Invitation to Tender Deadline for receipt of tender proposals: 4

Invitation to Tender
Title: Development of the Public Library Universal Learning Offer
Deadline for receipt of tender proposals: 4th November 2014 @ 5pm
1. Background
The Society of Chief Librarians (SCL) is a local government association made up of
the chief librarian of each library authority in England, Wales and Northern Ireland.
The Society of Chief Librarians takes a leading role in the development of public
libraries through sharing best practice, advocating for continuous improvement on
behalf of local people and leading the debate on the future of the public library
service.
SCL works in partnership with Arts Council England (ACE) and The Reading Agency
and each is committed to keeping library services relevant and accessible to all
people. Together they have identified four key areas of service, known as the
Universal OffersZKLFKWRGD\¶VXVHUVUHJDUGDVLQWHJUDOWRSXEOLFOLEUDULHV7KH
Universal Offers cover the four key areas of service which library customers and
stakeholders see as essential to the 21st century library service.
SCL has identified the need to develop a 5th Universal Offer focused on learning.
7KLVLVLQUHFRJQLWLRQRIERWKSXEOLFOLEUDULHV¶ORQJWUDGLWLRQDVµVWUHHWFRUQHU
XQLYHUVLWLHV¶DQGWKHLUst century potential in supporting new and emerging forms of
learning. As with all the Universal Offers, SCL expects that the Universal Learning
Offer will reflect the wide range and diversity of people using public libraries,
including children and young people.
1.1 Universal Offers
The Universal Offers have given library servicesa set of national tools, resources and
partnership blueprints which can be used locally to add value to and improve
FXVWRPHUV¶OLYHVDQGZHOOEHLQJ Currently, more than 90% of libraries in England,
Wales and Northern Ireland have signed up and endorsed the Offers.
The Offers are focused on Information, Health, Reading and Digital, with this work
designed to develop an emerging fifth offer of Learning. The Universal Offers for
library services have been informed by customer research, tested with a range of
stakeholders and customers and were developed in partnership with Arts Council
England and The Reading Agency.
The framework of the Universal Offers has been pivotal in explaining to library
VWDNHKROGHUVWKHUROHWKDWOLEUDULHVSOD\LQSHRSOH¶VOLYHVThey are a powerful
advocacy tool for Heads of Service to use within their own local authority when
making the case for libraries and evidencing the difference that they can make to
communities.
The Universal Offers provide a positive vision for the future of public libraries; they
are a promise to customers and a commitment to quality provision across core areas
of service. The Universal Offers aim to ensure that all aspects of the library offers are
accessible to everyone.
1.2 Libraries and learning ± current context
Underpinning this emerging offer is the expectation that public libraries will currently
provide the following, as a baseline, to support learning:
x Enabling access to free resources that support learning in arrange of formats
which are appropriate for each learner
x Study/learning spaces for children, young people and adults
x Signposting to a range of free and low-cost learning opportunities available within
communities
x Providing opportunities for exploration and creation, especially for children and
young people
Libraries occupy a unique place within communities for informal learning and it is
important to ensure that the baseline offer for learning is robust and enables a range
opportunities for learners. Therefore, this baseline of provision is a unique selling
point for libraries as there are few services which offer learning opportunities in a
universal setting. The current learning offer within libraries adds value to people and
communities in a range of ways which is rarely replicated elsewhere.
Libraries already reach many different groups for learning - from young children to
older people and library staff understand that different groups should be engaged
with in different ways. What is more, opportunities spring from the current learning
context to offer learning in a blended fashion such as through integrated family
learning or intergenerational learning opportunities.
1.3 Development of the fifth offer
It is recognised that an appetite for, and an encouragement towards, lifelong learning
supports the development of this new universal offer. In developing this offer, SCL
recognises that the role that public libraries play in supporting the learning of people
of all ages is pivotal and lies at the core of what libraries should offer. Public libraries
already provide equitable access to information, learning resources and space for
study which supports the learning process. This emerging offer is based on the
historical role of libraULHVDVµVWUHHWFRUQHUXQLYHUVLWLHV¶fusing with OLEUDULHV¶st
century potential to support new and emerging forms of learning.
Beyond this, the fifth offer of learning should move towards ensuring that the use and
development of new and emerging technologies which enable learning are fostered
and adopted by public libraries. As such, this offer has the potential to allow public
libraries to engage creatively and ambitiously with developments such as:
x Massive Online Open Courses (MOOCs)
x Maker/Hack VSDFHVRUµ)DE/DEV¶ for young people
x &RGLQJRSSRUWXQLWLHVIRU\RXQJSHRSOHWKURXJK&RGH&OXEVDQGµ5DVSEHUU\3L
-DPV¶
x Creative learning opportunities for all customer groupswhich feed from Arts
Council (QJODQG¶V VWUDWHJLFJRDOWRSURYLGHµGreat Art and Culture for EYHU\RQH¶
x Self-organised learning communities such as trade schools.
The emerging learning offer should not be considered in isolation as the established
offers often overlap and interconnect. Thus, a successful new learning offer will
illustrate and give consideration to the areas of commonality between the offers and
how this emerging offer will complement and add value to the established offers.
2. Specification
2.1 Project Description
SCL is looking for the successful organisation to develop a robust underpinning
evidence base for the Universal Learning Offer, specifically to:
x Horizon scan the opportunities for public libraries in the context of the changing
policy landscape for informal learning opportunities. Time and resource should
also be given to evaluate the associated risks and/or constraints for public
libraries around these opportunities.
x Identify learner/customer expectations of public libraries in respect of this offer
x Undertake robust research and investigation into the current good practice of
SXEOLFOLEUDULHV¶VXSSRUWIRUOHDUQLQJDFURVVWKH8. and internationally. Synthesis
of the learning from these case studies should be drawn together to create
anassortment of transferable ideas or models. Additionally, exemplar case studies
should be chosen to help with national advocacy of this new offer.
x Investigate the existing needs around informal learning for both adults and
children and the impacts of this on life chances and outcomes. This will take into
x
x
x
x
x
x
x
x
account the rapidly changing social and economic landscape of the country and
how this affects learning.
Identify relevant partnerships and organisations through a scoping exercise to
gauge their interest in working with SCL on this offer. Examples of these
RUJDQLVDWLRQVLQFOXGH$VVRFLDWLRQRI6HQLRU&KLOGUHQ¶VDQG(GXFDWLRQ/LEUDULDQV
$6&(/1DWLRQDO,QVWLWXWHRI$GXOW&RQWLQXLQJ(GXFDWLRQ1,$&(µ%ULGJH¶
organisations (ACE), FutureLearn, Department for Education (DfE), National
Literacy Trust (NLT) etc.
Research and consideration of the physical space of libraries and how they need
to evolve to foster stimulating learning environments, allow for collaborative
learning and self-directed learning. Use and arrangement of library space should
never be underestimated as it is an important factor in most aspects of library
service delivery.
Evaluation of the proposed baseline offer (as outlined in 3.2) to ascertain if it is fit
for purpose and what should be developed to support this offer.
,GHQWLILFDWLRQRIWKHDUHDVRIDOLJQPHQWZLWK$UWV&RXQFLO(QJODQG¶VSULRULWLHVIRU
creative learning and demonstrate how these fit into the offer.
Research the current curriculum developments which public libraries can link into.
Examples of recent developments include changes to the core curriculum for
primary schools, the new Science, Technology, Engineering & Mathematics
(STEM) priorities, including the teaching of coding, and a renewed government
focus on innovation, skills and entrepreneurial working.
,GHQWLI\WKHUHOHYDQWVNLOOVDQGFRPSHWHQFLHVSXEOLFOLEUDULHV¶VWDIIZLOOQHHGLQ
order to deliver a robust learning offer. This may include staff development of
information, advice and guidance (IAG) or specific training for emerging
technologies which will underpin the offer.
Identify gaps and opportunities within current community-based / communityfocussed learner provision, and provide a view on how the Learning Offer could
address these gaps / opportunities.
Identify the relevant and significant calHQGDUVSLNHVVXFKDV$GXOW/HDUQHU¶V
Week, which could directly influence the learning offer in libraries
The end result of these activities will be a written report which provides robust
evidence to underpin the Universal Learning Offer and its subsequent rollout to over
90% of public library services across England.
Following on, or in tandem with this work, we anticipate the selected supplier will:
x
Recommend what should be in the core Learning Offer which all public
libraries could reasonably be expected to offer and what added value
components might be framed within the offer as recommended areas for
innovation and service development;
x
x
x
x
x
x
x
Recommend key partners and funding streams relevant to supporting the
rollout and implementation of the Offer
Indicate any technological factors which SCL and library services may need to
be aware of in rolling out the Offer
Indicate any factors relating to physical spaces for learning which SCL and
library services may need to be aware of in rolling out the Offer
Identify clearly what broader policy outcomes a Universal Learning Offer could
enable public library services to deliver
Identify the outcomes for individuals and communities which a Universal
Learning Offer could enable public library services to deliver
Identify how quality assurance can be factored into the Offer. Customers
must have the assurance that the diverse learning opportunities on offer are
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Recommend appropriate evaluative tools and frameworks for measuring
learning within a library setting, such as Generic Learning Outcomes (GLOs).
2.2 Requirements
The successful supplier should be able to demonstrate evidence of:
x
x
x
x
Experience and skills in developing policy and/or research
Experience in producing an evaluation report for publication with
recommendations and supporting qualitative and quantitative evidence,
including case studies
Knowledge of the formal and informal learning sectors
Knowledge and experience of working with the public library and/or wider
cultural sector
Scope of service
The successful supplier will need to work with and consult with the following
stakeholders:
x
x
National Project Team including ACE and SCL representatives and
representation drawn from all regions in England
A wide range of potential national partners
2.3 Project Timetable
(to be agreed at the Project Initiation Meeting)
Week commencing
10.11.14
17.11.14
Activity
Interviews for shortlisted candidates/organisations in central
London
Project initiation meeting and sign off methodology with
Project Team
TBC
2.3.15
25.3.15
March 2015
Stakeholder consultation
Draft report and presentation to steering group
SCL Exec: Final report and recommendations sign off
SCL Launch of Universal Learning Offer
2.4 Duration of contract
The contract to the successful supplier will be awarded from 17.11.14 - 31.3.15.
3. Account management
The supplier will report to Alison Wheeler, lead for SCL on the Universal Learning
Offer, who will manage the contract on a day to day basis.
The Society of Chief Librarians will assist in supplying relevant background
information, including relevant strategies, plans and background papers, contact
details, feedback, progress to date and local data collection as required, and contact
details for other stakeholders.
4. Management Reporting
The successful supplier will be required to attend as a minimum:
x
x
Two meetings with the Project Steering Group (0.5 days) consisting of a
project initiation meeting and end of project meeting to present the draft final
report and recommendations
Presentation of the report at SCL Executive
The supplier will be required to provide brief progress updates at intervals during the
project to be agreed at the project initiation meeting.
5. Pricing/Budget
The budget allocated for this project is up to £25,000.
6. Payment Structure and billing requirements
Payment will be made in two stages, on completion of key deliverables.
x
x
Stage 1: Payment on receipt of the agreed methodology and project plan for
completing stakeholder consultation, final report and case studies
Stage 2: Agreed final report with recommendations signed off by the Project
Team
7. Tender response requirements
In responding to this tender, please include:
x
x
x
x
x
x
Understanding of the objectives of the Invitation to Tender
Overall design and proposed methodology
Outputs
Provisional timetable
Personnel and responsibilities
o Staff nominated to work on the project (including brief CVs and
detailing their suitability/experience)
o Any subcontracted work
o Details of the lead contact
Costs (excluding VAT, with VAT shown separately and clearly)
In your tender response, clearly indicate the names, addresses and references /
competencies of any sub-contractors you intend to use to provide the services, and
the scope of work you will employ them for. 8. Evaluation Criteria
The Project Team will assess and shortlist quotes. Overall assessment will be
concerned with relevant skills and experience, taking account of the quality and cost
of proposals. The quote will be assessed according to the following criteria and
weighting:
Criteria
Methodology:
x Will the proposed approach work with
the dispersed network of the SCL
membership?
x Will the proposed approach be
universal enough to be transferrable
across the membership?
x Is the approach comprehensive
enough to take into account the
diverse range of factors for this new
offer?
Weighting
25%
Context:
x Does the application show
understanding of the public library
agenda, challenges and opportunities
in the wider sense?
x Does it show understanding around
learning?
Experience of similar work in the public
library or wider cultural sector
Cost:
x Does the proposal represent good
value for money?
Clarity of writing, including strength of
narrative and avoidance of unnecessary
jargon
30%
25%
15%
5%
It is anticipated that an interview and presentation will be required as part of the
assessment process. This will take place on 10th November in central London.
A Project Initiation Meeting will take place on 17th November.
Please submit your quotation in accordance with all of the instructions, requirements
and specifications set out in the invitation to quote.
9. Instructions to tenderers
Bids must be returned by 4.11.14 @ 5pm
Please submit your quotation in accordance with all of the instructions, requirements
and specifications set out in the Invitation to Tender.
You must treat this document and any further information provided by SCL as
confidential at all times and only disclose them if necessary to prepare a compliant
quotation.
Nothing in the enclosed documentation or appendices, or any other communication
made between SCL and any other party, can be considered a contract or agreement
at this stage.
All correspondence in relation to this quotation should be addressed to:
Ciara Eastell, President, Society of Chief Librarians, Devon Libraries, Great Moor
House, Bittern Road, Sowton, Exeter EX2 7NL
[email protected]
9.1 Compliance
The Society of Chief Librarians reserves the right to disqualify or reduce the
evaluation score of any prospective supplier who do not fully comply with the
requirements in the ITT; in particular in relation to the closing time and date.
The Society of Chief Librarians reserves the right to evaluate proposals on a variety
of criteria. The quotation with the lowest price will not automatically be accepted
unless stated in our evaluation criteria section.
The Society of Chief Librarians is not responsible, and will not pay for any expenses
or losses you incur during, but not limited to, the application preparation, visits,
negotiations or interviews. It is your responsibility to ensure that any consortium
member, sub-contractor and adviser abide by the conditions set out by The Society
of Chief Librarians.
In submitting a response to this ITT it will be implied that you accept all the
provisions of this ITT including these conditions.
9.2 Prices
The approximate value of the proposed work will be up to £25,000 inclusive of VAT.
Please note that, whilst not the only criteria, value for money is a key element of our
evaluation criteria. Prices should be fixed and firm for the duration of the contract.
9.3 Validity of offer
You must offer your quotation for acceptance for 30 days from the deadline for
receipt of quotations.
Please note that by submitting a quotation for consideration you are confirming that,
as an officer for the company/organisation that you represent, you have read and
understood the ITT document and that your offer to the Society of Chief Librarians is
open for acceptance for 30 days from the quotation closing date.
9.4 Invitation to Tender
If we need to amend any information in this ITT document before the closing date,
we will write to you with any changes. If we extend the deadline for receipt of
quotations, we will advise you.
The Society of Chief Librarians reserves the right, in their absolute discretion, to
cancel or suspend this ITT process at any time and for any reason. If we need to do
this we will notify you in writing as soon as is reasonably practical.
The Society of Chief Librarians is not responsible, and will not pay for any expenses
or losses you incur during, but not limited to, the preparation of your quotation, site
visits, post-ITT negotiations or interviews.
9.5 Information and questions
If you need us to clarify the documentation or if you have further questions regarding
the ITT process please email [email protected]
The Society of Chief Librarians will aim to respond to reasonable requests for further
information within the timescale of the ITT.
The Society of Chief Librarians reserves the right to advise all other prospective
suppliers included in this ITT of any material questions and the answers supplied
without disclosing the source of the enquiry
9.6 Return of Quotation
3OHDVHVHQGDQHOHFWURQLFFRS\PDUNHGµFRPPHUFLDOLQFRQILGHQFH¶WRWKH3URMHFW
Steering Group members:
[email protected]
[email protected]
[email protected]
[email protected]
In addition, a hard copy of your submission should also be sent to:
Ciara Eastell, President, Society of Chief Librarians,
Devon Libraries, Great Moor House, Bittern Road, Sowton, Exeter EX2 7NL
All quotations should be received no later than 5pm on 4.11.14.
Any quotation delivered after that time for any reason may be discounted.
The Society of Chief Librarians is not responsible if all or part of your quotation is not
received. You should use a traceable dispatch system. In the event of a dispute, you
are responsible to prove the quotation was delivered.
9.7 Interviews / Presentations
The Society of Chief Librarians reserves the right to ask you to attend an interview or
present your proposals. Interviews, if requiredwill take place on 10th November in
central London.
You are responsible for all your expenses when attending such interviews.