Community Memories Program - Sample Contract

Contracts are awarded to CHIN members with approved proposals. See a sample contract and Appendix A below:

VIRTUAL MUSEUM OF CANADA
COMMUNITY MEMORIES
Sample Contract

(Subject to Change)

Contract terms and conditions

This contract incorporates the general terms and conditions specified as Appendix "A". In the event of discrepancies, or ambiguities in or between the wording of this document and the General Terms and Conditions or any other documents attached hereto the wording of this document shall prevail.

Invoice(s)

The contractor is required to submit to the Contracting Authority for each payment (as per payment schedule) an invoice showing the contract number, the Contractor’s name, address and GST number (if applicable) and certify the work completed to date and the period covered by the invoice.

1. DESCRIPTION OF WORK

The Institution agrees to perform the work as follows:

  • Create a Community Memories exhibit (hereinafter called "Exhibit") entitled "Production Title" as described in Appendix B, for public exhibition on the World Wide Web as part of the Virtual Museum of Canada;
  • Provide the tools and environment for community engagement in the creation of the Exhibit.
  • Ensure that the recommended hardware and software as specified on the CHIN Web site are provided for Exhibit development.
  • Use the software provided by CHIN, as per this Agreement, to create the Exhibit, which will consist of at least 100 images and associated text as well as any related audio, textual or video content together with at least one storyline with images and associated text that organizes Exhibit elements in a narrative fashion;
  • Include transcripts or summaries of all audio content to ensure access by persons with hearing disabilities;
  • Provide CHIN with an electronic copy of the Exhibit, to be copied onto a CD as provided to the Institution by CHIN, together with all label information including Institution name, date of creation, exhibit title, key prefix, and any other relevant information as determined by CHIN;
  • Provide CHIN with a minimum 250 (maximum 400) word summary of the Exhibit in an electronic format; CHIN reserves the right to edit and translate the summary text into French for inclusion on the Virtual Museum of Canada;
  • Provide an e-mail address to CHIN and respond in a timely fashion, with a copy to CHIN (vmccc@virtualmuseum.ca) to e-mail inquiries that may be relayed from the CHIN servers to the Institution from the public about the Exhibit.

In the event that the Institution wishes to distribute copies of the Exhibit, the Institution will reproduce onto CD format the exhibit and distribute them to users directly, for fee or without charge.

The Institution shall obtain all intellectual property clearances on any content included in the Exhibit.

The Institution shall conduct Quality Assurance verification on the Exhibit.

Statement of Work: CHIN

  • Deliver to the Institution, a copy of the software necessary to develop the Exhibit and a blank CD for the reproduction of the Exhibit content thereon for the purposes of delivering the content to CHIN as required under this Agreement;
  • Remix, format and edit the content received from the Institution for the purpose of converting the Exhibit into a standard format for inclusion in the Virtual Exhibits section of the CHIN website, the Virtual Museum of Canada. Upon request from the Institution, CHIN shall provide a copy of the edited Exhibit to the Institution;
  • Provide help-desk support to the Institution relating to the use of the software. Help-desk support is contingent upon the Institution's use of hardware configurations recommended by CHIN for this initiative.
  • Provide a User Guide to the Institution.
  • Host the exhibit in the Virtual Exhibits section on CHIN's publicly accessible Virtual Museum of Canada Internet Web site.

In accordance with the Institution’s Proposal dated March 2011, which is attached as Appendix "B" and forms an integral part of this contract.

2. TRANSLATION OPTION

  • Upon written request received by the Institution, CHIN may pay up to $2,500.00 for the translation of the exhibit into the other official language. However, CHIN also reserves the right at its sole discretion and expense to translate the Exhibit into the other official language. CHIN shall provide a copy of the translated Exhibit to the Institution.

3. BASIS OF PAYMENT

  • 3.1 Fee not to exceed $5,000.00 (first exhibit) or $2,500.00 (subsequent exhibit) (plus GST/HST if applicable).

4. PAYMENT SCHEDULE

  • First payment of $4,500.00 (first exhibit) or $2,000.00 (subsequent exhibit) (plus GST/HST if applicable) after acceptance of the Institution’s Exhibit proposal and presentation of an invoice and approval by the Project Authority.
  • Final payment of $500.00 (plus GST/HST if applicable) after satisfactory completion of all the work covered by the contract and on submission of an invoice and approval by the Project Authority.