The Vindolanda Trust Brief for exhibition design and build consultancy services Museum redevelopment at Chesterholm Museum, Bardon Mill, Hexham Northumberland, NE47 7JN Vindolanda Venture a project of growth
The Vindolanda Brief Vindolanda Venture Exhibition Design The Vindolanda Trust is a registered charity founded in 1970, to research, preserve, promote and provide access to the widest possible audience to the archaeology of Roman Vindolanda and the Roman Army Museum at Carvoran which lie at the heart of the Hadrian s Wall World Heritage Site. The Trust displays its Designated collection at its onsite Vindolanda Museum and at the Roman Army Museum for the enjoyment of the general public. The Trust is administered by a board of Trustees who act independently and solely in the interest of the Trust. Our mission Our mission is to advance the knowledge and enhance the awareness of Vindolanda through a meticulous investigation of the archaeological record and maintain access to Vindolanda s unique heritage resources and our contribution to the understanding of the Hadrian s Wall World Heritage Site and Roman Britain. The Project This project, proposed by the Vindolanda Trust, will celebrate heritage, engage new audiences, enhance the workforce and be resilient and sustainable. The Vindolanda collection and site is unique and extraordinary in its range and breadth. It represents an important period in our nation s history, from the conquest of northern Britain by the Roman army to the foundation of an Imperial frontier with the construction and occupation of Hadrian s Wall. It also includes important information regarding the post Roman period and what happens to the area after the soldiers leave. This single site collection, which spans at least four centuries of Roman occupation, has special resonance through its direct link to the personal objects and daily lives of the men, women and children who lived at the site. The primary aim of the project is to fill gaps in our current provision, connect to rural schools and groups and improve commercial activity through repeat visits and the creation of new markets. The project will also create fundraising/philanthropic opportunities, adapt redundant static displays into new, innovative, interactive spaces and achieve environmental sustainability through reusable, dismountable display techniques. Our activities within this project will look at best practice and make the Trust more diverse through the creation of vibrant temporary exhibition spaces, and heighten our belief in equality and access for all by providing a dedicated space for younger audiences and an outreach facility that can reach those who would ordinarily not be able to visit us. The parts of this project will appeal to a varied audience and will give not only our local visitors but also our national and international visitors the opportunity to engage in new and innovative ways. It will provides more equal opportunities to access the Vindolanda story and create a range of delivery methods to open the collection and the site to a more diverse audience.
The two building areas for redevelopment are housed in the separate Roman shop and Roman house buildings situated in the gardens of the Vindolanda Chesterholm Museum. These are full sized replica Roman buildings of stone and slate roofs with an internal electricity supply. The project will make good any minor build defects and replace two current out dated static displays into new, innovative, interactive spaces and achieve environmental sustainability through reusable, dismountable display techniques. This project will refurbish and re design the interiors of the buildings to provide the following: 1: The domus an inviting and interactive exhibition in our replica Roman home to inspire our younger audiences by focusing on children in the Roman landscape using evidence from our volunteer excavation programme. The domus will enable our younger visitors (c. under 12s) to experience and engage with the museum in a new, exciting and meaningful way where they are able to interface with the life of the children who lived at Vindolanda nearly 2000 years ago. Careful attention will be paid to assure that all our younger visitors have access to high quality information at an appropriate delivery level through tiered information patterns that will extend the use and effectiveness of the display. It is not intended that this should be a playground but an engaging space which explains to the young person what their life would have been like if they lived at Roman Vindolanda. 2: The locus re forming our replica Roman shop into an environmentally and economically sustainable temporary exhibition development to encourage new visitors displaying in house and external art, library, music, and research exhibitions. The locus will engage visitors from wide backgrounds via the art, literature and music which has resulted from inspiration gained through interaction with Vindolanda, Hadrian s Wall and the Romans. The first project proposed will involve our whole range of visitors both actual and virtual, volunteers and local community groups. It is estimated that c. 500,000 volunteers have participated in the work of the Vindolanda Trust since it s foundation in 1970 and we are planning to run a combined social media and on site campaign asking all interested people to submit photographic images of Vindolanda, both old and new, from the last 46 years, some of which will be chosen for a public exhibition in the locus. Initial ideas include both static and possible digital display methods. In addition: 3: Romans on the Road a multi media converted outreach bus to allow us to connect isolated rural community groups and schools with their Roman heritage. This design brief is to deliver the first two parts of this project the locus and domus. An additional budget is available for the design of the multi media bus which will go out as a separate design brief
in April 2017. The successful party for this design project could also tender for that brief when available. The three strands of our project have been chosen because they will offer an inspirational extension to our existing access, equality and diversity offer. The long term impact of the project will be an increase in engagement, visitor figures and profit which will in turn contribute to the resilience and sustainability of our charitable trust. The tangible legacy of the project will be the re usable and versatile temporary exhibition space, which can be adapted for future displays, the interactive bus to be used every year, and providing an improved visit experience for our younger enthusiasts and family audiences. The designer will work closely with the Vindolanda curatorial and archaeological team who will provide the necessary support and input to the project. The developments must be high quality, sustainable and able to stand the test of time to maximise the proposed investment. They will support a wider programme that aims to build upon the Trust s ongoing programme of excavation and public engagement that is the hallmark of its work. The Client: The Vindolanda Trust The Project Manager: Barbara Birley, Curator for the Vindolanda Trust The total project design and build exhibition costs for the locus and domus through to completion: 50,000 ex VAT The Funders: Arts Council England and the Vindolanda Trust Consultation and team working Regular discussion and consultation with the project interpretation panel will be required. Meetings will be arranged to allow full client input into the process so that concepts and plans may be quickly and efficiently reviewed and adapted when necessary. All ensuing graphic and design will be assigned to the ownership of the Vindolanda Trust for copyright purposes. Tender Requirements Work closely with the Vindolanda Trust Interpretation Panel, consisting of relevant Vindolanda Trustees and senior staff to ensure that the interpretation meets the requirements of the Hadrian s Wall Interpretation Framework and the high academic and authenticity standard required by the Vindolanda Trust. Become familiar with the research background to the project. The review and refurbishment of two buildings in the museum gardens, including any minor works to windows and doors whilst maintaining the external replica Roman character of the buildings.
The removal of the internal partitions in both of the buildings and the removal of a replica stone fire from the Roman house. Finishing walls to the standard required for the exhibitions. Electrics and lighting and adding low energy heating to the buildings. Develop concepts and stimulating interpretation methods that inspire all users and respect the integrity of the heritage assets. Consult and work with the internal Interpretation Panel and develop vibrant options and recommendations for discussion and approval. Take note of visitor flow, seasonality, capacity patterns and requirements. Produce an illustrated design report. Production of a time chart showing the relevant planning and operation development stages to completion. Associated cost plans. Issue production information to the appointed subcontractors. Administer the contract during operation via an agreed schedule of regular on site visits to inspect progress and quality of work to ensure that it meets specifications. Prepare any requests for variation for resolution by the project manager. Attend and report to monthly progress meetings. Administer contract to completion and provide client with a set of design specifications and suppliers lists. Timetable and outputs Issue of tender brief: 03/10/16 Deadline for tender submission: 26/10/16 Tender interview date: 03/11/16 Appointment of consultant: 04/11/16 Inception meeting: 11/11/16 Project start date: mid November 2016 Project end date: April 2017 Tenders must include the following information Your understanding of the brief A description of how the brief will be delivered to achieve our outcomes, including an indicative programme and timetable for the work Qualification and experience of the personnel delivering this project and an identified project leader Details of specific knowledge and experience in the provision of this type of project Full contact details of two referees ( who we will contact as part of our selection process) Any relevant supporting information Your full contact details including a primary email address and company web address if applicable Your VAT status and registration number if applicable All fees should be quoted exclusive of VAT
Evaluation of Tender A shortlisting panel will evaluate tenders by applying an internal assessment matrix. Tenders will be evaluated on: 30% Cost 30% Quality evidence of an effective plan to deliver the requirement within the timescale provided 30% Proven experience and successful track record of delivering comparable projects, Effective communications and professional style and references 10% Extra characteristics or added value Tender submission One hard copy of the tender proposal and one copy on disk to be received by the Vindolanda Trust by 4pm on October 26 th 2016. The tender should be submitted in a plain envelope marked Exhibition Design Tender and addressed to Barbara Birley, Vindolanda Trust, Chesterholm Museum, Bardon Mill, Hexham, Northumberland, NE47 7JN. Late tenders will not be accepted. Canvassing of any Vindolanda member of staff, board member or closely associated person will render a tender to be invalid. Important notes: to ensure equality between applicants the Vindolanda Trust will not enter into any correspondence or discussion with applicants during the preparation period for submissions except for any clarification on general matters up to 5 working days before the tender deadline. Questions and answers will be shared with all potential tenders. No person making a submission will be remunerated for any expenses incurred in preparing a submission or for travel to interview if required. Payment terms. Throughout the project, with the exception of the bus, will be monthly in arrears. Contact for general enquires should be made by email to: barbarabirley@vindolanda.com Attachments: Basic Building Plan