WREXHAM COUNTY BOROUGH COUNCIL INVITATION TO …

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WREXHAM COUNTY BOROUGH COUNCIL

INVITATION TO TENDER FOR

Wrexham Council is inviting tenders for the development of a business plan for the provision day to day operation, management and governance of an arts and cultural

industries hub in the People’s Market building. The business plan should investigate

and recommend the most appropriate model for the long term sustainability of the organisation.

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CONTENTS

SECTION A – TENDER INFORMATION

1. Statement of purpose 2. Introduction 3. Background information 4. The project objective 5. Management of the project 6. Instructions to tenderers 7. Selection procedure 8. Timescales 9. Contacts 10. References 11. Appointment of consultants 12. Consultation 13. Background Documents

SECTION B – PRE QUALIFICATION QUESTIONNAIRE

SECTION C – QUALITY QUESTIONS

SECTION D – OTHER DOCUMENTS

Appendix A – Invitation to Tender Acknowledgement Form

Appendix B – Form of Tender

Appendix C – Canvassing, Bribery Act and Whistleblowing Certificate

Appendix D – Anti Collusion Certificate

Appendix E – Freedom of Information Act

Appendix F – Tender Return Label

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SECTION A

TENDER INFORMATION

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1.1 The development of a business plan for the provision day to day operation, management and governance of an arts and cultural industries hub in the People’s Market building LL13 8BE. The business plan should investigate and recommend the most appropriate model for the long term sustainability of the organisation.

• The arts in Wrexham have seen significant change over the past five years. There has been a shift away from providing a leisure service to becoming a key driver for economic development within the town and wider county. This reflects the burgeoning confidence of the local arts scene, which in addition to activities provided by Oriel Wrecsam, such as exhibitions, projects, events and activities, also includes a lively contemporary music scene highlighted during the Focus Wales event each April. Artist pop-up activity is provided by THIS Project at undegun, The Regional Print Centre and Memorial Gallery at Coleg Cambria offers opportunities to both students and artists from across North Wales, Cheshire and Shropshire, significant numbers of arts and creative industries students graduate each year from Glyndŵr University, Oriel Sycharth gallery provides a space within the university for national and international work, a recently completed residency by Welsh National Opera helped to develop a number of community based initiatives, there is a significant level of artist-led activity, dance performances by community, national and international performers have taken place via NEW Dance and Migrations, and a significant programme of performance is provided by the Stiwt (Rhosllanerchrugog), Glyndŵr University and Coleg Cambria, a regular programme of classical music has recently taken place by NEW Sinfonia, and there has been a recent collaboration between the Methodist Church and Glyndŵr University to bring the Methodist Art Collection to the town. Much of this activity involves partnership to some extent.

• It is envisaged that the new development will allow us to expand the offer in terms of arts, culture and creative industries by providing focus for activity and developing a notion of Creative Wrexham. This idea will build on the town's heritage as a place where ideas are developed

• The aims of the project are:

To develop an arts and cultural hub, with the presentation of the visual arts at its heart. This will be inserted into the existing building and consist of:

gallery spaces

gallery retail space

a learning suite

a cafe

artists’ spaces / creative industry spaces

1.0 Statement of Purpose

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flexible meeting and multi-purpose community/performance spaces

a rooftop summer cafe

artists’ gardens

a cinema

Social and Economic regeneration of Wrexham

Offering training and volunteering opportunities, developing spaces that allow creative people to develop their career

Aiding and developing community cohesion

Providing space for socially engaged arts practice projects to take place

Improving health and well being of local residents

by developing educational and learning opportunities, in partnership with the local health board, for activities to take place that fight isolation, develop confidence and raise aspirations

Increasing participation

by allowing us to flexibly accommodate engagement activities on an improved scale

Developing audiences

by offering facilities to show an improved level of exhibition programme in partnership with other organisations nationally and internationally, including loans from national collections

Expanding cultural offer

we will be able to provide opportunities all year round for our audience to experience non-stage based performance

Contributing to economic regeneration

by increasing footfall and dwell time in the town centre as levels of urban living increase over the coming years

by increasing the number of tourists visiting the town 1.5 A key idea behind the design proposal is to ensure the continuance of market

and car parking uses. Gallery functions will take over part of the existing market area, as well as areas of the upper parking floors. Its presence will reinvigorate the market, while market and parking functions will draw footfall to the arts hub. The current uses are open to interpretation by the winning team

1.6 This project will place the arts at the heart of Wrexham's town centre. Our

audience will be able to arrive on foot, by bus train or car. We want the experience to be a holistic offer. The visitor may arrive by car and be immediately aware that they have arrived in Creative Wrexham. They will see/hear specially commissioned public art works on each level of the car park. They may decide to first visit our roof space. Here incredible views across the county and beyond will identify key sites of Wrexham's rich cultural heritage and begin to tell the the story of Wrexham. Recent graduates may be having meetings over a cup of tea or coffee, possibly linking with colleagues around the world via wifi. An artist will be in residence talking to local students about their work, while a group of volunteers, community groups and an artist will be developing the kitchen gardens which form part of a Microsystem on our roof. Local people may be leading a workshop explaining the lifecycle of bees and the production of honey in the hives they take care of, and which they sell on the ground floor.

1.7 The visitor will then go down through the levels, each with its own creative

pod for games or app developers, or other creative industry to the ground level. Here they will be able to wander through a selection of market traders or stalls selling Welsh goods, sweets, yarns, local produce to a weekly record or book fair. A school group will be using the learning studio, as the smell of

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fresh artisan baked bread wafts from the cafe bar kitchens. The focus of attention will be the gallery, showcasing work by established contemporary visual artists alongside emerging artists and loans from public and private collections, being shown in the town for the first time. After an hour or so they sit down at one of the cafes and have a meal, before meeting friends to go to see a film as part of the latest exhibition programme, curated with students from the local university. While inside the cinema a site specific performance is taking place, it could be a recital, a production by young theatre producers, or maybe a piece of contemporary dance by an international performer.

1.8 There'll be information for tourists who might wish to extend their visit and our

retail spaces will showcase the best in Welsh, British and international design-led product, including things made by a local Communities First based CIC who supply garden trugs to HRH Prince of Wales' estate at Highgrove. This will be the place to view curated selections of books, buy a card and some gift wrap, or find out more about training opportunities in the town

2.1 Wrexham County Borough Council has been working on a proposal to create an arts and creative industries hub in Wrexham town centre. The hub will include space and the opportunities for a diverse blend of visual arts, creative enterprises, performing arts, a learning environment, catering, employment generation and a range of specialist retail activities. The hub will provide a resource for the community and will attract visitors to Wrexham, supporting the regeneration of the town centre and providing a resource for the region. This

scheme fits the Council’s strategic objectives of creating a place where people

want to live, work, learn, visit and invest. Arts Council Wales (ACW) has acknowledged this development as a strategic priority for the organisation which aims to encourage creative collaboration across the art forms and promote new opportunities for involvement in the arts through either active participation or audience participation. An options appraisal and feasibility study

have been carried out and The People’s Market building located on Chester

Street, Wrexham Town Centre has been identified as the preferred location for this strategically important project.

3.1. Wrexham County Borough Council is one of twenty-two local authorities in

Wales. The Council works to ensure that the people of Wrexham are supported to fulfil their potential and to prosper.

3.2. Wrexham Council works closely with a wide range of arts organisations

across Wales and the north west of England, north Wales and the County Borough. Through this engagement, the Council supports activities in the community, reaching and engaging with people of all ages and abilities. It is a professional organisation with a track record of working in the arts and with communities building on from the relationships prior to Local Government reorganisation in 1996 Wrexham Council has further developed a strong relationship with the Arts Council of Wales and has been a revenue client with a proven track record of delivery. Work carried out around these projects, the

3.0 Background

2.0 Introduction

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arts in general and investigations into best practice, have led to the formulation of a project to create a cultural quarter in Wrexham town centre.

3.3. Plans to bring different arts organisations and different art forms together is

making good progress in putting in place the key ingredients necessary to ensure that the Council can capitalise on strong foundations as it enters a new phase. The delivery of the arts has recently become the responsibility of the Culture, Heritage and Regeneration Manager of Wrexham Council within Assets and Economic Development. This move has re-invigorated the delivery of the arts in Wrexham and opened up the opportunities to meet and exceed the expectations of the Council at a strategic level to succeed in delivering a pioneering and innovative programme for the arts in Wrexham. This fresh and refocused approach to its work, which is valued both locally and nationally for the expertise and contribution it makes to best practice in Wales and beyond, aims to widen the audience and level of participation by mainstreaming the arts. The Council has carried out a number of studies into the best location for a venue for the delivery of the arts and it is believed that

the preferred location of the current People’s Market will enable the Council

and its partners to build upon the programme and enable it to deliver its role in the community, to raise its capacity and its ability to reach out to Wales and beyond.

3.4. The creation of an arts and cultural hub in the town centre will create new opportunities for people to enjoy the arts at the same time as giving impetus for wider regeneration and economic development in Wrexham. Improving the access and quality of space to ensure that a full and comprehensive programme attracting artists and performers of national and international importance alongside local and regional talent in the visual arts and music, dance and theatre in site-specific, nonstage based performance (for example National Theatre of Wales, No Fit State Circus, Theatr Genedlaethol Cymru) to ensure a sustainable future, accessible to all; that will nurture art, artists and the community by providing a broad range of creative and collaborative experiences. The space will need to provide experiences through quality arts education, presentation and exhibits in the disciplines of visual arts, music, dance, theatre, and the traditional and literary arts.

3.4. The creation of an arts and cultural hub in the town centre will create new opportunities for people to enjoy the arts at the same time as giving impetus for wider regeneration and economic development in Wrexham. Improving the access and quality of space to ensure that a full and comprehensive programme of the arts and music, dance and theatre in site-specific, non stage based performance will ensure a sustainable future, accessible to all; to nurture art, artists and the community by providing a broad range of creative and collaborative experiences. The space will need to provide experiences through quality arts education, presentation and exhibits in the disciplines of visual arts, music, dance, theatre, and the traditional and literary arts.

3.5. With rejuvenated premises and an outward facing and ambitious business

model, Wrexham Council will increase the number of participants engaged in the arts and contribute in a far more substantial way to building audiences and participation for and in the arts and culture in the town centre, expanding the cultural offer and contributing to economic regeneration in Wrexham. The Council also recognises the instrumental part it can play in the social regeneration of Wrexham, aiding and developing social cohesion, improving health and wellbeing of the local residents and in turn ensuring that this can act as a model nationwide.

3.6. With the creation of a new hub in Wrexham town centre, Wrexham County

Borough Council will be creating a facility that can easily be accessed by the

Comment [DB1]: See comments above

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population of the County Borough and beyond. With the changes for Further Education funding for adult learners, there is a possibility that there will be an increase in opportunities for training at this level in the town centre. This would embed the facilities firmly in the locality and whilst providing for training and skills development will, in turn lead to increased confidence, better mental health and the opportunity to gain qualifications and accreditation for employment.

3.7. The project will also allow for significant volunteering opportunities that

provide transferable skills that can lead on to other opportunities for learning and employment. Developing Wrexham as a place with a reputation for creativity will help to build aspirations amongst young people.

3.8. Research shows that active participation in the arts and learning promotes

physical health, enhances a sense of well-being amongst the population, improves the quality of life for those who are ill and reduces the risk factors that lead to the need for long-term care. Participation in arts activities may lead to inter-generational and inter-community exchange of values and knowledge and can aid community cohesion.

3.9. In 2014 an options study was carried out by Ash Sakula Architects for

Wrexham County Borough Council, looking at five possible sites in the town

centre. The options appraisal found the People’s Market on Chester Street to

be the best option. Following the study, a report was prepared on the outline business plan for the hub in order to establish that the proposal will be sustainable.

3.10. Wrexham has a growing tourism and visitor economy. The Destination Management Plan has identified four key hubs, of which the town centre is one. The Arts and Cultural Industries Hub will be an attraction in the town

centre that will meet the North Wales Tourism Partnership’s aim of enriching

experiences and giving a positive image of the region. The additional elements of the offer in the Arts and Cultural Industries Hub, including the

café/wine bar and the retail experience will help to extend dwell time in the

town centre whilst the opportunities for bridging the gap between the day time and evening economy will contribute to the diversity of the evening economy and will, therefore, attract a more diverse demographic to the town centre. There is evidence that the positive feedback and celebration of the best aspects of a place leads to increased local pride and attracts inward investment. This in turn will lead to further positive feedback and create a circle of success for Wrexham, helping to raise the profile and attractiveness of the town to visitors and to inward investment.

3.11. Wrexham County Borough Council is one of twenty-two local authorities in Wales. The Council works to ensure that the people of Wrexham are supported to fulfill their potential and to prosper.

3.12. Wrexham Council works closely with a wide range of arts organizations across Wales and the north west of England, north Wales and the County Borough. Through this engagement, the Council supports activities in the community, reaching and engaging with people of all ages and abilities. It is a professional organisation with a track record of working in the arts and with communities building on from the relationships prior to Local Government reorganisation in 1996 Wrexham Council has further developed a strong relationship with the Arts Council of Wales and has been a revenue client with a proven track record of delivery. Work carried out around these projects, the

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arts in general and investigations into best practice, have led to the formulation of a project to create a cultural quarter in Wrexham town centre.

3.13. Plans to bring different arts organisations and different art forms together is making good progress in putting in place the key ingredients necessary to ensure that the Council can capitalise on strong foundations as it enters a new phase. The delivery of the arts has recently become the responsibility of the Culture, Heritage and Regeneration Manager of Wrexham Council within Assets and Economic Development. This move has re-invigorated the delivery of the arts in Wrexham and opened up the opportunities to meet and exceed the expectations of the Council at a strategic level to succeed in delivering a pioneering and innovative programme for the arts in Wrexham. This fresh and refocused approach to its work, which is valued both locally and nationally for the expertise and contribution it makes to best practice in Wales and beyond, aims to widen the audience and level of participation by mainstreaming the arts. The Council has carried out a number of studies into the best location for a venue for the delivery of the arts and it is believed that

the preferred location of the current People’s Market will enable the Council

and its partners to build upon the programme and enable it to deliver its role in the community, to raise its capacity and its ability to reach out to Wales and beyond.

3.14. The creation of an arts and cultural hub in the town centre will create new opportunities for people to enjoy the arts at the same time as giving impetus for wider regeneration and economic development in Wrexham. Improving the access and quality of space to ensure that a full and comprehensive programme of the arts and music, dance and theatre in site-specific, non stage based performance will ensure a sustainable future, accessible to all; and that will nurture art, artists and the community by providing a broad range of creative and collaborative experiences. The space will need to provide experiences through quality arts education, presentation and exhibits in the disciplines of visual arts, music, dance, theatre, and the traditional and literary arts.

3.15. With rejuvenated premises and an outward facing and ambitious business model, Wrexham Council will increase the number of participants engaged in the arts and contribute in a far more substantial way to building audiences and participation for and in the arts and culture in the town centre, expanding the cultural offer and contributing to economic regeneration in Wrexham. The Council also recognises the instrumental part it can play in the social regeneration of Wrexham, aiding and developing social cohesion, improving health and wellbeing of the local residents and in turn ensuring that this can act as a model nationwide.

3.16. With the creation of a new hub in Wrexham town centre, Wrexham County Borough Council will be creating a facility that can easily be accessed by the population of the County Borough and beyond. With the changes for Further Education funding for adult learners, there is a possibility that there will be an increase in opportunities for training at this level in the town centre. This would embed the facilities firmly in the locality and whilst providing for training and skills development will, in turn lead to increased confidence, better mental health and the opportunity to gain qualifications and accreditation for employment.

3.17. The project will also allow for significant volunteering opportunities that provide transferable skills that can lead on to other opportunities for learning and employment. Developing Wrexham as a place with a reputation for creativity will help to build aspirations amongst young people.

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3.18. Research shows that active participation in the arts and learning promotes

physical health, enhances a sense of well-being amongst the population, improves the quality of life for those who are ill and reduces the risk factors that lead to the need for long-term care. Participation in arts activities may lead to inter-generational and inter-community exchange of values and knowledge and can aid community cohesion.

3.19. In 2014 an options study was carried out by Ash Sakula Architects for Wrexham County Borough Council, looking at five possible sites in the town

centre. The options appraisal found the People’s Market on Chester Street to

be the best option. Following the study, a report was prepared on the outline business plan for the hub in order to establish that the proposal will be sustainable.

3.20. Wrexham has a growing tourism and visitor economy. The Destination Management Plan has identified four key hubs, of which the town centre is one. The Arts and Cultural Industries Hub will be an attraction in the town

centre that will meet the North Wales Tourism Partnership’s aim of enriching

experiences and giving a positive image of the region. The additional elements of the offer in the Arts and Cultural Industries Hub, including the

café/wine bar and the retail experience will help to extend dwell time in the

town centre whilst the opportunities for bridging the gap between the day time and evening economy will contribute to the diversity of the evening economy and will, therefore, attract a more diverse demographic to the town centre. There is evidence that the positive feedback and celebration of the best aspects of a place leads to increased local pride and attracts inward investment. This in turn will lead to further positive feedback and create a circle of success for Wrexham, helping to raise the profile and attractiveness of the town to visitors and to inward investment.

4.1 Following on from work that has been carried out to date, the Council is now in a position to build upon the outcomes of the feasibility study, sketch design scheme and outline business case that have been prepared.

4.2 Developed Business Plan Design

The Council requires a detailed Business Plan to be prepared showing how the operation of the building will be sustainable. It should be noted that it is unlikely that the final operation and management of the building and the arts programme in Wrexham will be managed by Wrexham Council; rather that a Trust will be established as a not for profit organisation to manage the ongoing Arts Service in Wrexham. However, the successful applicant will need to demonstrate that they have investigated the most appropriate future governance model for the organisation as part of the development of the Business Plan. Income and expenditure projections were prepared as part of the draft Business Plan and there should be evidence produced to show that these have been tested and revised with detailed forecasts produced to ensure projections are robust. There is likely to a decline in revenue contributions from external sources in future years and the Business Plan needs to show

4.0 Project Objective

Comment [AR2]: Business plan?

Comment [AR3]: These should be tested and revised , detailed forecasts produced

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that the operation and management of the building will withstand this decline. The successful applicant must be willing to work closely with the appointed design team to undertake the work and coordinate meetings and updates Need for consideration of programme in consultation with the Programme Director to produce a costed three yearprogramme of arts activity which reflect s the aspirations of the client.

4.3. Aims

To redevelop the current People’s Market and Car Park building into an

inviting and exciting Arts and Cultural Hub.

4.3.1 The long term outcomes of the development of an Arts/Cultural hub are:

• to strengthen the local arts sector with local talent being developed;

• improved footfall and ‘buzz’ in the town centre including a diversified and

strengthened evening economy; • diversification of the local economy and recognition of Wrexham as a

centre for Creative Industries; • improved opportunities for local residents to participate in the arts, raising

aspirations and contributing to community cohesion; • opportunities to strengthen provision for education; • improved wellbeing and quality of life for local residents; and • put Wrexham on the tourist map within the context of both the North

Wales and the North East Wales, North West England regions. 4.3.2 The key outcomes from the provision of an arts/cultural hub in the town

centre will be:

• an enhanced exhibition programme promoting the best in contemporary visual and applied arts in Wrexham;

• the development of new audiences and an increase in the number of people engaged in the visual and applied arts;

• opportunities for greater health and well-being and to develop aspiration and confidence through involvement;

• the opportunity to retain and attract arts graduates in Wrexham, thus improving the local arts economy and nurturing artistic talent;

• improve the quality of the visitor experience; and • continue the development of Wrexham as a visitor hub as part of the

Destination Management strategy for Wrexham will also be enhanced.

4.4 The current People’s Market is in an area of the town centre that has suffered

from declining footfall due to changes in shopping habits, new retail developments at Island Green and Eagles Meadow and the closure of retail businesses in the immediate vicinity; most notably the former T J Hughes which used to act as a conduit for people from Henblas Street to Chester Street.

4.5. The building is, however, in a highly visible location on a corner; has bus stops

outside the entrances on Market Street for drop-off and pick up; and is a multi-storey car park used daily by many people.

4.6. The design of the new facility needs to ensure that the building is an attractor

to both visitors and to the local community. In particular, the need to ensure that the inhabitants of Caia Park, the Communities First area in close proximity

Comment [AR4]: There should also be comment that the successful applicant will need to work closely with the appointed design team to undertake the work and coordinate meetings/updates

Comment [AR5]: Insert something along the lines of: In consultation with (Steffan) present a costed three year programme of arts activity which reflects the aspirations of the applicant.

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to the proposed new facility, feel comfortable entering and using the building needs to be taken into consideration. In addition, the town centre is an emerging hub in the Destination Management Plan for the County Borough and one of the key aims of the hub is to attract more visitors to the town centre and to extend dwell time. It will be important, therefore, that consideration is given to the different audiences and stakeholders and their differing needs and requirements from the building.

4.7 The building has entrances on three different street locations and maintaining

the permeability of the building will add another important factor. The opportunity for the building to be used as part of the town centre, either for travelling through (or enjoying the offer as part of the journey) or as a distinct destination for meeting must be considered as part of the design process.

4.8 Whilst there will need to be public access to the building, there will also be a

requirement for secure space for study and education use and for staff. There may be a need for some aspects of the building to be closed to the public at times, for example there may be an exhibition launch where access to other areas needs to be restricted. This flexibility should be built into the design.

4.9. The building currently operates as a daily indoor market accommodating 50

stalls of which 41 are occupied and 9 are vacant. The Feasibility Study previously undertaken identifies that continued market trading should feature

as a key activity in the refurbished ‘Hub’. The Design Development stage

needs to confirm the finer details of how this operates within the overall context of the final design and operational details. Specifically whether the existing traders could be accommodated into the new facility and whether trading could continue during the refurbishment stage.

4.10. In addition a fully operating multi storey car park is located on the first to 4th

floor accommodating 335 spaces. The Feasibility Study and Business Plan completed by Ash Sakula clearly demonstrate how this is key to the ongoing usage of space and core self generated income into the ongoing operations of the building. The design and the business plan needs to be clear how this may need to change and be managed within the context of this project.

4.11. Assumptions have been made in the overall design; costs; and business plan

that all aspects of the project will be completed in one phase; however this is subject to the full capital costs being secured. As part of the Design Development stage we require a phased approach of development to be considered both in terms of the design and the Business Plan; balancing the needs between which elements need to go ahead in the first instance to meet the objectives of the project with the needs to accommodate the functions that will secure the sustainability of the building and its ongoing operations providing the best position for continued growth and development into the future.

4.12. Outcomes Financial support from Wrexham Council will reduce; and increased financial

support from ACW is not guaranteed; the building and activities within it must ultimately work towards a full cost recovery model; therefore a detailed business plan that shows how the hub will be sustainable in its operational function. The list below is illustrative of the required content and is not intended to be exhaustive:

a) consideration that the building may not be developed to its full capacity

in the first instance as this will be influenced by the capital funding

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available, therefore the Business Plan needs to inform which activities need to be included as a core for income generation; whilst remaining focussed on the activities needed to achieve the projects objectives;

b) advise on the most suitable ongoing management model, and identify the steps and timescales in achieving; specifically giving consideration as to how the retail units; market; and car park would be managed as part of the overall management of the new facility;

c) Staff structure and associated costs;

d) Pricing model for the commercial element of the operations and the

nature of any occupation agreements; and

e) an outline of the likely on- going maintenance and compliance costs; the profit contribution from each proposed income stream; the breakeven point; all the necessary fire and security requirements; and an indication of marketing costs including any digital marketing requirements e.g. Websites etc.

4 Design Business team constitution:

4.14 The design team will include:

• Architect • Cost Consultant • M & E Consultant • Surveyors

• Arts Business ConsultantThe business consultant will need to work with the appointed design team. The successful applicant must be able to demonstrate previous experience of working with galleries and on projects of a similar type and scale. The successful team must be able to demonstrate previous experience of working on

arts related projects. Experience of developing flexible gallery space or artists’ studio

development would be advantageous. 5.1 The consultant will work for Wrexham County Borough Council and the Lead

Officer will be Rebeccah Lowry, Culture, Heritage and Regeneration Manager, Assets and Economic Development Department. A project Steering Group will also be set up for the commission that will consist of key stakeholders to be agreed on commissioning.

5.2 The successful consultants will be required to maintain contact with the day-to-

day contact officer and the Project Steering Group and, at all stages of the commission, there will be regular weekly email updates meetings in order to update on project progress. Travel and subsistence will need to be included in the tender price.

5.0 MANAGEMENT OF THE PROJECT

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Comment [AR6]: Is this needed- should you say that the business consultant will need to work with this team.

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Comment [AR7]: Experience of ‘working with galleries and projects of a similar type and scale?

Comment [AR8]: Frequency?

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5.3 As principal partner, officers from the Arts Council of Wales will be involved at

all stages of the appointment and will be key members of the Project Steering Group throughout the commission.

6.1 Wrexham County Borough Council is the Client. You are invited to tender giving

a response to the brief. The project is expected to take 14 weeks to complete, however, given the scope of the work; the client will take advice on this.

6.2 Your tender submission must demonstrate your team’s ability to meet the

objectives of this commission. It must include the composition of the

Study team, their CV’s and their specific input into the Study, day rates of

staff and the proposed allocation of staff days. A single point of contact should be indicated in the contact section (1.4) of the Tender Questionnaire. Please provide details of relevant recent projects that the personnel you have proposed have worked on, including a name and referee for each project. This should include:

• Title of scheme • Name and address of employing organisation, contact telephone number

and email address • Work carried out including contract value • Date of completion • Experience of working within the arts sector and regeneration.

1.3. You are required to prepare a methodology statement setting out your

approach to the Study, the key issues to be addressed, key milestones and dates identified for the delivery of the Study. You will also need to outline your approach to project management and your programme. The proposal document should be no more than 4 pages of A4 and should include information on the experience of the practice, and resources. Where other consultants or companies are being employed by the lead consultant these should be clearly stated.

6.4 As part of your tender submission your response to the requirements detailed in

6.2 and 6.3 above should be made by referring to the quality award questions detailed in section c

The full tender responses should be provided as hard copy as well as electronically (as PDF documents), on a disk. All copies must be submitted in accordance with return instructions by the tender closing date. It is recognised that all the skills required may not reside within one consultant.

1.4. Four hard copies of the tender response must be provided, as well as an electronic copy with your tender submission. 6.5 Upon receipt of your proposals and after the tender return date the Client will

evaluate in accordance with the criteria detailed within this enquiry. It should be noted that as part of the evaluation process it may be necessary to seek clarification of proposals. This may take place through written communication, however, if deemed necessary Consultants may be invited for interview.

6.0 INSTRUCTIONS TO TENDERERS

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Formatted: No bullets or numbering

Comment [AR9]: numbering

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6.6 Only the key staff identified in the submission may work on this commission

without the prior written approval of the clients. Failure to comply with this

requirement may, at the clients’ sole discretion, render the submission invalid

and entitle the Clients to repayment of all or part of any fee received. 6.7 To safeguard possible issues of commercial sensitivity you must disclose any

related commissions which may have an impact on the conduct of this Study. 6.8 The Clients require a fixed price fee. Your submission must include the total

cost broken down into its various elements, including your project team, staff allocation including day rates for staff, the proposed allocation of staff and expenses (see form of tender pricing schedule). VAT should be shown separately.

6.9 All materials and services required for this output must be sourced by the

appointed consultant. 6.10 The appointed consultant must make available to the clients any survey

material and electronic files gathered in relation to the commission and the clients will retain the copyright to all material produced in relation to the Study, in whole or in part, after publication. The clients retain the right to draw their own independent conclusions from the Study or the survey material.

6.11 The Clients require that the identity of the company submitting the tender

must not be disclosed on the outside of the tender envelope. 6.12 Your written tender proposal should be submitted. They should be sent in an

envelope clearly marked in a manner that will not identify the tenderer stating only,

Private & Confidential to:

“Tender: Detailed design for the provision of an arts and culture hub in

the People’s Market building and for the detailed business plan for the

operation of the hub”

Head of Assets and Economic Development Department, Wrexham County Borough Council, Crown Buildings, 31 Chester Street Wrexham, LL13 8BG To arrive by 12.00 midday on 16 June3 July 2015 6.13 In order for the tender to be evaluated, this tender pack includes the following

documents for completion and return:-

• Tender Information (Section A) • Pre Qualification Questionnaire (Section B) - to be completed and

returned with your tender submission • Quality Questions (Section C) - to be completed and returned

with your tender submission • Terms and Conditions (Section D) • Other Documents (Section E) :

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• Appendix A – Invitation to Tender Acknowledgement Form

– to be completed and returned upon receipt of this

ITT

• Appendix B – Form of Tender – to be completed and

returned with your tender submission

• Appendix C – Canvassing, Bribery Act and Whistleblowing

Certificate – to be completed and returned with your

tender submission

• Appendix D – Anti Collusion Certificate – to be completed

and returned with your tender submission.

• Appendix E – Freedom of Information Act

• Appendix F – Tender Return Label

7.1 Tenders will be evaluated to determine the most economically

advantageous tender taking into consideration the following award criteria:

Criteria Percentage

Quality – Methodology, appreciation of the brief and relevant experience This will be evaluated based on your response to the Tender Questionnaire contained within this document. The total weighting of 70% is sub divided as per the matrix detailed in 6.2 below. The Tender evaluated with the overall highest total score will be awarded the maximum 70% quality score available. All other tenders will be attributed a score equivalent to the percentage difference they are away from the highest quality score evaluated.

70%

Price Pricing will be evaluated in accordance with your response to the Pricing Schedule. The Tender with the lowest price will be awarded the maximum 15% price score available. All other tenders will be attributed a score equivalent to the percentage difference they are away from the lowest price received.

30%

7.2 Quality

The following quality sub criteria weightings will be incorporated in to the above price / quality evaluation. The evaluation of these quality criteria will be made reference to your response to questions detailed in section C.

Criteria Weighting

7.0 SELECTION PROCEDURE

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Please demonstrate the qualities of your team / resource employed on the project. Experience of working within the arts sector.

215%

Please provide a Methodology Statement detailing:

Your approach to the Study 15%

The key issues and how these will be addressed

3020%

Key milestones and their dates and explanation of how these will be achieved

20%

Please detail your approach to project management

20%

TOTAL 100%

7.3 Scoring Rationale to be Applied

Standard Marks

Excellent 10

Very Good 8 – 9

Good 5 – 7

Fair 3 – 4

Below Par 1 – 2

Not Acceptable 0

If necessary shortlisted consultants may be invited to attend an interview and

may be required to give a presentation of the team’s approach to the

commission. The Client reserves the right not to select the lowest tender or any tender at all.

Timescales are indicative at this stage as Wrexham Council expects that they will be negotiated with Arts Council of Wales, but with a view that a full Planning Application will be submitted by w/b 2 November 2015. 8.1 Work is expected to commence immediately following appointment and

should take approximately 14 weeks to complete. It is anticipated that an initial set up meeting will be held immediately following appointment. The following key stages are provided for guidance:

8.0 TIMESCALES

Comment [AR10]: as per design brief, should this be the highest?

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i) Out to tender April 2015 ii) Closing date for submission of Tenders 3 July 2015 iii) Shortlisting w/b 6 July 2015 iv) Interviews w/b 173 July 2015 v) Inform applicants 20 July 2015 vi) Commissioning Meeting w/b 27 July 2015 vii) Draft study submitted TBC

Final Study submitted November 2015 Timescales are indicative at this stage as Wrexham Council expects that they will be negotiated with Arts Council of Wales, but with a view that a full Planning Application will be submitted by w/b 12 October 2015. 8.1 Work is expected to commence immediately following appointment and

should take approximately 14 weeks to complete. It is anticipated that an initial set up meeting will be held immediately following appointment. The following key stages are provided for guidance:

i) Out to tender April 2015 ii) Closing date for submission of Tenders 16 June 2015 iii) Shortlisting w/b iv) Interviews 24 June 2015 v) Inform applicants 26 June 2015 vi) Commissioning Meeting 29 June 2015 vii) Draft study submitted TBC viii)i) Final Study submitted October 2015

1.1. The successful consultant will be provided with a list of key contacts at the

commissioning meeting. 1.2. The consultant will work for the client and the lead officer will be Steffan

Jones-Hughes for the term of this commission. The successful consultant will be required to maintain dialogue with the client at all stages of the commission.

Project Sponsor : Rebeccah Lowry

Culture, Heritage and Regeneration Manager Assets and Economic Development Crown Buildings Chester Street Wrexham LL13 8BG

9.0 CONTACTS

10.0 REFERENCES

Comment [AR11]: Needs to be after 6

th July for ACW (as Investment Review

meetings until that date)

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1.1. The Submission should include the name, address and telephone number of two referees of similar work completed.

11.1 The successful company will be appointed on a fixed price contract,

inclusive of all fees and expenses. 11.2 The appointment will be made by exchange of correspondence. Fees will be

paid in the following stages: (i) 30% of the fees will be paid upon acceptance of the commission. (ii) 30% of the fees will be paid on submission of the draft Study (iii) 40% of the fees will be paid upon the successful outcome of the submission. 12.1 The appointed consultants must engage in effective and detailed consultation.

A list of consultees will be provided at the commissioning meeting. 12.2 The consultant will work for the client and the lead officer will be Steffan

Jones-Hughes for the term of this commission. The successful consultant will be required to maintain dialogue with the client at all stages of the commission.

12.3 A Steering Group will be formed comprising representatives of the ACW,

Betsi Cadwalader, Glyndwr University and Coleg Cambria. A working group that will comprise representatives of the community, arts groups and working artists will also meet during the period of the commission.

12.4 The need for meetings/ updates in relation to this work is as follows:

i) commissioning meeting to agree the timetable and methodology for the work; Receive progress updates, in the form of weekly telephone calls with the nominated day to day contact during the course of the commission; liaison with, and preparation of responses to the clients on specific matters during the course of the commission, to ensure a successful outcome; and presentation of the draft proposals to the Project Group prior to final submission.

1.5. The Clients are not bound to accept any of the Tenders or proposals

received. 1.6. Consultants will be responsible for organising their own meetings and

interviews for the contract.

11.0 APPOINTMENT OF CONSULTANTS

12.0 CONSULTATION

13.0 BACKGROUND DOCUMENTS

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Vibrant Viable Places bid document Sketch design prepared by Ash Sakula at a previous stage Outline business plan prepared by Bop Consulting working with Ash Sakula at a previous stage

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SECTION B

PRE QUALIFICATION QUESTIONNAIRE

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Wrexham County Borough Council - Tender Questionnaire Assets and Economic Development Department The development of a business plan for the provision day to day operation, management and governance of an arts and cultural industries hub in the

People’s Market building. The business plan should investigate and

recommend the most appropriate model for the long term sustainability of the organisation. Pre Qualification Questionnaire Please note any submission not meeting the threshold requirements detailed within this per qualification section will not be considered further in this procurement exercise 1. Your organisation 1.1. Full name of company/trading name: 1.2 Full postal address of Company for correspondence and communication

regarding this application and future work: Address: Postcode:

Telephone number: Fax number:

E Mail address: www.address:

1.3 Date Company formed: Registration No: 1.4 Details of contact person in respect of this application and for future work:

Name: Telephone number: Fax number: Email address : www.address : Position in Company:

Full postal address if different from 1.2:

1.5. Full postal address and telephone number of your Company’s registered office

if different from 1.2: 1.6 If the Company is a member of a group of companies, state the name and

address of the ultimate holding company. Please list the names of all associated companies of the Holding company and state clearly the relationship with your company.

1.7 Name and address of every Director or Partner, and the Company Secretary:

Please continue on a separate sheet if necessary. 1.8 Are any of the persons named in 1.7 Directors or Partners of any other company:

YES / NO

If yes please state the name of the person and the company.

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1.9 If any of the persons named in 1.8 have ever been Directors or Partners of any

company that has gone into liquidation, state the name of the person, the company and date:

1.10 Are any of your Directors subject to a current Disqualification Order under the

Insolvency Act 2000:

YES / NO If yes please give details:

1.11 Has your company or any member within the company been convicted of a criminal offence relating to the conduct of your business.

YES / NO

If yes please provide details: 2. Financial Information 2.1 Please provide evidence of your cover in respect of Employers and Public

Liability Insurances and Professional Indemnity Insurance.

For the purposes of this contract the following levels of insurance must be held:

Employers liability £10 million

Public liability £5 million

Professional Indemnity £1 million

Please note if not held you must give an undertaking as part of this tender submission that prior award of contract that the levels of insurance stated will be in

3. Health and safety 1.1. Please confirm that your company will comply with all current Health and

Safety legislation and any subsequent statutory requirements regarding the type of work you are carrying out for Wrexham County Borough Council.

Please provide copies of appropriate risk assessments.

4. Declaration

I certify that the information supplied is accurate to the best of my knowledge and understanding and I accept the conditions and undertakings in this questionnaire.

I also understand that any false information given or inducement offered could lead to the cancellation of any contract and will result in our exclusion from the procurement process.

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Signed:

Name:

Position in Company:

For and on behalf of:

Date:

Please ensure that you have answered all the questions, enclosed all information required, and return the questionnaire, together with the other tender information, to:

Head of Assets and Economic Development Department, Fao Rebeccah Lowry Wrexham County Borough Council, Crown Buildings, 31 Chester Street Wrexham, LL13 8BG

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SECTION C

QUALITY QUESTIONS

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Q1. Please demonstrate the qualities of your team / resource employed on the

project.

To evidence qualities your response should provide detail of:

- composition of the Study team

- their CV’s

- a their specific input into the Study - details of relevant recent projects that the personnel you have proposed

have worked on, including a name and referee for each project. This should include:

- Title of scheme - Name and address of employing

organisation, contact telephone number and email address

- Work carried out including contract value - Date of completion

Please provide a Methodology Statement detailing: Q2 Your approach to the Study And Q3. The key issues and how these will be addressed And Q4. Key milestones and their dates and explanation of how these will be achieved And Q5. Please detail your approach to project management

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SECTION E

OTHER DOCUMENTS

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Appendix A

INVITATION TO TENDER ACKNOWLEDEMENT

From:

To: Head of Assets and Economic Development Wrexham County Borough Council Crown Buildings Wrexham LL11 1AY

Detailed Design for the Provision of an arts and culture hub in the People’s Market

building and for the detailed business plan for the operation of the hub Dear Mr(s) , Your Invitation to Tender was received by us on _____________________ (Delete as appropriate): * We do intend to submit a tender by the required date. * We do not intend to submit a tender by the required date. Enclosed is the Invitation to Tender Documentation. Our reasons for not tendering are given below/stated in the enclosed letter. Reasons for not submitting a tender:

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Yours sincerely, Signed: Dated: Name: Position:

For and on behalf of:

Appendix B

Wrexham County Borough Council

FORM OF TENDER

Form of Tender for: Detailed Design for the Provision of an arts and culture hub in the

People’s Market building and for the detailed business plan for the operation of the hub

Period of Contract :

RETURN OF TENDER

The Tender is to be returned to Head of Assets and Economic Development Department, Wrexham County Borough Council, Crown Buildings, 31 Chester Street, Wrexham, LL13 8BG in the attached return envelope, which shall bear the words "Detailed design and Business

Plan for the creation of an arts and creative industries hub" Contract No. (Proc – 12 - 60) and

shall not bear any name or mark indicating the sender and must be delivered by 12 noon on ____________________________________________________________________

I/We the undersigned hereby offer and undertake to supply and deliver the services described in the ITT and our Tender proposal all in strict accordance with the detailed Conditions of Contract, all of which are attached hereto.

All services to be provided at the prices set out in the table below:. .

Staff Employed (Name)

Day Rate Number of days assigned to project

Cost

TOTAL COST OF PROJECT £

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This being for the total project / contract sum of £________________

_____________________________________________________(amount in words)

I/We declare that I/We have read and understood the conditions to this tender which are set out overleaf.

This offer remains open for acceptance within 90 days.

Signature.............................................

Designation.........................................

Company/Person....................................................

Registered Address................................................

.................................................................................

Telephone No....................... Fax No.....................

E-mail……………………………………………….

Dated this....................... Day of ................... 2014

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Appendix C

CERTIFICATE IN RESPECT OF CANVASSING, BRIBERY ACT 2010 AND WREXHAM COUNTY BOROUGH COUNCIL WHISTLEBLOWING POLICY Canvassing

We hereby certify that we have not canvassed or solicited any Member, Officer or Employee of Wrexham County Borough Council in connection with the award of this matter and that to the best of our knowledge and belief no person employed by us or acting on our behalf has done any such act.

We further hereby undertake that we will not in the future canvass or solicit any Member, Officer or employee of Wrexham County Borough Council in connection with this matter or any other quotation or tender and that no person employed by us or acting on our behalf will do any such act. We further hereby agree that where it is established that the canvassing or solicitation of any Member, Officer or Employee of Wrexham County Borough Council in connection with of this matter has taken place, Wrexham County Borough Council shall be entitled upon written notice to terminate any existing or proposed contractual arrangement forthwith without any liability attaching to Wrexham County Borough Council. Bribery Act 2010 We hereby agree that if we (or any person employed by us or acting on our behalf) are convicted of an offence relating to this matter under the Bribery Act 2010 during negotiations for this quotation or tender or during the contractual term of any subsequent award of this matter, Wrexham County Borough Council shall be entitled upon written notice to terminate any existing or proposed contractual arrangement forthwith without any liability attaching to Wrexham County Borough Council. Whistleblowing Policy We hereby declare that we shall observe and comply with the Whistle Blowing Policy of Wrexham County Borough Council [a copy of which is available on the Wrexham County Borough Council website (www.wrexham.gov.uk)] and that any confidentiality clauses relating to our employees, representatives or agents will not apply in the event of a formal reference by

such persons to the Council’s Whistleblowing procedure.

Signature …………………………………………………..

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Print name …………………………………………………..

Position …………………………………………………..

Date …………………………………………………..

Duly authorised to sign quotations and acknowledge the contents of the above for and on behalf of:

Company Name …………………………………………………..

Business Address …………………………………………………..

………………………………………………………………………..

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Appendix D

ANTI COLLUSION CERTIFICATE We certify that this tender is made in good faith, and that we have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. We also certify that we have not and we undertake that we will not before the award of any contract for the service: i)viii) disclose the tender price or any other figures or other information with the tender to any

other party (including any other company or part of a company forming part of a group of companies of which we are a part) nor to any sub-contractor (whether nominated or domestic) nor supplier (whether nominated or domestic) or any other person to whom such disclosure could have the effect of preventing, restricting or distorting competition in this tendering exercise.

ii)ix) Enter into any agreement or arrangement with any person that they shall refrain from

tendering, that they shall withdraw any tender once offered or vary the amount of any tender to be submitted.

iii)x) Otherwise collude with any person with the intent of preventing, restricting or distorting

competition. iv)xi) Pay, give or offer to pay or give any sum of money or other valuable consideration

directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the service any act or thing of the sort described above.

We further declare that we have no knowledge either of the sum quoted or of any other particulars of any other tender for this contract by any other party. We further certify that the principles described above have been, or will be, bought to the attention of all sub-contractors, suppliers and associated companies providing services connected with the tender and any contract entered into with sub-contractors, suppliers or associated companies will be made on the basis of compliance with above principles by all parties. We further declare that any breach of the foregoing provisions shall lead automatically to this tender being disqualified and may lead to criminal or civil proceedings.

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Wrexham County Borough Council shall treat any tender received in confidence, but reserves the right to make the same available to any relevant Department of the Council and / or any statutory regulatory authority either having jurisdiction over the work or who may now or at any time in the future have statutory power to require disclosure of this tender.

In this certificate the word “person” includes a body of persons corporate or incorporate and

any undertaking for the purpose of The Competition Act 1998, “any agreement or

arrangement” includes any transactions, formal or informal and whether legally binding or not;

and “the service” means the work or goods or service in relation to which this tender is made.

Signature Print Name Position Date Duly authorised to sign tenders and acknowledge the contents of the above for and on behalf of: Company Name Business Address

Telephone Number:

Fax Number :

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Appendix E

FREEDOM OF INFORMATION ACT 2000 – NOTICE

As a public body, Wrexham County Borough Council is subject to the Freedom of Information Act 2000 (FoI) and the Environmental Information Regulations 2004 (EIR). Any person may request information held by the Council, and the Council will be legally obliged to disclose it, subject to a limited number of exemptions. You should be aware that any information provided by you to the Council, may have to be disclosed by the Council under FoI and/or EIR, if a request for it is made to the Council. For example, the Council may be required to disclose information which you provided as part of a tender process, or information contained in a contract between yourself and the Council. By law, the Council is only permitted to refuse to disclose information if an exemption within the Act or the Regulations apply, and in some cases, only if it is in the public interest to withhold the information. It is likely that these exemptions will only apply in limited circumstances. You are advised to inform us at this stage if you object to the disclosure of any information you provide to the Council, in the event of a request for it being made. You should identify the information that you believe should not be disclosed, giving full reasons. Your objections will be considered by the Council but you should note that the Council is bound by the provisions of the Act and the Regulations, and may only withhold information if permitted to do so by law. Please identify any information designated as confidential pursuant to the Public Contract Regulations 2006 (where appropriate). Please note that the Council will not enter into contractual obligations to keep information confidential, unless it can be demonstrated that such information would be exempt from disclosure under FoI/EIR. More information on the Freedom of Information Act 2000 and the Environmental Information Regulations 2004 can be obtained from the web site of the Information Commissioner (www.informationcommissioner.gov.uk).

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Appendix F

TO BE AFFIXED TO ENVELOPE

TENDER

Head of Assets and Economic Development Wrexham County Borough Council

Crown Buildings Wrexham LL13 8BG

CONTRACT TITLE: : Detailed design business plan for the provision operation

of an arts and culture hub in the People’s Market building and for the detailed

business plan for the operation of the hub

CLOSING DATE:

____________________________________________3 July 2015_________________________