Project Manager

PROJECT MANAGER SALISBURY MUSEUM FOR FUTURE GENERATIONS 

Role: Project Manager to support the implementation of the museum’s redevelopment project Location:  Home or company based. Must be able to travel to Salisbury for facilitation meetings and workshops  Fee: By quotation Status:  Freelance supplier or company Reporting to: Adrian Green, Director, Salisbury Museum Contract: Subject to negotiation. We would like to employ the Project Manager for the development phase of the project, with the possibility of extension should the museum secure funds at HF Round 2. 
 
Salisbury Museum has recently secured a first round pass from the Heritage Fund for a grant of £3.2 million to restore our building and transform our Salisbury history displays. 
 
This project is underpinned by a building masterplan which sets out our vision for Salisbury Museum to be the place where people discover the story of our ancient city and the exceptional landscape that surrounds us. This project will enable Salisbury’s history to be revealed through our significant collections and the outstanding heritage of our building. 
 
We are inviting expressions of interest from a suitably qualified Project Managers to assist with working up the masterplan from RIBA stage 1 (Preparation and Brief) equivalent to RIBA Stage 3 (Developed Design) to support a Round 2 bid to the Heritage Fund. If successful at HF Round 2 this contract will continue into the delivery phase from RIBA Stage 3 to project completion. 
 
 
1. PROJECT BACKGROUND 
 
Salisbury Museum is an independent charity based in the King’s House, a medieval grade I listed building in Salisbury Cathedral Close. The museum moved into the building in 1981 and the premises were refurbished – new galleries dedicated to the history of Salisbury, archaeology, costume and ceramics were opened throughout the 1980s. In 2012 the museum was awarded a grant of £1.8 million from the Heritage Lottery Fund to re-display our archaeology collection (total cost £2.4 million). The new Wessex Gallery opened in July 2014. 

Alongside the development of the Wessex Gallery the museum has developed a programme of major exhibitions. This includes Constable and Salisbury (2011), Rex Whistler (2013), Cecil Beaton at Home (2014), Turner’s Wessex (2015) and Terry Pratchett: HisWorld (2017). These exhibitions have increased visitor numbers and enabled the museum to achieve a national profile in terms of media coverage. The museum now has an average of 30,000 visitors per year. 
 
2. THE MASTERPLAN 
 
The museum commissioned Metaphor to produce a masterplan for the King’s House in 2008. With the completion of the first stage of the plan – the Wessex Gallery of archaeology in 2014 – the masterplan was significantly revised and we now seek to refurbish the remainder of the building. There are four elements to this current scheme which is phase II of the masterplan: 
 
 Restoring, renewing and repurposing the building, enabling it to show more of our collections and provide flexible spaces for learning and engagement. 
 

 Creating a new Salisbury Gallery telling the City’s story from 1220 to 2020, rooting the narrative in the stories of local people and the objects in our significant collections of archaeology, art, costume and social history. 
 
Re-displaying our exceptional collection of 18th and 19th century ceramics within the context of the historic 17th century core of our magnificent building 
 

Building our audiences, diversifying our income streams, and thereby ensuring our business model is self-sustaining 
 
This project will address the following issues: 
 

 Our galleries currently offer a disjointed and vastly contrasting visitor experience. The completion of the HLF funded Wessex Gallery of archaeology in 2014 means we now have state of the art displays alongside outdated 1980s interpretation. 
 
There are new stories to tell and objects to incorporate into our permanent displays since they were last refurbished. We have acquired a rare car manufactured in Salisbury in 1912, purchased the Rex Whistler archive and we have been given the Salisbury Journal's vast photographic collection spanning the last sixty-five years. 
 

The museum needs to reach wider audiences. Our events and activities programme for schools, young people and adults has grown as a consequence of the Wessex Gallery. Other initiatives, such as our Museum’s 

Association Esmée Fairbairn collections fund project, have extended our work with young people. We need to build on this success, work with more hard to reach groups and have a dedicated learning space for activities with young people. 

Our building and facilities desperately need to be improved. Building conservation work is an urgent priority. Our collections and staff offices need to be consolidated into fewer areas and physical access needs to be provided to the first floor through the addition of passenger lifts. 
 
Our current business model is fragile. The museum is successful in generating a wide range of income, however the current operating model is vulnerable, particularly when our visitor income targets fall short due to circumstances beyond our control. We need to compensate for this by improving our commercial income opportunities. 
 
3. CURRENT STATUS 
 
The design work is currently at RIBA Stage 1 (Preparation and Brief). The museum is currently assembling the internal and external project team to form a dedicated Project Board.  
 
4. APPOINTMENT OF PROJECT MANAGER 
 
To support the client and rest of the project team initially through to the end of RIBA stage 3, Salisbury Museum is now seeking a Project Manager. This is one of the first key appointments in this process so they can support the consultant procurement process including an Architect/Exhibition designer, Conservation Architect, Building Services Engineer and Structural Engineer during the initial phase of the project. 
 
The Project Manager will be responsible for preparing and maintaining an integrated project programme for the project. This work will then continue onto project completion subject to funds being available and both parties wishing to continue the working relationship. 
 
5. THE COMMISSION 
 
It is anticipated that this will be a single phase of work undertaken from October 2019 to June 2021. Ideally this contract will continue on to project completion in January 2024 should the museum be successful with our HF Round 2 application. A contract, based on the RICS form of appointment, will be drawn up between the successful candidate and Salisbury Museum for the work. The Museum Director will be the lead contact at the museum. 

6. THE PROPOSED SCOPE OF SERVICES 
 
The scope of services should include but not be limited to the following areas (based on RICS Project Manager scope of services). This covers both the development and delivery phases of the project. 
 
General 
Attend museum, design, project, construction and other meetings as provided under this appointment.  
 
Establish a structure and procedure for project, design, construction and other meetings including frequency, function, required attendees, chairperson and responsibility for recording of meetings and circulating reports and other information.  

Convene all principal project meetings. 
 

Prepare and maintain a project execution plan, or similar management tool, identifying the roles and responsibilities of the museum, the professional team, the contractor and specialist sub-contractors and suppliers. Establish review, approval, variation and reporting procedures. Prepare recommendations for the museum’s approval.  
 

Issue instructions, on behalf of the museum, to the professional team and contractor in accordance with the terms of their appointments/the building contract. 
Agree project reporting and recording procedures with the museum, the professional team and the contractor. Implement agreed procedures.  
 
Agree financial and progress reporting procedures with the museum, the professional team and the contractor. Implement agreed procedures.  
 
Monitor the performance of the professional team and the contractor. Report to the museum.  

Liaise with the professional team, prepare and maintain the programme for the design, procurement and construction of the project. Monitor actual against planned progress. Report to the museum.  

Liaise with the professional team and prepare regular/monthly quality, progress and cost reports. Advise the museum of any decisions required and obtain authorisation.  

Check applications for payment from the professional team. Recommend payments to the museum.  
 
Check other invoices related to the project. Recommend payments to the museum.  
 
Liaise with the professional team, arrange for the preparation and maintenance of cash flow forecasts and other statements monitoring expenditure on the project. 
 
Support the museum in the provision of regular progress and cost reports to the Heritage Fund and other funding bodies. 
 
HF Development Phase 
 
Liaise with the museum and the professional team to determine the museum’s initial requirements and to develop the museum’s brief. Establish review, approval, variation and reporting procedures. Prepare recommendations for the museum’s approval.  

Liaise with the professional team and advise the museum on structural, building, measured and other surveys and site investigations including condition reports.  

Liaise with the professional team and co-ordinate the preparation of alternative viability studies, feasibility studies, sensitivity analyses and investment appraisals.  

Advise the museum on specialist services, including consultants, contractors, sub-contractors and suppliers required in connection with the project.  

Advise the museum on the selection, the terms of appointment and fee structures for the professional team. Conduct negotiations with, and prepare and complete the forms of appointment for, the professional team.  

Advise the museum on the professional team’s professional indemnity insurance cover. Annually confirm cover remains in place.  

Liaise with the professional team and advise the museum on statutory approvals required and fees due in respect of the project. Recommend payments to the museum.  

Carry out initial inspections on areas of museum to be redeveloped. Advise the museum on areas of concern.  Support the museum in the development of the round 2 application to the Heritage Fund. 
 
HF Delivery Phase (post round II) 

Liaise with the professional team and establish a structure and procedure for programme management. Establish review, approval, variation and reporting procedures. Prepare recommendations for the museum’s approval.  

Confirm the scope of the building contract to the museum and advise on additional works required by third parties.  

Liaise with the professional team and identify any long delivery building components and systems. Prepare recommendations for the museum’s approval.  

Liaise with the professional team and identify specialist/proprietary building components and systems. Prepare recommendations for the museum’s approval.  

Prepare a risk management strategy. Prepare and maintain a risk register.  

Attend pre- and post-tender interviews.  

Monitor and report to the museum on the procurement process. 

Advise on the tenderer’s design and construction programmes and method statements.  

Agree approvals required from the professional team under the building contract.  

Obtain authorisation from the museum for additional costs where the consultant’s limit of authority is exceeded.  

Undertake regular site inspections. Obtain progress and quality reports from site staff representing the museum, the professional team and the contractor.  

Agree all test certificates and statutory and non-statutory approvals required from the professional team and the contractor. Prepare recommendations for the museum’s approval.   

Liaise with the museum, the professional team and the contractor and prepare and maintain a handover plan, or similar management tool, identifying the roles and responsibilities of the museum, the professional team and the contractor. Establish review, approval, variation and reporting procedures. Prepare recommendations for the museum’s approval. 

Liaise with the museum, the professional team and the contractor and prepare and maintain a defects administration plan, or similar management tool, to identify the roles and responsibilities of the museum, the professional team and the contractor. Establish review, approval, variation and reporting procedures. Prepare recommendations for the museum’s approval.  

Facilitate agreement to the final account or similar financial statement from the parties to the building contract, excluding the assessment of loss and expense claims.  
 
7. INFORMATION NEEDED FROM CONSULTANT 
 
A site visit and informal meeting can be arranged with the Museum Director 
 
Quotations should be submitted via email to be received by 5pm, Friday 27 September 2019. 
 
The proposals should include: 
 

A company profile. Information describing your relevant experience. Examples of other relevant work. Description of the approach and methodology you would adopt for the execution of this commission. This should detail the work you would expect to undertake. The personnel and resources you would devote to the project including their CV’s. A lead contact should be identified. A fixed fee for carrying out the commission (including VAT and expenses). This fee should be broken down into the work required for the development phase (up to RIBA stage 3) and the work required to complete the project. Hourly rates for the different grades of staff employed. The allocation of days between members of the team. Details of two referees who we can contact. Evidence of financial stability. 
 
We will call shortlisted applicants to interview. 

A final decision will be made by Friday 25 October 2019. 
 
Unsuccessful applicants will be notified via email. 
 

8. WEIGHTING AND SELECTION CRITERIA 
 
Proposals will be assessed by Salisbury Museum against the following criteria: 
 
Selection Criteria 
 
Weighting 
How well the proposal demonstrates an understanding of the project set out in this brief 
20% 
How appropriate the methodology and methods are to the project set out in this brief 
20% 
The relevant experience of the team who will be completing the work 
20% 
How the team been structured in order to successfully manage the contract and deliver the required work to budget and timescale 
20% 
Price – the most economically advantageous applicant will score highest 
20% 

9. ADDITIONAL INFORMATION 
 
Applications may not be considered if the complete information called for is not given at the time of submission. 
 
If you do not wish to submit a quotation, please notify us at the address below. If you are willing to state your reasons, it will be appreciated, though you are of course under no obligation to do so. 
 
Would you please confirm, by return, the name, address and telephone number of your designated contact for this brief. 
 
Responses to this brief are to be sent via email to Adrian Green, Salisbury Museum 
 
For more information or submission of quotations please contact: Adrian Green, Museum Director, The Salisbury Museum. The King’s House, 65 The Close, Salisbury, SP1 2EN Tel (direct line): 01722 820542.  Email: adriangreen@salisburymuseum.org.uk