statement of work

for
le musée d’art contemporain de montréal

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

prepared by: cheryl sim, project manager

michael barbara
lizzie biset
jérôme gagné
wayne largan
julie osmond
debbie robinson
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

phase 1.0 (planning) 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
appendix iv: list of references

reference details

contracts - for curator

revenues
- for artists (in accordance to the canadian artists representation
%
copyright collective
sales 14700 14%
- for installers
grant federal gov 45000 42%
- for promotion campaign
grant provincial gov 30000 28%
private donations
insurance - 17610 16%
all standard legal forms including appraisals, facilities, liabilities,
policies perils included and perils excluded
total 107310 100%
technical - for crating and shroud wrapping
expenses
specs - for shipping and handling
- for installation%and take down
insurance - 2000
document 2% equipment not supplied by artist
for required
materials - 1380
document 1% construction
for required
office expenditures 500 0%
artistswebsites
fee - http://www.carcc.ca
4200 4%
curator - http://www.pacart.ca
3500 3%
staff 65000 61%
extra technician 500 0%
accommodation 4600 4%
per diem 2325 2%
decor 1500 1%
equipment rental 3000 3%
documentation 2500 2%
communications 1595 1%
promotion 5000 5%
transportation 2200 2%
local transportation 2400 2%
contingency 5% 5110 5%

total 107310 100%

 appendix v: list of tasks

phase category task # task

1.0 administration & coordination 1.0 -floor plan
1.1 -curatorial texts & images

2.0 -installation schedule

2.1 -schedules
2.2 -meetings
2.3 -security

3.0 -costing
3.1 -budget
3.2 -insurance
3.3 -transport & customs formalities
3.4 -travel arrangements

4.0 -contracts

technical 5.0 -installation plan

5.1 -technical specifications list
5.2 -equipment list
2.0a administration & coordination 6.0 -monitoring

technical 7.0 -construction

7.1 -uncrating
7.2 -installing works
7.3 -handling of works

8.0 -signage
2.0b promotion 9.0 -promotion plan
9.1 -web page
9.2 -press release
9.3 -poster
9.4 -invitation cards
9.5 -outreach
9.6 -public relations
9.7 -sponsors
9.8 -opening
3.0 administration & coordination 10.0 -monitoring

11 -receipts
11.1 -bills

technical 12.0 -maintenance of installation

promotion 13.0 -media follow up reveiw

documentation 14.0 -documentation - videos

14.1 -documentation - slides
14.2 -documentation -photos
4.0 administration & coordination 15.0 -monitoring
15.1 -receipts
15.2 -bills

technical 16.0 -demolition

16.1 -crating
16.2 -moving

5.0 administration & coordination 17.0 -cost report

17.1 -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
task task end result / tool acceptance schedule /
phase # phase responsibility
# name deliverable used criteria milestone
compliance to
macm’s mandate
design of the exhibition curator’s
1.0 planning 1.0 floor plan floor plant blueprint and regulations, floor plan
floor plan own
and approval by
macm’s director
to provide written texts hard copy document
curatorial texts & compliance to
1.0 planning 1.1 and images, translation, for website designers,
images macm’s criteria
proofreading, layout promotion and pprr

installation compliance to installation

1.0 planning 2.0 detailed breakdown installation schedule gantt chart
schedule related tasks schedule

compliance to
1.0 planning 2.1 scheduling main schedule installation schedule gantt chart main schedule
related tasks

compliance to
1.0 planning 2.2 meetings coordinate meetings schedule list
related tasks

arrange for appropriate macm’s criteria and

1.0 planning 2.3 security
security contracts

macm’s budget
1.0 planning 3 costing costing the installation budget estimate excel doc estimate
allocation

approval by
1.0 planning 3.1 budget create budget final budget excel doc budget
macm’s director
insurance
seek additional according to artists
1.0 planning 3.2 insurance premiums secured premiums
premiums contract
secured
1.0 planning 3.3 transport & arrange and coordinator transport and according to artists dates for
customs transport and customs customs formalities contract and main transport and
 organized and documents
formalities formalities schedule
secured secured
coordination, booking
and contracting of
air/ground hotel confirmation compliance to all
travel
1.0 planning 3.4 transportation and numbers and air scheduled especial
arrangements
accommodation for record locators events
artists and special
guests
draft and produce all all necessary compliance to
1.0 planning 4.0 contracts contracts for parts contracts contract type macm’s standard
involved reviewed and signed contracts
approval from head
1.0 planning 5.0 installation plan create technical plan technical plan technical plan
coordinator
detail of necessary
technical quote according to compliance to
1.0 planning 5.1 technical equipment
specifications list detail curator’s floor plan
and installation
create equipment list for approval from final equpiment
1.0 planning 5.2 equipment list final equipment list
approval macm’s director list

2.0a installing 6.0 monitoring monitoring of installation

physical
mounting physical physical elements approval from head
2.0a installing 7.0 construction elements
elements mounted coordinator
mounted
opening crates, pieces uncrated and approval from head
2.0a installing 7.1 uncrating works prepped
condition report, prepared coordinator
works &
careful installation of works and equipment approval from head
2.0a installing 7.2 installing works equipment
works & equipment installed coordinator
installed
create maintenance approval from
2.0a installing 7.3 handling of works maintenance plan
plan artists and curator

approval from head

2.0a installing 8.0 signage install signs signs installed
coordinator
2.0b promotion 9.0 promotion plan outline of promotion proposal of promotion compliance to promotion plan
outreach, update and campaign macm’s criteria
expand database and approval by
 macm’s director

webpage design compliance to

page design, testing,
2.0b promotion 9.1 webpage presentation to promotion outline
launching and updating
curator and macm and macm’s criteria
design of official press macm’s standard
2.0b promotion 9.2 press release final press release press release
release criteria
compliance to
design of official poster completed design for
2.0b promotion 9.3 poster promotion outline poster distributed
of exhibition poster
and macm’s criteria
design and layout &
macm’s standard
2.0b promotion 9.4 invitation card printing of invitation final invitation card final card printed
criteria
card
compile data base of approval by head invitation card
2.0b promotion 9.5 outreach address list complete
addresses coordinator distributed

articles, mentions in
2.0b promotion 9.6 public relations outreach to media
media

seek sponsors for

2.0b promotion 9.7 sponsors wine/beer sponsor
opening

2.0b promotion 9.8 opening plan opening execution of opening opening

check operating, de- smooth operation of

3.0 monitoring 10.0 daily monitoring
bugging installation

3.0 monitoring 11.0 receipts process receipts receipts in order

3.0 monitoring 11.1 bills pay bills bills in good standing

verify the maintenance

maintenance of smooth operation of
3.0 monitoring 12.0 of installation, repair
installation installation
when necessary
media checking for
articles and reviews
3.0 monitoring 13.0 media follow-up articles, follow-up with
of exhibition
journalists
 planning and execution compliance to
14,0
of videotape, slides quality documentation macm’s
3.0 monitoring 14.1, documentation
photos of exhibition requirements about
14.2
documentation

plan & monitor take

4.0 take-down 15.0 monitoring
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

take down equipment works and equipment

4.0 take-down 16.0 demolition
and works down

works prepped for according to artists

4.0 take-down 16.1 crating crate works
transport specs

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

planning processing all

means of evaluation compliance to evaluation report
5.0 evaluation 17.1 evaluation from visitors count to evaluation report macm’s mandate submitted,
media critique, artists and requirements project complete
and public feedback
 appendix viii: who does what when table

primary defined responsibilities beginning end

resource
curator • liaison with artists, 1-02-2006 1-10-2006
• responsible for exhibition floor plan, 1-02-2006 30-04-2006
• texts, images, 1-09-2006
• curatorial report, 1-10-2006
• supervision of installation, 1-12-2006 31-01-2007
• instructions for exhibition, 1-01-2007 1-02-2007
• monitoring of exhibition 1-02-2007 9-05-2007
• documentation, 1-03-2007
• supervision of take down, 10-05-2007 23-05-2007
• collaborate on final evaluation report 23-05-2007 31-05-2007

head coordinator • responsible for contracts, 1-02-2006 1-04-2006

• insurance, customs formalities, 1-08-2006 1-10-2006
• travel, accommodations, per diems, 1-09-2006 1-11-2006
• meetings and receptions, 1-02-2006 30-09-2007
• administrative report, 1-07-2006
• meeting reports, 1-02-2006 9-05-2007
• collaborate on and produce final evaluation 23-05-2007 31-05-2007
report

head • responsible for costing, 1-02-2006 31-05-2006

administrator • controlling budget, 1-05-2006 31-05-2007
• budget report pre-project, 30-06-2006
• budget report mid-project 1, 31-12-2006
• budget report mid-project 2, 1-04-2007
• handle receipts, bills, 1-02-2006 31-05-2007
• final cost report, 23-05-2007 31-05-2007
• collaborate on final evaluation report. 23-05-2007 31-05-2007

head technical • responsible for installation plan, 1-03-2006 1-05-2006

coordinator • pre-installation report, 30-10-2006
• post-installation report, 31-01-2007
• supervising technicians, 1-12-2006 31-01-2007
• collaboration on final evaluation report 23-05-2007 31-05-2007

technicians • responsible for implementing installation 1-12-2006 31-01-2007

plan under supervision of the head
technical coordinator

head of • responsible for promo plan, 1-08-2006 31-08-2006

communications • promo report pre-opening, 31-01-2007
• promo report post-opening, 15-02-2007
• implementation of promo plan, 1-09-2006 1-02-2007
• collaborate on final evaluation report. 23-05-2007 31-05-2007
 appendix ix: weekly status report template

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

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
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 wed. time 17:30 location pm class duration 30

feb minutes
1st

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

no. action resp. priority status due date

modify and complete template
1 team high open feb. 1st
created by michael
create weekly status report
2 cs high open feb. 1st
example
3 complete section 3.1 (tasks) wl, eb high open feb. 1st
modify and complete section 1.4
4 jo high open feb. 1st
(period of perform)
complete who does what when
5 wl high open feb. 1st
report
incorporate issue & change mediu
6 mb open feb. 1st
mgmt in section 3.4 m
complete monthly project status mediu
7 mb open feb. 1st
report m
complete weekly minutes mediu
8 mb open feb. 1st
example m
complete list of deliverables by
9 eb high open feb. 1st
task template
complete list of references
10 eb high open feb. 1st
(section 2)
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

cheryl sim
attendees absents / none
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 » status date february 1st, 2006

exhibition

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