Hands-on exhibits – Arctic Opposites science exhibition – Arctic Centre

The procurement is part of the renewal of Arktikum Science Centre managed by the Arctic Centre of the University of Lapland.

The renewed permanent exhibition called Arctic Opposites is expected to offer the visitors a magical voyage through the uniqueness and beauty of the region, seasons, landscapes and phenomena. The visitors experience the everyday life through the eyes of the peoples and animals. The exhibition relies on science-based information to approach diversity of the Arctic.

The Arctic opposites raises awareness on how globalization and climate change are challenging the social, cultural, and environmental sustainability of the circumpolar region.

The main objectives of Arctic Opposites are as follows:
- Conveying the significance and urgency of arctic research: The modernized exhibition aims to effectively communicate the importance of studying and understanding the issues occurring in the Arctic. By highlighting the global dimension of these issues, visitors will learn and be more aware on how Arctic research impacts the broader world. This objective emphasizes the urgent need to address the global dimension of these changes and their potential implications.

- Promoting public engagement and citizen science in arctic research: The exhibition strives to actively involve the public in Arctic research and foster the interest to the circumpolar regions. This engagement encourages exhibition users to become advocates for Arctic research and related issues.

- Offering up-to-date science-based content: The modernized exhibition aims to provide visitors with the latest scientific knowledge and research outcome related to the Arctic. By delivering up-to-date information, the exhibition ensures that visitors receive accurate and relevant content.

- Bridging the gap between scientific knowledge and the broader public: The exhibition translates complex scientific concepts into accessible and engaging formats, making the information understandable to visitors of diverse backgrounds. By doing so, the exhibition facilitates the dissemination of scientific knowledge and promotes a greater understanding and appreciation of Arctic research among the broader public.

Arctic Opposites aims to convey the global significance of Arctic research, foster public engagement and citizen science, provide up-to-date scientific content, and bridge the gap between scientific knowledge and the broader public. By achieving these objectives, the exhibition contributes to a deeper understanding of the Arctic and of the global importance for ongoing research in this crucial region.

The hands-on exhibits, either mechanical, digital, combining both solutions, or any alternatives proposed by the Contractor are expected to serve the above-mentioned objectives.

Main target groups: Arktikum house is visited by about 130 000 visitors per year of which 60% are coming from abroad. Finnish and foreigner customers are mostly families. In addition, the exhibition is targeting Finnish pupils, students and the teachers as well.

The concept design of Arctic Opposites can be seen from here. Even though some of the solutions are different in the Architect drawings, the concept design gives a feeling and an idea about the new exhibition environment, style and outlook. The concept design can be consulted here:

https://www.arcticopposites.com/
Password: ArcticOpposit4s

Expected tasks:
The contractor (the successful tenderer) is expected to:
- Conceptualize and design the hands-on exhibits following the content information, the graphic guidelines and technical instructions provided by the Arctic Centre.

The exhibition team has defined the content of the hands-on exhibits and all the content information will be provided to the contractor by the client. The exhibition team has also conceptualized the exhibits as in the Annex 1. The concepts are unequally developed. Some are quite advanced while others are in very early development stage. The tenderers can propose different concepts in the offer. However, tenderers must be aware that for the more developed concepts, there is less flexibility for alternatives, unless the tenderers demonstrate that the proposals fulfill better the objectives than the proposed concepts and is more economically advantageous. Any of the proposals must take into consideration the technical requirements.

- Build up the hands-on exhibits as plug and play solutions into the new interior design of the exhibition.

The contractor is expected to build the hands-on exhibits in its own facilities and deliver them ready to be installed. Subcontracting being allowed, part of the exhibits can be produced elsewhere but should be delivered as one entity.
The exhibits must be planned so that they fit in the reserved space within the exhibition rooms. Measurements, sizes and placing are provided in the list of hands-on exhibits in Annex 1. Client can also provide more information on demand.

- Provide guidelines and instructions on how to use and how to maintain the exhibit stations.

The hands-on exhibits are delivered with their manuals (English), including the instructions for use, the maintenance guidelines as well as any other relevant technical information.

- To deliver the hands-on exhibits on spot ready to be set up into the exhibition facilities.
The hands-on exhibits are expected to be delivered to Arktikum by the deadline agreed at the contract signature.

If specific technical assistance is needed for set up, this should be provided by the contractor.

Responsibilities and requirements

The Contractor is responsible:

o To define in close cooperation with the Arctic Centre the tasks lists and schedule inherent to the production of the exhibition elements.
o To sketch and design the exhibit according to the theme and message(s) defined in Annex 1.
o To seek and implement technical solutions suitable to the exhibition structures for each exhibit.
o To propose alternative technical solutions if more effective and more economically beneficial (as well in long term perspective) than the ones proposed by the Arctic Centre.
o To build up and deliver the exhibits ready to be integrated into exhibition structure and ready to use.

The selected firm should:

o Take into consideration the overall design of the exhibition and the materials of structures and elements defined by the architect and designers.
o Work in close cooperation with the exhibition team.
o Stick to sizes and location of exhibit elements as described in the architect drawings, and according to information provided by the exhibition designer and the technical planner.
o Adjust to the technical specifications of hardware such as screens, computers, tablets if provided by the Client in Annex 1.

The client (Arctic Centre) is responsible:
o To provide all content information for each hands-on exhibit.
o To provide the graphic guidelines.
o To deliver the visual materials and the graphic elements such as photos, ready videos, animation, infographics, navigation and other symbols unless it is mentioned in the list of hands-on exhibits that the Contractor should provide them.
o To deliver ready texts in Finnish and English language.
o To provide architect drawings and related information.
o To provide technical specifications of possible hardware such as screens, tablets or computers.

Special requirements, limitations and exclusions
o Hands-on exhibits should be easy to maintain for Arctic Centre staff both technically, but the exhibition visitors should not be able to access the technical construction and back-end solutions.
o Hands-on based on digital solutions are expected to be easily updatable, without requiring external assistance. Opened content management system is then an asset.
o The sizes of the exhibition doors are to be taken into consideration for bigger stations.
o Materials of station are expected to be steady, robust and eco-friendly.
o All the suggested solutions must be in accordance with the current regulations for public spaces.

Content of offers

- References
As part of their offer, the Contractors are expected to provide:
o A list of at least five references not older than 5 years old and related to science exhibition and science centres.
o A description of the expertise and roles of the staff involved into the process.

- Worplan
As part of their offer, the Contractors must provide a workplan according to a set of requirements as mentioned below:
o A clear description of the planning, design and production process of the hands-on exhibits.
o A description of main milestones including three reviewing rounds of the hands-on exhibit proposals prior to the client’s approval for construction.

- Concept ideas
As part of their offers, the Contractors must provide:
o a concept idea for each of the elements that are offered based on the list in Annex 1.
o a short description of the technical solutions that will be used.

Time of delivery

Date of delivery is 30.10.2024. The contract shall be drawn up earliest two weeks after the notification of award (procurement decision), estimated in early June 2024.

The University of Lapland has decided to correct the procurement documents for this publication. All applications, responses or offers that may have arrived have been cancelled, and no new ones can be submitted until the procurement unit has published the corrections.

Description of the procurement will be given more information for call for. For more information for quality of verification will be given by annex.