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Groundwork East Midlands' proposal - Climate East Midlands

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					Groundwork East Midlands

proposal to

East Midlands Improvement &
Efficiency Partnership

for delivery of

Communities & Local Government
Skills Fund Project

November 2010 – amended January 2011




Groundwork East Midlands
Denman Street East
Nottingham NG7 3GX                     1

Telephone 0115 942 0448
eastmidlands@groundwork.org.uk
www.groundwork.org.uk
                                             Table of Contents




4 CONTRACTOR DETAILS & PROJECT PROPOSAL ............ 3

Section A – Contractor Details ................................................ 3
A-1 Name ...................................................................................................................................... 3
A-2 Registered Office .................................................................................................................... 3
A-3 If the Contractor is a member of a group of companies, give the name and
address of the ultimate holding Company. .................................................................................... 3


SECTION B - Experience .......................................................... 3
B-1 Please provide an overview of the range of services that the contractor supports. ................. 3
B-2 Management Structure............................................................................................................ 4
B-3 Curricula Vitae ........................................................................................................................ 5
B-4 Qualifications of Contractors ................................................................................................... 7


SECTION C Previous relevant projects .................................. 8

SECTION D – Project .............................................................. 10
D-1 Summary of Costs ................................................................................................................ 10
D-2 Method Statement ................................................................................................................ 10
Overall Programme Management ................................................................................................ 11
Meeting the Deliverables ............................................................................................................. 11
Evaluation & Dissemination of Learning ...................................................................................... 17
Summary Timescale & Milestones ............................................ Error! Bookmark not defined.16
D-3 Assumptions ......................................................................................................................... 18


5 – PAYMENT DETAILS ............ Error! Bookmark not defined.19

6 – CONTRACT CONDITIONS ACCEPTANCEError! Bookmark n

7 - CONTACT INFORMATION ... Error! Bookmark not defined.21



                                                                                                                              2
4 CONTRACTOR DETAILS & PROJECT PROPOSAL
Section A – Contractor Details
A-1 Name

Groundwork East Midlands


A-2 Registered Office

Denman Street East, Nottingham, NG7 3GX



A-3 If the Contractor is a member of a group of companies, give the
name and address of the ultimate holding Company.

Not applicable. Although the organisation is part of the national federation of Groundwork Trusts, it is
an independently constituted organisation with a dedicated board of trustees and separate bank
account.



SECTION B - Experience
B-1 Please provide an overview of the range of services that the
contractor supports.

Groundwork exists to create real change through working with partners at a local, regional and
national level. We work alongside other organisations, ranging from the smallest community group to
multinational businesses, helping to create change through working together and solving problems. A
key role is to find ways of helping local people to get practically involved in making decisions and
managing improvements in their neighbourhood and to source funding and support from key agencies
in the region. Key programme areas that we work in include:

Climate change mitigation and renewable energy

                                     Our Environmental Specialists provide training and advice to
                                     individuals, businesses and the public and charitable sectors on
                                     minimising waste, saving energy and taking practical action to
                                     tackle climate change. At a household level we can help reduce
                                     fuel poverty, improve the energy efficiency of homes, change
                                     behaviours and limit personal environmental impacts. At an
                                     organisational level we can help organisations be more efficient,
                                     encourage recycling and advise on the use of renewable energy
                                     technologies.



Community Work

We work with local people to help them improve the places where they live
and encourage them to be actively involved in their neighbourhood. The

                                                                                                         3
interests of local people are always our first priority, in order to build stronger and more sustainable
neighbourhoods. We work closely with groups that are traditionally excluded from consultation and
involvement in neighbourhood activities. Our teams of specialists are experienced in getting people to
speak out, taking on-board their views and translating these into positive changes.

We also develop projects that bring together people from different backgrounds and age groups,
reducing conflict, boosting neighbourliness and increasing the chances of success for the project
overall.

Youth Development
A specific area of community development expertise lies in encouraging young people to participate in
                                   positive community action, to build confidence and self-esteem.
                                   We believe that young people are part of the solution to improving
                                   disadvantaged areas and we aim to encourage interaction
                                   between young people and adults to challenge the negative
                                   perceptions of youth that many people hold.

                                   We also give young people opportunities to take part in training
                                   and gain work experience. We also work in partnership with
                                   schools to support „at risk‟ young people, providing them with
                                   positive experiences and building the skills that will allow them to
move forwards with education or training.

Skills Training & Employment

We help people to retrain, gain confidence and work experience through training, personal
development and support programmes. Our programmes link to the wider environment and include
accredited training in energy efficiency, horticulture, construction, landscaping, organic food growing,
composting, recycling, woodland management and traditional and contemporary craft skills.

Improving Open Spaces

Our teams of landscape designers and project officers work with people to
create or improve community gardens, parks, play areas, footpaths and
natural spaces. The local environment has a major impact on community
cohesion, health and economic prosperity. Our projects combine high quality
design and practical improvements while encouraging biodiversity and
ecological sensitivity. We also help to create activities to put land back to use,
such as sport and exercise schemes or food growing.

Groundwork East Midlands takes a strategic roles in helping to deliver these activities across the East
Midlands by brokering regional partnerships to support delivery priorities, developing regional
programmes and accessing funding to support these and project managing, monitoring and evaluating
these programmes, disseminating outcomes and evidence, both locally, regionally and nationally.



B-2 Management Structure

Please provide an overview of your organisational and management structure.

Groundwork East Midlands is governed by a board of trustees, who oversee the strategic direction of
the Trust.

Our current board is chaired by Hugh Fenton. Hugh has a background in chemical engineering with a
special focus on health & safety and environmental management. Hugh has his own consultancy
business and is a committed volunteer in a selection of roles.



                                                                                                           4
Our remaining board members are drawn from industry, academia and the public and charitable
sectors and are representative of each of the constituent geographic areas of the region.

The day-to-day operation of the Trust is overseen by the Development Manager, Susan Hallsworth,
supported by a management team as follows:

                                          Susan Hallsworth
                                        Development Manager



                 Sophie Harton                                         Helen Jeffries
                 Project Officer                                     Finance Manager



                                                                     Charlotte Naylor
                                                                     Office Manager




The Trust also co-ordinates the regional network of Groundwork Trusts which cover the East Midlands
including:

Groundwork Creswell, Ashfield and Mansfield
Groundwork Derby & Derbyshire
Groundwork Greater Nottingham
Groundwork Leicester & Leicestershire
Groundwork Lincolnshire
Groundwork Northamptonshire

B-3 Curricula Vitae
Contractors should demonstrate that the proposed project team has within it
knowledge of project management, the capacity to manage several projects at the
same time, and strong communication skills at the regional and local levels. Project
team members should be suitably qualified and experienced to carry out the work
required.

Project Lead – Susan Hallsworth
Groundwork East Midlands‟ Regional Business Development Manager, Susan Hallsworth, will act as
the project lead, supported by other members of the regional Groundwork East Midlands team as
necessary. Susan has been the Regional Business Development Manager since April 2010 taking
responsibility for developing and delivering a well-researched fundraising and development strategy
for Groundwork East Midlands. As such she is highly knowledgeable of the many boards, committees
and working groups across the East Midlands, relevant to this contract, including emerging structures
such as Local Enterprise Partnerships.

She has responsibility for project managing the East Midlands regional Groundwork programmes,
working with funders, delivery partners, corporates and donors to build opportunities and partnerships
by ensuring quality customer service and communication; negotiating and managing contracts, and
complying with monitoring and evaluation procedures. For example, Susan is the project manager for
the regional Breath of Fresh Air Olympic programme, which involves bringing together and co-
ordinating a project board, consisting of regional stakeholders such as Woodland Trust, Big Lottery
Fund, the National Forest, Arts Council and GreenSpace East Midlands. As part of this role she has
been successful in working in partnership to lever in further funding of £100k from Arts Council
England, to match the £100k funding provided by the regional Cultural Olympiad. She also ensures
the monitoring and evaluation of each of the component parts of the Breath of Fresh Air programme,
which are delivered by regional partners. The component projects were selected based on a robust
application and assessment process, co-ordinated and managed by Groundwork East Midlands.

                                                                                                     5
Susan provides the secretariat to the Breath of Fresh Air steering group and feeds information upward
to the Programme Manager for Igniting Ambition, the regional Cultural Olympiad.

Prior to commencing her role at Groundwork, Susan spent nearly 6 years at Regeneration East
Midlands, which also required using many of the skills and competencies relevant to managing this
project. Key tasks included engaging and working with local, regional and national partners to identify,
analyse and prioritise individual, organisational and partnership development needs; working
strategically to influence, inform and develop thinking and policy across the sustainable communities
agenda with key organizations; participating in regional and national networks; managing budgets and
ensuring reporting structures to funders were maintained and regularly updated including quarterly
returns and audits; ensuring that evaluation processes were inputted into and reported on time and
adequately, and supporting the REM Board. Whilst at Regeneration East Midlands she was also
responsible for managing the delivery of the Local Area Agreement (LAA) regional network
programme on behalf of GOEM. During this time she brought together and co-ordinated the Urban
Partnership Group, a regional network of leaders and councillors from local authorities, heads of
regeneration companies, key agencies, business and universities working strategically in order to
drive forward the region‟s urban areas focusing on policy, strategy, best practice, delivery and skills.
This involved formalising the UPG‟s structure and delivery programme; forming, managing and
delivering a range of conferences, network meetings and events with the focus on urban issues.
During this time she also managed a number of tendering processes linked to the delivery of the LAA
network training events and also through the Skills Programme. This involved working with trainers
and consultants to deliver a range of programmes including training, mentoring, planning, project
management, finance and design.

Prior to Regeneration East Midlands Susan was Development Manager at Arts & Business in the East
Midlands where she acted as account manager, developing and managing partnerships for a range of
corporate clients including Rolls-Royce plc and Experian. Her roles have always included significant
amounts of networking with key business leaders and public sector organisations to build a range of
sustainable partnerships at a regional level.

During each of her roles she has programme managed external consultants, devising briefs and
negotiating contracts, ensuring that the projects tendered are delivered on time and to budget by the
external consultants. She has also been responsible for press, PR and marketing across all her
previous roles.

Susan is also a board member of a number of voluntary and charitable organisations, both based in
the East Midlands and nationally.

Susan‟s key Skills relevant to this brief can be summarised as:

   An ability to bring together partnerships of organisations from within the public, private and
    voluntary sectors to achieve common goals
   Knowledge of the East Midlands region and relevant regional and local stakeholders within the
    environmental and sustainability sector
   Proven ability to lever additional funding into programmes
   Experience of providing support and co-ordination to project boards and steering groups
   Experience of monitoring and evaluating programmes
   Knowledge of East Midlands communities and the wider voluntary sector
   Ability to work successfully with external contractors

Finance Support – Helen Jeffries
Susan will be supported in the financial management of the project by the Regional Finance Manager,
Helen Jeffries. Helen has worked in financial management and accountancy for over twenty years in
both the private, public and voluntary sectors, including nine years as accountant for Nottinghamshire
County Council, prior to joining the Groundwork Regional Office in 2006.

Helen also has experience of teaching accountancy, and currently marks exam papers for the
Association of Chartered Certified Accountants. Helen provides business planning and budgetary
support to the Regional Office and will ensure the financial accountability for this project.

                                                                                                        6
B-4 Qualifications of Contractors
Please detail the relevant qualifications of the contractors who would be working on
this contract.

Relevant courses and qualifications which Susan Hallsworth has completed include:

Date            Course Title & Relevance                                                     Delivery
                                                                                             Organisation
September       Winning Bids Masterclass – development of an understanding and               Clive Goulden,
2010            appreciation of what makes a strong bid or tender. This will be useful in    Winning Bid
                compiling briefs for the various delivery elements of this contract and in   Masterclass
                assessing responses from external stakeholders.
February        Project Management – develops the skills to successfully manage and          Focus Consultants
2007            deliver work programmes to time and budget, ensuring stakeholder
                engagement, budgeting, reporting and monitoring and evaluation.

Relevant qualifications of Helen Jeffries include:

Date           Qualification
1986           BA Business Studies - City of London Polytechnic
May 1997       CIMA accountancy qualification




                                                                                                  7
SECTION C Previous relevant projects
C-1

      Organisation‟s name, address &                   Details of project, including cost and duration
            telephone contact
 Green Doctor:                                 The Green Doctor pilot project operated across the East Midlands
 Susan Hallsworth, Regional Business           through initial funding from Groundwork‟s Programme Development
 Development Manager, Groundwork East          Fund. The service involved training for community members and
 Midlands, Denman Street East, Nottingham      volunteers on conducting an Energy Saving Trust Home Energy
 NG7 3GX,Tel:                                  Survey, working with partners such as housing associations and
 0115 9420448, Email:                          local authorities to deliver home survey visits, providing
 susan.hallsworth@groundwork.org.uk            householders with information and guidance on saving energy and
 Note: programme internally funded             water within their home, and raising awareness of other
 Groundwork East Midlands project              environmental issues and good practice, as well as tips to reduce
                                               energy bills. The Green Doctor also installed the following energy
                                               saving measures:
                                                     Radiator reflectors
                                                     Hot water tank jackets
                                                     Energy saving light bulbs
                                                     Draught proofing
                                                     Power downs
                                                     Water savers
                                               These were sourced, free of charge, from energy companies by
                                               Groundwork East Midlands to support the project. Groundwork
                                               East Midlands co-ordinated and funded the revenue costs of the
                                               project, producing central marketing materials to reduce costs for
                                               each Trust, and monitoring and evaluating the programme across
                                               all six regional Groundwork Trusts.
                                               The service has now been mainstreamed by many of the Trusts
                                               who have sought and secured funding to continue to deliver the
                                               service. The pilot project cost £45k and was delivered during 2009.
 Breath of Fresh Air:                          The Breath of Fresh Air project has involved co-ordinating partners
 Lesley Severn, Programme Manager,             from across the region to produce a regional environmental
 Cultural Olympiad,                            programme as part of the East Midlands Cultural Olympiad
 Arts Council England, St Nicholas Court, 25   programme, Igniting Ambition. Groundwork East Midlands is the
 – 27 Castle Gate                              project lead and accountable body for the programme, managing
 Nottingham, NG1 7AR                           the distribution of a grant pot worth £100k over three years.
 Tel: 0115 989 7527                            Working with project partners we have also successfully levered in
 Email:                                        a further £100k from Arts Council England and with contributions
 lesley.severn@artscouncil.org.uk              from project partners (local authorities, Lottery funding, PCT‟s,
                                               charitable trusts and other funders) we have grown the total
                                               programme value to around £400k. Between 2009 to 2010 Breath
                                               of Fresh Air will deliver:
                                                     Physical improvements to at least 11 green spaces across
                                                         the region
                                                     Health, culture and arts activities to over 40,000 people
                                                     Skills development opportunities to nearly 2,500 people
                                                     Investment of over £400k into regional open spaces and
                                                         the programme of events

 Green Homes:                                  The Green Homes project took place from 2007-08 and comprised
 Gary Kirk, Chief Executive, Meden Valley      a comprehensive transformation of a derelict block of five terraced
 Making Places, 34 Sherwood St, Warsop,        houses to incorporate a high level of renewable energy generation
 Mansfield, Nottinghamshire, NG20 0JW          as well as energy efficiency features. The refurbishments included

                                                                                                   8
Tel: 01623 847675                             solar panels for heating water, photo voltaic panels for electricity,
                                              rain water harvesting for supply to toilets and outside taps and dry
                                              lining (full insulation). The project was delivered in partnership with
                                              Meden Valley Making Places (MVMP) and Bolsover District Council
                                              with community consultation and input into the project. Once
                                              refurbished, the properties were sold on the open market and all
                                              are now occupied.
                                              Gary Kirk, Chief Executive of Meden Valley Making Places, added:
                                              „Our collaboration … on this project is a clear demonstration of how
                                              organisations can work in partnership to the overall advantage of
                                              an area and local people.‟

Green Anchors / Achieving Low Carbon          Green Anchors formed one segment of a larger project, Achieving
Behaviours:                                   Low Carbon Behaviours, managed by Groundwork UK and
Dawn Peace                                    delivered on behalf of the Department for Communities & Local
Head of Programmes                            Government. Working with 5 different community groups across
Groundwork UK                                 Derbyshire we delivered three training sessions to help the groups
Lockside, 5 Scotland Street, Birmingham       reduce their home energy use and domestic CO2 emissions. The
B1 2RR                                        project involved each group member using an energy monitor to
Tel: 0121 237 5829                            record energy use on a daily basis in a carbon diary, designed and
Email: Dawn.Peace@groundwork.org.uk           produced by Groundwork. The overall feedback was that the
                                              project has significantly altered behaviour and has made people
                                              more conscious of their energy usage. The learning from this
                                              project will be invaluable at each stage of this project, but in
                                              particular in managing segment 2; work with 5 individual
                                              communities on energy efficiency.
                                              Feedback from participants has included:
                                              “The project has made a massive difference to my home life.”
                                              “I have made saving of between £15-20 per week.”
                                              The total cost of the project was £15,000 and the project was
                                              delivered over an 8-week period.

Green Museums:                                Green Museums has involved working across the East Midlands,
Katherine Wilson (working on behalf of        supporting museums to become more energy efficient. This has
Renaissance and MLA East Midlands)            involved producing a Green Guide to help museums understand
Leicester Arts & Museums Service              energy efficiency (http://www.leics.gov.uk/green_museums.pdf)
A12 New Walk Centre                           and to put this into practice, one to one support for museums in the
Welford Place                                 region and delivery of workshops. We have also signposted the
Leicester                                     museums to funding for capital improvements including the Low
LE1 6ZG                                       Carbon Buildings Programme and Community Sustainable Energy
Tel: 07779527514                              Programme. Groundwork has been involved in delivering the
Email:                                        project for 3 years, with a project value of around £80,000 per year.
katherine@number8marketing.co.uk

Green Grants for Business:                    Working in partnership with Derby City Council, Groundwork is
Andy Hills, Climate Change Unit, Derby City   delivering a grant programme of £120,000 to support SMEs across
Council, Roman House,                         the City to install energy efficiency measures within their
Derby, DE1 1XB                                businesses. Groundwork is responsible for promoting the scheme
Tel: 01332 255569                             to businesses, supporting businesses to complete the application
Email: andy.hills@derby.gov.uk                process, chairing the grants panel (including representatives from
                                              the Derbyshire & Nottinghamshire Chamber and the Council) and
                                              monitoring and evaluating the project. Through match funding from
                                              the businesses Groundwork will lever around a further £6000 worth
                                              of investment in energy efficiency measures across the City.
                                              Project Duration: March 2010 -March 2011




                                                                                                     9
SECTION D – Project
D-1 Summary of Costs

Prospective contractors should provide the following information:

       The total fixed cost for the contract exclusive of VAT
       A breakdown of the costs for the individual elements of the contract
       All costs should be exclusive of VAT.

       Element of contract                             Description                              Total Cost (£)
                                 Project inception meeting
    Project Co-ordination &      Monthly steering group meetings
                                                                                                   £7,650
           Reporting             Preparation & dissemination of progress reports
                                 Production & dissemination of final evaluation report and
                                 event
                                 Marketing & communications strategy
                                 Developing & agreeing the project brief
        Project Segment 1        Co-ordinating the tender process
                                                                                                   £3,100
                                 Managing the programme delivery
                                 Research, identification & agreement of 5 target communities
        Project Segment 2        with steering group
                                                                                                   £9,000
                                 Mentoring support to 5 communities to develop and secure
                                 expert support
                                 Progress updates with community leads
                                 Development & management of networking events for
                                 community representatives
                                 Building on Calor Future of Rural Energy project
        Project Segment 3        Developing the Events programme
                                                                                                   £3,100
                                 Ensuring training of Home Energy Advisors
                                 Identifying & developing funding criteria, processes,
        Project Segment 4        thresholds, match funding requirements and agreeing these
                                                                                                   £3,350
                                 with Steering Group
                                 Promoting the invitation to apply for grant funding
                                 Evaluating grant applications & awarding funding
                                 Monitoring successful projects
                                                            Total                                  £26,200

D-2 Method Statement
Contractors should provide sufficient information with their tender to assist with the
tender evaluation based on the criteria below. This section should not exceed 6 pages in
length.

       A detailed description of how the brief will be delivered, with evidence/milestones
        that will enable the steering group to be assured that outcomes have been
        achieved
       How other agencies will be engaged
       A timeline for the proposed programme.
       The added value to be gained from the contractor‟s existing remit

Bids should demonstrate that they:



                                                                                                  10
       lever in additional resources, such as those from the Big Lottery, local
        authorities, community support organisations
       encourage a coordinated community approach to climate change, so that
        experiences can be exchanged and best practice developed
       work with other counterparts to share results, peer review and to identify and
        roll out „quick-wins‟
       communicate key messages, including to chief officers, members and the
        public

Overall Programme Management:

Groundwork East Midlands‟ Regional Business Development Manager, Susan Hallsworth, will act as
the project lead, supported by other members of the regional team as necessary. Susan has over 10
years relevant experience in project managing the delivery of programmes within the regeneration,
sustainability and environmental sectors involving public, private and voluntary stakeholders.

For this contract we propose an initial project inception meeting, to agree the work programme for
each strand, identify and agree key stakeholders beyond the steering group and confirm the budget
for the programme and expenditure profile. Following the project inception meeting we propose
holding monthly update meetings with EMIEP to update on progress against target and deal with any
issues or developments which may impact on delivery. On a quarterly basis we would suggest that
these meetings are attended by the full steering group to allow group decisions to be made and
approval gained.

We will also provide regular detailed progress reports including a description of qualitative progress for
each of the four work programmes, quantitative outputs achieved and expenditure reports against
budget. These will be circulated to the whole steering group for comment and approval. A final
evaluation report will also be produced, more detail on which is given below.

As part of the programme management we would also ensure marketing and communication of the
project to the wider East Midlands community, through press releases at key project moments, events
including a dissemination and celebration event, website articles on both Groundwork East Midlands‟
website and partner sites and interviews with participants. More detail on our marketing and
communications proposals is given for each of the work programmes below.

Meeting the Deliverables:
We will publicise all opportunities for engagement in delivery through direct contact with those
organisations who have expressed interest (including Centre for Sustainable Energy, EMEL, EMGIN,
EST, Groundwork Trusts, MEA, One EM, Planning Aid, NALC, Nottingham Energy Partnership and
RCAN), as well as others identified by the steering group as being relevant such as CSE. We will also
advertise the opportunity through placing information on the EM IEP website and on the Groundwork
East Midlands website and by publishing adverts for the work through the Source East Midlands portal
(www.sourceeastmidlands.co.uk) which is free of charge. In addition, opportunities for all projects
will be advertised through websites and published through adverts.

Project 1 – Energy     & Carbon – Helping Save, Adapt and Renew

Develop structured support for local communities to enable them to make informed decisions
and meaningful input into consultations on the renewable energy / low carbon / adaptation
agendas

We propose working with other organisations/agencies providing support for local communities to
develop a structured network. Issues to be considered include seeking agreement to providing
communities with a single point of contact from which they can learn about and access other support
organisations/agencies and sources of funding, and raising awareness within the

                                                                                                       11
organisations/agencies of the support each provide and activity across the region generally. This may
take the form of a „roadmap‟ on the website with links to relevant organisations websites.
In addition, we will conduct a tender process to engage an organisation such as CSE to deliver a
programme, including 4 sub-regional events, designed to enable communities to influence local
planning decisions on renewable and low carbon developments in their areas. We would work with EM
IEP and the steering group to devise a tender brief, application questions and scoring criteria. The
tender brief would be based on discussions with stakeholders, as well as research into examples of
good practice, from other geographic areas. We would aim to complete this process for approval and
sign off by EM IEP and the steering group by mid January 2010. We would aim to publish the
invitation to tender at the end of January 2011, giving three weeks for responses by mid February
2011.


Groundwork regularly conducts anonymous tender processes when letting contracts including physical
landscaping work, evaluation programmes and other types of activity. This involves tenderers
completing a front sheet with contact details and a unique reference number which is then used
throughout the remaining documentation as the sole means of identification. We suggest that the
tenders be returned to the EM IEP office, where the EM IEP project contact will remove and retain the
front sheet and hold this confidentially until agreement has been reached by the steering group as to
the preferred tender. The anonymous tenders only will pass to Groundwork East Midlands for
assessment. This removes any possibility of conflict of interest when evaluating the tenders. This is
particularly important given that Groundwork works closely with many of the organisations listed above
through our work in the East Midlands. This should also allow individual county-based Groundwork
Trusts to compete for the contract on an equal basis to other organisations. The Trusts are financially
and operationally independent of the East Midlands regional office, with separate bank accounts,
boards of trustees and constitutions and should not, in our opinion, be prevented from tendering for
the delivery of project segments as the regional office would not benefit financially or otherwise from
another Groundwork Trust being awarded the contract. Furthermore the anonymous scoring process
described above will prevent any possibility of conflict of interest in assessing the tenders.

On receipt of the anonymous tenders we will carry out an initial eligibility check and score the
proposals against the agreed criteria. We will then produce a summary of the scores and
recommendations for contract award to be discussed and agreed by the steering group. The full
applications will also be made available for any member of the steering group who wishes to view
them.

We will write to all applicants to inform them of the outcomes of the tender and commission the
preferred contractor to deliver the work programme. We will continue to work with the successful
contractor through monthly monitoring updates, information from which will be incorporated into our
regular progress updates to the steering group. Towards the end of the programme we will work with
the contractor to produce a schedule of potential funding opportunities for future delivery priorities
based on the reported outcomes and future needs of the programme. On completion of the contracted
work (estimated Jan 2012) we will produce an evaluation of the project based on monitoring
information gathered throughout the activity. This will form one chapter in the overall programme
evaluation, but will also be available separately as a stand-alone document. An additional note will be
written with a focus on added value.


Key Moments:
Activity / Milestone                   Dates
                                             th
Agreement & sign off of project        w/c 24 Jan 2011
brief
Invitation to tender                   Feb 2011
                                            21st
Appointment of preferred contractor    w/c       Feb 2011
Project delivery                       Ongoing from Feb 2011
                                            th       th    th
Monitoring updates with contractor     w/c 6 Jun, 5 Sept, 5 Dec 2011

Added Value:
We will seek continuation funding and a host for the roadmap and resource beyond the projects
funding life span, linking up with existing resources where possible to do so. The project will also seek
                                                                                                      12
support from key agencies including EMCBE and other agencies and organisations which are not
listed above. Terms of Reference will be drawn up for the network which will include the continuation
and development of the group beyond 2012. The events will include key speakers with a local,
regional and where possible national focus and sponsorship in kind or financially will be sought in
order to profile raise and secure additional resources.


Project 2 –   Growing Climate Friendly Communities
Provide customised support for up to five communities to build on the existing Climate
Friendly Communities network

Selected projects must be able to demonstrate outcomes which are community focused and can be
replicated elsewhere, creating a model for delivery across the region.

We will use this work programme to build on the existing Climate Friendly Communities Network by
identifying, through active research and consultation with stakeholders, up to five communities across
the region who have an existing track record of joint environmental action and who provide a
complementary range of environments (urban and rural, affluent and less well off) in order to test the
project delivery methodology in various types of community. Based on the lessons learned from other
community based environmental efficiency projects (for example, Green Anchors in Derbyshire and
ENABLE in Leicestershire). A critical success factor in projects of this kind is the existence of
dedicated volunteers who are enthusiastic and can communicate the project to their neighbours and
friends. It is for this reason that we propose to work with communities who have an existing track
record of environmental action, for example, those working towards becoming Transition Towns.
Criteria will be developed with the steering group to select communities for funding. They will ensure
that communities are chosen that can demonstrate a need, existing activity and can demonstrate key
learning within a particular geography or demography for projects that are likely to be replicable..

We will provide each of the five communities with up to £5k to implement projects to reduce energy
consumption and carbon emissions. We will work closely with chosen representatives of each
community to support them to produce and implement a plan for their project. In this way we can
ensure the funding is directed toward useful activity and signpost to free resources where available
(such as those already produced in Leicestershire under Climate Friendly Communities). As the
funding is below the £10k threshold for three written quotes, the communities will not have to undergo
lengthy procurement processes, enabling them to proceed quickly with their projects. However, to
ensure appropriate use of public funds the plans will require approval by the steering group prior to
commencement. This will form one of the agenda items for a full steering group meeting (proposed
                     th
week commencing 4 April 2011).



Amongst other things the communities may choose to use the funding to train volunteers, purchase
energy efficiency items for householders, run community events or seek expert support from external
consultants to solve a particular issue. However, the emphasis of the work segment will be in
empowering the community to take ownership of the project, developing the skills necessary to deliver
the project and embedding the outcomes of the work so that it continues beyond the end of the initial
grant funding. It is for this reason that our project management time for this contract is more heavily
directed to this work segment than others, with each community receiving half a day of mentoring
support per month from the project lead to ensure their project remains on target. Based on our
experience with other community projects, this support is vital in ensuring the momentum of the
project.
To further increase the chances of success we will arrange two networking workshops for the
community representatives to come together and discuss their problems, proposed solutions and to
share good practice. We will seek corporate sponsorship for the networking events to add value to the
project.

The benefits of our approach are that:


                                                                                                    13
   The steering group can direct the funding towards five communities that provide good comparator
    scenarios, testing the success of the approach across a range of situations.
   The communities themselves can take control of identifying the problem they would like to
    address and obtain the support they feel they need, developing a solution appropriate to the
    individual setting.
   The communities develop new skills, and experience increased cohesion through working jointly
    to solve a problem.
   By choosing different types of communities the outcomes become relevant to a wider range of
    communities wishing to become low carbon themselves.
   A model can be developed by each community to address local issues and challenges, providing
    a range of solutions which can be applied by communities across the region
   The outcomes of the project can be used as evidence to secure resources for additional
    communities in need, through, for example, an application to the Big Lottery Fund.

Key Moments:
Activity / Milestone                                        Dates
                                                                           nd                      th
Research, identification & agreement of 5 target            Completed by 2 project meeting w/c 24
communities with steering group                             Jan 2011
                                                                                            th
Mentoring support to 5 communities to develop project       Approved by steering group w/c 4 April
plans                                                       2011
                                                                  rd      th         th      th       th
                                                            w/c 23 May, 4 July, 15 Aug, 26 Sept, 7
                                                                    th
Progress updates with community leads                       Nov, 19 Dec 2011
                                                                  th              th
Networking events for community representatives             w/c 28 Feb 2011 & 18 July 2011

Added value: We will seek corporate sponsorship for the networking events. There is therefore no
additional cost included in the project budget for staging these events. We have experience of
securing this type of funding, most recently staging an event on climate change for partners and
stakeholders of Groundwork in central Nottingham, which was sponsored by Blueprint Ltd (Property
Developers).

Project 3 – Learning     to Save and Conserve In Any Location
Upskill individuals or organisations to enable hard to heat / remote communities to make
informed decisions on low carbon and quality of life issues.

As per the brief we propose dividing this part of the project into three elements:


1. Building upon the Calor Future of Rural Energy Project: We would allocate a notional budget of up
to £10k to this segment which would be used to fund an accompanying work programme based on
priorities agreed with the regional energy advisor (funded by Calor and based at RCAN). The
accompanying programme will be aimed at upskilling individuals to act as champions and deliverers in
a community. The training will include an added element that will allow participants in workshops and
events to put what they have learned into practice, promoting in communities and demonstrating
learning to a wider audience – for example, practical sessions on energy savings in their local
community. As the value of this activity would fall below the EM IEP requirement to obtain three
quotes, we would require EM IEP to approve the work programme prior to commencement of activity.
Yorkshire and Humber have commissioned a project on energy efficiency in solid walled houses which
might contain some transferable good practice.

The work programme, as with all projects, will gather information and carry out research into the
support needs of communities and off-gas communities and this information will be shared with all
partners to inform future delivery. Additional publicity campaigns to raise awareness of alternative fuel
sources in off-gas areas, visits by off-gas communities to other communities who have successfully
installed renewable energy technologies or other relevant activities will be developed to support the
project.

2. Events aimed at local communities to raise awareness of opportunities to reduce energy
consumption by fuel poor households in off-gas areas: The regional energy advisors have a remit to

                                                                                                       14
provide events in target communities and are currently planning roadshow activities. We would
therefore recommend providing a notional budget of up to £10k to enhance this activity. In this way the
funding can be directed at adding value to existing activity, avoiding duplication and providing for a
greater volume of events, or for additional activities at each event (or a mixture of these). As the
funding would fall below the EM IEP threshold for three written quotes, we would not require the
activity to be tendered out but would require the proposal to be approved by EM IEP prior to
commencement of activity. The project will add value to existing projects, not act as substitute funding
for existing planned activity.

3. Training sessions for local volunteers to become Home Energy Advisors: We propose allocating a
notional budget of up to £20k to this activity. Under EM IEP financial regulations, this would require
three quotes to be obtained from potential providers. Given that Groundwork East Midlands would
manage the quotation process and to avoid potential conflict of interest within the Groundwork Trusts
we would discuss the organisations to be approached with the Steering Group prior to contact. As per
Government guidelines for Home Energy Assessors (through CESP) we would explore the need and
relevance for a training provider to offer either:

(a) City and Guilds (6176) in Energy Awareness;
(b) NVQ Level 3 6049-03 - Provide Energy Efficiency Services;
(c) a qualification based on units one to five of the National Occupational Standards (NOS) for Home
and Community Energy Advisers.

As part of the quotation process we would require applicants to provide:
     Volunteer recruitment / engagement processes and experience
     Number of sessions to be provided
     Number of volunteers to be trained
     Ratios of trainer to volunteers
     Time commitments required by volunteers
     Follow up support provided
     Proposed venues for training sessions
     Accreditation provided
     Any other information they felt was relevant

Following commissioning of each of the above three strands Groundwork East Midlands would work
with each of the delivery partners to devolve funding and to ensure the agreed work programmes were
delivered on time and to budget, collecting and collating monitoring and evaluation data into a final
report.

Key Moments:
Activity / Milestone                                    Dates
                                                                th
Agreement of Rural Energy work programme                w/c 24 Jan 2011
                                                               th
Agreement of events programme                           w/c 24 Jan 2011
                                                               th      th      th           th
Monitoring / update meetings with regional energy       w/c 28 Mar, 27 Jun, 26 Sept 2011, 9 Jan
advisor                                                 2012
                                                             th
Appointment of training partner                         w/c 4 April 2011
Monitoring / update meetings with training partner      Ongoing based on milestones agreed within
                                                        quotation

Added value: By working in partnership with the existing Calor Rural Energy project we ensure that
resources are used to enhance existing activity, rather than create new structures where these already
exist. This allows both projects to deliver more and improve on activities, which benefits the recipient
communities and reduces confusion. If additional requirements for funding were identified we could
then work with the regional energy advisor to help them identify potential funders and develop
applications. We have experience of working in this way from Breath of Fresh Air, where we supported
an arts organisation to compile a successful bid to Arts Council for £100k, to support the formal arts
strand of the environmental project.

Project 4 – Creative Communities - Climate Change Challenge


                                                                                                     15
Develop and manage a £20k projects fund to support innovative projects encouraging
community engagement in climate change activity

Working with the steering group we will develop and agree application criteria for the funding pot,
ensuring that accepted projects are replicable and can be captured as case studies. This will include
what constitutes an eligible project, application questions and guidelines, any match funding
requirements, timetable for applications, monitoring and evaluation requirements of applicants and a
scoring scheme for applications to ensure all are assessed equally against set criteria. Preference will
be given to a „train the trainers‟ approach, providing a legacy following project completion. Agreed
projects will cover both mitigation and adaptation. We will aim to have completed this process by the
end of Jan 2011, to be signed off at the third update meeting with EM IEP (see timetable chart).

Having agreed the grant process we will promote the invitation to apply for grant funding (IAGF)
through a variety of channels including:
    Information on Groundwork East Midlands‟ and Partner websites.
    Information to key funding advice agencies including County based CVS‟s, Big Lottery Fund, Arts
     Council, Local Authority funding advisors, One East Midlands, County based Community
     Foundations and others as suggested by Steering Group members. We will request that these
     agencies promote the grant to their own databases of contacts or include the information in
     newsletter publications.
    Press releases to local press including Derby Evening Telegraph, Nottingham Post, Lincolnshire
     Echo, Leicester Mercury and Northampton Chronicle & Echo in order to reach smaller community
     groups and groups who might not have engaged in applying for funding before.
    Targeted communications to other relevant partners such as Housing Associations whose tenants
     and residents associations may wish to apply.

Following the deadline for grant applications we will carry out an initial eligibility check and score the
projects against the agreed criteria. We will then produce a summary of the scores and
recommendations for funding to be discussed and agreed at the fourth project steering group meeting.
All applications will also be available for inspection by steering group members at any time. We will
inform organisations of the outcomes of their application, by letter, arranging grant payments and
providing monitoring and evaluation packs to those who are successful. We will arrange a PR
opportunity with a small number of grant recipients to publicise the successful commencement of
projects, inviting local press to attend and producing photographs and a press release from the event.

We will continue to monitor successful projects on a quarterly basis, incorporating the information from
this into the reports to steering group members. We will continue to seek press and PR opportunities
during this time based on the information provided in the project monitoring reports.

On completion of the individual grant funded projects (estimated date: Dec 2012) we will produce an
evaluation of project outcomes, which will form one chapter in the overall programme evaluation, but
will also be available separately as a stand-alone document.

Key Moments:
Activity / Milestone                             Dates
                                                     nd             st
Developing funding criteria and process          22 Nov 2010 – 31 Jan 2011
                                                  st             th
Promoting the IAGF                               1 Feb 2011 – 28 Feb 2011
                                                  th           th
Evaluating the applications                      7 Mar 2011 – 4 Apr 2011
                                                        th
Awarding Funding                                 w/c 11 Apr 2011
                                                     th    th          th
Monitoring information to be received            27 Jun, 26 Sept, 19 Dec 2011
                                                  th             th
Programme evaluation compiled                    9 Jan 2012 – 20 Feb 2012

Added value: Successful promotional campaigns often rely on finding the right person within a news
organisation to promote the project. Our existing relationships with many of the funding agencies,
partners and press contacts listed above mean we will be able to carry out the promotional aspect of
this work segment quickly and efficiently, without the need to invest significant resources in
relationship building. This means the time and funding available to managing the contract can be
invested in working with the grant recipients to make best use of the funding available and ensure
projects are delivered successfully. Our existing relationships with support agencies also means there

                                                                                                       16
is a greater likelihood of the information and press releases converting into actual coverage. As far as
possible all applicants‟ information will be produced and distributed in electronic format rather than
hard copy (unless physical or other disability prevents applicants from accessing these). This will help
reduce costs (as well as environmental impact) and enables the project funding to be targeted directly
at delivery.


Evaluation & Dissemination of Learning:
A final report that evaluates and summarises the entire project will be completed for the deadline of
the end of February 2012. The evaluation will be based on the following types of information that will
be gathered on an ongoing basis:

Qualitative Data:
   Interviews with beneficiaries to determine the impact and longevity of the project
   Surveys detailing changing behaviours of individuals over the course of the project
   Photographic evidence of renewable energy / energy efficiency measures
   Testimony from project delivery partners / trainers as to impact on participants

Quantitative Data:
  Numbers of individuals and organisations involved according to type of involvement (e.g. training
   participant, volunteer, funding recipient, delivery partner etc) to determine extent of project impact
  Numbers of events held and locations to determine geographic impact of project
  Numbers of renewable energy installations resulting from the project
  Reductions in energy consumption and cost of energy use in participant households
  Additional funding levered into the programme

The evaluation report will include:
 Programme summary
 Details of project beneficiaries – both organisations and communities
 Outputs & outcomes achieved
 Success stories / case studies
 Lessons learned and recommendations for future development
 Financial reports

The findings will be disseminated through:
 Production of an overall evaluation report, plus stand-alone summary reports for each of the work
   programmes.
 Promotion of the report through partner websites and events, locally, regionally and nationally.
 A dissemination event held at a central East Midlands location, to celebrate the outcomes of the
   project and seek commitment to the future of the programme. In particular we would invite key
   stakeholders who could commit funding to the future of the programme, including major East
   Midlands businesses, local authorities, Big Lottery Fund, central government representatives, MPs
   and local councillors, local enterprise partnerships, housing associations and others.

Groundwork will seek corporate sponsorship for both the evaluation report and
dissemination event in order to add value to the project. This helps to keep the
project costs low and focused on delivery. We have experience of securing this kind
of funding, most recently supporting a regional climate change workshop held in
central Nottingham and attended by local authorities, Big Lottery Fund, Government
Office, academic researchers, business people and other partners.




                                                                                                       17
D-3 Assumptions
Please detail the assumptions that have been made about EM IEP‟s management of,
and input to, this piece of work, including time commitment.

We anticipate requiring the following input from EM IEP:

Attendance at monthly project meetings at the EM IEP offices, having read any background papers
prior to the meeting (this will be expected of all steering group members) – assume 0.5 days per
meeting including time to read papers

Receipt and sign off of monthly progress reports – assume 0.5 days per report

Receipt and payment of invoices – assume up to 1 hour

Receipt of tenders for work programme 1 and removal and retention of front page – assume 0.5 days

Read and sign off of project work plans where these fall below tender or quotation thresholds (in
conjunction with steering group if applicable) – assume 2 hrs per work plan

Provision of a list of organisations who have expressed interest in delivering the work packages with
contact details where possible. If contact details are not available, these can be sourced by
Groundwork East Midlands with no further input required from EM IEP – assume 2 hours




SECTION E
Any Other Information
Please indicate here any other information which you consider may be relevant to
support your submission.

As per the tender document, we have assumed that all meetings with EM IEP and the Steering Group
will be held at Government Office for the East Midlands in Nottingham and therefore, no additional
costs for room hire for these meetings has been built into the costings for the contract.




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