Brief outline for the commissioning of a Conservation Plan for the buildings and structures surrounding the Castle Courtyard at Elvaston, Derbyshire
Contents
1.0Introduction
2.0Background Information
3.0The Study Area
4.0Proposals included in the HLF Heritage Grant Bid
5.0The Commission
6.0Consultations and Outputs
7.0Project Manager
8.0Tender Submission Evaluation
1.0Introduction
1.1Elvaston Castle is situated approximately 6.5 km southeast of Derby City Centre. The Local Planning Authority for the area is South Derbyshire District Council (SDDC). The upper tier Local Authority is Derbyshire County Council (DCC).
1.2The Estate was run successfully as a Country Park and Museum for more than three decades. However, during the 1990s, in the context of financial and political pressures on local authorities across the country, DCC had to acknowledge a dilemma: having continued to make financial investment in Elvaston, developing it as a very popular local attraction over many years, the situation was becoming increasingly untenable. Although there was a continued financial commitment, it was recognised that the Castle, estate buildings and structures, and gardens required considerably increased resources.
1.3Between 2002 and 2004, DCC commissioned Hilary Taylor Landscape Associates (HTLA) to prepare two conservation plans. One for Elvaston Castle and associated buildings and one for the historic estate. These commissions were grant assisted by the Heritage Lottery Fund (HLF).
1.4Over the last year and a half DCC has been working jointly with the National Trust (NT) to unlock the potential of Elvaston. This work has delivered an ambitious 10 year Vision for the Estate which can be found on DCC and the NT are now developing a Stage 1 bid to the HLF’s Heritage Grants programme for the buildings at the heart of the Estate which surround the Castle Courtyard. It is hoped that the bid will be submitted in February 2015. The project is called Elvaston Unlocked.
1.5The buildings surrounding the Castle Courtyard, in particular the Castle itself, are the assets with the largest ‘conservation deficit’ on the Estate. They also represent, with appropriate redevelopment and grant assistance, an opportunity to give Elvaston a new significant income stream.
1.6It is hoped that with HLF grant assistance this first phase of work at Elvaston will be a major step in delivering the Elvaston Vision.
2.0Background Information
2.1Elvaston Castle Estate is included on English Heritage’s Register of Historic Parks and Gardens and is grade II*. The majority of the registered park and gardens are in the ownership of Derbyshire County Council.
2.2Within the boundary of the registered park and gardens there are also a number of listed structures:
- Church of St Bartholomew (not included in study)Grade I
- Elvaston Castle Grade II*
- St Bartholomew churchyard wallsGrade II
- Moorish Temple and terraceGrade II
- Golden Gates and attached wallsGrade II
- Stables to the west of Elvaston Castle Coach House Grade II
- Nursery Garden walls and attached outbuildingsGrade II
- Carriage washGrade II
- Gatepiers and walls to the west of Elvaston CastleGrade II
- Coach House and attached buildingsGrade II
- Pump HouseGrade II
- Stable block east of the Kennels (Gas House)Grade II
- The KennelsGrade II
- London Road Lodge Entrance GatesGrade II
- Farm buildings west of St Bartholomew ChurchGrade II
- Information centre and shopGrade II
- Springthorpe CottageGrade II
- The BoathouseGrade II
- Grotto on northern side of lakeGrade II
2.3The Elvaston Estate manifests many centuries of activity and improvement. There is written evidence that indicates that by the reign of Richard II (1377-99) there was a well-established substantial manor, estate and gardens. This is supported by St Bartholomew’s church, which is adjacent to Elvaston Castle, being, in part, early 13th century.
2.4In the early 16th century the Elvaston Estate was acquired by Sir Michael Stanhope and the Stanhope family resided at Elvaston for over four centuries. William Stanhope, the great, great, great grandson of Sir Michael was created the first Baron Harrington in 1730, rising to the first Earl of Harrington in 1742.
2.5While the estate was improved by the 1st and 2nd Earls, it was the 3rd Earl, Charles Stanhope, who commissioned James Wyatt to undertake extensive remodelling of the house. James Wyatt died in 1813, by which date the designs for what was to become ‘Elvaston Castle’ were more-or-less complete. After Wyatt’s death the commission was undertaken by Robert Walker, who realised much of Wyatt’s vision by 1819.
2.6In 1829 the Estate was inherited by the 4th Earl who must have been keen to continue the work initiated on the house by his father, as he appointed architect Lewis N Cottingham to work on extensions and interiors at Elvaston. The 4th Earl also introduced William Barron to Elvaston as Head Gardener in 1830. It was Barron who, more than anyone else, established the character of the Park and Gardens as we see them today.
2.7In 1969, Elvaston Castle, Gardens and Park were bought by DCC.
2.9In 1970, DCC established the Estate as a Country Park – the first to open in England.
2.10In recent years use of the Castle has been restricted to a tenanted catering operation in the southwest corner of the ground floor of the Castle along with public toilets. The upper floors of the Castle have been vacant for at least the last two decades.
3.0The Study Area
3.1The boundary of this study is shown on the plan on the cover. It includes all the buildings and structures that surround the Castle Courtyard:
- Elvaston Castle (grade II* listed) on the eastern side of the Courtyard;
- The southern crenelated boundary wall. This incorporates two crenelated gatehouse buildings/turrets, one either side of southern arched entrance to the Courtyard; and a gated enclosure which has two curved wrought iron gates;
- The grade II listed carriage house and stables on the western side of the Courtyard. It also includes the range of buildings that are attached to the carriage house at its northern end which run perpendicularly to the carriage house in a western direction away from the Courtyard – they currently accommodate the ranger service; and
- The modern carriage shed that was built by DCC in the early 1970s on the site of the Castle’s water tower and a range of buildings that enclosed the northern edge of the Courtyard.
3.2It also includes the Courtyard itself, the size of which was increased by DCC when it demolished, not only the water tower and the range of buildings mentioned above, but also a number of buildings that abutted the western elevation of the Castle. This is roughly the lower area that forms the outdoor eating offer for the tenanted café.
3.3Copies of any list descriptions of the listed buildings mentioned above are included in appendix x.
4.0Proposals included in the HLF Heritage Grant Bid
4.1The Castle
4.1.1It is envisaged that the ground floor of the Castle will be public facing uses such as conferencing, weddings, exhibitions, etc. There will be ‘unfettered’ public access to the Gothic Kitchen via a link from the new catering/visitor centre to be built on the footprint of the carriage shed built by DCC in the 1970s. The kitchen to the existing café will be furbished to cater solely for events hosted in the Castle.
4.1.2On the first floor of the castle it is envisaged that an area will be used in concert with the ground floor use and also to maintain critical access to the upper floors for day-to-day maintenance. The rest of the first floor is likely to be residential accommodation either on long or short term lease.
4.1.3Residential accommodation is also envisaged for the second floor and mezzanine levels as well as the rooms above the Gothic Kitchen.
4.2The Southern Crenelated Wall
4.2.1This needs repair. It is proposed that the small gatehouses will be used for storage.
4.3The Carriage House and Stables and Ranger Accommodation
4.3.1On the ground floor of the Carriage House and Stables it is envisaged that the existing stables at the southern end will be conserved showing the building’s original use. The two carriage houses either side of the archway will be restored as carriage houses and could be used seasonally to house ‘pop-up’ retail/refreshment kiosks. The classroom will be refurbished as a dedicated learning space.
4.3.2It is envisaged that the first floor of the Carriage House and Stables will be developed as offices.
4.3.3It is envisaged that the current Ranger accommodation will be used for retail.
4.4The modern carriage shed
4.4.1The range will be demolished and redeveloped as a new catering offer that will face onto Castle Courtyard as well as having a corner entrance that will look over the lake. This range will also accommodate the public toilet facilities that are currently located in the Castle.
4.4.2A glazed link between the new catering facility and the Castle will allow ‘unfettered’ public access to the Gothic Kitchen.
4.5The Courtyard
4.5.1The Courtyard will be redeveloped as a simple, high quality, space that can be flexibly used for different events. It is also envisaged that the catering facility willutilise this space.
4.6A copy of the outline proposals can be found in appendix x
5.0The Commission
5.1This commission is to review the existing “Elvaston Castle and associated buildings” Conservation Plan particularly with regards to the buildings that will be affected by the proposals outlined in Section 4.0.
5.2The existing Conservation Plan focuses on the overall historic development of the Elvaston Estate. The architectural development of the Castle is largely dealt with bya ‘walk-through’ visual survey with a useful commentary on architectural features. This commission requires a more ‘forensic’ evaluation of the Castle’s, and other buildings’,historic development. Relative significances of the buildings’fabric that may be impacted on by any proposals need to be established. As part of this, any prominent architects’ or builders’ work at Elvaston needs to be evaluated against their other work and against the development of architectural styles historically.
5.3This will require much of the primary research that was undertaken to inform the 2004 Conservation Plan, to be expanded and/or undertaken again. The successful consultant needs to be aware of the buildings’ archaeology.
5.4The reviewed conservation plan must be developed in line with the HLF’s conservation plan guidance.
5.5Any policies contained within the plan need to be specific to the site and buildings and be mindful of and inform the developing proposals. The Conservation Plan will be fundamental in informing the development proposals to ensure they protect and enhance the historic assets and ensure the highest possible protection of their historic significance.
5.6The successful consultant needs to be aware and coordinate their work with the other commissions that are being undertaken to establish the appropriate decoration/restoration schemes for the Hall of the Fair Star; the Gothic Kitchen and the chimney breast in room GR3.
6.0Consultations and Outputs
6.1The successful consultant will be expected to include within their costs for a ‘reasonable’ level of printing to cover material for meetings, consultations and draft reports. However, the use of electronic circulation of material should be maximised. While Derbyshire County Council is the appointing authority, the commission needs to be developed and agreed in full with South Derbyshire District Council’s Conservation Officer, and where appropriate their planning officers, and English Heritage officers.
6.2It is difficult to foresee the exact outputs generated from the commission, however, it is likely to be a report and it is expected that the successful consultant will supply it in the following formats:
•5 paper copies
•5 copies of a CD with all the outputs saved on it as PDFs that are clearly and logically titled.
•1 CD with ‘working files’. It should be ensured that DCC has licenses for any software packages the successful consultants use to compile the information within the report.
6.3In addition to 6.1 the successful consultant will be expected to include within their costs for the commission all reasonably foreseeable ‘out-of-pocket’ expenses including, for example, travel and postage.
7.0Project Management
7.1The appointment will be made by the Adam Lathbury, Conservation and Design Section Manager, Economy Transport and Economy, on behalf of Derbyshire County Council, and there will be a start-up/inception meeting, and final session.
7.2Adam Lathbury will be the day to day contact for the work
7.3For an informal conversation regarding the commission contact Adam Lathbury on Tel: 01629 539791 or email:
8.0Tender Submission Evaluation
8.1Your tender should be forwarded in a plain brown envelope to reach xxxxxxx (address) not later than xxxx (Time) on xxxx (Day Date).
Appendix X includes the procedure for submission of tenders.
8.2The tender submission should include:
-A statement confirming that your firm does not have any conflicts of interest in undertaking this commission.
-A methodology for undertaking the commission.
-Examples of previous comparable and relevant work.
-Full contact details for two referees. These need to represent two commissioning bodies from the relevant project experience submitted.
-A team structure – this should include only the names of people who will actually be involved with the commission.
-Hourly rates for the individual members of the consultancy team.
-CVs for team members.
-A fixed price for undertaking the commission that is broken down in accordance with the proposed methodology and programme.
-A detailed programme.
8.3The system below will be used to score the tenders on a 70% quality, 30% price basis. This exercise will be carried out for each tender submission.
Method
The table on the following page will be used as a guide in evaluating each aspect of the tenderers’ submissions against the headings in the Quality Aspect table. The numerical value given to each aspect by the person reviewing the submitted tender should be recorded in the Marks Awarded column of the Quality Aspect table.
Assessment Standard / MarksVery high standard: no reservations at all about acceptability / 10
High Standard / 7-9
Good Standard: acceptable with minor reservations / 5-6
Acceptable: there are significant reservations but not sufficient to warrant rejection / 3-4
Not Acceptable / 0-2
Quality Aspect / Criteria Weighting (A) % / Marks Awarded* (B) / Weighted Score (WS) (A)x(B)
Methodology / 60
Programme / 15
Relevant experience and suitability of staff / 25
Total / 100
The maximum WS is 1000
* See ‘Assessment Standard’ table
The aggregated Quality Score (QS) will be calculated as follows:
QS= WS x70=
1000
The Pricing Score (PS) will then be calculated as follows:
PS=LTOPx30=
TOP
Where:LTOP = Lowest Tendered Overall Price
TOP = Tender’s Overall Price
The total tender Assessment Score (AS) will be calculated as follows:
AS=QS+PS