Advice Note 19 Example Contracts by dnl19611


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									Advice Note 19 – Example Contracts
This note presents examples of some different contracts which Doorstep Green groups have found to be useful. These
are based on contracts which groups have used over the last two years. Actual names and sites have been changed,
but the Countryside Agency wishes to thank groups, contractors and other individuals who have let us use / adapt
their materials.

Every situation is unique and so it is unlikely that you will be able to use these examples exactly as they are.
The contract you use needs to be appropriate for the job you have in mind, the nature of your group, and
the sort of person or organisation you are employing. You need to assess your position and then use the
examples as the basis for developing your own contracts. Some paragraphs from the example contracts
can be copied as they stand, some will need to be amended, some omitted from your contract.

To access this document as a Microsoft Word version, (and hence save yourself a lot of re-typing!)
please join the Greenspace Learning Network ( ).
Once you’ve registered, you will find the document in the document library).

Contents                                                                                   Page
Introduction                                                                                1
Example 1      Pro-forma for straightforward works                                          4
Example 2      Commissioning a surveyor                                                     6
Example 3      Brief For Landscape Consultation and Design at Falklands Gate                9
               Doorstep Green
Example 4      Community consultation for the proposed Newville Doorstep                     13
Appendix       Managing a competitive tender exercise                                        17

Dave Haygarth                                       
1) Why do Doorstep Green groups need contracts?
If your group pays others to carry out work on your behalf you become an employer - or client - and you
will then need to:
§ Tell the contractor or consultant what needs to be done
§ Spend your money wisely and make sure that outcomes are achieved
§ Ensure that everyone is dealt with fairly.
Sometimes groups employ individuals or organisations who are known to them. You may feel in this
situation that a formal contract is unnecessary, because there is a high level of trust between both parties.
Experience suggests however that good relationships are not a substitute for watertight contractual
A contract avoids misunderstandings, and will make things much easier if things start to go wrong, or if
something unexpected happens. A good contract will protect the interests of all those involved – the
group, the contractors, the landowner.

2) Who are you likely to employ?
Doorstep Green groups typically need to employ:
§ Landscape architects
§ Community development workers / facilitators
§ Fundraisers
§ Landscape contractors

The sort of help you need depends on the structure of your group, and on the skills you have within it.
You will need help from a landscape architect, and possibly a community development worker, while you
are developing your Project Preparation Plan (PPP). Once you have been offered a Creation Grant you
may need to help of a fund-raiser to help secure match funding. The landscape contractor will be
employed to carry out work on the ground once your plans are complete and all the resources have been

Different roles may well overlap. For example, some landscape architects may be skilled at community
consultation and / or fund-raising. There are benefits in employing one consultant or organisation to take
on two or more roles. If more than one consultant is involved at any one time they should be instructed to
liaise with one another, but also to keep you (the client) copied in on any correspondence.

3) Using others to manage contracts on your behalf
As part of their professional practice all landscape architects will be able to select, brief and oversee the
work of landscape contractors. Sometimes the local authority will manage contracts for a Doorstep
Greens group, or contracts will be managed by a partnership of the group and the local authority.

It is strongly recommended that a landscape architect should be employed to manage all but the simplest
landscape contracts. Landscape architects will usually choose to use a standard form of contract (such as
that produced by the Joint Council for the Landscape Industries - JCLI). It would usually be inappropriate
for a voluntary group to get involved in contractual matters of this complexity.

Using other’s professional skills in this way makes a lot of sense, but never forget it’s your project, and that
the Doorstep Greens group must always remain in control.

Dave Haygarth                                      
4) Competitive tendering or negotiated contract?
If you’ve ever used a builder or plumber to do work on your home you probably got quotes from two or
three different companies to check you were being charged a fair price. Generally it’s a good idea to do the
same thing when paying people to work on your Doorstep Green project – although this is NOT a
condition of grant aid from the Countryside Agency. For all but the simplest jobs the way to ensure you
get best value is through a competitive tendering process (see Appendix, page 17).

Sometimes it may not be possible to get quotes from a number of contractors, or you may have a strong
preference to work with a company or individual with strong local links or other special qualities. You still
need to have a written contract, and you need to ensure the price you are paying is comparable to rates
paid by other groups or parallel projects.

5) Ensuring continuity
At the start of a project a Doorstep Greens group may commission a company or an individual to help
draw up their Project Preparation Plan. If the group is then offered a Creation Grant it often makes a lot
of sense to employ the same consultant to help with the later stages. When choosing your landscape
architect in particular therefore, you should establish if they, in principle, would be prepared to undertake
later phases of work, and the basis on which their fees would be determined. Neither party is legally
committed to this second tranche of work. You may want to emphasise that you are keeping your options
open by including the following statement in your contract brief:
     “It is anticipated that the successful tenderer will in due course be asked to undertake subsequent
     phases of the work. However, success in being awarded phase one work does not imply a
     commitment to being awarded later stages. We do however reserve the right to award contracts
     covering later stages of work without entering into a separate competitive bidding process.”
Local authorities have to work to their own rules when letting contracts. If a local authority is involved in
letting a contract for an amount greater than a threshold figure – usually between £5,000 and £10,000 –
these rules may oblige the authority to go out to competitive tender. Some groups have run into
problems as a result of this. The group has wanted to retain the landscape architect who worked on the
Project Preparation Plan; the local authority has insisted on going out to tender. If this situation is
anticipated at the outset the authority may agree to waive its rules (especially as all chartered landscape
architects will be working to the same fee structure). Alternatively copyright in the Masterplan could be
shared between the group and the original landscape architect, meaning that he/she would have a
legitimate stake and justification for taking on the next phase of the work.

It may be best to go down the competitive tender route in accordance with local authority rules. Provided
the criteria for selection are carefully chosen the original landscape architect should have a head start in any

6) Further advice
Contract documentation and contract management is an extremely complex topic, and it is beyond the
scope of this note to cover all eventualities. Groups should seek advice from their Doorstep Greens
Adviser or from partner organisations such as local authorities if they are not sure how to proceed. A
fresh pair of eyes on a draft contract is always invaluable.

A number of useful publications are available on the internet, for example:
Appointing a Chartered Landscape Architect: Guidelines for Best Value
Dave Haygarth                                     
These Guidelines are aimed at assisting client bodies, in private or public sector, in selecting a Chartered
Landscape Architect, based on a method which is open, fair, efficient, economical and which represents
best value.
Engaging a Landscape Consultant: Guidance for Clients on Fees
A guide designed to improve the working relationships between clients and landscape consultants by
providing information for clients about how fees may be calculated, charged and paid. An invaluable guide
to agreeing fees by negotiation that are fair to both parties.

Dave Haygarth                                     
Example 1: Pro-forma for straightforward works
This two page pro-forma represents the absolute minimum for a written agreement between a Doorstep Greens group and an
individual or organisations which is working for you.

                                       Contract For Doorstep Greens
This written statement sets out the main particulars of the terms and conditions of your contract.
1. Client
Contact Name:

2. Contractor

3. Place of Work
Location of Doorstep Green:

Definition of the communities involved in the Doorstep Green, e.g. geographical boundary, age groups:

4. Commencement of Contract
Start date:

5. Contractors Agreed Work Plan
 Activity / outputs to be achieved          Time      Start Date     Completion         Cost £
                                           (Days)                      Date          (including VAT)

6. Fee
Your fee will be paid on the production of an invoice for activities which have been fully completed. You must
reference the invoice to the activity table above.

7. Termination of Contract
If either party wishes to terminate the contract at least four weeks written notice must be given.
8. Countryside Agency's Grant Terms and Conditions
The contractor must obtain a copy of the Countryside Agency's standard Grant Terms and Conditions for the
Doorstep Greens grant scheme and ensure that none of the work on behalf on the Client contravenes any of
the Terms and Conditions.
9. Health and Safety at Work

Dave Haygarth                                         
The contractor is reminded that they have a statutory duty to observe all health and safety rules and to take all
reasonable care to promote health and safety practices during the course of the work. It is the contractor’s
responsibility to ensure that there is adequate insurance cover in place for any of the activities which you
undertake either yourself or with others as part of the Doorstep Greens project.
10. Data Protection
The contractor agrees that the Client may process personal data and sensitive personal data relating to the
contractor within the meaning of the Data Protection Act 1998.
11. Variation of this Contract
Proposed variations to this contract will be notified to the contractor and a period of consultation entered into
with the aim of reaching agreement. The Client reserves the right at the end of the period of consultation to
vary the contract if there is a business or substantial reason to do so.
12. Data and Work Materials
The contractor is required to provide the Client with all the data and materials produced as a consequence of
implementing this contract, even if the contract is terminated by either party

Signed on behalf of the Client _______________________________________

Name (capitals) _______________________ Position ________________________



I agree to the Terms and Conditions of this contact and acknowledge that I have received a copy.

Consultant signature ___________________________________________________

Name (capitals) _______________________________________________________


Dave Haygarth                                       
 Example 2: Commissioning a surveyor
 In these two faxes a landscape architect briefs a surveyor on behalf of a Doorstep Green group. All aspects of the task are
 clarified and quantified in an extremely professional manner. The surveyor is told exactly what is required, and given sufficient
 background information for his purposes.

 55, Winter Street, Newville, Borsetshire, B99 9AA
 Tel: 01234-567890
 Fax: 01234-678901
                                                                    John Green Associates

 To:     Barry Black FRICS                           From:    John Green

 Fax:    01987-654321                                Pages:   3

 Phone: 01987-654321                                 Date:    4th February 2003


 ¨ Urgent       ¨ For Review        ¨ Please Comment          ¨ Please Reply        ¨ Please Recycle


 I refer to our telephone conversation of late this afternoon concerning the above. I am acting as design
 consultant to the Newville Environmental Workers Charitable Trust and I am a member of their Works
 Sub-Committee. I have been instructed to commission land survey work prior to commencement of site
 works on the above scheme.
 I attach for your information a Site Location Plan, based upon the most recent OS Superplan base. I
 understand that you are familiar with the village from previous work for Charlatan Developments.
 The required survey works are as follows:

 1. Survey and plot – and mark on site - the position of the new boundary fences which will run out into the
    existing open grass field at meet at a right angle to return to existing boundary features (post and rail fence
    at the Village Hall boundary and a mature field hedge at the western side). Please note that 50 x 50mm
    sawn softwood pegs will be supplied by me for marking purposes. We should like the corner post marked
    and intermediate pegs at 10-metre intervals along each of the new fence lines. The dimensions of the
    proposed boundaries are: A-B, 110 metres; B-C, 82 metres; C-D, 113.5 metres.
 2. Survey and plot the positions of each overhead electricity transmission line pole within the site and
    immediately beyond the site boundary on three sides (6Nr in total).
 3. Survey and plot the position of the existing stock water trough.

 Dave Haygarth                                              
4. Survey and plot a 10-metre grid of levels within the site and at 10-metre intervals along each of the
5. Survey and plot ditch bottom invert levels and bank top levels along the existing drainage ditch running
   down the middle of the site at 10-metre intervals. Please note that this ditch has slight contamination with
   effluent from domestic septic tank overflows from time to time, so please take appropriate personal
   protective measures when working along this feature.
6. This work needs to be completed as soon as possible, since we have an obligation under the contract for
   the land sale to fence the site boundary so that the farmer who has sold the land can continue to graze
   livestock at the earliest opportunity in the coming spring.
Required Survey Outputs:
Please print the survey plot at 1:500 scale on drafting film (1 copy), plus 2 paper copies. No digital data
output is required, but we may need to print localised parts of the site at larger scales in due course, at
separate cost, assuming that you retain such data in digital form on file. We would like to purchase such
outputs from you in due course: the design scheme for the Doorstep Green is to be implemented over 3

You have indicated verbally that the costs of carrying out this work would be in the order of £350.00p,
plus VAT. Please provide me with your fully inclusive fixed price quotation as soon as possible, including
a proposed start date for the work. We shall send you confirmation of its acceptance by return. You will
need to send your invoice promptly upon satisfactory completion of the works with the following details:
Addressed to: Newville Environmental Workers Charitable Trust, Mr George Barford (Secretary), 55,
Sunny Street, Newville, Borsetshire, B99 9AA. The invoice must have the following Order No. clearly
marked: Purchase Order No. HPC/NEWCT/001.

John Green          BA(Hons) BLD MSc MLI MIEEM
Chartered Landscape Architect

(Plan attached)

Dave Haygarth                                     
 55, Winter Street, Newville, Borsetshire, B99 9AA
 Tel: 01234-567890
 Fax: 01234-678901
                                                                    John Green Associates

 To:      Barry Black FRICS                          From:     John Green

 Fax:     01987-654321                               Pages:    1

 Phone: 01987-654321                                 Date:     11th February 2003


 ¨ Urgent        ¨ For Review         ¨ Please Comment        ¨ Please Reply        ¨ Please Recycle


 Thank you for your fax of 6th February, 2003, providing your quotation of a total of £400-00p, plus VAT,
 for carrying out the required land survey, plotting and setting-out works for the above scheme.
 This fax confirms the acceptance of your quotation by the Newville Environmental Workers Charitable
 I also confirm that you intend to carry out the works on Monday, 24th February, 2003. Please telephone
 me at the above number so that I can rendezvous with you to position the fence line pegs as agreed in our
 telephone conversation of 5th February.
 Kind regards,

 John Green          BA(Hons) BLD MSc MLI MIEEM
 Chartered Landscape Architect
 For the Newville Environmental Workers Charitable Trust

 Dave Haygarth                                             
Example 3: Brief For Landscape Consultation and Design
The Charleston Community Association decided to appoint a single individual / company to carry out both design and
consultation work. This tender documentation formed the basis of the contract they entered into with the successful bidder.


Charleston Community Association has been successful in attracting funding from the Countryside Agency
and Wonderland District Council for the consultation and design stages of the development of a Doorstep
Green. The New Opportunities Fund chose the Countryside Agency to act as an Award Partner under
their “Green Spaces and Sustainable Communities Programme” to ensure that funding was available to
help communities understand, improve, use and enjoy the local environment. Doorstep Greens funding
has been specifically targeted at communities that have experienced some of the sharpest disadvantage, and
where regeneration of the environment and recreational space is sorely needed.
Only high quality projects that are well planned, managed and organised will be offered funding to actually
create a Doorstep Green. The green must be sustainable after the funding has ceased. Accessibility and
equal opportunities will be important criteria.
Falklands Gate is part of the Charleston area of Wonderland District. It is an area that rates highly on the
deprivation index and has been earmarked for Neighbourhood Renewal Funding, as well as being eligible
for funding from a number of other sources.
The Doorstep Greens Project is led by the Charleston Community Association, and as such, the planning
of the project should be led by the local community via innovative and inclusive consultation.
Charleston Community Association
This group has been established for eighteen months and works in the Falklands Gate area of
Choppington. The group has forty registered adult members and twenty plus young members. The aim of
the group is to develop projects which improve the quality of life for local people, and to involve local
people in their planning and execution.
Contact:       Sarah Ogilvie (Chair) – 01234-567890.
The Countryside Agency
The Countryside Agency is the statutory body working to make:
§   The quality of life better for people in the countryside; and;
§   The quality of the countryside better for everyone.
The Agency role can be summarised as
§   Statutory champion and watchdog;
§   Influencing and inspiring solutions through our know how and show how
§   Delivering where we a best paced to add value
The Agency are looking for Doorstep Greens applications where:
    · new or improved green space is created in an area of need.
    · the wider community is actively involved in its design, creation and long term care.
    · there is strong local support for a Green.
    · disadvantaged people will particularly benefit from the scheme.

Dave Haygarth                                             
    · areas of natural planting are included and the Green will be safely accessible to everyone.
    · it is freely open to everyone during the day.
  · the scheme fits with local authority plans for the area.
Contact:   Name of DG adviser phone number
Wonderland District Council
is the local authority that owns the land and is a lead agency on the local Neighbourhood Renewal
Initiatives. They are the landowner of the Doorstep Green site at Falklands Gate, and most of the housing
stock surrounding the Green. Wonderland District Council Housing Department has contributed £2,500
towards the cost of this consultancy. Maintenance costs for the future Green will have implications for the
housing budget. The Council is committed to playing a role in the development of the Green through
provision of technical and consultation advice and support. They will also have the main management
responsibility for the Green once it is completed.
Contact:        Name of local authority contact      phone number
The Environment and Community Partnership
is a public/private sector partnership that is charged with the delivery of a comprehensive programme of
environmental improvements to underpin the economic regeneration of the county. The Environment
and Community Partnership are committed to playing a role in the development of the Green through
provision of technical and consultation advice and support. There is also some staff provision to run
community events around the Doorstep Greens project.
Contact:       Name of local voluntary partnership contact phone number
Relevant policies and information
·   Doorstep Greens – Countryside Agency information – particularly Advice Note A2 “A Guide to producing a
    Doorstep Green Project Preparation Plan”.
· Charleston Community Association - Consultation Report on Demolition of Housing Stock in
   Falklands Gate, June 2001.
· Wonderland District Council – Action Plan for Falklands Gate, September 2000.
· Wonderland District Council Local Plan
· Wonderland District Council Local Agenda 21 Strategy
· Wonderland District Council Urban Tree Policy
· Wonderland District Council Woodland Strategy
Charleston Community Association aims and objectives - Falklands Gate Doorstep Green
The Falklands Gate Doorstep Green will:
· Help to increase a sense of ownership and local pride.
· Provide residents with a pleasant and stimulating area of green space.
· Be both useful and uplifting for residents and visitors.
· Offer something for all age groups i.e. accommodate different uses and users.
· Ensure that all residents have the opportunity to be involved in the design and development of the
   Doorstep Green.
Project Preparation Plan
Our first Doorstep Green Grant supports the cost of producing a Project Preparation Plan. This will form
the basis of our application for the second major stage of funding for the creation costs of the Green. The
average size of such a Creation Grant is £53,000.
The output required of this tender, following the consultation and design work, is the Project Preparation
Plan. Advice note A2 is a guide to how the plan should be developed and written.
Dave Haygarth                                   
In order to produce the plan there are two linked stages of work, consultation and design. The successful
tender will demonstrate a sound understanding of these two aspects of the work and the linkages. The two
stages should be approached simultaneously.

5.1 Consultation
This work to be carried out alongside the Community Association and identified partners. The
consultation should:
· Interest and actively involve the local community
· Give every resident the opportunity to contribute their ideas and opinions for the Doorstep Green site.
· Ensure that consultation occurs at the different stages of the design period.
· Submissions should set out innovative and interesting consultative arrangements, sensitive to the local
Consultation will lead to a sound understanding of the users of the area, their needs and aspirations.

5.2 Landscape Design
The area to be considered is all the green spaces on the Falklands Gate estate (see hatched area on enclosed
map). We require outline landscape proposals for the whole estate and detailed designs for design and
build on the designated Doorstep Green area (coloured red on enclosed map).
We require you to:
    · Conduct a thorough resource survey in order to identify uses of the green areas, physical and
       ecological conditions.
    · Conduct a thorough context survey to identify wider impacts on the Green.
    · Use findings from the community consultation and surveys to prepare and submit plans for the
       green areas in accordance with Countryside Agency guidelines. These plans will be used in the next
       phase as the basis for a brief which will be sent out to landscape contractors. TWO copies of the
       plans are required.
5.3 Funding advice
In addition to consultation and landscape design, the successful tenderer will be expected, in collaboration
with the other project partners, to help identify sources of funding to complement the Creation Grant
which we hope to obtain from the Countryside Agency.
Tender Requirements
The successful tenderer will liase and work closely with the Doorstep Greens Steering Group which is a
sub-group of Charleston Community Association, and partners from Wonderland District Council and the
Environment and Community Partnership.
Tenderers will be considered on plans for the consultative and design aspects of the project and their track
record of work in socially deprived areas. We would appreciate examples of work you have carried out in
other socially deprived areas and references from past projects.
We encourage tenderers to make their own suggestions as to methodology, potential improvements and
how they would achieve a sustainable and inclusive plan for the Falklands Gate Doorstep Green.
Organisations wishing to be considered should ensure that your application reaches us by Monday 28th
April 2003.
We will hold interviews Monday 12th May and appoint before the end of that month.
We envisage that all consultation and design work would be carried out throughout the months of June
and July with a draft Project Preparation Plan submitted by mid-July 2003, for approval by the Steering
Group and partners (including the Countryside Agency).

Dave Haygarth                                   
A full Project Preparation Plan should be received by Wednesday 30th July 2003, to be submitted to the
Countryside Agency on 5th August 2003 as the second stage Creation Grant application.
Copies of the draft and final plans should be circulated to all members of the Steering Group and partners.
As a guide, the sum of approximately £6,000 is available to cover the full costs of this work, including all
fees, expenses and printing costs.
Please send tenders and supporting information or requests for further information to:
Mrs Sarah Ogilvie
Charleston Community Association
55, Sunny Street,
B99 9AA

Phone and fax:        01234-567890

Dave Haygarth                                    
Example 4: Community consultation for the proposed Newville Doorstep Green
This example is a covering letter and brief sent out to community consultants as a competitive tender. A landscape designer
had already been appointed.

                                      Newville Environmental Workers Charitable Trust
                                                                     55, Sunny Street, Newville, Borsetshire, B99 9AA
                                                                                                Phone and fax: 01234-567890
                                                                                                  Date: 1 February 2003

Community consultation for the proposed Newville Doorstep Green
I am writing to invite you to submit a tender to help us with a community consultation exercise which will
help us create a new Doorstep Green in Newville
I enclose:
·   An invitation to tender
·   A copy of our Project Preparation Plan (PPP) grant application. As a result of this application we have
    obtained £3,500 from the Countryside Agency which is enabling us to produce a PPP
The deadline for tender submissions is Monday 3 March, 2003. Selected tenderers will be invited to attend
an interview on Tuesday 11 March. Submissions should be sent to me at the address at the top of this
letter. Interviews will be held in Newville Community Centre.
If you have any questions regarding this invitation to tender, please contact me on 01234-567890. As an
alternative (if, for example, I am not at home) please get in touch with Linda Snell, 01234-098765, who will
also be able to field any enquiries.
We look forward to hearing from you
Yours sincerely

George Barford
Secretary, NEWCT

Dave Haygarth                                             
                                           Invitation to tender
Community consultation for the proposed Newville Doorstep
1. The Newville Environmental Workers Charitable Trust (NEWCT) hope to establish a Doorstep Green
   within Newville. We are a well established organisation which exists to improve the local environment.
2. We have a total budget of about £5,000 to spend on the Project Preparation Plan phase of this work.
   We expect to use about 50% of this money on community consultation activities.
3. The greatest challenge facing us is to ensure everyone with a stake in the proposed Doorstep Green has
   the opportunity to contribute to the planning process, and will feel that they have had a say in what the
   final plan contains. To help us with this we wish to appoint an experienced, independent facilitator
4. For background information about the Doorstep Greens programme, please visit the Countryside
   Agency web-site: For the guidance on producing a Project Preparation
   Plan please visit
   Consultants should study this publication before submitting a tender
Scope of the work
5. The person we appoint will be required to:
   (a) Work with our steering group in deciding on an appropriate strategy for involving all elements of
       the community in the planning process
   (b) Help us identify who is best placed to lead the different participation activities.
   (c) Provide guidance / mentoring / briefing notes to members of the steering group before they
       undertake consultation exercises
   (d) Take the lead in facilitating larger scale consultation events, e.g. open days / workshops to be held
       in the community centre
6. NEWCT intends to develop a close working relationship with the successful tenderer. We need to
   appoint someone we can take into our confidence, who is aware of issues affecting an area like
   Newville, and who can communicate effectively with all the sections of our community
Selection process and selection criteria
7. Consultants are invited to tender for this work as specified in this brief
8. The submission should include:
   · Details of qualifications and relevant experience
   · A description of how the consultant proposes to undertake the work. We are interested in learning
      about the approach you would expect to take to help us engage successfully with the different
      groups of people likely to have an interest in our project. Please tell us also about underpinning
      principles which would guide your work
   · A detailed breakdown of costs, listing expenditure under the following headings:
      * Day rate and estimated number of days
      * Travel and subsistence expenses
      * Any other expenses which are not included in the above - e.g. office expenses
      * VAT - where applicable (please state specifically if you are not VAT registered)
   · Information on the nature of your professional indemnity cover, and any other relevant insurance.
9. Please supply FOUR copies of your submission to:
       George Barford
Dave Haygarth                                   
         55, Sunny Street
         B99 9AA
    To arrive no later than 1.00 p.m. on Monday 4 March, 2003.
10. On behalf of NEWCT our selection panel will be looking to select the best value submission based on:
    i)      Evidence of successful community consultation work, and / or mentoring or training of local
    ii)     Ability to work in a creative and developmental way with individuals from NEWCT and the
            wider community of Newville
    iii)    Value for money.
11. Contractors whose proposals best meet these criteria will be invited to attend an interview with our
    selection panel at Newville Community Centre during the evening of Tuesday 11 March, 2003. We will
    let you know if we would like you to attend an interview, and, if so, to arrange a time. Please keep this
    evening free so that you can attend the interview. The format for the interview will be a 10-15 minute
    presentation by yourselves, followed by a round table discussion lasting no more than 45 minutes.
12. The Newville Environmental Workers Charitable Trust does not bind itself to accept the lowest or any
13. The provisional timetable for letting the contract is as follows:
     Contract out to tender:                           Week beginning 3 February 2003
     Potential contractors are invited to discuss      Weeks beginning Monday 10
     the brief informally over the phone with          February and Monday 17 February
     George Barford on 01234-567890 or with
     Linda Snell on 01234-098765
     Deadline for submissions                          Monday 3 March, 2003

    Selected tenderers invited for Interview            Tuesday 11 March
    Contract let                                        Week beginning Mon. 17 March

    Initial meeting with the steering group             Friday 4 April
    Target date for completing community                End of July, 2003
   Contractors are invited to suggest variations to this provisional timetable

Declaration of interest
14. Tenderers must declare any connections between themselves / their organisation and members of

15. The copyright and all matters in the nature of copyrights in the information, materials and reports
    submitted will rest with NEWCT, and may not be produced or disseminated for any other purpose
    without our written permission.
Project Management
16. On a day to day basis project management for this contract will be the responsibility of Linda Snell,
    project co-ordinator for NEWCT
Invoicing Arrangements

Dave Haygarth                                      
17. Invoices for this contract should be submitted on completion to:
       Linda Snell
       Ambridge Hall
       B99 9AA

Cost of submissions
18. Please note that the cost of preparing the tender submission or attending interview will not be met by

Dave Haygarth                                   
Appendix: Managing a competitive tender exercise
What will be involved
Your group will need to:
§ Draw up contract documentation – including a covering letter
§ Decide which companies or individuals you are going to invite to tender
§ Set a timetable
§ Be ready to answer enquiries from those tendering. All potential bidders should be told of any major
  points of clarification discussed with any one bidder.
§ Assess proposals, against agreed criteria. You should not necessarily award the contract to the lowest
  bidder. Look carefully at what each consultant is proposing to do, and try and identify how you will
  achieve the results you are looking for and obtain best value for money.
§ As part of assessing the proposals, it is nearly always best to interview applicants
§ Inform unsuccessful tenderers, and give them feedback as to why they were not taken on.
§   Oversee project delivery, ensuring compliance with the brief, and achieving the required outcomes.
§   Receive invoices and make payments

Checklist of things to think about when drawing up your brief.
· Write in plain English! There’s no need to become pompous or stilted.
· Information should be relevant and concise. Keep the brief as short as you can, but as long as it needs
  to be so that everything is explained.
· Include background information about your organisation / project, or say where further information
  can be found (giving a web site address is the easiest way to do this, when this is possible).
· Be as clear as you can about the activities you want the contractor to undertake, and also specify what
  outputs / end point you require as a result of their work.
· Indicate the scale of the project, and the budget available for this part of it. This does not take away
  the competitive nature of bidding, it simply makes it clear - for example - that you are talking £5,000
  rather than £1,000.
· Mention whether your budget is inclusive of VAT, and ask bidders to state whether or not they will be
  charging VAT
· Set out a clear time-scale – including both start and finish dates. Be as flexible as you can about this.
  Good consultants are usually in high demand and not available at the drop of a hat.
· Allow a reasonable amount of time for people to respond to your invitation to tender – three weeks is
· Explain the criteria you are going to use when choosing the successful bidder.
· Set a time when the selection panel will assess the written submissions. This should be within a day or
  two of receipt. You can then let people know if and when you would like to come to interview.
· Set a date for interviews in advance, or if possible be prepared to negotiate interview dates with
  contractors you want to meet. Don’t risk losing a good contractor by being inflexible.
·   Identify a named contact person for enquiries, and provide their e-mail address and phone numbers.
    Consider naming a second person who can be contacted if the first individual is unavailable.

Dave Haygarth                                    

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