Tender Document for Activity Plan Consultant

Overview

The Camanachd Association invites proposals from experienced consultants to lead the development of an activity plan for Shinty’s Story – Sgeul na Camanachd, a heritage project funded by the National Lottery Heritage Fund (NLHF). This activity plan will establish benchmarks, set ambitions, and define actions, ensuring community engagement, cultural preservation, and educational outreach align with NLHF’s guidelines and the Association’s strategic goals.

Project Background

Shinty’s Story – Sgeul na Camanachd is a bilingual exhibition aimed at preserving, promoting, and celebrating the heritage of shinty, a sport central to Scotland’s history. The activity plan is an essential component to ensure the project achieves its heritage, educational, and community engagement goals.

Scope of Work

The consultant will work closely with the Camanachd Association to:

1. Stage 1 – Setting Benchmarks: Conduct an assessment to identify the Association’s current state, including reviewing policies, stakeholder consultations, and identifying gaps in current activities and audience engagement.
2. Stage 2 – Setting Ambitions: Define realistic and measurable ambitions for the Association that align with the NLHF’s objectives, particularly in cultural preservation, inclusivity, accessibility, and community engagement.
3. Stage 3 – Defining Actions: Develop a detailed action plan with specific activities, timelines, costs, and resources required to achieve the set ambitions. The consultant will complete a draft activity plan and a final document ready for submission to NLHF as part of the project’s delivery phase application.
4. Deliverables:
   • Assessment Report outlining initial benchmarks.
   • Ambitions Statement based on consultations and heritage goals.
   • Draft Activity Plan for review and feedback.
   • Finalised Activity Plan ready for submission.

Budget

The total budget for this consultancy is £8000, inclusive of VAT and expenses.

Consultant Qualifications

Applicants must demonstrate:

• Proven experience developing activity plans for heritage projects, ideally those funded by NLHF.
• Familiarity with Scottish heritage, shinty, or similar community-focused sports.
• Strong project management skills, including stakeholder engagement and evaluation frameworks.
• Excellent communication and report-writing skills.
• Relevant professional qualifications or certification in heritage, project management, or community engagement.

Timeline

• Submission Deadline: Friday 6^th December
• Consultant Selection: Monday 9^th December
• Project Start Date: Wednesday 11^th December.
• Completion Date: The final activity plan must be submitted to the Association by 3^rd February with a progress meeting with TNLHF taking place on January 13^th.

Proposal Requirements

Proposals must include:

1. Consultant’s Experience: Overview of relevant heritage projects, including examples of past activity plans delivered.
2. Methodology: Approach to developing the activity plan, with reference to the NLHF requirements.
3. Project Team: Details of the lead consultant and any supporting team members, including relevant qualifications and roles.
4. Timeline and Work Plan: Estimated timeline for each stage, with a breakdown of activities.
5. References: Contact information for at least two references from previous similar projects.
6. Pricing: Full breakdown of costs, including daily rates and expenses.

Submission Process

Please submit all proposals via email to Aarron.macleod@shinty.com by Friday 6^th December. Questions regarding the tender can be directed to Aarron.macleod@shinty.com/ruari.davidson@shinty.com.

 

Scoring Matrix

The evaluation of proposals will be based on the following scoring criteria:

Criteria	Weighting	Score Range (1-5)	Max Score	Evaluation Description
Relevant Experience	30%	1-5	30	Demonstrates experience in delivering activity plans, preferably for NLHF-funded heritage projects.
Methodology and Approach	25%	1-5	25	Clear approach that meets the scope of work, outlines understanding of NLHF’s requirements, and aligns with shinty’s heritage goals.
Project Team	15%	1-5	15	Qualifications and relevant expertise of consultant(s), including specific heritage project experience.
Timeline and Work Plan	15%	1-5	15	Detailed timeline and work plan with feasible milestones for each stage of the activity plan.
References	10%	1-5	10	Positive feedback from previous projects, particularly those with a community and heritage focus.
Pricing	5%	1-5	5	Reasonable pricing in line with project budget and justifiable breakdown of costs.

Total Possible Score: 100

Evaluation Description

• Score of 5: Exceeds requirements with exceptional demonstration of expertise and relevance.
• Score of 4: Meets all requirements with strong alignment to project needs.
• Score of 3: Meets most requirements with moderate relevance.
• Score of 2: Partially meets requirements; some relevance shown.
• Score of 1: Does not meet requirements.

Consultant Selection Process

The Camanachd Association’s selection committee will review all proposals based on the scoring matrix and appoint following a discussion.