1. Cyllideb? / Budget? £100,000 (fees & installation) See draft Stage 2 Tender Brief
2. Maes Llafur / Programme? See draft Stage 2 Tender Brief:
Datganiad o Ddiddordeb / Expression of Interest: 23/12/14
Dyddiad Cau / Closing Date: 12/01/15
Gwerthuso Cyflwyniadau & 4 i Rhestr Fer / Evaluate Submissions & Shortlist to 4: 14/01/14
Cyfweliadau Artist Tendr & Contract Cynnig / Artist Tender Interviews & Contract Offer: 19/01/15
Cysyniadau a Chynigion barod erbyn Cychwynnol / Initial concepts and proposals ready by: 17/03/15
Dyluniadau terfynol / Final designs: 15/04/15
3. Budget and scope of works. I can see the logic of calling it 100K, but am I correct in understanding that its really 50K for art 50K for function with the expectation that art uplifts the quality of functional? Yes this is the potential, but of course depending on the type of light art media and artists involved the degree of any 'overlap' and 'uplift' will vary. (ie. Proposed use of occasional projection mapping technologies would have less practical overlap than say artistic specification of permanent LED lighting fittings).
4. Does the functional lighting budget include design, installation contractors profit and risk etc? In other words is 50K on paper more like 30K in light? There is a small portion of contractors profit included, but practical M&E design fees (supplied by others) are included elsewhere. However, there are also other contingencies and potential fixtures and fitting budgets that could potentially be vired-in so this budget (whilst clearly provisional) is deemed reasonable for the purpose of outline considerations and budget tendering.
5. What has been discussed/agreed in the client group in respect to ongoing maintenance, budgets? This is a good point to raise and separate budgets will need to be discussed and agreed, particularly given the coastal location (albeit some of the spaces are semi-enclosed). The pragmatic expertise and experience of the artist is seen as being an important consideration as well as of course overall artistic excellence. See answer to Q15. also.
6. If the functional lighting needs to meet statutory levels can this be clarified. If the road is to be adopted then there will be very little scope unless highways are already on board. Additionally does this mean that the design team has costed elsewhere for the technical lighting design element or is the artist expected to sub-contract a specialist? This area will require more detailed confirmation, but a reasonable expectation must be that this particular element may or may not be passed on by the artist if the potential scope does not meet their artistic vision. It is also reasonable to assume that were this not an artist uplift item potentially that it would need both sufficient design and specification by others and sufficient budget to deliver it in isolation. If this were the case, of course this technical budget would need to be excluded.
7. Now the difficult question: I am concerned by the following statement in the brief: "arts or 'arts-lighting' elements, or other enabling uplifts which add value to the 'architectural lighting' portion". Please confirm weather or not this prioritises architectural lighting (not functional) as the aspiration in the project. The preliminary brief showed some exemplar 'art' lighting installations some of which could not be realised for 50K. The question above I hope deals with this issue. In essence the starting point has been prior to Arts Council of Wales 100% match funding that lighting budgets were only enough to achieve more elemental basic architectural lighting. The addition of the new arts and artist budget and specific alignment of it to lighting means there is the scope to create an upgrade of equipment allocations and collaboration if the two budgets are considered jointly. That said, it is also anticipated that some artists and art forms might conceivable prefer to keep artistic lighting (or projection perhaps) more separate. The budget is not huge we accept, but there is also the scope to look strategically at light and projection (say) beyond the build to such things as future cultural tourism and digital festivals (and new partners and funding) where this more modest project might be seen as having been a creative catalyst.
8. Can you please provide an approximate square meter area for the zones shown in red page 8 preliminary brief. I have asked EWA to clarify this - see below:
Site area, as page 5 – 35,229m²
Area of polycarbonate cladding, as highlighted in red on page no.s 6 & 8 – 900m² for the walls and 400m² for the roof.
9. Day rates are a bit problematic here as a fixed maximum of 20K has been established. Wouldn't it be simpler to request a breakdown of services to be provided and exclusions? This does help give an idea of how much actual time could be dedicated to the project, although it it is also anticipated that other additional lighting 'design consultant' fees would be listed as a separate item to pure artist fees. A typical median datum of day rate would be £250 per day, but we accept that artists can generally charge both more and less dependant on age, experience, art form and location.
10. Can you clarify what the situation is regarding the conditions for Tender submission effectively made at interview, and in particular those listed in Section 4.1 of the draft Stage 2 Tender Brief? It is important to note that all artists accepting a potential short-list and interview for Celf Plas Heli Art must be able to submit their Tender information at interview which complies with Section 4.1 of the issued draft Stage 2 Tender Brief. In particular artists must be able to confirm their ability to comply with (either through a pre-existing policy or through a willingness to make a future undertaking) the stipulated minimum insurance requirements listed in Section 4.1a (i), (ii) and (iii). This sub-section is recreated below:
4. SUBMITTING ESTIMATES
4.1 If subsequently short-listed, artist Tender Proposals must demonstrate an understanding of the requirements and must present the following information:
a) Confirmation of the ability to meet the pre-assessment requirements
Applicants will be required, if appointed, to be able to provide or arrange the following:
i) Public Liability Insurance (£2.5m minimum)
ii) Employer's Liability Insurance (£5m minimum)
iii) Professional Indemnity Insurance (£1m minimum)
Proposals unable to confirm these requirements will be rejected from the assessment process
It is estimated that the cost of meeting this requirement would be a minimum of £200 for one year.
It may be useful to note that a-n offer a number of highly subsidised insurances as a supplement to their 'Arts Organiser' subscriptions. For example, the current a-n Joint Artist & Arts Organiser subscription costs £46 per annum, which then entitles subscribers to obtain cover via the Creative Freelance Insurance Policy for Members of a-n's Arts Organisers Scheme for a cost of £98.48 per annum. This policy is offered by Hencilla Canworth and comprises: £5m Public & Products Liability Insurance and £1m Professional Indemnity Insurance.
11. There are drawings in the tender document which look like they may have been created in Google Sketchup - is it possible to have access to a copy of this 3D model? This is helpful to calculate shadow effects, lighting angles, throw distances, viewpoints and eyelines, type and quantity of equipment required and also to explore how the art work will fit the brief requirement of: "creates art work, but also delivers statutory lighting levels both to the main hall and to the access road" I will asked EWA to clarify this and will confirm. But please note that given the quick turnaround of this call for artists, as well as general deemed good artistic tender practice requesting speculative unpaid work, we are not asking for or expecting artists to prepare a bespoke response, unless they have been short-listed and are being asked to attend interview on the 19th. Even then, we accept that any response can only be commensurate with time available and remmuneration on offer (£500 Honorarum).
12. If no 3D model is available, are plans and elevations available? I will asked EWA to clarify this and will confirm, but generally see item 11. above.
13. Can you confirm that the proposed construction material will be Danpalon as mentioned in the tender? Yes Danpalon is the material being utilised at Plas Heli. See http://www.danpalon.com/eng/home/a/01/
14. Is the £80,000 mentioned in the tender to include all equipment and infrastructure required to install the work? I understand the artists fee is £20,000. Will the artist be required to use your existing contractors (e.g. electricians/riggers), or is it feasible to bring in approved sub-scontractors? If using on site contractors, should these (estimated) costs be included in the tender bid? There must be some flexibility in this approach, but it largely depends on the scope of the works that the artist eventually proposes, in terms of the degree it directly engage (or does not engage) with the wider 'architectural lighting' elements and their loosely ring-fenced budget. In simple terms we have two broard lighting budgets: one £50,000 ERDF-funded for architectural lighting coming from the construction budget (they will likely involve working with existing electrical sub contractors); and a second ACW-funded £50,000 for arts based lighting, fees and potential 'architectural lighting' uplift. This second portion would generally allow for more flexibility of control and specification by the artist, however, it is accepted that a flexible collaborative approach will be needed once the artist contract has been agreed and initial proposals are being prepared and discussed.
15. As with all long-term light installations, the artwork will require periodic maintenance - should this cost be included in the budget, or will this be considered part of the general building maintenance? See answer to Q5. above, but it is reasonable to exclude this cost from the £100,000 lighting construction budget, but at the same time flag the issue up and make suggestions for budgetary purposes.