LOGO

_______________THE COORDINATORS______________

STATEMENT OF WORK
for
Le Musée d’Art Contemporain de Montréal
regarding
Exhibition « Electromagnetic Bodies »

Prepared by : Cheryl Sim, Project

Manager
Michael Barbara
Lizzie Biset
Wayne Largan
Jerôme Gagné
Julie Osmond
Debbie Robinson

Version : 1.0

Contract # : 3488

Date : January 31, 2006

C:\Documents and Settings\mbarbara\Bureau\PM Class\STATEMENT OF WORK.doc

 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 September 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 to ensure effective progress. Minutes of the meetings will
be recorded.

1.2 SCOPE

The work to be performed with regards to the above exhibition is delimited by the following work
phases:

INCLUSIONS
 Planning
 Installation
 Promotion
 Post-opening (including documentation and monitoring)
 “Follow-up” (including dismantling of the exhibition and final evaluation)

EXCLUSIONS
 Other art exhibits within the same period
 All prior contacts with the artists before dealing with this exhibition

APPENDIX 1 details the high-level Work Breakdown Structure (WBS)

1.3 OBJECTIVES

GENERAL
 Carry out the presentation of the exhibition “Electromagnetic Bodies” from start to finish
 Keep with the Musée’s mandate.

SPECIFIC
 Create plans for the various phases (as outlined in 1.2)
 Implement plans as per phase and identified milestones, adjusting where necessary

C:\Documents and Settings\mbarbara\Bureau\PM Class\STATEMENT OF WORK.doc

  Institute and follow-through on controls to ensure quality for the various task categories that
include:
 Administration & Coordination
 Technical
 Promotion
 Documentation
 Financial
 See project through to take down,
 Conduct evaluation and submit final report to the Musée’s Board of Directors.

1.4 PERIOD OF PERFORMANCE

(Julie, here is a guideline breakdown of the period of performance.  But maybe all we need to 
state is that the period of performance starts in February 2006 and ends at beginning of 
November 2007… what do you think?)

Phase 1 – Planning
Starts about a year before opening, can last about 10 months 
(Roughly from February 2006 to October 2007)

Phase 2 –Promotion & Installing
Promotion – starts building 6 months in advance  (Julie use your judgement here – normally 
exhibitions are announed on the Musée’s website a year in advance, but the actual promo 
starts at the beginning of the season –September—and then builds up to the day of the 
opening)
(Roughly from September 2006 to February 2007)

Installing – we can give it 2 months, cause it’s a pretty big show – and problems get 
encountered
(Roughly from December to February – we got Christmas in between, but whatever)

Phase 3 – Documentation & Monitoring 
(photo, video as well as media checking, maintaining installation, trouble shooting) 
From February 7th to September 9th, 2007

Phase 4 – Follow­up (take­down and evaluation)
From September 10th – 21st for take­down
Month of October for evaluation 

1.5 PROJECTED COST

(Jerome, I’ve attached an excel file for you with a budget breakdown, but it’s probably too 
detailed.  The plan only asks for a total estimated cost – which is 98,105 $…Maybe we should 
just round it to 105,000$ which includes roughly a 5 % contingency.  What do you think?)

C:\Documents and Settings\mbarbara\Bureau\PM Class\STATEMENT OF WORK.doc

 2.0 REFERENCES

(All applicable documents referenced in this SOW are listed below.

Where appropriate, a brief annotation should be provided to indicate the relevance of the
document.
Reference any specific requirements with regard to the use of these documents in performing
the work under this SOW.

C:\Documents and Settings\mbarbara\Bureau\PM Class\STATEMENT OF WORK.doc

 3.0 REQUIREMENTS

This section defines the requirements in terms of tasks to be performed, the end
results/deliverables to be achieved, and the schedule of key dates. Important compliance
requirements should be included with the task descriptions and deliverables.

3.1 TASKS

The tasks to be performed under this contract are described below in several categories.
The contractor must be cognizant of all these task dimensions in order to perform them
completely, correctly, and meet the Government's (or client’s) expectations.
Can be done by phases or task sequence (sub-tasks).

The contractor shall conduct the following tasks:

List the tasks (number and name) in sequential order by phase (if applicable).
Provide sufficient level of detail to enable the prospective contractor to plan personnel utilization
and other requirements with maximum efficiency.

 Desired Methodology
 Illustrations/Drawings/Diagrams, if any
 Specifications
 Data/Property/Facilities
 Level-of-Effort
 Place/Travel

3.2 END RESULTS / DELIVERABLES

This section describes the products and tangible end results that are expected from each task
contained in the previous section, including, when applicable, the use to be made of the
deliverable

3.2.1 LIST OF DELIVERABLES BY TASK

APPENDIX XXX defined the main deliverables by task

3.3 SCHEDULES / MILESTONES

The contractor shall maintain a single project schedule from which various project reports shall
be produced. The following reports shall be provided:

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 report will be used by the Government (or client) to assess the adequacy of the resources
proposed by the contractor to accomplish the SOW.

APPENDIX XYY defines the main tasks to be accomplished according to a proposed timeline.

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 3.4 OTHER CONSIDERATIONS

Include here any other relevant information for the performance of the SOW that does not fit
elsewhere.

4.0 PROGRESS / COMPLIANCE

The Government (or a client) requires the following from contractors in order to monitor
progress and ensure compliance:
• Weekly Status Report
• Weekly Meetings
• Monthly Progress Report
• Project Management Team (PMT) Meetings
• Program Reviews
• Outlines and Drafts

Please consult APPENDIX XYZ for several of these types of reports

5.0 TRANSMITTAL / DELIVERY / ACCESSIBILITY

The contractor shall provide [x] hard copies of each deliverable and one electronic version.

6.0 NOTES

If for reasons of clarity or brevity previous sections need further amplification, use this section
for that purpose and for all other information that does not logically fit into previous sections.

The information designed to assist in determining the applicability of the specification and the
selection of appropriate type, grade, or class of the product or service.

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APPENDIX 1: HIGH-LEVEL WORK BREAKDOWN STRUCTURE

ART EXHIBITION

PLANNING

INSTALLATION PROMOTION

POST-OPENING

FOLLOW-UP

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APPENDIX XXX: BREAKDOWN OF DELIVERABLES BY TASK

TASK # TASK NAME RESPONSIBILITY END RESULT / TOOL USED ACCEPTANCE SCHEDULE /
DELIVERABLE CRITERIA MILESTONE

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 APPENDIX XYZ: STATUS REPORTS TEMPLATES

WEEKLY & MONTHLY STATUS REPORTS

MEETING Give a general presentation of the meeting

Purpose Minutes of Project Progress review Meeting Initiator C. Sim

Date January 31 , 2006 Time 15:00
Meeting Room TBD Meeting Duration 30 minutes
Conference Call No. TBD Participants’ code
Meeting Facilitator C. Sim Minutes Author M. Barbara

List the persons that are to attend the meeting

ATTENDEES
Tick if
Name Title Present Tel. no.
(double-click)
✘
✘
✘
✘

List the names of the persons who should receive copies of the meeting minutes in addition to the
COPY LIST (CC) 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

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SUMMARY OF DECISIONS TAKEN Present the decisions that were taken during the meeting

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

NEXT MEETING List the general information about the next meeting

Date Time Location Duration XX

minutes

ACTION ITEMS Describe the actions that are to be taken after the meeting

No. Action Resp. Priority Status Due Date

C:\Documents and Settings\mbarbara\Bureau\PM Class\STATEMENT OF WORK.doc