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United Kingdom-Edinburgh: Museum-exhibition services
Modification of a contract/concession during its term
Section I: Contracting authority/entity
Section II: Object
Semi Permanent Exhibition — Design, Build and Digital Interpretation Services and Ongoing Support
National Library of Scotland, George IV Bridge, Edinburgh.
The Library requires exhibition design, build, digital Interpretation plus ongoing support services contract. The technical solution proposed for the design, build and digital interpretation must be robust and built to last for a minimum of 5 years.
Exhibition design and build services
Design and build of a semi-permanent exhibition in the newly converted Treasures Gallery within the operational parameters of the newly fitted out space and in collaboration with the library project team.
The primary focus of the treasures gallery is:
To provide a showcase experience where visitors can view a selection of ‘must see’ items from the Library’s collections which collectively communicate the span of the collections (the earliest item dates from the 9th century, with new material added daily) and the significance of the collections to an understanding of Scotland’s history and culture within this the space should deliver:
1) a build of quality and elegance (within the budget parameters) on a par with the Library’s national status;
2) an environment which allows for an integrated and seamless display of a wide variety of items of different sizes and formats: historic, modern, intimate, large scale, cased, framed, manuscript, print, audio visual and born-digital items;
3) an atmosphere which aims to actively engage the visitor, through language and interpretation which is welcoming and inclusive;
4) a feeling of shared ownership and continuity of collecting which reflects the Library’s status as a ‘memory institution;’
5) a range of digital presentations to showcase moving image, sound and digital items held within the Library’s collections and which encourage visitor engagement.
To provide digital interpretation services i.e. interactives and audio visual displays including the physical infrastructure, hardware, software and content. Digital interpretation will be integrated throughout the new Treasures Gallery. Digital elements will provide multiple pathways for audiences to engage with the collections — both those which are on display in the Gallery and those which are not. When designing the digital interpretation it must be done in a way that allows easy access to the hardware provided for repairs.
Project management services
The appointed designer will project manage the delivery of all the services in the design, build and digital interpretation of the Treasures Gallery redisplay. They will work collaboratively with the library project team and in liaison with the internally appointed named library project manager. They will be expected to attend monthly project management meetings with the library project team as appropriate (approximately 7) and meet with the library project manager out with the monthly project management meetings as required. The delivery of the project will be managed in accordance with key dates; any significant changes to the programme will be in agreement with library project manager. The appointed designer will hold responsibility for managing the contracts of all their directly appointed subcontractors and ensuring the project is adequately resourced at all stages of delivery.
On-going support services
The ongoing support and refresh contract will run for a minimum of 2 years with an option to extend for a further 3 x 12-month period. The support contract will commence the day following the actual snagging sign off date. The Library requires a reactive support service for the hardware and software provided for the digital interpretation. In addition small scale refreshes of the Treasures Gallery will be required with the rotation of collections material on display as appropriate and/or on an annual basis.
The contract will not be divided into lots as it would make the execution of the contract overly complicated.
Section IV: Procedure
Section V: Award of contract/concession
Section VI: Complementary information
Award criteria questions can be found in the schedules to tender — quality (technical) response along with weightings issued with the ITT. Unless stated otherwise in the ITT and associated schedules to tender the award scoring methodology will be as follows.
0 = Unacceptable — Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.
1 = Poor — Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled and or may be overly generic.
2 = Acceptable — Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas and or may be generic in part.
3 = Good — Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.
4 = Excellent — Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.
Bidders conference — a bidders’ conference/site viewing/meet the buyer event will be held on 30 July 2019: National Library of Scotland, George IV Bridge, Edinburgh, EH1 1EW.
This will consist of a short presentation by Library staff and the opportunity for you to ask questions on anything arising from your reading of the ITT documents.
You should note that places are limited to a maximum of two representative(s) and that the Library is unable to pay any travel costs or expenses.
The bidders’ conference will commence at 10.00 on 30 July 2019 and will conclude no later than 12.30. The name(s) of your representative(s) attending the bidders’ conference should be emailed to firstname.lastname@example.org by 26 July 2019.
The Library is not bound to accept the lowest priced or any offer.
Form of contract — the successful supplier will be required to enter into a formal service contract in the form as detailed in SG Model form of contract for services available for download with the ITT.
Tenders must be submitted in the format as detailed in Annex B, Appendix 3 of the ITT.
Section VII: Modifications to the contract/concession
Exhibition design, build, digital interpretation plus ongoing support service contract.
There have been no earlier changes to the contract.
Contract key dates adjusted for completion of design and build and overall completion of the contract including any extensions periods now expected to be 6 November 2025. Inclusion of additional good and services as a result of the development of the design and build from concept design to final design (exhibition projection delivery hardware and software plus plinth modifications within the radian exhibition case.).
The contract for exhibition design, build, digital interpretation plus ongoing support of a semi permanent exhibition is to be extended by 5 months in accordance with Regulation 72(1)(c)(i) of the Public Contracts (Scotland) Regulations 2015.
Prices have been adjusted to take account of the additional design and build services (exhibition projection delivery hardware and software and radian case plinths and the contract is being extended due to Library lock-down as a result of Covid-19 whereby the contractor cannot access site to build the exhibition as per the original programme. Contract delivery key dates have been adjusted by 5 months and assumes contractor will have access to Library premises by September 2020 with snagging and handover by 6 November 2020, when the support contract commences.