Project Manager

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Introduction

Kelmarsh Hall and Gardens is seeking to appoint a consultant to provide Project Management Services (Capital Works) for Kelmarsh Hall.

This brief sets out the requirements for the services. The services are being commissioned as part of the project to restore a historic laundry and to develop the visitor experience at Kelmarsh Hall.

This major £1.5 million project will also restore the ‘below stairs’ areas of Kelmarsh Hall and bring them to life for visitors. The Kelmarsh Trust has been successful in applying for a round 2 grant from the Heritage Lottery Fund.

Kelmarsh Trust

Since 1982 Kelmarsh Hall and Gardens has been owned and managed by a charitable trust.

The charitable purposes/main objects of the trust are:

- To preserve for the benefit of the nation buildings of national historic or architectural or artistic interest and importance and to protect and improve amenities of such buildings and their surroundings.

- To preserve for the benefit of the nation and as an adjunct to any such buildings as aforesaid furniture pictures and chattels of national historic or artistic interest

- To facilitate the access to and the study and appreciation of such buildings (and their surroundings) furniture pictures and chattels as aforesaid by the general public.

Kelmarsh Hall and Gardens

Kelmarsh Hall and Gardens centres around a small stately home set in landscaped gardens and surrounded by 3,000 acres of estate. The house was built between 1728 and 1732 for the Hanbury Family. It was designed by renowned architect James Gibbs in the Palladian style. The interior of the hall retains some of the original Gibbs decoration in the hall and staircase hall, and also showcases the style of Nancy Lancaster, a key figure in 20th century interior decoration.

The house and gardens sit within an 18th century landscape. The gardens were largely inspired by Nancy Lancaster, working with Norah Lindsay, in the early 20th century. The formal terrace and avenues leading down to the lake were created by landscape architect Sir Geoffrey Jellicoe in 1936.

Kelmarsh Hall was praised by historian Nikolaus Pevsner as ‘a perfect, extremely reticent design, done in an impeccable taste’.

Designations

The main house is a Listed Grade I building and it is situated in a Grade II* Registered Garden and Park. The estate also includes a deserted medieval village which is a scheduled ancient monument.

The project

The Tunnelling through the Past project will conserve the neglected and hidden ‘below stairs’ areas of Kelmarsh Hall, creating a learning resource and an opportunity for visitors to understand how the house functioned. The restoration of the service areas in the cellar, the laundry block and the underground tunnel that connects them will provide a fascinating insight into the daily life of the house.

The project will emphasise the connections between the main house and service areas and offer a more rounded view of eighteenth, nineteenth and twentieth century life in a country house like Kelmarsh. The intention is to retain finishes and features from different phases of occupation rather than to return the building to a specific period, conserving as much of the original fabric as possible and using traditional conservation materials and techniques. The restoration and interpretation of these key ‘below stairs’ spaces will emphasise how the smooth-running of the house depended on a skilled team of staff, show how the house was serviced, and highlight the below stairs occupants as well the upstairs ones.

Growing new audiences, including younger and family audiences, is an important aim of the project. The below stairs spaces will broaden the appeal of Kelmarsh by showing more of everyday life in different areas of the house. Visitors will be encouraged to explore parts of the Hall which would have been largely invisible to the ‘above stairs’ residents and guests and which are currently off-limits to the public. Informal learning activities will spark interest, give people a chance to experience the heritage in hands on ways, and encourage repeat visits.

The project will also provide specific resources for formal learning, from activities for school groups to adult learning lectures and courses. It will encourage active participation through demonstrations, hands on activities, archival research and chances to volunteer.

The outline brief for the scope of services for the Project Manager (Capital Works)

The Project Manager is required to act as an "expert client" to support Kelmarsh Trust in the delivery of the Tunnelling through the Past project. The Project Manager will be required to oversee and co-ordinate all elements of the capital project, which comprises two discrete and separately procured elements:

£ 776,277 Repair and conservation project

£ 140,510 Interpretation/exhibition fit out project

Contract administration for the main contractors (architect and interpretation designer) will be undertaken by the Project Manager with other contract administration being done by the individual design teams. It will be part of the Project Manager’s role to oversee that all contract administration duties are being undertaken fully in accordance with agreed briefs and to industry best practice.

A further strand exists within the project, which relates to the delivery of HLF funded activities (learning and outreach, volunteering, etc). The Project Manager will not be responsible for managing this element of the project, but will be required to receive reports and to ensure that all project level reporting takes into account this strand.

The appointment will last until the launch of the new project in June 2017.

Specific elements of the role will include:

- Expert Client - Review design development and costs to ensure that the implications are fully understood (implications including, but not limited to, planning and listed building requirement, the business case and the HLF approved purposes).

- Expert Client - Attend construction progress meetings to represent the client’s interests.

- Expert Client - Attend interpretation/exhibition fit-out progress meetings to represent the client’s interests.

- Expert Client - Attend contractor interview and advise on the relative merits of tenders, prices and estimates.

- Project Management - Develop and maintain Project Execution Plan in line with industry best practice

- Project Management - Maintain project risk register, incorporating all strands of the project (note each individual element of the project will be responsible for their own risk register to feed into this).

- Project Management - Manage the contract administration throughout the capital works phase.

- Project Management - Chair project co-ordination meetings between the construction team and exhibition fit-out team.

- Project Management - Maintain overall project programme, ensuring full co-ordination between all project strands.

- Project Management - Maintain overall project budget (cost advice provided by others), to ensure that the overall project remains on budget and that all calls on contingency are documented and approved.

- Project Management - Provide monthly highlights report to inform the Project Sub-Committee of progress.

- Project Support - Provide assistance to the Client in the preparation of reports and funding drawdown to the HLF.

Experience

Project Manager should have a proven track record of delivering similar projects for historic buildings.

Experience of working within Grade l listed buildings and successfully supporting delivery of an HLF funded project to budget and time will be a major advantage.

Project timetable

The current timetable for the whole project is as follows:

Submission of the HLF Round Two application: 14th November 2014

Notification of outcome: March 2015

Permission to start (2-3 months): 1st June 2015

Capital works - (for procurement of Project Manager and detailed drawings & specification and tender process): 1st June 2015 - 14th Jan 2016

Capital works - start on site (15 months on site): 15th Jan 2016 - 29th Feb 2017

Interior and interpretation scheme fit out: 1st March 2017 - 31st May 2017

Launch of new facilities: June 2017

Activity programme: 1st Jan 2017 - 31st Dec 2019

Project management and monitoring

The client for the work is Kelmarsh Hall and Gardens. The capital works elements of the project will be managed by Des Brack, Operations Manager.

Tendering process

If selected to tender, the specialist should provide a project methodology in response to this brief, setting out how the plan will be approached, the method of working, and any matters not covered by the brief.

To tender please submit a response to the brief, setting out:

- who will do the work

- how it will be done

- the names and CVs of proposed team members and their specific responsibilities and any arrangements for subcontracting parts of the work

- the cost of the work, including a resource plan showing the breakdown of chargeable hours between individuals and project stages

- a timetable for the project, including milestones and dates, which takes account of the time needed to involve and consult people on drafts

- Professional insurance or indemnity cover to £2m minimum

- examples of relevant previous work

- at least two referees

As part of the second-round application to HLF a sum to a maximum of £50,000 (ex VAT) has been identified to support the delivery of this brief.

Notifications inviting specialists to tender will be issued by Friday 7th August and all tenders should be received by 9am on Monday 24th August. Interviews will be held on Monday 31st August.

Tenders can be sent by post or by electronic submission.

Successful tenderers will be selected on the basis of:

- Price (see above)25%;

- Relevant skills and experience 25%;

- Understanding of the brief 15%;

- Quality of method statement and approach 20%;

- Interview 15%;

Thank you for your interest, we look forward to receiving your tender.

PQQ’s should be sent to Des Brack by noon on the 31st July 2015.

Notifications inviting specialists to tender will be issued by Friday 7th August and all tenders should be received by 9am on Monday 24th August. Interviews will be held on Monday 31st August.

Tenders can be sent by post or by electronic submission.

To apply for this role please click the APPLY button.