Kent Volunteers Awards for Volunteering Excellence 2010 - the way forward’

1. Introduction & Background

The Kent Volunteers Awards for Volunteering Excellence scheme was established in 2000 to recognise and celebrate the significance and impact of volunteering activities in the county. The awards have identified local volunteers as well as people involved in established groups and organisations across the voluntary & community sector. Since this time, it has grown with financial sponsorship from businesses and support in kind from the voluntary sector. Nominations of individuals and groups have identified thousands of volunteers in a wide range of activities. In 2008 financial awards were also made and have benefited projects across Kent.

Kent County Council (KCC) has underwritten the scheme for nine years and is now looking for the scheme to become independent of the local authority. KCC is committed to remaining involved as a sponsor, supporting a specific aspect of a reconfigured scheme. There is an enthusiasm amongst stakeholders for it to continue independently with sustainable funding. 2009 is the tenth year of the Kent Volunteers partnership and there will be a celebration event in November. To plan for an awards scheme in 2010, it is proposed that, work is commissioned by the Kent Volunteers Advisory Group to consult with stakeholders to design and cost a scheme that will take the initiative forward into the next decade. The work will involve designing a management model with a proposal to go forward and present this to potential funding applications.

2. Description of service to be provided

The work commissioned will fall into three stages

1. To canvas stakeholder views about the awards scheme past and present including the format, marketing, administration and Gala ceremony and views on the ‘way forward’
2. From this, to design and submit a costed proposal to the Kent Volunteers Advisory Group (KVAG). This would provide a format of an awards scheme that can be owned and managed by the voluntary sector, with KCC and other sponsors contributing financially and in kind.

On acceptance of this future model by KVAG, an Awards Future Steering Group will be formed from KVAG/KentCAN/VCS representation. The commissioned work will continue by the drawing up of a funding proposal that will be submitted to an external funding body. These first two stages of work will be commissioned for a period of 4 months to begin 1^st August and to be completed and reported to KVAG by 20^th November 2009. The third stage of work and timetable will then be agreed reflecting the submission and response dates of the funding body/bodies approached.

3. Outputs & Outcomes

Outputs

• The design, production & implementation of a survey/questionnaire to ascertain the above requirements in terms of stakeholder’s views.
• A model for the ‘way forward’
• A funding proposal that can be used to target a number of potential funders.
• Funding submitted and the new scheme taken forward by the Awards Future Steering Group

Outcomes

• An innovative, creative and newly formed voluntary sector owned ‘product’ i.e. The Kent Volunteers Awards for Volunteering Excellence scheme
• Increased knowledge understanding, awareness & recognition for voluntary effort and the importance and impact of it in Kent
• An improved collaborative approach to the implementation and development of the awards scheme

3. Dependency & monitoring requirements

• The proposal to be submitted to KVAG by 4pm Monday 13 July 09
• Confirmation to KentCAN of successful bid by 31 July 09
• An interim report will be submitted to KVAG by 20 November 2009
• An outline of the future awards proposal will be announced at the Kent Volunteers Anniversary Event on 29 November 2009.
• Final report of outcome of model submission to KVAG. Date TBA reflecting the submission and response timescale of the funding body/bodies approached.

5. Contract eligibility Criteria The contract will be awarded to tender/quote, which offers the best value for money on the basis of the following criteria, listed in order of importance including the weighting applicable to each criterion.

 The weightings shown above reflect the relative importance of cost and quality during the assessment of your quote/tender.

6. Information required at return of tender

 You should ensure that your quote includes:

§ A description of how all the requirements described in Section 2 & 3 will be delivered

§ A pricing schedule

§ Evidence of ability to deliver & relevant experience

7. Payment

Payment will be made within 30 days of receipt of invoice. 50% in advance, the remainder on successful completion. Invoices must show a full breakdown of costs that are clearly consistent with your tender.

8. Changes to the Specification

This specification sets out the Client’s current service requirement. It is possible that changes will be necessary during the life of the contract - for example, in the nature and volume of the work or revisions to timescales etc; In this instance the client will consult with the commissioned body under the terms and conditions set out in the contract for work 

Requests for quotations for the development of the ‘Kent Volunteers Awards for Volunteering Excellence 2010 - the way forward’ from the Voluntary and Community Sector are now being invited.

To support any preparation for a quotation, contact KentCAN Phone 01795 424333 to obtain further information and clarification.

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KentCAN-Kent Community Alliance of Networks

KentCAN is a county level infrastructure organisation which exists to support and promote the Voluntary and Community Sector (VCS) in Kent and Medway. 

Infrastructure here means the networks, structures, systems, people, knowledge and skills that support develop and promote frontline Voluntary and Community Organisations (VCOs).

KentCAN works by:

• Promoting the VCS at the county level
• Creating active engagement with the Kent Partnership
• Acting as a conduit for information
• Facilitating county level representation
• Supporting partnership working
• Strengthening the voice of the VCS at county level
• Coordinating strategic county level opportunities

KentCAN is run by the VCS for the VCS. Full voting membership is open to all Voluntary and Community Sector Organisations and Associate membership is open to other stakeholder organisations.

KentCAN is governed by a Board of Trustees all representatives of VCOs in Kent and Medway, and is accountable to its wider membership at general meetings. Representatives from other stakeholder organisations are non voting members of the board of management.