Sow Feb8 Final

statement of work for le musée d’art contemporain de montréal

,

re : exhibition « electromagnetic bodies » curator: l. czegledy

prepared by:

cheryl sim, project michael barbara lizzie biset jérôme gagné wayne largan julie osmond debbie robinson

manager

version:

1.0

contract # :

3488

date:

february 8th, 2006

statement of work 1.0

introduction

founded by the québec government in 1964, the musée d'art contemporain de montréal's mandate is to promote and conserve québec contemporary art and to assure a place for international contemporary art through acquisitions, exhibitions and other activities. commissioned by the musée d’art contemporain de montréal, the coordinator’s (our team) have been asked to mount a group art exhibition of quebec and canadian contemporary artists. named “electromagnetic bodies”, this exhibition will be curated by independent canadian curator, louise czegledy. the exhibition is slated to open on february 7th, 2007 and close on may 9th, 2007 1.1     

background

preliminary meetings with the curator will confirm necessary details to carry out the planning of the exhibition. issues to be clarified include technical, financial, administrative, coordination, promotion, and follow-up. milestones and controls shall be identified and agreed upon in order to maintain the critical path of the project, insuring that deadlines are met and quality is upheld. weekly meetings will be conducted and recorded to ensure effective progress. monthly progress reports will be created and followed. 1.2

scope

the work to be performed with regards to the above exhibition is delimited by the following work phases: inclusions Ÿ planning Ÿ installation Ÿ promotion Ÿ monitoring (including documentation) Ÿ take-down Ÿ evaluation exclusions Ÿ other art exhibits within the same period Ÿ all prior contacts with the artists before dealing with this exhibition appendix i details the high-level work breakdown structure (wbs)

1.3

objectives

general Ÿ carry out the presentation of the exhibition “electromagnetic bodies” from start to finish Ÿ keep with the musée’s mandate. specific Ÿ create plans for the various phases (as outlined in 1.2) Ÿ implement plans as per phase and identified milestones, adjusting where necessary Ÿ institute and follow-through on controls to ensure quality for the various task categories that include: Ÿ administration & coordination Ÿ technical Ÿ promotion Ÿ documentation Ÿ see project through to take down, Ÿ conduct evaluation and submit final report to the musée’s board of directors. 1.4

period of performance

in phase 1, we are allocating 10 months to the planning of the exhibition “electromagnetic bodies”. promotion for the exhibition will start 6 months prior to the opening. we will need 2 months for installation roughly from december 2006 to february 2007. the exposition will be set up for 4 months from february 7th to may 9th, 2007. the takedown will be from may 10th to the 23rd. the last week will be dedicated to the evaluation of the project. appendix ii provides the detail of the project plan. 1.5

projected cost

the total budget of this project is expected to be approximately 107 310 $.the revenues will be provided by the viewing public (entrance fees) for 14 %, government grants for 70 % and private donations for 16 %. appendix iii provides the details of the budget. 2.0

references

the list of references outlines all applicable documents referenced in this sow. appendix iv details the contents of the list of references.

3.0

requirements

3.1

tasks

the tasks to be performed under this contract are described in appendix v. the contractor must be cognizant of all these task dimensions in order to perform them completely, correctly, and to meet the musée’s expectations. appendix v outlines the main tasks to be delivered in sufficient detail. 3.2

end results / deliverables

3.2.1 list of deliverables by task appendix vi defines the main deliverables of this project by task and person responsible. it also includes the tool used to create the deliverable, the acceptance criteria to move forward and the major milestone of each task (if available). 3.3

schedules / milestones

a single project schedule in the form of a gantt chart (appendix vii) is in progress. 3.3.1 who does what when report the "who does what when" report shall be provided by the contractor with the initial submission, and again following negotiations. this table defines the main tasks that will be accomplished by the curator, head coordinator, head administrator, head technical coordinator, technicians and head of communications. this report will be used by the musée to assess the adequacy of the resources proposed by the contractor to accomplish the sow. appendix viii defines the main tasks to be accomplished according to a proposed timeline. 3.4

other considerations

issue management Ÿ all problems should be reported back to the project manager (cheryl sim) in writing by describing the issue in detail and by completing the issue log template (not attached hereto). Ÿ the escalation and resolution of the issue will be based upon the criticality and length of time required to resolve said issue. change management Ÿ all revisions or adjustments to this sow that may or may not impact the project schedule and/or budget constitutes a change in the scope of this project. Ÿ a formally written change request form (template not included) will need to be filled out for any modifications related to design, non-compliance and implementation affecting delivery of the project. Ÿ the project manager will be responsible for ensuring that all change requests are duly completed and prioritized.

4.0

progress / compliance

the musée’s board will receive the following from the project manager in order to monitor progress and ensure compliance: • weekly status report • weekly meetings • monthly progress report • project management team (pmt) meetings please consult appendix ix through xi for several of these types of reports

appendix i:

high-level work breakdown structure

appendix ii:

project plan (period of performance)

appendix iii:

projected budget

electromagnetic bodies phase number & title

start date

end date

1-feb-06

1-oct-07

phase 2.0a (promotion)

1-sep-06

1-feb-07

phase 2.0b (installing)

1-dec-06

1-feb-07

phase 3.0

(monitoring)

7-feb-07

9-may-07

phase 4.0

(take-down)

10-may-07

23-may-07

phase 5.0

(final evaluation)

23-may-07

31-may-07

phase 1.0

(planning)

appendix iv:

list of references

reference contracts revenues sales grant federal gov grant provincial gov private donations insurance

details -

policies

total technical expenses specs insurance materials office expenditures artistswebsites fee curator staff extra technician accommodation per diem decor equipment rental documentation communications promotion transportation local transportation contingency 5%

total

for curator for artists (in accordance to the canadian artists representation % copyright collective 14700 14% for installers 45000 42% for promotion campaign

30000 28% 17610 16% all standard legal forms including appraisals, facilities, liabilities,

perils included and perils excluded

107310

100%

-

for crating and shroud wrapping for shipping and handling for installation%and take down 2000 2% equipment not supplied by artist document for required 1380 1% construction document for required

-

4200 4% http://www.carcc.ca http://www.pacart.ca 3500 3%

500

0%

65000 500 4600 2325 1500 3000 2500 1595 5000 2200 2400 5110

61% 0% 4% 2% 1% 3% 2% 1% 5% 2% 2% 5%

107310

100%

appendix v: phase 1.0

category administration & coordination

task # 1.0 1.1

task -floor plan -curatorial texts & images

2.0 2.1 2.2 2.3

-installation schedule -schedules -meetings -security

3.0 3.1 3.2 3.3 3.4

-costing -budget -insurance -transport & customs formalities -travel arrangements

4.0

-contracts

5.0 5.1 5.2 6.0

-installation plan -technical specifications list -equipment list -monitoring

7.0 7.1 7.2 7.3

-construction -uncrating -installing works -handling of works

8.0 9.0 9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 10.0

-signage -promotion plan -web page -press release -poster -invitation cards -outreach -public relations -sponsors -opening -monitoring

11 11.1

-receipts -bills

technical

12.0

-maintenance of installation

promotion

13.0

-media follow up reveiw

documentation

14.0 14.1 14.2

-documentation - videos -documentation - slides -documentation -photos

technical 2.0a

list of tasks

administration & coordination technical

2.0b

promotion

3.0

administration & coordination

4.0

5.0

administration & coordination

15.0 15.1 15.2

-monitoring -receipts -bills

technical

16.0 16.1 16.2

-demolition -crating -moving

administration & coordination

17.0 17.1

-cost report -final evaluation report

appendix vi:

list of deliverables by task

exhibition: electromagnetic bodies curator: l. czegledy 07 february, 2007 – 09 may, 2007 opening: 07 february, 2007 phase #

phase

task #

task name

responsibility

end result / deliverable

tool used curator’s own

acceptance criteria compliance to macm’s mandate and regulations, and approval by macm’s director

schedule / milestone

1.0

planning

1.0

floor plan

design of the exhibition floor plan

floor plant blueprint

1.0

planning

1.1

curatorial texts & images

to provide written texts and images, translation, proofreading, layout

hard copy document for website designers, promotion and pprr

1.0

planning

2.0

installation schedule

detailed breakdown

installation schedule

gantt chart

compliance to related tasks

installation schedule

1.0

planning

2.1

scheduling

main schedule

installation schedule

gantt chart

compliance to related tasks

main schedule

1.0

planning

2.2

meetings

coordinate meetings

schedule

list

compliance to related tasks

1.0

planning

2.3

security

arrange for appropriate security

1.0

planning

3

costing

costing the installation

budget estimate

excel doc

macm’s budget allocation

estimate

1.0

planning

3.1

budget

create budget

final budget

excel doc

approval by macm’s director

budget

1.0

planning

3.2

insurance

seek additional premiums

premiums secured

according to artists contract

1.0

planning

3.3

transport & customs

arrange and coordinator transport and customs

transport and customs formalities

according to artists contract and main

floor plan

compliance to macm’s criteria

macm’s criteria and contracts

insurance premiums secured dates for transport and

formalities

formalities coordination, booking and contracting of air/ground transportation and accommodation for artists and special guests draft and produce all contracts for parts involved

organized and secured

schedule

hotel confirmation numbers and air record locators

compliance to all scheduled especial events

documents secured

1.0

planning

3.4

travel arrangements

1.0

planning

4.0

contracts

1.0

planning

5.0

installation plan

create technical plan

technical plan

approval from head coordinator

1.0

planning

5.1

technical specifications list

detail of necessary technical equipment and installation

quote according to detail

compliance to curator’s floor plan

1.0

planning

5.2

equipment list

create equipment list for approval

final equipment list

approval from macm’s director

final equpiment list

2.0a

installing

6.0

monitoring

monitoring of installation

2.0a

installing

7.0

construction

mounting physical elements

physical elements mounted

approval from head coordinator

physical elements mounted

2.0a

installing

7.1

uncrating

opening crates, condition report,

pieces uncrated and prepared

approval from head coordinator

works prepped

2.0a

installing

7.2

installing works

careful installation of works & equipment

works and equipment installed

approval from head coordinator

works & equipment installed

2.0a

installing

7.3

handling of works

create maintenance plan

maintenance plan

approval from artists and curator

2.0a

installing

8.0

signage

install signs

signs installed

approval from head coordinator

2.0b

promotion

9.0

promotion plan

outline of promotion outreach, update and expand database

proposal of promotion campaign

all necessary contracts reviewed and signed

contract type

compliance to macm’s standard contracts

compliance to macm’s criteria and approval by

technical plan

promotion plan

macm’s director 2.0b

promotion

9.1

webpage

page design, testing, launching and updating

webpage design presentation to curator and macm

compliance to promotion outline and macm’s criteria

2.0b

promotion

9.2

press release

design of official press release

final press release

macm’s standard criteria

press release

2.0b

promotion

9.3

poster

design of official poster of exhibition

completed design for poster

compliance to promotion outline and macm’s criteria

poster distributed

2.0b

promotion

9.4

invitation card

design and layout & printing of invitation card

final invitation card

macm’s standard criteria

final card printed

2.0b

promotion

9.5

outreach

compile data base of addresses

address list complete

approval by head coordinator

invitation card distributed

2.0b

promotion

9.6

public relations

outreach to media

articles, mentions in media

2.0b

promotion

9.7

sponsors

seek sponsors for opening

wine/beer sponsor

2.0b

promotion

9.8

opening

plan opening

execution of opening

3.0

monitoring

10.0

daily monitoring

check operating, debugging

smooth operation of installation

3.0

monitoring

11.0

receipts

process receipts

receipts in order

3.0

monitoring

11.1

bills

pay bills

bills in good standing

3.0

monitoring

12.0

maintenance of installation

3.0

monitoring

13.0

media follow-up

verify the maintenance of installation, repair when necessary media checking for articles, follow-up with journalists

smooth operation of installation articles and reviews of exhibition

opening

planning and execution of videotape, slides photos

compliance to macm’s requirements about documentation

3.0

monitoring

14,0 14.1, 14.2

4.0

take-down

15.0

monitoring

plan & monitor take down

4.0

take-down

15.1

receipts

process receipts

receipts in order

4.0

take-down

15.2

bills

pay bills

bills in good standing

4.0

take-down

16.0

demolition

take down equipment and works

works and equipment down

4.0

take-down

16.1

crating

crate works

works prepped for transport

4.0

take-down

16.2

moving

move works out

works shipped out

5.0

evaluation

17.0

cost report

create final cost report

final cost report

see budget

cost report

evaluation

planning processing all means of evaluation from visitors count to media critique, artists and public feedback

evaluation report

compliance to macm’s mandate and requirements

evaluation report submitted, project complete

5.0

evaluation

17.1

documentation

quality documentation of exhibition

according to artists specs

appendix viii: who does what when table

primary resource curator

head coordinator

defined responsibilities

beginning

• • • • • • • • • •

liaison with artists, responsible for exhibition floor plan, texts, images, curatorial report, supervision of installation, instructions for exhibition, monitoring of exhibition documentation, supervision of take down, collaborate on final evaluation report

1-02-2006 1-02-2006

• • • • • • •

responsible for contracts, insurance, customs formalities, travel, accommodations, per diems, meetings and receptions, administrative report, meeting reports, collaborate on and produce final evaluation

1-02-2006 1-08-2006 1-09-2006 1-02-2006

1-12-2006 1-01-2007 1-02-2007 10-05-2007 23-05-2007

1-02-2006 23-05-2007

end 1-10-2006 30-04-2006 1-09-2006 1-10-2006 31-01-2007 1-02-2007 9-05-2007 1-03-2007 23-05-2007 31-05-2007 1-04-2006 1-10-2006 1-11-2006 30-09-2007 1-07-2006 9-05-2007 31-05-2007

report head administrator

head technical coordinator

technicians

• • • • • • • •

responsible for costing, controlling budget, budget report pre-project, budget report mid-project 1, budget report mid-project 2, handle receipts, bills, final cost report, collaborate on final evaluation report.

1-02-2006 1-05-2006

• • • • •

responsible for installation plan, pre-installation report, post-installation report, supervising technicians, collaboration on final evaluation report

1-03-2006

1-12-2006 23-05-2007

1-05-2006 30-10-2006 31-01-2007 31-01-2007 31-05-2007

•

responsible for implementing installation

1-12-2006

31-01-2007

1-08-2006

31-08-2006

1-02-2006 23-05-2007 23-05-2007

31-05-2006 31-05-2007 30-06-2006 31-12-2006 1-04-2007 31-05-2007 31-05-2007 31-05-2007

plan under supervision of the head technical coordinator head of

•

responsible for promo plan,

communications

• • • •

promo report pre-opening, promo report post-opening, implementation of promo plan, collaborate on final evaluation report.

1-09-2006 23-05-2007

31-01-2007 15-02-2007 1-02-2007 31-05-2007

appendix ix:

MEETING

weekly status report template

give a general presentation of the meeting

purpose minutes of project progress review date january 31 , 2006 meeting room tbd conference call no. tbd meeting facilitator c. sim

meeting initiator time meeting duration participants’ code minutes author

c. sim 15:00 30 minutes m. barbara

list the persons that are to attend the meeting

ATTENDEES name

title

tick if present

tel. no.

(double-click)

cheryl sim michael barbara julie osmond elizabeth bisset jérôme gagné wayne largan debbie robinson

COPY LIST (CC)

project manager

list the names of the persons who should receive copies of the meeting minutes in addition to the attendees

________________________________________________________________________________________________________

1.0 review of action items from last staff meeting 2.0 review progress 2.1 activities 2.2 this week accomplishments 2.3 next weeks accomplishments 2.4 review issues 2.5 review key facts & figures 2.5 review any actions from previous week 3.0 miscellaneous topics • •

4.0 feedback

present the decisions that were taken during the meeting

SUMMARY OF DECISIONS TAKEN •

at this point in time, it was decided not to send any further communications to other directors.

NEXT MEETING wed. feb 1st

date

ACTION ITEMS no.

1 2 3 4 5 6 7 8 9 10

list the general information about the next meeting

time

17:30

location

pm class

duration

30 minutes

describe the actions that are to be taken after the meeting

action

modify and complete template created by michael create weekly status report example complete section 3.1 (tasks) modify and complete section 1.4 (period of perform) complete who does what when report incorporate issue & change mgmt in section 3.4 complete monthly project status report complete weekly minutes example complete list of deliverables by task template complete list of references (section 2)

resp.

priority

status

due date

team

high

open

feb. 1st

cs

high

open

wl, eb

high

open

feb. 1st

jo

high

open

feb. 1st

wl

high

open

mb mb mb

mediu m mediu m mediu m

feb. 1st

feb. 1st

open

feb. 1st

open

feb. 1st

open

feb. 1st

eb

high

open

feb. 1st

eb

high

open

feb. 1st

appendix x:

weekly team meeting template

subject of the meeting

sow template

meeting date

january 25th, 2006

minutes prepared by

michael barbara

meeting location

classroom

absents /

none

attendees

cheryl sim michael barbara elizabeth bisset jérôme gagné debbie robinson wayne largan julie osmond

items discussed 

inclusions and exclusions in the sow as per the outline given by mr. blagih.



review and modifications to the template sow completed by michael barbara



assignment of remaining tasks in the sow by cheryl sim



review of project budget completed by jérôme gagné



review of period of performance spreadsheet completed by julie osmond

actions items description

person in charge

deadline (yyyy-mm-dd)

complete weekly team minutes example

michael barbara

feb 1st, 2006

complete monthly project status example

michael barbara

feb 1st, 2006

complete weekly status report example

michael barbara

feb 1st, 2006

complete who does what when report

jérôme gagné

feb 1st, 2006

modify period of performance spreadsheet

julie osmond

feb 1st, 2006

complete list of deliverables by task template

lizzie biset

feb 1st, 2006

complete list of references

lizzie biset

feb 1st, 2006

appendix xi:

monthly project status template

project name

« electromagnetic bodies » exhibition

status date

february 1st, 2006

accountable service

the coordinators

project manager

cheryl sim

brief project description commissioned by the musée d’art contemporain de montréal, the coordinator’s (our team) have been asked to mount a group art exhibition of quebec and canadian contemporary artists. named “electromagnetic bodies”, this exhibition will be curated by independent canadian curator, louise czegledy. the exhibition is slated to open on february 7th, 2007 and close on september 9th, 2007 current status / recent accomplishments 

recent completion of the 1st draft of the sow template by michael barbara



review and modifications of the 1st sow draft



assignment of tasks completed and approved by cheryl sim regarding sow

upcoming achievements

date

complete 1st official version of the sow

week 5

complete 1st official version of wbs

week 7

complete gantt/pert chart for project

week 8

assemble all documentation & prepare presentation

week 9