Business Planning Consultant – Dundee Heritage Trust

• Organisation: Dundee Industrial Heritage Ltd. (Dundee Heritage Trust)
• Role: Business Planning Consultant to produce a Business Plan for the ‘Discovery Point Transformed’ project including studies on: catering; and ROI on environmental works.
• Estimated fee: up to £22,000 inclusive of expenses, exclusive of VAT if applicable
• Estimated duration: 18 weeks
• Timetable:
  • Submission deadline 5pm 21 June 2024
  • Work commissioned end June 2024
  • Work complete end October 2024
• Location: Home or company based. Must be able to travel to Dundee for site familiarisation and project meetings
• Reporting to: Emma Halford-Forbes, Heritage Director.

Brief for a Consultant to produce a Business Plan for the organisation, including both venues, and taking account of the planned Discovery Point Transformed (DPT) project.

The work will be undertaken in the Development Phase for the project, which runs from December 2021 to end 2024. The Business Plan will be submitted to the National Lottery Heritage Fund (NLHF) as part of the Delivery Round application in November 2024.

Overview

Dundee Heritage Trust (DHT) and its operating company Dundee Industrial Heritage Limited (DIH Ltd.) are both registered charities formed in 1985 to preserve and interpret Dundee’s industrial past. As well Verdant Works, one of the nation’s most important textile museums, Dundee Heritage Trust has responsibility for as the internationally significant Royal Research Ship Discovery plus Discovery Point Antarctic Museum. Both sites are Accredited museums and 5 star rated attractions with VisitScotland.

The organisation is at a critical juncture. The need for a full-bodied Business Plan has come following a Strategic & Financial Review of the organisation, finalised in early April 2024. The Plan will cover the period April 2025 to March 2028 and will incorporate both venues and our joint work, as well as the DPT project at Discovery Point.

The DPT project will significantly expand Discovery Point, create exciting new museum experiences, attract new audiences and safeguard the future of RRS Discovery. It will position Discovery Point as one of the UK’s leading cultural heritage attractions.

The main strands:-

• Protection of RRS Discovery: a major programme of conservation, securing the ship’s future for many years to come.
• A major new permanent gallery telling heritage narratives about climate science, inspired by Discovery’s research, which is still being used by climate scientists.
• New permanent gallery, telling emotional stories of the Race to the Pole and Shackleton’s adventures.
• Targeted upgrading of existing exhibition galleries, improving the visitor experience.
• Community engagement including new volunteering, learning and community outreach opportunities. A rich and vibrant programme of events and activities will engage diverse audiences with significant heritage.
• A destination café maximising the unique riverside location.
• Retro-fitting Discovery Point to the highest environmental standards possible.

Methodology 

The Business Planning Consultant will specify the methodology they plan to use to meet the aim(s) and objectives of the work in their proposal. The Business Planning Consultant will work closely with DIH Ltd.’s Executive Management Team to establish the exact parameters of the Business Plan in detail at the beginning of the process.

The Business Plan should be developed in concert with the other plans being developed as part of the NLHF Development Phase:
– Access plan
– Architect and cost consultant
– Audience development plan
– Interpretation plan
– Management & maintenance plan for Discovery Point and the RRS Discovery

Objectives

The consultancy project has the following primary objectives:

1.  Review and update/develop existing plan

Ensure purpose/mission/vision are fit for purpose

Review objectives in line with items 2-5 below

Review key assumptions based on items 2-5 below

Create PESTLE and SWOT informed by research

Create review of:

• audiences and customers
• marketing, sales and engagement
• key partnership and contractual relationships
• digital, if not included throughou

Review/update:

• Visual representation of organisational and management structures
• review of operations based on items 2-5 below

Create an action plan with KPIs, timescales, allocated resources and measure of success

Ensure risk register and mitigation plans are up-to-date

Ensure that alternative scenarios and sensitivities are borne in mind throughout

Ensure sufficient framework for evaluation and KPIs

N.B. DIH commissioned the Glamis Consultancy in late 2023 to look at elements of 2-5 below for Discovery Point, and this report would be made available to the consultant.

2. Visitor impacts

Review the assumptions relating to increase in visitor numbers provided by the enhanced offer at Discovery Point as part of the DPT project, and a modest increase in visitor figures at Verdant Works.

3. Retail sales

Review the impact of a modest increase in visitor figures at Verdant Works and therefore a modest increase in retail. Explore the likely impact of increased shop size and improved display on retail sales at Discovery Point as part of the DPT project. For both, including an assessment of future sales and operating costs.

4. Catering

Review the impact of a modest increase in visitor figures at Verdant Works and therefore a modest increase in catering business.

N.B. The changes to our catering offer at Discovery Point are potentially so significant that we anticipate that unless the Business Planning Consultant can show evidence of extensive knowledge of this field they would require to sub-contract the catering study element to a specialist (if none exist within a wider company structure). We anticipate that the fee for this aspect of the work should be in the region of £5-7k.

For Discovery Point, the development of a catering business plan will be required to outline probable incomes to be derived from the changes planned to our operation e.g. the creation of a destination café/restaurant. This includes expected KPIs along with outcomes from this and the wider conference and events business. This would also include analysis of different management/operational models e.g. in-house, contracted, commercial operator.

We would expect the Catering Consultant and Business Consultant to liaise with the architect and review the draft designs for the new spaces to pick up any potential critical operational or market issues. This professional input could then influence design changes to the scheme to ensure the most efficient and flexible layout, creating a fully equipped modern catering facility capable of supporting both the café, restaurant and conference & events spaces.

N.B. We will want to see recommendations on the optimum configuration of catering vs conference & events in terms of allocation of space and optimising visitor numbers.

5. Conference and Events

Review the likely outcomes for the conference business including an assessment of future sales and operating costs at both sites. For Discovery Point, to take in to consideration associated with a dual café/restaurant/conference operation.
Liaison with the Dundee & Angus Convention Bureau to understand the current business tourism market and anticipated future potential for the city.

6. Heritage

Draw on the expertise of the existing team, the Business Plan should take in to account the opportunities afforded by the heritage assets – including the Ship and the Verdant Works building – as well as the burden of caring for them.

Outputs / deliverables

• a set of budgets/cost sheets, in Excel format including income and spending forecasts for five years following completion of the capital project
• a Business Plan that meets the requirements of DHT overall, and the NLHF in relation to the DPT project specifically. The Plan will include incorporating and integrating the budgets set out in the DPT Activity Plan and the Management and Maintenance Plan cost schedules. The appointed consultant will therefore need to liaise with other members of the client team and DIH’s DPT project consultants as necessary.

Contract management

Timetable

We expect the service commissioned to begin end June 2024. A draft plan should be submitted by end end August 2024 for review by DIH. The final Business Plan shall be submitted to DIH Ltd. by end October 2024.

The consultant may be asked to present at a review meeting with NLHF in August/September 2024. The consultant will be expected to incorporate in to the final report any feedback from this meeting.

Costs

The budget for this work will be in the region of £22,000 inclusive of expenses but exclusive of VAT if applicable. Payment will be on a staged basis, with an initial start-up payment of 30%, another 40% on submission of the draft Business Plan and the remaining 30% on submission of the final Plan.

Reporting

The contract will be managed by Emma Halford-Forbes, Heritage Director, who will approve payments on production of satisfactory work. They will also monitor progress on an ongoing basis to ensure the project deadlines are met.

Award criteria

The consultant’s proposal for this project should include:

• a detailed methodology to be used in the project
• details of the staff allocated to the project including details of the lead contact and the relevant experience and competency possessed by the consultant and any other personnel who will work on the project.
• daily charging rate of individual staff involved
• full costs and expenses for the work
• a project timetable for the work
• details of two references, or client testimonials

Proposals submitted will be assessed by DIH Ltd. against the following questions:

1. To what extent does the proposal demonstrate an understanding of the issues related to this brief?
2. To what extent are the methodology and methods appropriate to the requirements set out in this brief?
3. What degree of experiences does the bidder demonstrate in order to successfully complete the work?
4. How well has the bidder structured a team/their proposal in order to successfully manage the contract and deliver the required work to budget and timetable required?

Procurement process

The procurement timetable will be:

• Proposal return deadline: 5pm 21 June 2024
• Clarification/Interview meetings if required: w/c 24 June 2024
• DIH Ltd. will notify bidders of our decision week commencing w/c 24 June 2024

Proposals should be sent by email to Emma Halford-Forbes, Heritage Director, at [email protected].