RCPI Medical Museum Exhibition Design Services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The Royal College of Physicians of Ireland (RCPI) is procuring exhibition design services for a new publicly accessible medical museum. The project involves transforming RCPI's collection of over 50,000 objects, archives, and rare books into a visitor experience within its historic building at No. 6 Kildare Street, Dublin 2. The estimated value of the exhibition design and fit-out contract is between €1.5 million and €3 million. The museum is targeted to open in December 2029.

The successful contractor will be responsible for developing and delivering the museum visitor experience. This includes:

• Exhibition Design:
• 3-D, graphic, illustration, sound, and lighting design.
• Object layout and mounting design.
• Development of briefs and tender documentation for display cases, fit-out requirements, mount making, and installation.
• Collaboration with a selected storage design firm for visible storage spaces.
• Digital and Audiovisual Integration:
• Development of interactives and audiovisual requirements.
• Development of briefs and tenders for AV systems.
• Management of subcontractors for AV and digital elements.
• Lead and coordination of AV systems into the overall design.
• Technical Design and Coordination:
• Specialist lighting design.
• Acoustic design (collaboration with the project design team).
• Mechanical and Electrical (M&E) design (collaboration with the project design team).
• Fire and Safety design (collaboration with the project design team).
• Ancillary Spaces:
• Design of the layout for a Display Corridor incorporating existing and new collection storage/display.
• Design of the layout for the Hearn Research & Learning Room.

The museum visitor space will be approximately 351m². The scope explicitly excludes object selection, curatorial content, all text content, interpretive strategy and plans, and the conservation of objects. The project is structured as a two-stage procurement process, commencing with this Expression of Interest (EOI) followed by an Invitation to Tender (ITT).

3. Background & buyer context

The Royal College of Physicians of Ireland (RCPI), established in 1654, is Ireland's oldest and largest postgraduate medical training college. It holds a significant collection of over 50,000 objects, archives, and rare books, accredited under the Museum Standards Programme for Ireland (MSPI). This procurement aligns with RCPI's strategic plan 2025-2029, which commits to developing a publicly accessible museum. Planning permission for the necessary works was received from Dublin City Council in September 2024. The project aims to transform RCPI's collection into a new cultural and educational destination, revealing one of Ireland's most significant medical heritage collections to the public for the first time. The total museum investment is approximately €8 million, comprising €3 million committed by RCPI and a €5 million fundraising target. The project is led by RCPI's appointed architects, with the successful exhibition designer joining the project design team.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Public Liability: Not specified.
• Employer's Liability: Not specified.
• Product Liability: Not specified.
• Professional Indemnity: Not specified.
• Cyber Liability: Not specified.
• Motor Insurance: Not specified.
• Certifications: Not specified for this tender.
• Past experience:
• Minimum of three (3) comparable projects within the last five (5) years.
• Each project must have a value of at least €500,000.
• Projects must demonstrate experience in exhibition design, visitor experience planning, spatial planning, gallery design, and digital/audiovisual integration.
• Personnel:
• Project Director: Minimum of five (5) years' experience in a similar role.
• Lead Exhibition Designer: Minimum of five (5) years' experience in exhibition design.
• Technical Lead: Minimum of five (5) years' experience in technical exhibition delivery.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria will be detailed in the Invitation to Tender (ITT) stage. However, the procurement process indicates a two-stage approach where initial expressions of interest will be evaluated, followed by a full tender submission. The evaluation will likely follow a "Most Economically Advantageous Tender" (MEAT) principle, balancing quality and price. Specific scoring weights and minimum thresholds will be provided in the ITT documentation.

6. Submission requirements

This Expression of Interest (EOI) stage requires bidders to submit the following:

• Company Profile: A brief overview of the company's experience and capabilities.
• Project Experience: Details of at least three (3) comparable projects completed within the last five (5) years, each with a value of at least €500,000. For each project, provide a brief description, client name, project value, and completion date.
• Key Personnel CVs: Curriculum Vitae for the proposed Project Director, Lead Exhibition Designer, and Technical Lead, demonstrating the required minimum years of experience.
• Statement of Interest: A brief statement outlining the company's interest in this specific project and its suitability.
• Declarations:
• Confirmation of understanding the project scope.
• Confirmation of ability to meet insurance and experience requirements.
• European Single Procurement Document (ESPD) will be required at the ITT stage.
• Submission Portal: Submissions must be made via the eTenders platform.

Specific templates or formats for these submissions will be provided in the EOI documentation.

7. Key dates & process

8. Contract terms that matter

The specific contract terms will be detailed in the Invitation to Tender (ITT) documentation. However, based on the EOI and overview documents, the following can be anticipated:

• Contract Duration: The contract will cover the design, tender preparation, and supervision of installation phases, concluding with the museum opening in December 2029. Extension clauses are not specified at this stage.
• Payment Terms: Standard public sector payment terms are expected, likely net 30 days from valid invoice submission, subject to satisfactory progress and acceptance of deliverables.
• Key SLAs/KPIs: Specific Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) will be defined in the ITT, likely focusing on design quality, adherence to project timelines, and successful installation.
• Liquidated Damages: Penalty regimes for delays or non-performance are not detailed but are common in public sector contracts and may be included.
• Termination Clauses: Standard termination for convenience and for cause clauses are expected.
• IP Ownership: Intellectual property rights for the design work will likely vest with RCPI upon payment.
• Sub-contracting: The extent to which sub-contracting is permitted will be specified in the ITT.
• Guarantees/Bonds: Requirements for performance bonds or parent company guarantees are not specified at this stage.

9. Risks, red flags & unusuals

• Two-Stage Process: The EOI followed by ITT is a standard but requires bidders to invest effort in the initial stage without a guarantee of proceeding to the final tender.
• Long Lead Time: The target opening date of December 2029 provides a significant lead time, which may impact resource planning for bidders.
• Indicative Value Range: The €1.5m - €3m value is an estimate, and RCPI reserves the right to amend it, introducing uncertainty for bidders.
• Fundraising Dependency: The total museum investment relies on a €5m fundraising target, introducing a potential risk if fundraising falls short, which could impact the project scope or budget.
• Complex Stakeholder Environment: RCPI is a postgraduate medical training college with a global membership, alongside public and educational audiences, requiring a design that balances diverse needs.
• Historic Building Constraints: Working within a historic building at No. 6 Kildare Street may present unforeseen challenges related to structural, M&E, or conservation requirements.

10. SME fit assessment

This tender is structured to attract experienced exhibition design firms capable of managing a project of significant scale and complexity. A small to medium-sized enterprise (SME) could credibly bid if they possess:

• Specialised Expertise: Proven track record in museum exhibition design, including digital integration and visitor experience planning.
• Financial Capacity: Ability to demonstrate a turnover of at least €500,000 per project for the last three comparable projects.
• Team Structure: A dedicated team with specific experience in project direction, lead exhibition design, and technical delivery.

Consortium bidding or sub-contracting to specialist providers (e.g., AV integrators, digital content creators) is likely permissible and may be a viable strategy for SMEs to meet the full scope requirements. The bid preparation effort for the EOI stage is moderate, focusing on demonstrating relevant experience. The Pwin signal is neutral at this stage; the incumbent is not specified, and the tender appears open to new entrants. The primary challenge for SMEs will be demonstrating the required project value and breadth of experience.

11. Where to dig deeper

• Source Documents:
• RCPI Medical Museum Overview.pdf
• RCPI Museum Design Brief FINAL.pdf
• eTenders CFT ID: Not specified for this EOI stage.
• Contact / Clarifications: Details will be provided via the eTenders platform.
• Key Attachments:
• Appendix 1 – Education and Outreach Programme
• Appendix 2 – Annual Exhibition Programme
• Appendix 3 – Architectural Plans