account all aspects of the other planning which is also taking place round the future of the venue. The Activity Plan produced as part of this must also contain the following specifics:

A summary of the proposed audiences for Kelmscott in this project and the reasons for targeting themA description of how more people can become involved with KelmscottAn overview of the kinds of activities that can be offered at Kelmscott, and the reasons for choosing them A structure chart for the management of the activities in the Kelmscott project, with job descriptions for project staff (with salaries) and volunteers, and briefs for any freelance workers or consultants; A plan for handling potential difficulties in involving people with the Kelmscott projectMeasures of success for involving people and how this can be evaluated A summary budget for activities for the first 5 years of operation A detailed Action Plan for activities at Kelmscott A summary and the full findings of all research or consultation undertaken as part of this commission(if applicable) New or revised policies relating to involving people.An evaluation of ‘pilot’ activities undertaken in 2017.

7 THE CONSULTANT

It is expected that the appointed consultant will be able to demonstrate that s/he has the following experience and personal qualities:

Experience of audience research, evaluation, participation and activity projects at comparable heritage attractions

Experience of major HLF funded projects Sensitive and sophisticated understanding of the potential use of visitor information to help

guide project development Understanding of the needs of different audiences for heritage A creative approach to learning in the heritage context Knowledge of the Heritage Lottery Fund requirements for Activity Planning at heritage sites

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A thorough working knowledge of DDA compliance and other legislation frameworks governing access

Up-to-date knowledge of operational and running costs (including salary levels) for heritage and learning venues

The ability to appraise critically past achievements and to learn lessons from them Demonstrate an established track record in the production of deliverable and workable

Activity plans

The Consultant will be responsible to the Project Manager (Jeremy Stone, Greenwoods) who will in turn report to the SAL General Secretary, John Lewis and the Project Board. It will be necessary to be able to report at regular intervals and at key stages on progress to the Project Executive, Project Board and the Project Manager.

8 REPORTING

The consultant will make arrangements for the final publication of the document.

The hard copy will be an A4 or A3 document with photographs and illustrations set within the text. Reduced copies of maps and plans should be provided in the text. Full-size copies of maps, plans or drawings should be provided on a stable medium. Other supporting information should be provided in bound appendices. The Society should receive:

Six A4 or A3 bound hard copies One loose leaf copy on single sided paper for the purposes of photocopying One PDF version on CD One editable (preferably Microsoft Word) version on CD An agreed summary

9 TIMESCALES

Activity DateTender issued 6th February 2017Tender submission deadline 1700hrs on Monday 6th March 2017 Short listed consultants interview week commencing 20th March 2017Consultant appointed week commencing 20th March 2017Work to start 27th March 2017Work to complete March 2018

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The contract will be awarded on the basis of a fixed price contract and as such all costs must be quoted (and clearly indicated) as a fixed price in pounds sterling. No other amount over and above the negotiated contract amount will be paid to the consultant.

10 INFORMATION TO BE INCLUDED IN THE BID

The consultant should provide a project proposal in response to this brief, setting out how the plan will be approached, the method of working and any matters not covered by the brief.

Your proposal should include:

how the consultants will respond to the brief, including a method statement which explainshow the partnership process will be managed;

the strategy for consultation and involvement; the strategy for background research; and any fieldwork or surveys; the range of professional skills which people in your team can contribute, including the

names and CVs of proposed team members and their specific responsibilities and any arrangements for subcontracting parts of the work;

a resource plan showing the breakdown of chargeable hours between individuals and project stages;

a timetable for the project, including milestones and dates, which takes account of the time needed to involve and consult people on drafts;

a separate cost for ‘pilot’ activities to test and develop sustainable options for engaging a broader range of visitors, including schools and community groups.

a separate cost for designing, printing and distributing the final document; the extent of professional insurance or indemnity cover you carry.

The consultant should provide at least two examples of previous plans or similar documents and two client referees.

11 BUDGET

The allocated budget for Activity Planning services to support the Stage 2 application is £19,000 - £23,000. A fixed fee proposal is required that includes clarity relating to the resources to be deployed, hourly rates and number of hours allocated through this project stage for each staff member. No fee percentage will be accepted. It is necessary to meet the needs of the programme for the activity planning contract to commence before the 31st March 2017.

The SAL are also currently seeking a consultant for business planning services. It would accept an alternate fee proposal for undertaking both services (if applicable to the consultant’s skill base) and as such please clearly state any savings (value) within your fee proposal for undertaking both services

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12 SUBMISSION OF TENDER

The deadline for submission is 17:00 6th March 2017 and sent as a PDF copy by e-mail to : julie.crawshaw@greenwoodprojects.comContact details:

Julie Crawshaw, Senior Project Manager, Greenwood Projects. Julie.crawshaw@greenwoodprojects.com07968 351828

Questions about the brief and requests for further information should also be directed to:

John Lewis, General Secretary, Society of Antiquaries of Londonjlewis@sal.org.uk 020 7479 7093

13 CONTRACT AWARD CRITERIA

For the avoidance of doubt, the SAL retains the right to not award any contract in relation to this Invitation to Tender.

Should the SAL wish to award a contract it will be awarded on the basis of offering the best value taking due account of relevant experience, previous performance on similar projects, commitment to the project and the service being value for money against the overall project budget. The SAL will assess the tenders against the following (please prepare your responses in this chronological order):-

No Contract Award Criteria Question Weighting

1 Please provide CV(s) for all team members that would undertake the works

25%

2 Please provide two recent previous project examples. Case Studies are acceptable

15%

3 Please provide confirmation that you have the ability to resource the project and meet the critical date of commencement of 27th March 2017

20%

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in so far as your own tasks and duties are concerned.

5 Please provide a full fee proposal for undertaking all Kelmscott activity planning services as contained in this tender with clear explanations of inclusions and exclusions, travel expenses and disbursements.

Please include hourly rates for all staff members and hours allocated against your design programme. A fixed fee is required and fee percentages will not be accepted.

40%

14 TENDER PROCESS & CONDITIONS

Tenderers have until 17:00 on Monday 6th March 2017 to send in their responses to this Invitation to Tender.

14.1 ACCEPTANCE

The SAL is not bound to accept any tender.

14.2 COMPLIENT TENDERS

The SAL requires tenderers to provide a compliant tender which must satisfy all requirements of this Invitation to Tender. If no compliant tender is submitted the SAL has the right to reject the tenderer’s proposals from further consideration.

14.3 VALIDITY

All tenders shall constitute offers and shall remain valid for a period of 12 months from their submission date. Submission of a tender assumes acceptance of this requirement.

14.4 COPIES OF TENDERS

One electronic copy of the tender must be sent in a PDF format via e-mail to julie.crawshaw@greenwoodprojects.com no later than 17:00 on Monday 6th March 2017. Please clearly title your e-mail with Kelmscott Manor Activity Plan Services Tender Submission.

14.5 CONFIDENTIALITY

This Invitation to Tender and associated information made available by the SAL is done so on condition that it is treated as confidential by the tenderer and its advisors and is not copied or reproduced nor used other than as envisaged in the Invitation to Tender in order to permit a tender to be formulated. The information which the tenderer considers is confidential information should be clearly marked as such in the tender or where it is provided in an advance of the tender at the time of provision.

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The obligations of confidentiality shall not extend to any matter which the tenderer can show: -

is in, or has become part of, the public domain other than as a result of a breach of the obligations of confidentiality under this Invitation; or

was independently disclosed to it by a third party entitled to disclose the same; or

is required to be disclosed under any applicable law, or by order of a court or government body or authority of competent jurisdiction.

14.6 INFORMATION

The information set out in this Invitation to Tender has been prepared in good faith but does not release the tenderer from its obligation to carry out due diligence and to verify the accuracy of the information. The information is not comprehensive and has not been independently verified by the SAL.

The SAL does not accept any liability nor does it make any warranty or representation express or implied as to the accuracy or completeness of the information provided in this Invitation to Tender or in relation to any other information furnished to a tenderer at its requested.

14.7 COSTS

Tenderers will be responsible for all of their own costs in relation to negotiating and submitting a tender.

14.8 PUBLICITY

Tenderers may not produce or procure any publicity in relation to this Project other than with the prior written agreement of the Society of Antiquaries as to the fact of publicity, its content and its timing.

14.9 CANVASSING

Canvassing by a tenderer means the offering of any inducement or reward to any member or officer of the SAL or to any person acting as an advisor to the SAL or anything that would be a breach of Prevention of Corruption Acts. Canvassing shall lead to disqualification of the tenderer without prejudice to any civil or criminal liability which may be incurred.

14.10 COLLUSION

Any tenderer who fixes or adjusts the amount of his tender in accordance with any agreement or arrangement (other than with a member of its own expressly disclosed consortium) or enters into any agreement or arrangement to refrain from tendering or to tender at above or below a particular amount shall be disqualified without prejudice to any civil or criminal liability which may be incurred.

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