Broomgrove Community Arts Engagement Project

Project Name: Broomgrove Community Arts Engagement Project

Date of Quotation:  18/05/2023.

We encourage you to arrange an informal conversation prior to submitting a quote. Contact details are at the bottom of the page.

Description of Requirement

Hastings Borough Council (the council) is seeking to appoint an artist/organisation to provide community engagement, events, and workshops to Broomgrove residents culminating in artwork within the community as part of the UK Shared Prosperity Fund (UKSPF) and National Portfolio Organisation Arts Council Funding (NPO).

The UK Shared Prosperity Fund is a central pillar of the UK government's Levelling Up agenda and provides £2.6 billion of funding for local investment by March 2025. The Fund aims to improve pride in place and increase life chances across the UK investing in communities and place, supporting local business, and people and skills. For more information, visit the Government's UKSPF webpages. 

The council has targeted the fund towards the Broomgrove area (map included at the bottom of the page) and are looking for individuals/organisations who have a successful track record of delivering community events/ cultural projects to those who don't usually engage in arts or heritage activities.

Objectives

• To utilise local arts, culture, heritage, and creative activities to engage with Broomgrove residents
• Improve skills of participants
• Increase use of facilities in the area including green spaces
• Bring people together and celebrate diversity
• Provide ten volunteering opportunities for residents who could support the project in terms of community engagement, running of workshops or future opportunities to gain skills
• To host 15 free events and workshops
• Digital activity (ideas welcome)
• Coffee mornings
• Family friendly activity for use at community events.

Scope

The successful artist/organisation will deliver a project that will:

• Collect baseline data and review changes over lifetime of the project relating to residents' views of their neighbourhood and use of local facilities i.e. Broomgrove Community Centre, East Hastings Children's Centre, Hastings Adventure Playground & green spaces
• Engage with residents focussing on those who typically don't engage with arts. Target groups include families, young people, working age population (particularly single men)
• Work with the council to promote the project ensuring funding publicity requirements are met
• To create legacy via art installation, exhibition, or film - showcasing community voice
• Develop partnerships with other organisations working within the area.

Reporting

• To report to the UKSPF Project Coordinator as and when required with specific reporting on spend, outputs and outcomes every six months for the council to submit claims to the government
• Quantitative data eg, numbers/person hours of participation; retention; number and diversity of visitors coming to see exhibitions etc
• Qualitative data eg, depth of engagement; impact on confidence, skills, attitudes, interests, behaviour
• Reflections/learning points from: community partners; participants; visitors; surveys or methods of engagement with visitors.

Support

It is expected that you'll work closely with the UKSPF Project Coordinator, NPO Project Officer based at Hastings Museum and Art Gallery and community partners working in Broomgrove who will be able to support you to facilitate and reach participants. This may include but is not limited to Broomgrove Community Centre, In2Play, Southern Housing, Active Hastings, Motivate youth club.

Safeguarding

Your organisation will have the following:

• an Equality and/or Equal Opportunities Policy or statement in its governing document
• a policy to ensure the safeguarding of children or vulnerable adults (where appropriate)
• any relevant staff and volunteers are DBS checked (where appropriate)
• be GDPR compliant.

Length of Contract

The contract will be awarded for one year (anticipated start date in mid-June) with the potential to extend until 31 March 2025 based on funding allocation and needs assessment after the first year of delivery.

Fees

• Applicants should state a fixed fee for staffing with indicative fees for delivery. Details included in 'information to be returned'
• Payment will be in instalments after evidence of spend.

Commencement, Award

Please submit quotes no later than midnight on Monday 12 June 2023. Quotes will be reviewed within seven working days and awarded by Friday 23 June 2023.

Information to be returned:

1. An organisation profile and or CVs of those working on the project specifying the input of each individual (max 2 sides of A4)
2. Proposed delivery methodology for community engagement and groups worked with (max 300 words)
3. A programme of the events you are proposing and estimated participant numbers (max 200 words)
4. A proposed delivery timeline for the commission (max 200 words)
5. Provide three examples from the last 5 years of similar commissions or activities your organisation has delivered (in total 1000 words, 6 images (max 5mb each) or links to three videos that are no longer than 5 minutes in length [do not send video files]) 
6. A complete pricing schedule for the commission. Please include staffing fees and expected number of hours for each member of staff as well as indicative costs for activities, marketing, materials, room hire etc. It is understood that these may change, and additional funds may be required for installations etc. which can be negotiated (max 200 words)
7. A copy of your Public Liability Insurance and professional indemnity insurance (the Council requires a minimum of £10m and £2m respectively in this instance).
8. independently audited accounts (or can provide a supporting declaration from an existing group) Only required if successful
9. Two references from similar commissioners/projects.

Assessment Criteria

The criteria that will be applied in the selection of the preferred organisation will be as follows:

• 30% Price will take account of all financial aspects
• 30% Programme outline and methodology
• 30% Previous experience & project management
• 10% Supporting information.

Contact and Return Details

Quotes including information to be returned (above) should be submitted via email.

Any queries and clarifications should be sent to Rosie Leech - Shared Prosperity Project Coordinator. We encourage you to arrange an informal conversation prior to submitting a quote. 

Email: rleech@hastings.gov.uk; Phone 01424 451780; Hastings Borough Council, Muriel Matters House, Breeds Place, Hastings, TN34 3UY.