Deadline for tender submissions – Friday 16 January, 12 noon (UK Time)
1. Purpose
1.1 The purpose of this procurement process is for the Archives and Records Association and The National Archives to select a supplier with significant leadership training experience to chair and present at an event for recordkeepers focused on foundational leadership skills, including communication and confidence.
2. About us
2.1 The National Archives is the official archive and publisher for the UK government, and for England and Wales. In 2011, The National Archives took on leadership responsibilities for the archive sector in England, working with over 2,500 archives across the country. Its current strategy, Archives for Everyone, sets out The National Archives’ ambition to become the 21st-century national archive, one that is inclusive, entrepreneurial, and disruptive. The government’s strategic vision for the sector, Archives Unlocked, outlines the leadership priorities under the themes of trust, enrichment and openness, and describes its work to encourage a sustainable and innovative archives sector.
The National Archives also has responsibility for the management of Public Records held locally across England and Wales and performs the Historical Manuscripts Commission’s functions in relation to independent archives across the UK. Its support and advice help archives to develop and enhance their services, facilities and collections.
2.2 The Archives and Records Association (ARA) is the UK and Republic of Ireland’s lead professional membership body for archivists, records managers and archive conservators. It is not a trade union: its several thousand members work across the public, private and voluntary sectors and are specialists. ARA promotes continuing professional development and professional standards, encourages innovation in the sector with a range of partners locally, regionally, nationally and internationally.
The Archives and Records Association also provides members with a range of services, including training, workplace research, professional registration, competency frameworks and policy advocacy. It represents those with professional interests in record keeping. It promotes working together to maximise heritage collections and to offer the best possible services in access, outreach and collections’ stewardship.
3. Background
3.1. On 20 June 2023, The National Archives and ARA entered into a Collaboration Agreement for 2023 – 2025. This Collaboration Agreement builds on the desire for cooperation and collaborative working between The National Archives and ARA. The agreement outlines how both organisations will continue to build on their relationship to date to ensure strong leadership and clarity for the archive, records management and archive conservation disciplines.
3.2. Both organisations are committed to finding solutions to challenges related to workforce development. It is an acknowledged problem that archivists are not rising to leadership roles outside of the archive. In April 2024, The National Archives and ARA commissioned Louise Ray to undertake research into the barriers, opportunities and solutions related to career mobility and leadership skills within the record keeping sector.
Building on this research, in July 2025, The National Archives and ARA hosted The Leadership for Recordkeepers Summit at Friends House, London. This event aimed to celebrate leadership across the recordkeeping sector and provide delegates with the chance to understand better their current skills, improve their confidence and explore opportunities to develop their leadership.
3.3. The Leadership Foundations event builds on the evaluation of the summit, responding to delegates confidence levels related to leadership skills and the request for further networking opportunities.
4. Requirement
4.1. Scope of work
The Leadership Foundations event will take place on one day during the week commencing 2 March (10:00 – 15:00) at a location in Birmingham (details to be confirmed). The consultant will provide the event introduction, deliver three short presentations, chair and facilitate panel discussions and Q&A sessions, and engage the audience throughout the event.
4.2. Required deliverables
1) Event introduction: Deliver a 15-minute opening session to welcome attendees, outline the agenda, provide a short presentation which introduces relevant leadership theory, and the importance of continuing professional development (CPD), to help frame the day.
2) Prepare and deliver three 10–15-minute presentations on:
(i) Communicating to influence
(ii) Managing difficult conversations
(iii) Negotiation and influence in leadership
Each presentation will precede a panel discussion, or case study presentations. The presentations should be interactive and weave CPD messaging throughout.
3) Panel chairing and facilitation: Act as a chair and facilitator for two panel discussions and one case study session, introducing speakers, managing time, and moderating a Q&A.
4) Audience engagement: Use a collaborative tool (e.g. Mentimeter) to run live polls and questions during sessions, capturing audience input and maintaining lively engagement.
5) Wrap-up: Deliver a 10–15-minute closing summary presentation recapping learning points, reinforcing CPD, and sign-posting next steps.
6) Support The National Archives in developing an evaluation form for the event. Ensure attendees complete the evaluation form during the event.
4.3. Pre-event preparation
1) Attend a project set-up meeting with The National Archives and ARA
2) Liaise with panel and case study speakers to co-ordinate the content of the sessions.
3) Create a slide deck for the introduction and the three presentations delivered by the supplier, a facilitation plan for panels and Q&As, and suggested interactive poll questions, to be shared with and approved by ARA and The National Archives in advance
5. Budget
5.1. We anticipate this work will take approximately four days work, including:
• one day liaising with The National Archives, ARA, and speakers
• two days preparation and production of event materials
• one day event delivery and follow-up evaluation meeting
The total contract price is £3,200 excl. VAT, inclusive of all other expenses.
6. How to respond
6.1. If you have any clarification questions related to your response, please submit these to ASL@nationalarchives.gov.uk by Friday 9 January, 5pm (UK Time).
6.2. Please submit your response via the Smart Survey expression of interest form by Friday 16 January, 12 noon (UK Time)
6.3. It is for you to determine what format your Tender Response should take so as to describe your offer in a clear, comprehensive fashion. However please ensure your Tender Response includes as a minimum:
• your understanding of the project and deliverables.
• details of your prior experience suited to this project, including understanding of sector-related guidance and standards.
• your proposed methodology for delivery of the project deliverables (refer to section 4 above)
• names and experience of the individuals you will assign to the project, and their involvement with each phase of unit of the work.
• your contract price, including breakdown of costs for each phase or unit of work, day rate for each team member and other costs or expenses.
[The Smart Survey expression of interest form includes a section on contact details and contract price. Suppliers are welcome to submit their tender in the comment box provided, or as an attachment. Suppliers are also welcome to submit additional attachments to support their tender response, i.e. a CV]
7. Evaluation
7.1. Your Tender Response will be evaluated using the following criteria:
1) Extent to which proposal demonstrates an understanding of the brief
2) Knowledge and experience relevant to the project, including understanding of the archive or wider culture and heritage sectors
3) Quality of methodology
4) Contract price
Each of the four criteria will be assessed against a maximum score of 5 points (1 being the lowest). The Tender Response will receive an overall score out of 20 points.
8. Timetable
• Deadline for potential suppliers to submit clarification questions to ASL@nationalarchives.gov.uk: Friday 9 January, 17:00.
• Deadline for potential suppliers to submit tender responses: Friday 16 January, 12 noon.
• Contract award: week commencing 26 January.
Submit your tender application via the SmartSurvey form by 16 January, 12 noon (UK Time)