Oc, ' !'l: MEETING TO CONSIDER THE OPTIONS FOR THE FORMAL CEREMONY TO MARK THE COMPLETION OF REDEVELOPMENT PROJECT
Present:
Graeme Marwick Susan Whiteford David Currie
John Atkinson Karen Glen As a generality the meeting considered that there are a number of options in relation to this ceremony and that it would be beneficial if the Principal Clerk consulted with the Lord President on the options he may prefer.
1. DATE and TIME
David Currie intimated that the Project was due to complete at the end of the current financial year. The meeting agreed that the ceremony should be held after the Project completion.
DATE Initial thinking was that the ceremony should tie in with another notable event in the legal calendar.
OPTIONS
a. The start of the summer term 2014 - Tuesday, 22 April 2014 • Advantages - Close to the completion of the Project • Disadvantages i. May be too close to the completion date for the Project and not allow sufficient time for completion of project, should there be problems and the project over-run ii. The previous day is Easter Monday - guests and staff may still be on holiday on the day of the ceremony iii. The ceremony would require to be set up the previous Thursday as the Friday and Monday are public holidays b. The end of the 2013/14 Legal Year - Friday, 11July 2014 • Advantages - Will allow sufficient time for the completion of the Project even with delays • Disadvantages | Li." This date ties in with the end of the Legal Year and the start of the Holiday period, may clash with guests holiday arrangements ii. Parliament House is generally quiet at the end of term due to holiday commitments iii. Is during a Parliamentary Recess period (28 June - 3 August 2014) which may make it difficult for any politicians attending.
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c. The start of the 2014/15 Legal Year
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23 September 2014 Advantages • i. Ties in with the recent tradition of the LP giving an 'Address to the Nation' at the start of the Legal Year ii. Will certainly allow sufficient time for the completion of the Project • Disadvantages i. Becoming a little remote from the completion of the Project ii. Very close to the announcement of the outcome of the Independence Referendum and may get little media coverage as a result d. A Monday During Term • Advantages i. As during the Legal Term all legal guests should be available ii. There is an SCS Board Meeting scheduled for Monday, 23 June. The ceremony would tie in well with that iii. It is during term time for the Scottish Parliament iv. Allows adequate time for completion of any items of the Project that over-run v. Parliament Hall will be warm vi. Close to the startgÿthÿyjÿburgh Festival. If we chose to mount an exhibition ofÿ , /photographs, it could stay in situ through the festival. • Disadvantages i. Ican't think of any!
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TIME The meeting considered that there were basically two options: a. Before Court at 10:00, which would probably mean 09:00 or 09:15 b. After Court, which would probably mean 16:15 or 16:30 at the earliest or 17:00 if we wanted to give Senators on circuit an opportunity to return from the closer Courts.
Discussion
Before Court Advantages: a. Early in the day, arguably more chance of coverage by the media, particularly television. Disadvantages: a. Senators on circuit would be unlikely to be able to attend b. Would be a short ceremony, speech and plaque unveiled - people who made the effort to attend may feel short-changed c. People arriving on time d. Disruption to Faculty business in their Library and the general organisation of business (e.g. Where would litigants meet their legal representatives) e. Car parking issues - around 09:00 is the busiest time for Pari. Sq.
% ÿ'
1.
f. Ceremony would have to be set up (at least) the night before, extending hire costs g. No opportunity for a post ceremony glass of wine and canapes/entertainment and networking amongst the guests
After Court Advantages: a. Sufficient time to set up on the day of the ceremony and reduce hire costs b. Allows sufficient time for an appropriate ceremony to mark the significance of the occasion c. Would allow a tour of the Redeveloped Parliament House by the LP and honoured guest to admire the achievements d. Provides an opportunity for a post ceremony glass of wine and canapes/entertainment and networking amongst the guests Disadvantages a. Perception that there will be less likelihood of television coverage
Other issues to be determined - consultation with the LP helpful
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1. Should there be entertainment at the function possibly a string quartet from the Royal Conservatoire of Scotland? fof 2. Would an exhibition of photographs taken by Parliament House during the Redevelopment and of all those (Senators, Faculty Members and Staff) who facilitate the administration of justice within the complex be appropriate? NOTE: The exhibition could remain in place until the end of the Edinburgh International Festival if the date of the official opening lends itself to that.
I"
MEETING TO FURTHER CONSIDER THE OPTIONS FOR THE FORMAL CEREMONY TO MARK THE COMPLETION OF REDEVELOPMENT PROJECT
HELD ON FRIDAY 10 JANUARY 2014 Present:
Graeme Marwick Susan Whiteford David Currie John Atkinson Karen Glen
A Monday during term was selected by the Lord President to conduct the event.
Monday 23 June 2014 was pinpointed as the SCS Board will be meeting in Parliament House on this date. This would also provide a sufficient period to complete the heating issues suffered by Door 11 Reception.
The Lord President has indicated the preference to commence the ceremony at 2.00pm, after the conclusion of the SCS Board.
The following, more detailed timeline, is proposed: 2.00pm 2.15pm 2.45pm 3.00pm
opening of the event commencement of speeches by LP, Lord Advocate and Dean (possibly also Eric McQueen) unveiling of plaque which will be temporarily mounted on a curtained stand and then later fixed in chosen location start of reception with music and refreshments and viewing of
j
photographs
4.00pm Reception to take the form of High Tea style event, with a table lain out with one bite nibbles/cakes, along with floor walkers carrying trays of bites. Tea, coffee and fruit juice to be served.
LP to be asked if courts can be adjourned from lunchtime to the following day.
LP to be asked for, or contact directly, the Royal Conservatoire for 4-piece to play at reception. GM to contact]
regarding estimates?
Plaque, similar to the one unveiled in 1992 for PSA wing by Her Royal Highness, is to be made up for unveiling by the LP at this event. Location of plaque to be considered and approved by LP (in Parliament Hall, behind reception, or above postbox prior to entry to box corridor) Stage and PA system required.
High tables required to rest drinks.
List of guests to be further amended according tc
Invitation list:
Lord Lieutenants Lord Lyon Archers Trumpeters - Royal Conservatoire ? Crown Agent Chief Executive, SCS Executive Directors of SCS Contractors and sub-contractors and consultants from the redevelopment works All staff
First Minister Lord Advocate Minister for Justice Solicitor General Advocate General of Scotland + Junior Ministers Lord Provost Sheriff Principal Justice Committee Auditor of Court of Session Faculty of Advocates Advocates' Clerks Law Society WS Society SSC SCS Board Crown Agent CEO, SCS Exec Directors, SCS Clerks of Court Macers Court staff LPPO staff
Minister of St Giles Archbishop of Edinburgh (RC) Bishop of Edinburgh (Episcopalian)
Lord Lyon Lord Lieutenants Archers Trumpeters - Conservatoire
MEETING TO FURTHER CONSIDER THE OPTIONS FOR THE FORMAL CEREMONY TO MARK THE COMPLETION OF REDEVELOPMENT PROJECT
HELD ON TUESDAY 11FEBRUARY 2014 Present:
Graeme Marwick Susan Whiteford David Currie Eddie Bracken
John Atkinson Karen Glen The notes of the last meeting, held on 10 January 2014, were agreed as accurate. GM advised the meeting that he had met recently with EMcQ, who was very much in support of the event. 1.
Exhibition Designers: procurement: the way forward/timescales
a.
Procurement route
EB advised that he had spoken to each of the potential bidders and assured the meeting that there was sufficient time for the procurement of an exhibition designer to be undertaken. The bidders had each confirmed that the design and production of the exhibition would be completed in time for the ceremony on 23/6. This is dependent on the budget being approved and the brief issued promptly. Once agreed, it would be issued using the Public Contracts Scotland web portal to the 6 companies to submit a QuickQuote. The bidders should have at least one week to submit their quotation.
If the brief is agreed and concluded by the end of February, and a fully compliant quotation is received, the contract could be awarded to the successful bidder by the middle of March, allowing the successful contractor 3-months to prepare for the event.
b.
Meeting with National Museums of Scotland
GM and JA met last week with the Keeper of Scottish History and Archaeology from the National Museums of Scotland to seek exemplars in exhibition creation. Four companies were suggested (as listed on the agenda). Two further companies who have worked with SCS previously were also suggested: Webber Shandwick; and Shaws. 2.
Discussion - LP, f
jj and Graeme Marwick
At this meeting,ÿ f offered a sample of his photographs (copies provided at this be to meeting) considered for inclusion in the exhibition.
ÿshould be approached to During the course of this meeting it was agreed that( useclÿ particularly in the areas of the provide further input to the selection of pictures being
redevelopment and 'behind the scenes'. Final decisions could then be made by this group for the LP's approval.
3.
Exhibition Designers - briefing - draft paper
EB was in the process of building on the draft brief which had been created by JA.
The proposed content of the brief was discussed by the group and it was agreed that parameters require to be set and information further developed. The brief should cover, amongst other things, creating of invitations to the event and also a commemorative programme for attendees to retain. Theme and title for the exhibition requires to be firmed up. Other materials, such as models of Parliament House, architectural drawings, one of the maces and possible a set of robes will make up part of the exhibition also.
Action: LP to speak with Dean to advise of use of Parliament House for exhibition. Action: EB to complete next version of the brief and circulate to the group by close on Friday 14/2. Action: SW to consider title for the exhibition, which will be included in the brief. 4.
Costs/Funding
Funding has not yet been agreed, but it is hoped that some provision could be made by Interserve and Currie Brown towards the event and that SCS would cover the remainder of the costs. DC advised that there was no obligation on the contractors to make this contribution.
This area requires to be firmed up before the brief can be issues for notes of interest. Action: JA to speak with contractors to see if principal of contribution for the event has a green light.
Action: If contractors agreeable to principal of contribution for the event, GM to discuss scale of contribution with contractors. Action: Once contractors funding identified, GM to approach EMcQ regarding the offset. 5.
Opening Ceremony
a.
Podium Podium and lecturn to be sourced, along with a lectern, PA and curtains for the unveiling of the plaque.
b.
Podium party To be fully considered.
c.
Number of speakers Agreed:
LP, Lord Advocate, Dean
Consider: First Minister, CEO of SCS. d.
PA To be sourced through the usual channels.
Action: KG to source PA system for the event through usual sources. e.
Official plaque: design, materials, manufacture and location LP is content for plaque to resemble the one outside the commercial courts in the 1992 extension. Action: JA to contact manufacturer of 1992 extension plaque to price the current request. Update: Eric Shade's company, Capital Brass, have gone bust.
Location still being considered. Three possible locations suggested previously. Action: GM to speak with LP on location and advise the group thereafter.
6.
Guest list
Lord Advocate Solicitor General Advocate General of Scotland Sheriff Principal Auditor of Court of Session Faculty of Advocates office bearers Advocates' Clerks Law Society WS Society SSC SCS Board Crown Agent CEO, SCS Exec Directors, SCS Clerks of Court Macers Court staff LPPO staff
First Minister Minister for Justice Junior Ministers Lord Provost Justice Committee
Minister of St Giles Archbishop of Edinburgh (RC) Bishop of Edinburgh (Episcopalian) Archers Trumpeters - Conservatoire
Lord Lyon Lord Lieutenants
Contractors and sub-contractors and consultants from the redevelopment works a.
Input from
LP/CEO
LP has already input to the attached list.
Action: GM to speak with EMcQ regarding his additions to the list.
b.
Who co-ordinates This group to co-ordinate.
c.
official invitations - wording - design - procurement To be included in the brief for the exhibition overall - to maintain theme, etc.
7.
Catering
BaxterStorey provided an approximate cost of £2,892, which included VAT, on 180 guests for tea, coffee, fruit juice, water and finger buffet.
Action: GM to speak with LP regarding provision of wine at the event. 8.
AOCB
Consider lighting fires during the ceremony: decision to be made on the day (weather dependent). Security of maces and any other valuable display pieces: case(s) to be sought, possibly from Faculty, and valuables to be alarmed.
___
Action: JA and KG to manage the security element of the exhibition. Viewing of a wider selection off
.
> photographs.
Action: GM to askiÿ_.for additional pictures - covering specifically the redevelopment and behind the scenes. Have all permissions been provided for use of the photographs, including that of people within the photographs themselves? JA advised that when photographs were being taken there were signs posted indicating that pictures were being taken. The Lord President provided permission for use of the photographs of the judiciary.
Exhibition to be removed from Parliament House at the end of the Festival period, but re¬ established for the weekend of the Edinburgh Doors Open weekend later in September. How much of Parliament Hall is to be utilised for the exhibition?
Action: JA to show EB and SW the intended space allocation.
MEETING TO FURTHER CONSIDER THE OPTIONS FOR THE FORMAL CEREMONY TO MARK THE COMPLETION OF REDEVELOPMENT PROJECT
HELD ON TUESDAY 5 MARCH 2014 Present:
Graeme Marwick David Currie Eddie Bracken John Atkinson
Apologies:
Susan Whiteford Karen Glen
The notes of the last meeting held on 11 February 2014, amended by EB, were agreed as accurate. Action Points from February meeting LP to speak with Dean to advise of use of Parliament House for exhibition. Draft letter with the LP for attention of the Dean. Correspondence also in draft for Lord Advocate and First Minister. Note for LP to advise judiciary is being considered for issue later this week. This will precede note from GM to staff, which will also invite staff along to a group photograph w/c 10/3.
EB to complete next version of the brief and circulate to the group by close on Friday 14/2. SoR being finalised by 7/3/14.
SW to consider title for the exhibition, which will be included in the brief. Draft title currently being used. Suggestions for something a little more succinct to form part of the brief to contractors. JA to speak with contractors to see if principal of contribution for the event has a green light. Contact has been made with Interserve and Currie Brown.
If contractors agreeable to principal of contribution for the event, GM to discuss scale of contribution with contractors. Figures have been suggested and are being considered. Contractors have been offered opportunity to invite a selection of their own guests, (to be vetted by DC). Sponsorship of the ceremony will be recognised at reception and possibly also on invitations. Once contractors funding identified, GM to approach EMcQ regarding the offset. Agreement has been given for SCS to contribute £15K.
Confirmation given that exhibition brief should indicate £20K funding available. KG to source PA system for the event through usual sources. Quote with KG for consideration.
Podium, lecturn and PA system not to form part of SoR.
Deadline for SCS sign-off of contractors' exhibition plans agreed as 2/6. No powerpoint presentation required in SoR. Assessment criteria of QuickQuote to be agreed in writing by 7/3.
Confirmation of public indemnity limit to be advised through QuickQuote. SoR to contain provision of 300 invitations, with SCS crest, to be with SCS no later
than 30/4. Site visit ahead of QuickQuote to be conducted by GM and JA at 2.00pm on Wednesday 12/3. SoR to be completed and issued by 7/3, for
QuickQuote return no later than 18/3.
JA to contact manufacturer of 1992 extension plaque to price the current request. (Update: Eric Shade's company. Capital Brass, have gone bust.) DC suggested quote could be sought from Henshaws. JA to undertake. GM to speak with LP on location of plaque and advise the group thereafter. LP has a location within Parliament Hall in mind. Location to be confirmed. GM to speak with EMcQ regarding his additions to the list. List to be revisited by EMcQ, LP and SW. DC to vet additional names supplied by both contractors. GM to speak about invite
'ith EMcQ. GM to speak with LP regarding provision of wine at the event. LP has decided against the provision of alcohol.
JA and KG to manage the security element of the exhibition. Hamilton & Inches have been contacted regarding a mace case.
Consideration to be given to restricting contact with other exhibits: gowns, wigs, etc. DC to make enquiries with Edinburgh University. GM to askf J for additional pictures redevelopment aand behind the scenes, additional material.
f
the - covering specifically during "
'returning
w/c 10/3 with
GM has requested a number of additional photographs be taken, which will also be
taken w/c 10/3. Pictures have also been provided by Interserve's professional photograph in high resolution .jpeg format.
*
|pictures will come in required hard copy format only.
Long leet of pictures
... . ..
|
Hbnd Interserve being collated.
Pictures can be
further reduced with assistance of exhibition contractor.
Credit from all photographic sources will be given in the exhibition. JA to show EB and SW the intended space allocation. Completed.
MEETING TO FURTHER CONSIDER THE OPTIONS FOR THE FORMAL CEREMONY TO MARK THE COMPLETION OF REDEVELOPMENT PROJECT
HELD ON Thursday 27 MARCH 2014 1.
Apologies received by David Currie and Karen Glen.
2.
The notes of the last meeting held on 5 March 2014 were agreed as accurate. Action Points from 5 March meeting Note for LP to advise judiciary is being considered for issue later this week. This will precede note from GM to staff, which will also invite staff along to a group photograph w/c 10/3. Judges advised via e-mail ahead of a verbal update on arrangements at their Away Day on 24/3/14. Note to be circulated to this group by VA.
Plaque for Official Opening. Capital Brass have gone into liquidation. DC suggested quote could be sought from Henshaws. JA to undertake. Two options are being investigated. Wording for plaque to be considered by JA before being agreed by LP. GM to speak with LP on location of plaque and advise the group thereafter. LP has a location within Parliament Hall in mind. LP has agreed on Parliament House, precise location to be confirmed with GM. Guest list to be revisited by EMcQ, LP and SW. Guest list has been seen by the LP, EMcQ and is now with LP's office for onward transmission to the First Minister's office. Interserve and Currie & Brown are both being given 15 invitations. Possibility that Dean of Faculty may be in court on the day. First Minister's office is indicating his attendance.
Current version of guest list to be circulated to the group by VA for information. GM to speak about invite forward.
'
ÿMcQ. Invitation not being taken
JA contacted Hamilton & Inches regarding a mace case. Verbal commitment for a case has been given.
by£ÿÿÿand
Long leet of pictures Interserve being collated. Pictures can be further reduced with assistance of exhibition contractor. Long leet of photographs, minus those still to be taken by/ f were considered by the group.
3.
Exhibition GM confirmed that £30K available for the event (£15K from SCS and £15K from contractors). £20K spend for exhibition, £5K for reception on the day, with £5K of contingency.
Action: JA and SW to consider corporate photographs for possible inclusion in the long leet for the exhibition. SCS material Storyboards to match exhibits are still required. These should be created in collaboration with the exhibit organisers. Faculty artefacts
The Dean of Faculty has offered artefacts from the Faculty as additional content to the exhibition. Action: GM to meet with Dean next week to progress.
4.
Bids for Exhibition The group indicated a preference for the bid by Shaw. Reasons for the non-selection of the other two companies should be provided, via email, to EB to allow the relevant contact to be made with each.
Shaw had timelined a commissioning meeting during the w/c 31/3, but this will not be possible due to leave commitments. This meeting should be conducted on Monday 7/4, so as not to shorten the available time any further than necessary.
Action: VA to coordinate time for the commissioning meeting within the group and make contact with Shaw. Separately, JA to offer a separate walkround during the w/c 31/3 to allow advance sight of the long leet photographs.
Scottish Court Service
AGENDA OFFICIAL OPENING OF THE REDEVELOPED PARLIAMENT HOUSE COMMISSIONING MEETING Monday 7 April 2014 at 3:00pm Level -1 Meeting Room, Parliament House, Edinburgh Attendees: Graeme Marwick, Director and Principal Clerk Susan Whiteford, Head of Corporate Communications John Atkinson, Advisor to Principal Clerk Isabel Johnson, Deputy Managing Director, Shaw Marketing and Design Paul Storie, Head of Design, Shaw Marketing and Design
AGENDA
1.
Welcome
2.
Philosophy of Exhibition
3.
Materials Available
4.
Design Development/Approvals Process
5.
Programme/Milestone on Critical Path
6.
Payments
7.
AOCB
Scottish Court Service
Photographic Exhibition in Parliament Hall, Edinburgh
To celebrate the Official Opening of the Refurbished Parliament House Statement of Requirements
Ref: Proc 1-88
The Scottish Court Service (the Authority) wishes to appoint a suitably experienced contractor to design, produce and organise an exhibition to celebrate the official opening of the refurbished Parliament House. The Exhibition will then be open to the public on weekdays from 09:00 to 16:30 during the period 24th June to 29th August 2014. The current working title of the project is: "Parliament House and the Supreme Courts of Scotland incorporating - A Glimpse Behind the Scenes". The successful Contractor will be invited to offer alternative suggestions to the title.
Purpose of the Exhibition
•
The Exhibition, to be opened by the Lord President, will complement the celebration of the official opening of the refurbished Parliament House;
•
To help describe the historical background to Parliament House in an instructional and informative manner;
•
To provide information on the business of the Court conducted within Parliament House and the Judiciary;
•
To provide a 'glimpse behind the scenes' of the Supreme Courts in Scotland and its people, demonstrating the business of the Court while respecting the role of the Court in civic society and the gravitas of the process.
Opening Ceremony The Lord President will open the Exhibition at 2:00 pm on Monday 23rd June 2014 in Parliament Hall.
It is anticipated that between 150 and 200 guests will attend.
There will be light catering along with musical entertainment provided by the Royal Conservatoire of Scotland.
This will impose constraints on the layout of the Exhibition that will require skilful and imaginative design. Parliament Hall is also used daily as a meeting place for advocates and other members of the legal profession to meet and discuss their business by walking the length and breadth of the Hall. Therefore the Exhibition will need to be positioned so as not to interfere with these users. The drawing, Appendix A, gives an indication of the area within Parliament Hall that is to be made available for the Exhibition. When the Exhibition opens to the public it is expected to attract legal professionals, opinion formers, court users, members of the judiciary, home and international visitors. Parliament House is located within Edinburgh's Old and New Town Heritage Site and inscribed on UNESCO's World Heritage Sites list in 1995. Edinburgh International Festival
The intention is that the Exhibition will remain in Parliament Hall and be open to the public from 09:30 - 16:30, Monday-Friday, as a free event during the Edinburgh Fringe Festival and will end on Friday 29th August 2014. The Requirement The Authority wishes to appoint an experienced organisation that can demonstrate that it has the necessary creative skills, knowledge and proven track record to deliver the Exhibition. The design and tone of the Exhibition should reflect the nature of the building and complement the environment. The key messages that the Exhibition should be delivering to visitors is - "Justice serves all" and "Parliament House symbolises justice in Scotland".
It should provide an opportunity for the visitor to look behind the scenes at the life and work of the Supreme Courts in Scotland. Please explain how your proposals to present the Exhibition will enhance and maximise the visitor experience.
Please confirm that you will be able to successfully deliver this requirement within the specified timescales. Please advise the Authority if there are any issues you believe may be a possible impediment to the successful delivery of the Exhibition.
Please provide a summary which demonstrates your ability to undertake and manage an Exhibition Service of the type and size specified and within the described physical constraints. You should identify any particular attribute that your 2
organisation possesses that will add value to the effective and successful delivery of the Exhibition. Please limit your response to one side of A4.
Please provide 2 recent examples of similar sized exhibitions your company has been responsible for producing.
Please confirm that you will have completed the Exhibition in order to present to the Authority's representatives for viewing by Monday 2nd June 2014. The Authority believes that skilled, capable, reliable and experienced personnel are a vital requirement for the success of this project. Please provide details of your key personnel who will provide the services. Bidders should confirm that if any repairs are required to an exhibit during the term of the contract they will undertake to complete the repair work within 24 hours. Where do we want visitors to be after the Exhibition?
•
To have an interest and insight into the working of Scotland's Supreme Courts;
•
To understand the historic importance and contemporary relevance of Parliament House;
•
To understand the business conducted in this building and the people who conduct that business;
•
To recognise three centuries of organic and responsive building growth culminating in the latest sympathetic refurbishment embedding technology into this environment;
•
To seek further information from either the www.scotcourts.gov.uk www.scotland-iudiciarv.orq.uk
Exhibition Material Available A selection of photographs of the Court will be supplied to the Contractor. These photographs will form the core of the exhibition. A number of these photographs will be supplied as finished prints. There will be an opportunity for further discussion on size and format of these prints. Suitable credits will be given to the photographers.
The successful Contractor may be asked to help with the selection of the photographs that are most representative / best suited to reflect the subject of the Exhibition. The Authority will provide information on each photograph selected to be displayed. 3
There are a range of artefacts which could also be used and the Contractor will be asked to consider their inclusion and how best to present them within the overall Exhibition story. These include:
• • • • • • •
Models of the original Parliament House and the current complex; Drawings and plans of the Parliament House and the Courts; Judges' and Court Clerks' wigs and gowns;
Court maces and crests; (the Authority will be responsible for all necessary security arrangements) Original 1830's witness box, well of court table and judicial 'thrones';
The statues of Mercy and Justice by Alexander Mylne in 1637; The paintings and statuary already located within Parliament Hall;
In addition to the production of the Photographic Exhibition the requirement includes the creation and production of:
•
300 Exhibition invitation cards for the Opening Ceremony - to be supplied to the Authority by no later than Wednesday 30th April 2014. The SCS crest artwork will be supplied to the successful bidder;
•
a short programme providing details on the contents of the Exhibition - 300 copies;
•
500 Visitor comments cards - numbers to be confirmed with successful bidder;
•
A weatherproof banner able to be fixed externally to the colonnades on the balcony above the entrance to Parliament House. The dimensions of the banner should be 3 metres x 50cms with reinforced eyelets at each corner and at every metre along its length together with a cord suitable for tying it securely to the colonnades;
•
Suitable display screens / panels (with appropriate lighting); (the Authority wishes to retain the panels to be used as screens and backdrops at other events so ease of storage and handling should be taken into account);
•
2 stands to support the perspex display cabinets containing the architectural models of Parliament House.
If required, the Authority's Facilities Management contractors may be available to provide assistance with the exhibition set-up including the provision of power cabling to light the exhibit, if necessary. 4
PARLIAMENT HALL - THE EXHIBITION VENUE Parliament Hall is a Category A Listed National Monument which does provide additional constraints on how the Exhibition can be presented. Tenderers should be aware that the Exhibition needs to be freestanding as nothing can be permitted to be fixed to the walls or floors. The Contractor must therefore ensure that the exhibits are sufficiently stable to help avoid accidental damage or injury. Exhibition materials will feature between existing statues and fixings. Careful consideration will be required in lighting and staging the Exhibition. Two drawings showing the North and East elevations of Parliament Hall are attached to this Statement of Requirements. The area for the Exhibition will be opposite the Great South Window ranging along the wall areas marked (see Appendix A). The plans provide details of the available floor space to be allocated for the Exhibition and the two drawings include the location of electrical power points and lighting.
Exhibition Set-Up The setting up and dismantling of the Exhibition has to take place outwith normal business hours. The Authority will ensure that access is available to Parliament House outwith business hours. There are few accessible power points within Parliament Hall. As the Exhibition opens on Monday 23rd June 2014 the Contractor must confirm:
•
which day(s) you will require access to Parliament House to set the Exhibition up and dismantle it; and
•
how much time you will require to set the Exhibition up and to dismantle it.
Site Visit Prior to submitting your quotation you will need to satisfy yourself about the space constraints within Parliament Hall and then describe to the Authority how you will successfully deliver the Exhibition. The Authority will therefore invite all suppliers (maximum of 2 per company) to Parliament Hall at 2:00pm for a one hour site visit on Wednesday 12th March 2014 to meet the Authority's representatives. They will be available to answer any questions you may have about this statement of requirements, Parliament Hall and its facilities. Please telephone the Authority's point of contact (telephone numbers below) to confirm who will attend the site visit from your company.
5
TIMETABLE Issue QuickQuote: Thursday 6th March 2014. Bidders Site Visit to Parliament Hall: Wednesday
12th March 2014 at 2:00pm.
Return of Quick Quote: Friday 21st March 2014 at 12 noon. Contract Award: Thursday 27th March 2014. Commissioning Meeting: TBC w/c Monday 31st March 2014.
Completion of Exhibition Material to view: Monday 2nd June 2014.
Exhibition Set-Up: Friday 20th June 2014.
Exhibition Opening: Monday 23rd June 2014 at 2:00pm.
Insurances Please provide details of the insurance certification your company holds for Public Liability:
£
Measuring Success
The success of this project will be measured by delivery of the Exhibition on time and within budget together with the number of visitors and receipt of completed comment cards.
The Budget The budget allocated for the Exhibition is £20,000. However, the Authority requires your quotation to clearly itemise all the costs allocated to the production and design of the exhibition and the number of days required to complete the commission. Please ensure you fully complete the Price Schedule (page 9) with all your costs, exclusive of Value Added Tax.
6
EVALUATION CRITERIA The Authority will measure each quotation against the criteria below. Bidders should ensure that they provide sufficient evidence to demonstrate their full understanding of the requirement. Weighting (%)
Score Element
Scoring Notes
Score
0-4
Closest match to Statement of Requirements.
40
Does the concept match the brief?
Project
30
This is critical to the project. Bidders must demonstrate their ability to design, build and deliver the Exhibition for review by the SCS by Monday 2nd June 2014.
concepts, display Innovative proposals and presentational ideas. Experienced staff.
10
Is your proposal suitable for the layout of Parliament Hall?
10
Does the proposal meet the brief in terms of quality of materials and flexibility for future use?
10
Does the cost of the proposal reflect value for money?
Ability
to timetable.
Quality.
deliver
Design,
to
functional
characteristics and aesthetics. Price. TOTAL
SCORING TO BE APPLIED TO EACH BID Excellent response demonstrating clear understanding and comprehensive ability to fulfil requirements, outlining added value, innovation and is equal to or improves on the statement of requirements. Good response providing clear evidence of understanding and compliance and may evidence some elements of innovation. 2
| Averaqe response providing some indication of understanding and compliance.
1
I Minimal or Door response providing little evidence of understanding or compliance.
0
Nil or inadequate response with little or no understanding of requirement or evidence of compliance.
_
AUTHORITY'S POINTS OF CONTACT
Once the successful contractor is appointed the Authority's points of contact for this contract will be Karen Glen, Accommodation Manager, (0131 240 6751) or John Atkinson (0131 240 6866 or 07748 322 161). The successful Contractor will provide contact details to the Authority of their appointed project manager who will be responsible for the successful delivery of the Exhibition.
After reading this requirement would you please confirm your interest in submitting a quotation to provide the Exhibition services by e-mailing:
[email protected]
Please submit your QuickQuote for delivering the Exhibition by 12 noon on Friday
21st March 2014 using the Public Contracts Scotland portal. TERMS AND CONDITIONS OF CONTRACT
The contract will be subject to the Scottish Court Service's Conditions of Contract for the Supply of Goods and any Related Services (SCS TC 4). A copy is available for inspection on the PCS website.
Whilst we have taken reasonable care in preparing this Quick Quote Statement of Requirements, the Authority accepts no liability or responsibility for the adequacy, accuracy or completeness of any information stated. The Authority reserves the right, without prior notice, to change, modify, or withdraw the basis of its request and/or to reject all proposals and terminate negotiations at any time.
8
PRICING SCHEDULE Please ensure that your quotation is clearly itemised to identify individual costs.
All prices must be exclusive of VAT.
Tenderers are invited to provide any additional information in support of their offer. This may include proposals for suitable pricing structures you consider appropriate for the Authority, or developments for reducing costs in the provision of the service.
Supply and install of X (please specify the number you propose) re-usable display boards / stands: £
Number of days required to prepare exhibition material: £ Design and Production costs: £ Printing Invitations, Programmes and Comment cards: £
Exhibition set-up and dismantling costs: £ Any other costs (please specify): £
Please note that any claims for travel expenses will be paid in accordance with the Authority's current standard mileage rate of £0.45p per mile. Payment will be made on receipt of a valid invoice following the Authority's acceptance of the completed commission.
TOTAL: £
(excluding VAT)
This quotation will remain valid for acceptance by the Authority for 90 days from date of receipt.
Prepared by: On behalf of:
Date:
9
North Location and very approximate shape of the area available for the exhibition In Parliament Hall. The benches shown between the statues can be removed. See elevations for further information
18.95m
Parliament Hall
Overall Length 37.49m Overall Width 12.8 Height
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Below Is a breakdown of the cost for the Exhibition and Event for the re-opening of Parliament House
Month
Jun-14 Click Netherfleld Ltd
Supply and deliver 2 new locks for existing showcases
Jul-14 Shaw Marketing and Design
Stages 1-4 of exhibition This was paid for by the cashier using the GPC card
Jul-14 Edinburgh Fringe Article
Invoice Number
Short Descriotion Exhibition Costs
Comoanv
29750
E4/14/June
£403.60
E25/14/June
Sep-14 BACS
-
Dec-14 Shaws Marketing and Design
Printing of leaflets for Edinburgh Festival for PH exhibition
E44/14/5eptember
Arthur McKay (Advance Aug-14 Security)
-
-
VAT Recovered
VAT £47.80 Recovered VAT £4,955.80 Recovered £0.00 £0.00 VAT
£239.00 £25,109.00
-
Purchase of nine images for use in exhibition x 2 Security Guards, Monday Friday during Festival 07 28 August Edinburgh Festival Fringe Society
Aug-14 Shaw Marketing and Design
VAT
Cost
£239.00
£25,109.00 £403.60
£36.00 Recovered
£180.00 £2,449.92
£36.00
Total Cost
-
£180.00 £2,449.92 £36.00
-
£2,441.00
VAT £252.00 Recovered
£556.92
£111.38 Recovered
£2,441.00
Parliament House Event on 23 June 2014 VAT
Jul-14 Live Systems Ltd Jul-14 Exchequer Expenditure Jul-14 Exchequer Expenditure
Technical Kit for event on 23/06/14 Travel cost for Royal Conservatoire Cost for Royal Conservatoire to perform Catering for
Aug-14 Baxterstorey Catering
the opening of PH on 23/06/14 - The cost for this
catering was paid from the FSD Budget (295515)
7835
-
£556.92 £91.50 £750.00
-
£91.50 £750.00
Consolidated Invoice Register
£3,620
£3,620
Total cost of VAT recovered
Total Cost of Exhibition with VAT
£5,402.98
Recovered £35,876.94
Jul-14 Exchequer Expenditure
Sponsorship from Interserve and Currie & Brown
-
-£15,000.00
0
-£15,000.00
Total Cost after credit deducted £20,876.94
