INVITATION OF CURATOR FOR THE HONG KONG INSTITUTE OF ARCHITECTS ANNUAL AWARDS 2017/18 EXHIBITION

INVITATION OF CURATOR FOR THE HONG KONG INSTITUTE OF ARCHITECTS ANNUAL AWARDS 2017/18 EXHIBITION The Hong Kong Institute of Architects ( HKIA ) invite (termed in short as "Invitation") interested Curator group ("the Applicant") to submit proposal ("Proposal") by way of application for The Hong Kong Institute of Architects Annual Awards 2017/18 Exhibition ( the Exhibition ) and thereof participate as the Curator ( Curator ) Table of Contents of this invitation brief- 1. THE ORGANISER 2. PROJECT AIMS 3. BACKGROUND OF THE EXHIBITION 4. EXHIBITION THEME 5. EXHIBITION VENUE AND PROGRAM 6. ELIGIBILITY 7. RESPONSIBILITIES OF THE CURATOR 8. EXHIBIT & EVENTS 9. FEE AND BUDGET 10. SUBMISSION OF PROPOSAL 11. ASSESSMENT, SELECTION PROCEDURE AND CRITERIA 12. NOTIFICATION OF RESULTS AND SIGNING OF AGREEMENT 13. HANDLING OF PERSONAL DATA 14. COPYRIGHT 15. THE PREVENTION OF BRIBERY ORDINANCE 16 MEDIATION AND DOMESTIC ARBITRATION 17 ENQUIRIES APPENDIX 1 Location map, floor plan and photos of Pacific Place, Hong Kong APPENDIX 2 Photos & Images of previous Annual Awards for reference Page 1 or Page 16

1. THE ORGANISER The Hong Kong Institute of Architects (HKIA) will be the organiser of the event. Organiser. The Organiser shall appoint an Annual Awards 2017/18 Committee to represent HKIA to supervise the Project. All correspondence shall be directed to the HKIA Secretariat ( Secretariat ). The Secretariat will:- 1) administrate the agreement between HKIA and the Curator, and 2) monitor and check on the deliverables in the agreement, 3) process the payments to the Curator. 2. PROJECT AIMS HKIA has the following aims - to present an exhibition of The Hong Kong Institute of Architects Annual Awards 2017/18 Exhibition in the highest standard; to promote Architectural Excellence in Hong Kong; to encourage outside visitors to view / participate in the HKIA Annual Awards 2017/18 Exhibition and subsequently be exposed to HK Architecture. The exhibits of The HKIA Annual Awards 2017/18 Exhibition shall form the core of this Exhibition. 3. BACKGROUND OF THE HONG KONG INSTITUTE OF ARCHITECTS ANNUAL AWARDS The HKIA Annual Awards aims at recognising outstanding architecture achievements by members of HKIA. The award began in 1965 and is one of the most important architectural awards given out in Hong Kong in acknowledging distinguish merits and in offering the much-needed opportunity for public admiration and appreciation. Entrant projects widely spread around the globe. The HKIA Annual Awards has witnessed the change in Hong Kong s architecture, also the progression of the quality of works by Hong Kong s architects. The Exhibition should show the high quality service Hong Kong s architects are providing. Page 2 or Page 16

The HKIA Annual Awards 2017/18 Exhibition will exhibit the winning projects and finalists of the HKIA Annual Awards 2017/18. With an aim to promote architectural excellence to the city, the Exhibition hopes to be staged in Pacific Place, Hong Kong. 4. EXHIBITION THEME 4.1 Theme of the Exhibition shall be developed by the curator based on the aims of The Hong Kong Institute of Architects Annual Awards 2017/18. 4.2 The theme should encourage more participation of passer-bys, and it should be taken into consideration that the theme will be extended to the night of the Annual Ball 2018; 4.3 HKIA possesses no objection to the Theme being further developed from prior architectural works, or prior projects of design, research, publication and/or exhibition. 4.4 The winning and finalist entries and exhibits, including exhibition panels and building models, of HKIA Annual Awards 2017/18 shall form the core of the Exhibition. 5. EXHIBITION VENUE AND PROGRAM 5.1 The Exhibition will tentatively be held in Quarter 4 of 2018, at Hong Kong, Pacific Place. A Press Conference tentatively set up on 1 November 2018. 5.2 The program for the Exhibition is tentatively as follows- Activity Tentative Timeframe 1) Open call for Curator 21 May 2018 2) Appointment of Curator 11 June 2018 3) Deadline of First draft submission to Pacific Place and confirmation of venue 4) Open Call and/or Appointment of Contractor / Production House End June 2018 Mid-July 2018 5) Preparation & Setting up of exhibition July October 2018 6) Press Conference, at Pacific Place (tbc) 1 November 2018 Page 3 or Page 16

7) Exhibition, at Pacific Place (tbc) 2-5 November 2018 8) Events for public 3-4 November 2018 9) Prize Presentation at HKIA Annual Ball 2018, JW Marriott 3 November 2018 5.3 The preferred location for the Hong Kong Annual Awards 2017/18 Exhibition is Garden Court, Pacific Place, 88 Queensway, Admiralty, Hong Kong. The venue is a 149.4 sq.m atrium of a shopping mall. Applicants may refer to the location map, floor plan and photos in the Appendix 1. 5.4 Upon the confirmation of the proposal and venue, the Curator shall be able to work closely with the venue provider for creating synergy and dialogues, including having joint-working sessions throughout the process, coordinate with HKIA and venue provider for the Exhibition. 6. ELIGIBILITY 6.1 The Applicant should be the Curator(s) of the Proposal. 6.2 The Applicant should submit Proposal- - on an individual basis; - on a group basis or - by a Hong Kong registered company. 6.3 The Applicant on individual basic must hold membership of HKIA. 6.4 For Applicant on group basis, at least one of the members in the Curatorial Team must hold membership of HKIA. The group should designate one of the core members to be responsible to the Organiser for the management of the allocated fund for the Project. 6.5 Applicants possess previous curatorial experience in design and architectural exhibitions are preferable, though not mandatory. 6.6 Applicants are required to provide proof satisfactory to the Organisers in the Proposal of his/her qualifications, experience and ability to complete the Project. 6.7 Inclusion of the Applicant's own works in the Exhibition is not precluded provided that they are necessary in demonstrating and completing the Project. The Organiser does not support Page 4 or Page 16

Proposal whereby the Applicant is the principal exhibiting party. 6.8 Any individual, members of a group, registered organization or Hong Kong based Company is allowed to participate in only one Proposal for this Invitation. 7. RESPONSIBILITIES OF THE CURATOR A. General 7.1 The Curator shall report to the Organiser and the Annual Awards 2017/18 Committee. 7.2 The Curator should refer to the vision of the Organiser to set out the mission and role of The Curator. 7.3 The Curator should prepare artistic and interactive direction of the Exhibition, and exchange ideas, information and discuss with the Organiser and Annual Awards 2017/18 Committee for venue application proposal. 7.4 The Curator should propose and take charge in the planning, design, the completion of all statutory requirement involved with the venue and the Exhibition. 7.5 The Curator is responsible to prepare tender drawings, document, specifications, interviews and all associated administration works to appoint a contractor for building, completing and reinstating the Exhibition at the satisfaction of the Organiser, Annual Awards 2017/18 Committee and venue provider. 7.6 The Curator is responsible to monitor construction and assist the contractor in applying permits and maintaining the venue at their own cost in good and safe conditions during the construction and exhibition period. 7.7 The Curator should cooperate with venue provider contractors, and exhibitors on all matters related to the event. The Curator should ensure that the contractors and exhibitors would observe all the regulations and requirements of venue provider to oversee dismantling for site clearance for meeting with the requirements as set by site provider. 7.8 The Curator should be responsible for the overall completion of the Exhibition on the highest standard. During the course of the project, the Curator s tasks include but are not limited to the followings:- Page 5 or Page 16

B. Exhibition Proposal 7.9 The Curator is responsible to prepare and submit a proposal (create interactive idea) for the Exhibition and obtain approval from site provider in order to secure the venue on or before the dedicated schedule for the Exhibition. 7.10 The Curator is required to submit more than one venue for HKIA s consideration, all the venue suggestions should be maintained to meet the standard of the event. 7.11 The proposal shall include but not limited to a) demonstrate the overall aim of the HKIA Annual Awards; b) create an overall theme of the Exhibition; c) overall layout and panel design of the Annual Awards 2017/18 awarded and finalist projects; d) design of the backdrop used for opening ceremony; e) design of items required for workshops and subsequent events; f) interactive / creative ideas that will encourage passer-bys to participate; g) ideas for the workshops and subsequent events. 7.12 The Curator should state title and artistic direction of the Project, as a collateral exhibition at the venue. 7.13 Amendment of the proposal is required subject to the comments from the Annual Awards 2017/18 Committee and the site providers, no cost and time implication applied to the Curator. 7.14 Both digital, printing submission and presentation are required as per the request from site provider. 7.15 Demonstration for the interactive idea(s) / device(s) are required subject to the site provider s comments in order the secure the venue. C. Budget 7.16 The total budget for construction is HKD$400,000-. 7.17 The Curator should budget for the Proposal according to the amount of funding designated for the Project, and to regulate relevant expenses and manage account of transactions within the Page 6 or Page 16

acquired funding thereof. D. Construction 7.18 The Curator is responsible to coordinate with the Contractor and prepare tender documents, apply permits, monitor construction or equivalent, such that the Contractor can construct the Exhibition without fail, 7.19 The Curator is responsible to coordinate with the Contractor and maintain the venue in good and safe conditions during the exhibition period. 7.20 The Curator should cooperate with venue provider, consultant, exhibitors, and contractors arranged by the Organiser on all matters related to the Exhibition. E. Exhibition 7.21 The Curator should be responsible for the overall completion of the Exhibition in the highest standard. a) To design and produce exhibition items and works ("Exhibits") according to the theme; b) To select, review, rearrange the display panels selected from the HKIA Annual Awards 2017/18 Exhibition; c) To inspect and prepare for the setup of Exhibits; d) To arrange transportation and related logistics arrangement of Exhibits to and back from the venue; e) To direct the setup and finish of all Exhibits; f) To manage/liaise with venue provider to facilitate electricity, lighting and all other specific services provision for Exhibits; g) To assist the certification of public safety for the Exhibition and to arrange insurance whenever and wherever appropriate; h) To monitor and maintain all Exhibits during the course of exhibition; i) To arrange guided tours, symposiums and/or other promotional/ educational events for the Exhibition, where appropriate; j) To recruit and organize volunteering team in support of the Exhibition and related events. F. Publicity 7.22 To incorporate and maintain Organiser s branding in all exhibition promotional activities. Page 7 or Page 16

7.23 To create identity for the Exhibition, which should be in coherence with the vision by HKIA; 7.24 To provide Chinese and English text for the Exhibition, including exhibition/curatorial statement, Exhibitors information, description of Exhibits, and additional literature of criticism and references; 7.25 To prepare design of advertisements; 7.26 To assist in the preparation of the Opening Ceremony, symposia, press conference, forum, cultural events, closing event and any other co-related events; 7.27 To assist the Organiser and Annual Awards 2017/18 Committee in the invitation of local and overseas guests for occasions of opening, performance, press conference, symposium and related events 7.28 To prepare and execute the workshops and promotional activities to attract local groups, in particular the young group, academic, professional bodies, school bodies to attend the Exhibition. G. Report and Evaluation 7.29 To submit to the Annual Awards 2017/18 Committee interim progress reports during the course of Project. Confirmed list of Exhibits and events shall be review and approved by the Annual Awards 2017/18 Committee; 7.30 To assist the Annual Awards 2017/18 Committee if requested in arranging critics/experts to review the Exhibition; 7.31 To submit to the Annual Awards 2017/18 Committee within one month a final report; 7.32 To conduct a formal de-briefing with the Organiser following the completion of the Project. The de-briefing shall include the evaluation of the project including the merits and shortcomings. 8. EXHIBITS & EVENTS 8.1 Based on the Exhibition Theme and venue condition, the Curator should submit a proposal of exhibits and events to be showcased in the Exhibition. Page 8 or Page 16

9. FEE AND BUDGET 9.1 A maximum fee of HK$150,000- (*) shall be available to the successfully appointed Curator. The payment of fee will be in five stages based on completion of each stage of works, and the anticipated schedule is as follows:- Work stage Anticipated Schedule Curator s fee (%) Upon Appointment June 2018 HK$15,000- (10%) Upon Confirmation of June 2018 HK$30,000- venue (20%) Upon Appointment of July 2018 HK$30,000- Contractor (20%) Completion of Exhibition Nov 2018 HK$60,000- (40%) Final Report and Debriefing Dec 2018 HK$15,000- (10%) (*) the Applicant are free to propose a sum of less than HK$150,000-. Cumulative total (*) (100%) HK$15,000- (10%) HK$45,000- (30%) HK$75,000- (50%) HK$135,000- (90%) HK$150,000- (100%) 9.2 The Curator should accept terms and conditions of agreements related to the Project, including but not limited to agreements with funding organizations, sponsors, venue landlords, etc. 9.3 HKIA welcomes innovative concept on the Exhibition, but Applicants must clearly identify and state any special requirements for equipment, venue and all necessary materials for the Proposal so as to make the special arrangement in schedule and meet the budget. 9.4 The Project is non-profit making in nature. 10. SUBMISSION OF PROPOSAL 10.1 Applicants who are interested in the Project should submit information to HKIA before the submission deadline stated in clause 10.3 below. The Proposal should be presented in English and includes the following:- ITEMS 1 Personal info/ Contact / Curriculum vitae of the Curator(s) SUBMISSION FORMAT A4(s) Page 9 or Page 16

2 List of events proposed workshops and other A4(s) events, and interactive / creative ideas that will encourage passer-bys to participate 3 Outline Budget A4(s) 4 Programme and Exhibition content 2 x A3 max. 5 Past Job reference A4(s) 6 CD-Rom consisting the softcopies all the documents and images submitted Word Document / PDF 10.2 The Curator will be allowed to expand the list and/or minor adjust the list of Exhibitors after appointment. Such minor adjustment is subject to approval by HKIA. 10.3 Proposal in sealed envelope marked "The Hong Kong Institute of Architects Annual Awards 2017/18" should reach HKIA premises (19/F, 1 Hysan Avenue, Causeway Bay, Hong Kong) on or before 12:00 noon, Monday, 28 May 2018 (Hong Kong Time) ( Deadline ). Late submissions will not be considered. 10.4 Shortlisted Applicants will be invited to the interviews scheduled for 29 May 2018 to further discuss the detail and clarify their Proposal. 10.5 HKIA does not accept applications sent by fax or email. 10.6 HKIA does not accept any supplementary information of the Proposal (except upon request by HKIA) submitted after the submission deadline. 10.7 Any provision in any Application which does not fully meet and comply with the conditions of this Invitation shall be void and at no effect. 10.8 Through responding to this Invitation by submitting any Application and Proposal, Applicants shall be bound exclusively in all respects by the terms and conditions in this Invitation. 11. ASSESSMENT, SELECTION PROCEDURES AND CRITERIA 11.1 The Annual Awards 2017/18 Committee members, on behalf of HKIA shall assess all Proposals submitted in due good order. HKIA's decision shall be final and shall not be open to query or dispute by any Applicant. 11.2 The selection criteria are as follows:- Page 10 or Page 16

Whether the Proposal fulfills the Project Aims; Whether the Proposal is unique and innovative, representing Hong Kong and relevant to the theme of the Exhibition; Whether the proposed Exhibits are responding to the Theme of the Exhibition; Feasibility of the Project; Track record of the Curator, including experience in production/curatorship in architectural exhibitions, overseas networks, administrative capability etc; The quality and merit of the Exhibits and the ability of the Exhibitors to complete the Exhibits; He/she must show intellectual ability and proposal that would represent our architecture, on behalf of the city; The extent of integration of environmental sustainability and greening principles in the proposal and throughout the entire exhibition as appropriate; Over budget proposal will not be considered and the Curator is responsible for the control of actual expenditure within the prescribed budget stated therein. Except that any over-expenditure on proposed exhibits must be borne by the Curator or under separate agreement between the Curator and Exhibitor. The person who submit the proposal shall sign on the attached form to indicate their proposed fee. 11.3 Depending on the competition, the Annual Awards 2017/18 Committee reserves the right to set assessment criteria additional to those above which the Annual Awards 2017/18 Committee determines to be objective and do not contradict existing ones to facilitate the processing of applications; review of such additional objective criteria will not be accepted. 11.4 The Annual Awards 2017/18 Committee s decision on the selection shall be final and shall not be open to query or dispute by any Applicant. 11.5 HKIA reserves the right not to accept/consider Proposals that fail to meet the above criteria. 11.6 HKIA reserves the right to use the selection procedure to appoint a Curator, but not necessarily to adopt the submitted Proposal in entirety. 12. NOTIFICATION OF RESULTS AND SIGNING OF AGREEMENT 12.1 HKIA has scheduled to announce the result of Applications by May 2018 upon completion of selection procedures; HKIA reserves the right of postponement of such announcement and the final decision to select or not to select any applicants for the Project. Page 11 or Page 16

12.2 HKIA shall determine the details of the Project and the related obligations of the successful Applicant and the budget and will sign an agreement ("the Agreement") with the successful Applicant. The successful Applicant must submit a revised proposal/budget, if so required by HKIA before the signing of the Agreement. 12.3 If the Applicants in the Project are employees of tertiary institutes, the participants must submit an approval letter from the tertiary institute indicating its approval of its employees to participate in the Project on a personal basis before the signing of the Agreement. HKIA will not reimburse the tertiary institute for any expenses incurred. 12.4 HKIA reserves the absolute right to reject and disqualify any Applicant if it thinks fit. 12.5 HKIA reserves the absolute right to cancel the Project arrangement of any Applicant if it thinks fit. 12.6 HKIA shall not be liable to compensate any rejected, disqualified or unsuccessful applicant and any cancelled exhibition Proposal of the successful Applicant. 12.7 HKIA shall have the right to take photos, keep records and to reproduce any entry submissions of the successful Applicant and for documentation, exhibition, educational or publicity purposes. 12.8 In making the Application, each Applicant warrants that the Applicant is in possession of the intellectual property rights of the proposal and has full right to possess, deal with and dispose of them free from all encumbrances. 12.9 The Applicant shall undertake full responsibility for the Proposal and shall indemnify HKIA for any loss that may arise from any breach of these conditions, of the Application and of the Agreement. 12.10 Upon successful application, the Applicant shall enter into a contract with The Hong Kong Institute of Architects. 13. HANDLING OF PERSONAL DATA 13.1 According to Paragraph 2.3.3 of the Code of Practice on Identity Card Number and Other Personal Identifiers published by the Privacy Commissioner for Personal Data ( the Code ), HKIA may collect the ID card number of the grantee /authorised signatory if the grantee is an organisation to verify the grantee s identity and to identify grants related to the grantee. 13.2 Personal data contained in the Application documents are used by HKIA to facilitate the Page 12 or Page 16

processing and assessment of Proposals. Failure to provide such data will obstruct and prevent the assessment and result of the Application. 13.3 If there is any amendment to the personal data on the Application documents, the Applicant shall inform HKIA in writing to ensure the accuracy of personal data held by HKIA at all times. HKIA may publish information concerning successful Project Applications in its Annual Report, Website, Newsletter and other publicity material; HKIA may also use such information for its own research or policy development purposes. The Applicant shall allow HKIA to publish and use such information and is required to notify HKIA in writing when submitting the Application if the Applicant does not want to receive any publicity materials from HKIA or related organizations. 13.4 To facilitate the assessment of Proposal, the Applicant shall allow HKIA to reveal personal data contained in the Application to HKIA Council Members, Annual Awards 2017/18 Committee members, other Government departments and external consultants for reference. 13.5 The Project will be assessed at any time by HKIA Council Members, Annual Awards 2017/18 Committee members, or consultants in the entire discretion of HKIA. The Applicant accepts that the contents of the assessment will be revealed to the public. 14. COPYRIGHT 14.1 To facilitate the assessment of the Applications for the Project, the Applicant agrees to authorize HKIA to duplicate and distribute Application documents to HKIA Council Members, Annual Awards 2017/18 Committee members, other Government departments, external consultants and other persons involved in the assessment of the Applications for reference. 14.2 If the Application documents submitted by the Applicant contain material (including any written, verbal, graphic/image production or other format), of which the copyright belongs to other parties/organizations, it is the Applicant s responsibility to obtain prior written consent from the copyright owner for its use and to enable HKIA to carry out the aforementioned assessment. 14.3 If the contents of the Application incorporate the duplication, distribution or publishing of works and materials, etc. (including any written, verbal, graphic/image production or other format), of which the copyright belongs to other parties/organizations, it is the Applicant s responsibility to obtain prior written consent from the copyright owner to ensure that the project can be implemented successfully. Page 13 or Page 16

14.4 The Applicant must ensure that HKIA will not violate the Intellectual Property (Miscellaneous Amendments) Ordinance 2000 or other relevant ordinances due to the receipt, examination, possession, processing or archiving of Application documents submitted by the Applicant. If the failure of the Applicant to comply with this requirement causes HKIA to violate any copyright law, the Applicant shall compensate HKIA fully for any loss so caused. 14.5 The selected Applicant shall obtain prior consent from the Exhibitors and grant HKIA a royalty free and irrevocable license exercisable at any time by HKIA in its entire discretion to reproduce, upload, store and post all the materials produced in association with the Project, in any format, and partly or wholly, on media channels, including but not limited to publication, website, promotional activities, new media platform etc. owned or managed by HKIA or in non-commercial promotion activities. 14.6 HKIA reserves the right to show excerpts from the Project (and the video documentation of the Project) at events organized by HKIA for promotional purposes. HKIA reserves the right to show the full version of the production at academic or not-for-profit events (such as arts festivals, etc.), the nature of which to be determined entirely by HKIA. 14.7 HKIA is not responsible for any copyright dispute that might arise between the successful Applicant, the selected Exhibitors, the cross-media collaborators and other third parties. 15. THE PREVENTION OF BRIBERY ORDINANCE 15.1 The Hong Kong Institute of Architects is a public body under the Prevention of Bribery Ordinance Cap 201. All members and staff of Hong Kong Institute of Architects must abide by the regulations related to the acceptance of advantages. 15.2 Under Chapter 201 Section 4 of the Prevention of Bribery Ordinance, the offering of advantage to, or the soliciting or acceptance of any advantages from any Institute's staff is strictly prohibited. Applicants should be aware of, and abide by, all applicable the regulations in their regard. 16. MEDIATION AND DOMESTIC ARBITRATION Any dispute or difference arising out of or in connection with this Invitation shall first be referred to mediation at Hong Kong International Arbitration Centre (HKIAC) and in accordance with its Mediation Rules. If the mediation is abandoned by the mediator or is otherwise concluded without the dispute or difference being resolved, then such dispute or Page 14 or Page 16

difference shall be referred to and determined by arbitration at the HKIAC and in accordance with its Domestic Arbitration Rules. 17. ENQUIRIES 17.1 The Applicant should visit regularly HKIA website at www.hkia.net for updates and further announcement during the course of this Invitation. 17.2 For general administrative enquiries, please contact HKIA Secretariat Ms. Ellie Mak Email bia@hkia.net Tel. 2805 7085 / 2511 6323 Page 15 or Page 16

To : The Hong Kong Institute of Architects We confirm that, upon the appointment by HKIA, we will act diligently as the Curator of The Hong Kong Institute of Architects. We shall be bound by the conditions set out in this invitation and we hereby submit the technical proposal and confirmed that our fee will be HK$150,000 or (please state any amount but not more than HK$150,000) Signature Name Date Page 16 or Page 16

APPENDIX 1 Location map, floor plan and photos of Pacific Place, Hong Kong Location Map 88 Queensway, Hong Kong

HKIA Annual Awards 2014 Exhibition

HKIA Annual Awards 2014 Prize Presentation Ceremony

HKIA Annual Awards 2015 Exhibition

HKIA Annual Awards 2015 Prize Presentation Ceremony

HKIA Annual Awards 2016/17 Exhibition

HKIA Annual Awards 2016/17 Press Conference