May-Tag Pathfinder Project

Request to Quote for Community Support and Project Administration Role

Background

With financial support from South Ayrshire Council and the Ayrshire Leader programme, May-Tag appointed consultants to carry out a Feasibility Study on the transfer of some or all of the following assets from Local Authority to community ownership:

• Maybole Town Hall
• Maybole Swimming Pool
• All football and rugby pitches at Carrick Academy (including all weather pitches)
• Maybole 9 hole Golf Course and clubhouse
• Maybole Memorial Park Bowling Green and clubhouse
• Football pitches and changing facility at Glebe Park
• Ladywell Stadium
• Skate Board Park.

A report on the findings of the Feasibility Study is available at: Phase 1 Summary
 

The Community Support Role

Flexibility will be required in order to ensure that the community receives the support it needs as the project progresses. Key elements of the role will include:

·         Liaising closely with May-Tag, Alan Jones Associates, South Ayrshire Council and other stakeholders

·         Facilitating meetings including arranging venues, inviting participants, minute taking and reporting

·         Assisting Alan Jones Associates in carrying out Community Consultations

·         Producing regular reports and claims to the project’s funders.

It is assumed that the organisation or individual appointed to carry out the role will identify opportunities to support the community in, for example fundraising and other initiatives. Overall, the role should help to ensure that sufficient time and other resources can be committed by community representatives to the Pathfinder Project.

The Organisation or Individual

The person or company appointed will be expected to bring a range of expertise and resources including:

·         A track record in supporting community initiatives and groups

·         An understanding of the value and complexities of community ownership of assets

·         An understanding of the processes involved in business planning and due diligence studies

·         Local knowledge and an ability to provide the resources required for this project immediately after the tender process is completed

·         Experience in managing Leader and other funding claims processes and the resources to complete that work regularly throughout the project.

The Budget and Payment Schedule

It is estimated that the work will require around 4 days input per month over approximately 7 months. The successful organisation or person will be appointed as a contractor (i.e. non-employee) to May-Tag and will be expected to submit monthly invoices to May-Tag confirming the work done in the period. Payments will be made monthly in arrears.

Responses to this Invitation to Quote should state the anticipated total cost to May-Tag – broken down to cover:

·         Fees (identifying the daily rate(s) being proposed)

·         travel costs

·         meeting  costs (but note that, wherever possible, May-Tag will aim to make use of venues that it can access free of charge)

·         other expenses

·         VAT if applicable

Assessment of Quotes

Bidders are invited to provide a response of up to 3 A4 pages explaining their approach and charges for this work.

The tenders will be assessed on Quality (60% weighting) and Price (40% weighting)

Timescales

Bids should reach May-Tag before 12noon on 30/05/12 and bidders will be notified of the outcome on or before 15/06/12.

Address for Quotes

Clarification of the contents of this Invitation may be sought by e-mail ONLY and completed tenders should be submitted to the following address:

petermckmason@aol.com