Provision of Services for The Right to Make: A Creative Access Project

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1. At a glance

2. Scope of Work

This tender seeks services for "The Right to Make: A Creative Access Project," an initiative by COPE Foundation's Horizons service, in partnership with Cork City Council and supported by Creative Ireland. The project aims to engage intellectually disabled adults in Cork City through artist-led creative workshops. The procurement is divided into two lots, each resulting in a separate contract.

Lot 1: Coordination Services The successful tenderer will be responsible for the overall coordination and implementation of "The Right to Make" project. This involves:

• Planning, scheduling, and coordinating all project activities, including training, workshops, and events.
• Supporting the recruitment and onboarding of artists and facilitators.
• Managing logistics and liaising with community partners and venues.
• Maintaining project timelines and ensuring alignment with funding requirements.
• Managing project budgets, including financial tracking and reporting.
• Collaborating with Lead Artist(s) on operational and creative elements.
• Maintaining accurate records of participation, activities, and outputs.
• Attending Steering Group meetings.
• Liaising with Cork City Council representatives through Working Group meetings.
• Ensuring health and safety regulations are met.
• Coordinating project communications with partners (Horizons, Cork City Council, HSE).
• Documenting the project through photography, video, or storytelling (with consent).
• Acting as a key point of contact for partners, participants, and artists.
• Supporting inclusive engagement strategies.
• Contributing to reporting for Creative Ireland and project partners.
• Ensuring compliance with Horizons' governance processes, Creative Ireland funding expectations, and organisational policies (safeguarding, accessibility, data protection).
• Liaising with the independent Project Evaluator and facilitating evaluation activities.

Lot 2: Administration Services The successful tenderer will provide administrative, organisational, and logistical support to assist in the effective delivery of the project. This includes:

• Supporting the coordination of project activities, including scheduling, communications, and documentation.
• Providing administrative support to the Project Coordination Services Provider, Steering Group, and project partners.
• Supporting financial administration, including expenditure tracking and record maintenance.
• Assisting with logistics for workshops and events, liaising with Horizons staff, and supporting on-site coordination.
• Maintaining efficient online systems (e.g., Microsoft 365) and digitising/backing up records.
• Preparing and circulating meeting agendas, and recording/circulating minutes.
• Supporting project documentation, including consent forms and organising files in line with GDPR.
• Assisting with the preparation and implementation of project updates and reporting documents.
• Contributing to communications activities, including social media content and promotional materials.
• Supporting the collection and organisation of monitoring and evaluation data.
• Providing support for project activities outside standard business hours, where reasonably required and agreed.

Services for both lots will be delivered remotely, with in-person meetings and activities required in Cork City. Horizons Montenotte Cork campus is the principal service location. The project comprises five integrated work packages: Set-Up, Partner Engagement & Foundations (Q2–Q3 2026); Creative Workshops & Knowledge Exchange (Q4 2026); Mid-Point Reflection & External Expertise (Q1 2027); Co-Curated Installation & Evaluation (Q2–Q3 2027); and Public Dissemination & Project Close (Q4 2027). Recording of sessions is strictly prohibited.

3. Background & buyer context

COPE Foundation's Horizons service operates "The Right to Make: A Creative Access Project." This initiative is a partnership with Cork City Council, funded by Creative Ireland through the Creative Health & Wellbeing in the Community 2026-2028 fund. Horizons is a large not-for-profit organisation in Munster, supporting over 3,500 individuals with intellectual disabilities and additional needs. The project aligns with the UN Convention on the Rights of Persons with Disabilities (UNCRPD) and aims to make Cork a more inclusive and diverse place. The project's strategic drivers include promoting person-centred, community-based, self-directed services and fostering social change through arts and creative practice. The procurement is structured as a Restricted Procedure, with an initial two-stage evaluation process.

4. Eligibility & selection criteria

Criterion Requirement