Specification for Marketing and Design Services

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1 Specification for Marketing and Design Services Note: Tenders will be equally welcome from applicants wishing to apply for both aspects of the work described by this brief or purely for one if your area of speciality does not extend to both the commercial lettings and tourism sectors. The Arkwright Society is also inviting tenders for Public Relations Services, and Orientation Signage Services. Tenders will be equally welcome from applicants wishing to apply for Marketing and Design Services alone, or to provide those services along with Public Relations Services, and/or Orientation Signage Services. 1. Background information The mill complex at Cromford has been described as the most important preserved textile heritage site in the world, as shown by its World Heritage Site status. It is from these buildings that Sir Richard Arkwright developed technology that changed the world we live in, giving rise to the industrial revolution by creating the modern factory system. Today Cromford Mills is owned and managed by The Arkwright Society, an educational charity and Building Preservation Trust concerned primarily with the preservation and regeneration of industrial buildings. The Society was founded in 1979 when it purchased a large part of the Cromford Mills site. Its key objective states that the Society is committed to the regeneration of the site and to the reuse of the buildings in ways that will provide them with a sustainable future and which offers year round employment that will contribute positively to the local environment. Cromford Mills are Grade I Listed and in 2001 were inscribed by UNESCO as part of the Derwent Valley Mills World Heritage Site (DVMWHS), the only World Heritage Site in the East Midlands. Following half a century of dilapidation and dereliction the Society has, over the last three decades, brought a number of these redundant buildings of significant historical importance back into economic use and has prepared a masterplan to rejuvenate the entire complex of buildings, subject to funding. Over the next 6 months the first phase of the development masterplan will be completed and create a new use for Cromford Mills Building 17, an iconic five- storey mill building within the mill complex. It will be repaired and converted to create on the four upper floors Cromford Creative, managed workspace units intended to attract a cluster of creative industries businesses, and on the ground floor a visitor Gateway centre for the Derwent Valley Mills World Heritage Site. Cromford Mills has, up until now, done very little in the way of marketing as development of the product has been the key focus. An extensive events guide is produced twice a year (copy enclosed) and distributed via the Arkwright Society membership, arts boxes, local libraries and on site. More recently conferencing literature has also been produced (copy enclosed). The site also has a website

2 A dedicated marketing campaign will begin in earnest this year please see enclosed marketing strategy document. A Sales and Commercial Property agent has been appointed: Rigby & Co. 6 Pride Point Drive Pride Park, Derby DE24 8BX Tel: Mob: Contact: Russell Rigby, Managing Director 2. The Marketing and Design consultancy scope of work The Marketing and Design consultant will be responsible to The Arkwright Society Board of Trustees, reporting via the Chief Executive Officer (CEO). Tender proposals are required to include a fee scale for the scope of work defined below under part (a) and/or part (b). (a) The Derwent Valley Mills World Heritage Site Gateway Working closely with the CEO to deliver the marketing strategy over a 5- month period commencing in June 2015, which will include the design and production of general promotional material for use within a 90- minute drive time of the site - specifically: Design of an advertisement for use in various publications in addition to a digital version for use via social media Design and print of a site leaflet for use in Tourist Information Centres, leaflet stands and other similar outlets Design of an additional dedicated webpage for and working with the existing website manager to add this to the site Design and manufacture of a modular traveling display stand to incorporate The World Heritage Site Gateway, Events, Membership, Education, and Volunteering at Cromford Mills All designs must feature the Heritage Lottery Fund (HLF) logo in accordance with HLF publicity guidance notes (see Press and Media Procedure section below). The ERDF logo does not apply to the Derwent Valley Mills World Heritage Site Gateway element of this project. (b) The Cromford Creative managed workspace Working closely with the appointed Sales and Commercial Property agent to deliver a marketing and design strategy over a 5- month period commencing in June 2015 that will include the following. The design and production of general promotional material for Cromford Creative specifically including: Creating images to use in Cromford Creative promotional materials Design and print for Open Day, seminar and networking events Digital material for use in social media campaigns

3 A dedicated webpage for inclusion on the site and working with the existing website manager to add this to the site Design and manufacture of a modular travelling display stand to promote Cromford Creative All designs must feature the Heritage Lottery Fund (HLF) and European Regional Development Fund (ERDF) logos in accordance with HLF and ERDF publicity guidance notes (see Press and Media Procedure section below). Please note the successful tenderer(s) will be required to occasionally attend and report to project Steering Group meetings to advise on all marketing and design aspects of the scheme. Steering Group meetings will be held at monthly intervals until building works are completed (October) and thereafter as required. 3. Press and Media Procedure All advertising, publicity and printed materials must be produced in accordance with the publicity requirements of project funders, in particular HLF and ERDF (current edition of guidance notes of both funders enclosed). Reference must be made to the version of the publicity guidance notes of each funder applicable at the time of designing each item of advertising, publicity or printed materials. In particular as regards ERDF, all marketing and communications materials produced as part of, or to promote ERDF projects must acknowledge the EU s support and include the following: bear the standard EU emblem reference to the European Union, reference to the European Regional Development Fund the statement Investing in Your Future Materials to display the HLF and ERDF logos and acknowledgement include, but are not limited to, press releases, advertisements, websites, information packs, leaflets, and all other external project documentation. 4. Payment schedule A schedule of payments will be agreed with the successful applicant for each element of work, with review points agreed with the steering group. The final payment will be made upon completion and following approval by the Arkwright Society and relevant project funders of the work specified by this brief. 5. Information required to tender Please include with your tender proposal the following supporting information. (a) Details of comparable projects undertaken by your firm involving (a) the tourism market within the East Midlands and/or other areas of the UK, and/or (b) commercial managed workspace within the East Midlands and/or other areas of the UK. (b) Your fee scale to cover all elements of the scope of work detailed above under part (a) and/or part (b) and whether it includes travel and other expenses; if it does not, include a description

4 of any likely expenses to be incurred and an estimated cost. In relation to part (b) services, your tender is to include any fees of the appointed Sales and Commercial Property agent involved in working with you to deliver the marketing and design services (in addition to the existing contractual arrangement for letting agency fees). (c) Your fee scale for additional work should any need arise that is beyond the scope of work detailed above. (d) The range of professional skills of the people to be involved, including names and CVs, their specific responsibilities and arrangements for sub- contracting any parts of the work. (e) Confirmation of current professional indemnity insurance and the level of cover. 6. Submission of tenders Completed tender proposals should be sent by , to arrive no later than 5.00pm on Friday 26 th June 2015, to the following addresses: solutions.co.uk If it is also chosen to provide a hardcopy, this must be sent in a plain envelope marked Tender Cromford Mills Marketing and addressed to Sarah McLeod, Chief Executive, The Arkwright Society, Cromford Mills, Mill Lane, Cromford, Derbyshire DE4 3RQ. Applications received after the due date and time will not be considered. The Arkwright Society does not bind itself to accept the lowest or any tender, and no person making a submission will be remunerated for any trouble or expense incurred in its preparation. 7. Evaluation of tenders Tenders will be assessed against items (a) to (d) in the Information required to tender section above and failure to submit any of the required information may result in your tender being rejected. Tender submissions shall be judged on both quality and price based on the following criteria: the maximum quality score will be 75%; the maximum price score will be 25%. Criterion and sub- criteria 1. Quality: comparable project experience relevant qualifications, skills and experience of the consultants and any sub- contractors 2. Price: fee scale to cover all elements of the scope of work detailed above fee scale for additional work should any need arise that is beyond the scope of work detailed above Weighting 75% 25%

5 8. Copyright and confidentiality Copyright of all documents produced under this commission is to be assigned to The Arkwright Society Limited. The consultant is to clear copyright approval for any illustrations or other material used. 9. Contact details for further information For further information about the tendering process please contact: David Trevis- Smith tel: (DTS Heritage Solutions) solutions.co.uk For further information on technical aspects of this brief please contact: Sarah McLeod tel: (CEO, The Arkwright Society) Appendices Appendix A: Example of current Events Guide Appendix B: Example of current conferencing literature Appendix C: Marketing Strategy document including DVMWHS Tourism Strategy ; Draft Visitor Development Plan for the Arkwright/Cromford Cluster; and Creative Industries Workspace Development Zone Strategy July 2008 Appendix D: HLF publicity guidance notes Appendix E: ERDF publicity guidance notes Being an element of the Cromford Mills Creative Cluster & Derwent Valley Mills World Heritage Site project, this appointment is part financed by the Heritage Lottery Fund and by the East Midlands ERDF Competitiveness Programme of the European Regional Development Fund Programme 2007 to 2013; visit and for more information. The Department for Communities and Local Government is the managing authority for the European Regional Development Fund Programme, which is one of the funds established by the European Commission to help local areas stimulate their economic development by investing in projects which will support local businesses and create jobs.

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