latest by 3.00 p.m. on week 5. - bihyac.bih.nic.in/documents/national eoi for exhibition...

National EOI for Exhibition Designer Selection : Bihar Museum Department of Art, Culture & Youth, Bihar, Patna [Year]

Bihar Government Department of Art, Culture & Youth

(Directorate of Museums, Bihar)

EXPRESSION OF INTEREST

EXHIBITION DESIGNER SELECTION FOR BIHAR MUSEUM

National Expression of Interest invited from individual / firm /

consortium of firms of repute for design consultancy services, for

the Exhibition Designer Selection Process for the upcoming

Bihar Museum, in Patna, Bihar, India. Lord Cultural Resources

are the Master Planning Consultant for this proposed museum.

The details of the EOI can be had from the office of Director

Museums during office hours (Ph- +91 612-2211619 & +91

98350-44088) or www.yac.bih.nic.in may please be visited.

Duly completed soft copies of Expression of Interest packages should be sent to [email protected] and [email protected] by Week 4 latest by 3 P.M. Sealed hard copies of the entries should reach ‘Director, Museums, Bihar, Department of Art, Culture & Youth, Vikas Bhawan, Patna – 800 015’ latest by 3.00 P.M. on Week 5.

Secretary Dept, of Art, Culture & Youth, Bihar, Patna.


BIHAR MUSEUM, PATNA, BIHAR (INDIA)

National Expression of Interest for Exhibition Designer Selection DATE


BIHAR MUSEUM, PATNA, BIHAR (INDIA)

NationalExpression of Interest

Exhibition Designer Services

Table of Contents

1. Project Overview .................................................................................................. 1

1.1 Introduction ............................................................................................................ 1 1.2 Authority & Project Team ....................................................................................... 1 1.3 Project Description ................................................................................................. 2

2. Exhibition Designer Scope of Work........................................................................ 5

2.1 Overview ................................................................................................................. 5 2.2 Summary of Scope of Work .................................................................................... 5 2.3 Team & Expertise Required .................................................................................... 6

3. Submission Requirements & Selection Process ................................................... A.1

3.1 Selection Process Schedule .................................................................................. A.1 3.2 Submission Requirements for EOI ....................................................................... A.2 3.3 Limitations of Liability .......................................................................................... A.5 3.4 Rejection of Proposals ......................................................................................... A.6 3.5 Stage 2 – RFP and Interview ................................................................................ A.6


1. Project Overview

1.1 Introduction

The Department of Art, Culture and Youth (DACY) of the Government of Bihar proposes to develop a new museum located on Bailey Road in Patna, capital of the State of Bihar, which is in an advanced stage of concept and design development. For this purpose, the Department of Art, Culture and Youth (DACY) of the Government of Bihar is undertaking the selection of an exhibition designer to complete the process to tender documentation for fabrication and production. The purpose of this document is to set out the process to select an Indian exhibition design team to provide detailed design, specification and engineering services for a museum quality experience. The concept design and interpretive plan have been prepared by Lord Cultural Resources and will be basis for completing the design to a level from which they can be bid out for production. The selection process is an open national competition and will be organized in two stages.

Stage 1: Expression of Interest (EOI) – from which a shortlist of designer will be selected

Stage 2: Request for Proposal – shortlisted firms will be invited to prepare a detailed proposal and budget.

1.2 Authority & Project Team

Client: The Department of Art, Culture and Youth (DACY) of the Government of Bihar

Architect: Maki & Associates, Japan + Opolis, India

Master Planning Consultant, Exhibition Concept & Coordinator: Lord Cultural Resources, International.


1.3 Project Description

Patna, capital of the State of Bihar, is a city with a storied past. Under several names through the centuries, the city that is now Patna and the area that is now the State of Bihar have played an important role in the evolution of the history and culture of the Indian subcontinent. The proposed new museum acknowledges the important role of Bihar in the evolution of the history and culture of the Indian subcontinent. The Bihar Museum, which is being designed and constructed to world-class standards, is intended to celebrate that heritage and serve as a point of pride for all Biharis and indeed, all Indians. The exhibitions program at the Bihar Museum will be delivered via four distinct yet interrelated exhibition areas with proper orientation and introduction of the visitors through orientation galleries and programs. They are distinct in that each area has its own communication and learning objectives and display characteristics, but together they all respond to, and express, the museum’s mission.

New museum building being designed by Maki & Associates (Japan)


The Bihar Museum will be a new building, planned to meet professional museum standards. It will comprise approximately 15,000 net useable square meters (approximately 24,000 gross) and include public and education spaces, collections storage and workrooms, staff and support areas, temporary exhibitions, social spaces, outdoor garden and more. The permanent exhibitions for which the designer will be responsible include the following: Displays:


Orientation : The Orientation Experiences at the Bihar Museum serve two main functions. First is to prepare visitors for the learning experiences that will be presented in the museum exhibitions by outlining the exhibition program. Second is to act as a physical welcoming and staging area to help manage visitor flow into the museum via a timed experience. This pre-show experience should be welcoming and should convey to visitors that they are in a safe and engaging environment and that the museum is open to all who wish to learn more about Bihar’s fascinating history. While the theatre will be planned by the architect, the designer will be responsible for designing and engineering the project, audio and control system as well as prepare a script outline for the main show. The final script will be prepared by selected producers during fabrication and production

Pre-Show: 175 sq.m. Orientation Theatre: 300 sq.m. Concluding Experience: Variable (TBD)

History Displays The history exhibits at Bihar Museum will interpret Bihar’s prehistoric and ancient past from roughly 10,000 BCE from the appearance of the first peoples in the north of India through the establishment of the first cities of the Indus Valley Civilizations to the Vedic Age and the age of Empire and thereafter through the late medieval and Moghul periods down to the 18 century C.E. Visitors will be invited to meet the great personalities of the past, and explore the sweeping events and achievements of Bihar.

History Exhibition Area : 2900 sq.m

Art Displays The displays of art will be presented in an aesthetic mode that is typical of world class art galleries. Since the art galleries will only display the most exquisite pieces in the collection they will be given much room around them for visitors to experience the works. However, the art galleries would not seek to present art works at the Bihar Museum in a ‘white cube’ environment that removes these works of art from their context. Rather, the design of exhibit elements will reference the cultures from which the objects are taken by using materials and design elements that refer the viewer back to the original context from which the object came. There are 5 art display areas in the Bihar Museum that showcase: Hindu Art, Buddhist Art, Jain Art, Islamic Art, and Regional Arts and Culture

Art Display Area: 850 sq.m


Special Displays Bihar Museum will have 5 special display areas. Each will function as distinct displays unto themselves, though of course they relate to the larger mission and mandate of the Bihar Museum as a whole. The galleries for the Special Displays vary as each has different display requirements which are detailed in the individual interpretive plans below. The Special Displays at the Bihar Museum are:

Regional Cultures Gallery : 300 sq.m Visible Storage (Terracottas) Coin Gallery : 410 sq.m

Children’s Gallery Bihar Museum will have a dedicated space for children. This area is to be designed in zones for children in different age groups such that it instigates a sense of fun and play and also encourages exploration and learning through hands-on exploration. The design of both the exhibits and space should ensure durability and safety for children in respect to materials, enclosure, details, method of usage etc. The space should include minimal text and focus more on mechanical and motor learning.

Children’s Gallery Area : 780 sq.m *The exact sizes of the galleries may be revised slightly as the project progresses.


2. Exhibition Designer Scope of Work

2.1 Overview

A visit to the new visitor centre complex will be an integrated experience that will have many interpretive and entertainment options for visitors – from outdoor, seasonal events to interactive exhibits to children experiences. There will be many reasons to return! The new permanent exhibition and theatre experience will and important part of this exciting new experience. Following the strategy to create a story-driven and engaging experience for participants, the permanent exhibition gallery includes a number of high-tech interactive, models, as well environmental displays for collections. The theatre will be a state-of the-art, custom experience involving numerous monitors, projectors, and sophisticated controls. The team selected to work with the Bihar Museum to realize the design must show demonstrated ability to realize complex media and integrated exhibitory.

2.2 Summary of Scope of Work

The objective of this process is to select the exhibition design team to realize the vision for the Bihar Museum to the level of tender documentation for fabrication, production and installation. The designer will provide, but not be limited, to the following. More detailed scope shall be provided to short listed firms. The selected firm or company will be responsible for the undertaking and execution of the following services under the supervision of Lord Cultural Resources:

Schematic Design and Detailing of the exhibits based on the concepts and interpretive plan developed by Lord Cultural Resources for all types of exhibits including cases, panels, interactive media and more.

Case design – final specification of cases and interior plinths and artifact mounts

Case layouts – detailed layouts of all artifacts selected and specification of mount types

Detailed specifications of materials, sizes, method of construction

Performance specification of all materials selected

Mechanical and electrical coordination

Electrical loading and engineering where required

Lighting design and specification

Multimedia hardware specification and design, performance and design of control rooms

Software treatments – objectives and specifications which will act as instructions to multimedia producers


Model, diorama and hands-on exhibit design and specification

Graphic design – final specification, layouts, map and illustration design. Artwork – ready for production files

Image selection and procurement – research, select and procure all images for panels, murals, etc. These should be rights free.

Exhibition text and label – the design team must include a researcher/writer/historian to prepare all written materials and artifact labels for the exhibition.

Artifact selection – preparing a process and work with the client team to make the final selection of artifacts. These artifacts will then be laid out in the cases.

Content research based on the Lord’s interpretive plan in consultation with historians and history experts that should be a part of the Designer Team/Firm.

The designer will design and detail any other display/interpretive panel inside the Bihar Museum along with design and detail of interior furniture, reception area and the museum shops.

Fabrication Management which will play a pivotal role in short listing of designers and supervision of manufacturing of exhibits as per design and detail.

Prepare list of potential artists and suppliers for completion of custom works.

Tender documentation for selection of fabricators

Other services as required to complete the design to tender ready documentation

Designer must comply with the rules and regulations of the Government of Bihar. Please note that this selection is only for the Exhibition Designer and not for the Fabricators & Suppliers.

2.3 Team/Expertise Required

The design team selected to complete this work must have the following expertise. The design lead should ensure that it includes individuals and sub-consultants to complete the works above. All sub-consultants shall be managed and paid by the lead designer.

Design

Graphic Design

Electrical and Mechanical

Engineering

Lighting

Multimedia/Video

Image Procurement

Writing/Editing

Historian, Art and other experts


3. SUBMISSION REQUIREMENT & SELECTION PROCESS

3.1 Selection Process Schedule

The target opening date for the new Bihar Museum is March 2015. It is expected that the exhibition designer will be selected by November 2012 and the execution of the exhibits will begin by the end of 2013. The Exhibition Designer Selection Process is organized in two stages according to the schedule below. Exhibition Design firms are invited nation-wide to respond to this EOI and submit their qualifications. Up to five firms/teams with the highest scores will be short-listed to participate in Stage 2 of the selection process.

Activity Dates – 2012

STAGE 1 – EOI Post the EOI Week 1 Q&A Period Week 2 Q&A Response – uploaded to the www.yac.bih.nic.in Week 3 EOI Submission Due by Email Week 4 EOI Hard Copy Submission Week 5 Notify Short Listed Designers Week 6

STAGE 2 – RFP Distribute RFP and Interpretation Plan and Exhibition Concept to Short Listed Firms

Week 6

Q&A Period Week 7 Q&A Response – uploaded to the www.yac.bih.nic.in Week 8 RFP Submission Preparation Period – 4 weeks RFP Submission Due by Email Week 10 RFP Hard Copy Submission Week 10 Evaluate Submissions Week 11 Interview Short Listed Designers in Patna Week 12 Selection Committee Recommendation Week 12 Negotiate Fees & contract signing Week 13


3.2 Submission Requirements for EOI

Please submit a PDF file of your EOI package on or before Friday - Week 4 Indian Standard Time to [email protected] & [email protected]. The PDF document should not exceed 10mb or it will not be accepted by the email ids.

Numbered and initialed hard copies of this EOI package should reach the following address latest by Week 5 to the: Director, Museums, Bihar Department of Art, Culture & Youth, Vikas Bhawan Patna – 800 015. +91 612 2211 619, +91 612 2230173 (Fax), +91 98350-44088 (Mob. Director)

Entries will be considered valid only if both the softcopy and hard copy packages reach in the specified time. Delays or absence of one packet as per the timeline will disqualify the entry.

Stage 1 Submission Guidelines

Indian design firms are invited to submit EOI, in A4 format, not exceeding 27 pages in the order outlined below. PDF softcopy of the EOI package should not exceed 5MB. Appendices, additional to the 24 pages, may be included in the hard copy package to provide firm information and resumes. Respondents are encouraged to ensure that submissions are succinct and clearly organized and presented in the order described below. It is important to note that this stage does not require a design proposal. The purpose of Stage 1 is to provide information on firm qualifications, related museum/exhibition design experience, key personnel and an indication of both the innovative and technical potential of the team based on the firm’s design philosophy and examples of its past and current work.

Section Description Page Limit

1. Cover Letter

Include firm name and address and list key members of the design team, with a brief description of what makes your firm and team ideal for this project. Local Patna subsidiary or partner firm can be named in this letter.

Provide contact information for the submission, including name, telephone and facsimile numbers and e-mail address.

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mailto:[email protected]


2. Firm Qualifications

Provide qualifications for the design firm, including background, expertise and approach. Describe capability and those aspects of the firm that make it especially suited to this project.

Identify the location of the office, how long the firm has been practicing, the size of the firm including total professional and support staff by discipline, and any resources that are significant for this project.

Provide tax return documents of the firm for the last 3 years, in India, TAN no. ST no. and company incorporation certificate.

Provide audited annual financial reports of the firm in India of the last 3 years.

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3 Design Team Composition and Key Personnel

Describe the potential team composition. Identify the name, qualifications, role and responsibilities for each key member of the Design Team, including the Lead Designer and Project Manager and provide a concise outline of experience relevant to this project. Position titles should be indicated and time commitment to the project specified.

Provide the professional qualifications and a brief description of the role and capability of each key team member in this section and place resumes in the appendices. Please ensure that you have all the expertise requirements as identified in section 2.0

Include an organizational chart indicating roles and relationships and professional status of all team members.

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4. Project Portfolio

Provide Examples of Work depicting a minimum of 3 and a maximum of 5 relevant completed projects, under the headings below. Images may be photographs and legible drawings and diagrams. Concise captions identifying the role and responsibilities of the respondent, and other salient characteristics or accomplishments may be included.

A Project List page shall precede the illustrations and list the referenced projects under the 3 headings and in the sequence they are presented.

For each project, identify the:

Project Name, Date Completed; Client, Location, Area in Gross

8


Square Feet; Budget; Construction Cost, Project Team and relevance to this project.

Museum/Exhibition Projects

Include a minimum of 2 museum/exhibition projects completed within the last 5 years, the firm has designed exhibitions for. Please do not include architecture projects. At least one of the projects must be 1000 square meters or more in area, of a similar type, scale and complexity as the new Bihar Museum. Identify the firm’s role and why these projects are relevant.

Other Projects and Experience

This section provides an opportunity to include other projects and / or additional experience. Identify why they are relevant to this project.

5. Project Understanding and Approach

Describe your design philosophy with respect to your approach and expectations for the Bihar Museum.

Identify the most important design opportunities for this project and how you would explore them.

Identify the most important design issues for this project, and how they would be addressed / resolved by the applicant.

2

6. Statement of Design Process and Management

Provide a brief statement of the applicant’s ability to deliver effective team leadership and project management. Identify what the success factors will be for this project and any concerns that you may have.

Provide a written summary of your approach to project management and project cost control and record of schedule.

2

Total Maximum Pages 27

1. DACY reserves the right to verify the performance of the designer/ firm and to call for any further information

2. Designers/ firm may furnish any additional information separately as deemed necessary. However, they are advised not to furnish superfluous information. No information shall be entertained after the due time unless called for by DACY

3. Please do not include any design proposals 4. Any information furnished by firm found to be incorrect at any stage would render

their being ineligible without prejudice to any other right or remedy available in law of land.


5. DACY shall not be responsible for any postal delay. 6. Incomplete application/ disregard to the laid conditions may summarily lead to

rejection of the application.

Responses to Q&A

Responses of all the questions will be compiled and posted on the DACY website

www.yac.bih.nic.in between Week 2 for Stage 1 and Week 6 & 7 for Stage 2.

Stage 1 EOI Evaluation

Up to five firms will be short-listed to participate in Stage 2 of the selection process. Selection of the short-listed firms will be based on an evaluation of the overall quality of the submissions and the 5 firms with the highest scores will be invited for Stage 2. The DACY in evaluating the proposals will award points in the following categories.

Qualification Points

1. Description of firms and qualifications 15

2. Team - Key Personnel-experience and Sub-Consultants, roles and

responsibilities, team organization

20

3. Project experience: 3-5 projects, including at least 2 similar projects,

completed within the last 5 years.

35

4. Project understanding and design approach 15

5. Statement of Design Process and Management 15

Total 100

Compensation and Expenses Respondents will not be compensated for any expenses associated with the preparation and submission of the Stage 1 EOI.

Questions

Please direct all questions in writing only, by e-mail to: [email protected] and to

[email protected].

mailto:[email protected]


3.3 Limitations to Liability

The DACY assumes no liability or responsibility for costs incurred by applicants in responding to this EOI or in responding to any further requests for a presentation, additional data, etc.

3.4 Rejection of Proposals

The DACY reserves the right to reject any or all proposals and to terminate or modify the process at any time. No materials will be returned.

3.5 Stage 2 – RFP and Interview Up to five Design firms securing maximum points will be invited to participate in Stage 2 of the selection process. A Stage 2 RFP and a design program along with more detailed information on the project will be provided to the short listed designers at that time. The short listed designers will be invited to detail design one of the components of the exhibition design (uniform for all) which will be further evaluated to gauge the expertise and competence. The shortlisted designers will also prepare a financial quote and a technical bid which will comprise of a work schedule, experts/consultants for content preparation and graphics along with a detailed Implementation Plan – for completion of the project. Based on these, the final designer will be selected to prepare the schematic design and detail of the exhibition components along with supervising the construction and execution of the same. The participating short listed architects will be provided with an honorarium of Rupees Fifty thousand (INR 50,000/-) following the Stage 2 presentation, which will be paid after the final selection. The winning team will be exempt from the honorarium and will proceed towards contract finalization.

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