Financial Consultant Specification and Brief

1. Introduction

Biggin Hill Memorial Museum (the Commissioning Authority) seeks to appoint aFinancial Consultant with proven experience of working with museums or heritage organisations.

 

2. Aim

To procure the services of a Financial Consultant (practising accountant) to practically support the Museum Director and Bookkeeper to develop robust financial procedures, controls, and systems, ensuring compliance and diligent resource management appropriate to a small organisation.

 

3. Business Objectives

Creating, developing and upholding financial procedures, with due diligence to best practice in security and financial standards, will ensure Biggin Hill Memorial Museum is a financially sustainable organisation with a robust financial model at the heart of the business.

 

4. Deliverables

By the 29th March 2020, a financial consultant will have provided the Museum Director and Bookkeeper with a clear financial working model, including working templates, which will enable them to Implement the following procedures:

 

  • Monthly management accounts and reports which will also provide a narrative on any highlights or movements in the figures against the budget
  • Quarterly statements
  • Appropriate and detailed commentary on income, expenditure and relevant trends, including profits, losses, and cost of sales
  • Support colleagues to develop knowledge on the business and its needs
  • Support benchmarking activities against similar attractions.
  • Maintain XERO and other financial records and documentation systems, both digital and manual.
  • Upload, hold and analyse financial data using Xero (and manual systems where appropriate)
  • Prepare and process income and expenditure invoices to ensure accuracy, efficiency and appropriate sign-off, remembering always the principles of best value, customer service, and charitable accounting
  • Maintain and monitor a debtors list to secure outstanding payments and minimise future risks.

It is envisaged that the financial consultant will spend significant time in the museum office putting the new financial procedures in place, and actively adopting them in partnership with the Museum Director and Bookkeeper so that at the end of the contract the museum is already utilising the new financial management system. This is a hands-on and collaborative contract, and the museum is not looking for a consultant to merely advise. By 29th March 2020, the Museum Director and Bookkeeper will have gained a suitable understanding of current tax rules, including in relation to trading income, Gift Aid and investment, to enable them to effectively manage the day to day business of the museum. The consultant will also provide them with a suitable understanding of applicable VAT, including recoverable vs irrecoverable VAT, exemptions and zero-rating.

 

5. Measurement

The museum will have robust financial procedures, controls and systems in place to drive the business forward.

 

  1. Price

The fee for this proposed work has been set at £7,800 inclusive of VAT and expenses.

 

7. Timeline

20 hours a week

Start date Tuesday 4th February 2020until 29th March 2020

 

8. Project Budget

The budget for the Biggin Hill Memorial MuseumFinancial Support is £7,800 and is inclusive of all services associated with the development and delivery of this work.

 

  1. Award criteria
  • A proposal for undertaking the work should include:
  • A detailed methodology
  • Details of staff allocated to the project, together with experience in carrying out similar projects
  • A timescale for example, in the form of a Gantt chart, for carrying out the project
  • Cost breakdown for the work

Proposals submitted will be assessed by Biggin Hill Memorial Museum 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 experience does the bidder demonstrate in order to successfully complete the work.

10. Procurement Process

Proposal return deadline: Wednesday 15th January 2020

Interviews: Friday 24th January 2020

Biggin Hill Memorial Museum will notify bidders of our procurement decision in the week commencing 27th January 2020.

Biggin Hill Memorial Museum will let bidders know whether they have been successful via email.

Proposals should be emailed to Katie Edwards, Museum Director at k.edwards@bhmm.org.uk by

11.59 pm on 15th January 2020.

 

11. Intellectual Property

Biggin Hill Memorial Museum will retain the rights over any data captured.

The Commissioning Authority and the Agency agree to adhere to the latest GDPR guidelines to ensure the protection and compliant handling and storage of personal data.

12. Background to Biggin Hill Memorial Museum

The development and delivery of the Biggin Hill Memorial Museum project were led by the Council in partnership with the Biggin Hill Memorial Museum Trust. To date, the project has secured funding of £5.35 million to conserve St George’s RAF Chapel of Remembrance and build a new museum; this includes a grant of £1.95 million from the National Lottery Heritage Fund and £2 million in grants from HM Treasury. The Museum tells the story of Britain’s most famous fighter station, and its role during the Second World War and the Battle of Britain. It also provides a sustainable future for the Grade II listed St. George’s RAF Chapel of Remembrance, built at Winston Churchill’s instigation. The Museum fulfils a longstanding wish of the community to honour those who served at Biggin Hill and the community that supported them. For the first time, everything was brought together to bring this wish to fruition – funding, land ownership, planning permission, and a dedicated team.

St George’s RAF Chapel of Remembrance, Biggin Hill is Grade II Listed. A chapel or station church would have existed at Biggin Hill Aerodrome from early in its history. The history of St George’s Chapel dates to June 1943, at the time of the destruction of the 1,000th German aircraft by fighters from the Biggin Hill sector. Station personnel wished for a memorial to commemorate the growing numbers killed on operations from within the Biggin Hill sector, to remember especially those who had died during the Battle of Britain. Three prefabricated huts, made with steel angle iron frames and lined with fibreboard, were acquired and placed together to form a single rectangular unit as a chapel, similar in size and layout to today’s Chapel. The first St George’s Chapel stood in South Camp, on the business park site which today stands between Wireless Road and Churchill Way. It had taken the place of one of the hangars destroyed during the worst raids of 1940. On the nearest Sunday to Battle of Britain Day, 19 September 1943, a commemorative service was held, unveiling and dedicating the Memorial — the reredos of the present-day Chapel — and the Book of Remembrance, the original Chapel burnt down in 1946.

The Biggin Hill Memorial Museum opened in January 2019 with the objectives to:

  • Remember those who served at Biggin Hill, particularly during the Second World War, and engage visitors in human stories specific to Biggin Hill in wartime
  • Enable the worshipping function of the Chapel to continue
  • Celebrate the heritage of the Chapel itself and highlight its historic features
  • Create a cohesive visitor experience between the areas for worship and Museum exhibitions as well as the wider visitor facilities
  • Protect the Memorial Garden and improve the site’s landscaping
  • Create an accessible site, which serves both as a living memorial and provides a special visitor experience for a wide range of visitors. Site access requirements include those for schools who will require coach parking.

The Museum exhibitions have been designed by the Redman Partnership LLP.   The approach towards interpretation and exhibition design is based on the vision: ‘Biggin Hill; inspiring generations, remembering the few and honouring the Many.’ The Museum gathers, protects and makes known the stories of Biggin Hill and communicates its significant role in shaping the modern world.

 

The Museum is divided into the following exhibition themes:

 

  1. Introduction to the Museum including three key people and a 1946 aerial map of the airfield
  2. The early years including The First World War; early wireless development
  3. Now and then: Biggin Hill over 100 years
  4. The Many
  5. WAAFs
  6. The Few
  7. Village Life
  8. Children
  9. Family in War
  10. Scramble zone
  11. Combat
  12. St George’s Room
  13. The Chapel
  14. The exterior; including the Gate Guardians, the Memorial Garden