Attachment X:Collection and Logistics

2016November 28

Root ProjectsAustralia

MAAS I Collection Lo!,!kLics plan Ibr the New Museum.

DRAFT

rootprojects com au

Declaration and Terms

Copyright, Confidentiality and Circulation

This document is the copyright of Root Projects Australia Pty Ltd. It is not to be copied in any form without the written permission of Root Projects Australia Pty Ltd and MAAS.

This document is confidential. It is not to be used for any purpose other than that intended by the issuing party. It is intended to be read as a whole and is not to be edited, partially copied or incorporated into any other document by any other party without the written permission of Root Projects Australia Pty Ltd.

This document is subject to controlled circulation. It is not to be circulated to any person or organisation other than the person it has been issued to without the written permission of Root Projects Australia Pty Ltd.

Limitations Statement

In preparing this document, Root Projects Australia has relied upon and presumed accurate certain information (or the absence thereof) provided by government officials and authorities, MAAS, and others identified herein. Except as otherwise stated in this document, Root Projects Australia has used its best endeavours to verify the accuracy or completeness of any such information. To the extent that such information has proved inconsistent with MAAS previously stated position, MAAS has been advised. No warranty or guarantee, whether express or implied, is made with respect to the data reported or to the findings, observations and conclusions expressed in this document.

This document has been prepared on behalf of and for the exclusive use of MAAS and is subject to and issued in connection with the provisions of the contract between Root Projects Australia and MAAS. Root Projects Australia accepts no liability or responsibility whatsoever for or in respect of any use of or reliance upon this report by any third party.

Document Control

Revision

Date

Purpose

Prepared

Reviewed

1

21/10/16

Initial Draft

FL

PR

2

17/11/16

Client

comments

FL

PR

3

28/11/16

Client

comments

FL

PR

2 Davisons Place Level 5 Kyle HouseMelbourne 27-31 Macquarie PlaceVictoria 3000 Sydney NSW 2000 F 1031 9012 7852P 1031 9654 0488 P 1021 9251 8040 E info@rootprojects.corn.au

MAAS I Collection Logistics plan for the New MuseumDRAFT

ContentsI n d e x

Glossary........................................................................................................................................................ 1

Executive Summary......................................................................................................................................5

1. Introduction........................................................................................................................................... 12

2. Collection Management Relocation Plan.............................................................................................20

3. Storage Analysis................................................................................................................................... 27

4. Relocation Analysis, Strategy & Plan....................................................................................................33

5. Parramatta Project Capital & Operating Expenditure Assessment........................................................41

6. Collection Logistics Procurement Plan.................................................................................................. 50

7. New Museum Project Program.............................................................................................................53

8. New Museum Project Risk Assessment................................................................................................61

Appendix 1 — ICS Collection Management Relocation Plan......................................................................63

Appendix 2 — Clayton Associates — Storage Analysis............................................................................. 64

Appendix 3 — IAS Relocation Analysis, Strategy & Plan..........................................................................65

Appendix 4 —New Museum Master Program...........................................................................................66

Appendix 5 —Collection Relocation Plan Program....................................................................................67

Appendix 6 —Information provided by MAAS...........................................................................................68

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FORECOURT

SW!TCTURK

BOILER HOUSE

NIAAS I Collection Logistics plan for the New MuseumDRAFT

Glossary

1.1 Museum of Applied Arts and Sciences Facilities (MAAS)

MAAS has three distinct facilities:

· Ultimo — containing the Powerhouse Museum and the Harwood Building;

· Castle Hill — containing a series of storage facilities — A, E, G, F, H and the newly opened I-Store and the Discovery Centre; and

· Sydney Observatory

Ultimo and Castle Hill are the subject of this report and plans of the facilities are shown below.

H A R W O O D

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Figure 1: Ultimo Facilities

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Figure 2: Castle Hill Facilities

1.2 Key Definitions

MAAS' Object Movement Guidelines (2009) provides the following definitions for the scalability of objects in its collection.

Small Objects:· A small object is classified by being of a scale that an individual can move, through good

manual handling.· Any object up to approximately 15kgs and/or the size of a tub and/or that is not awkward or unstable

for one person to move is classified as small

Medium Objects:

· More than one person is required to move a medium object· Movement is undertaken by either good manual handling, or use of specialised equipment e.g.

pallet mover, dolly or forklift or other specialised equipment

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NIAAS Collection Logistics plan for the New MuseumDRAFT

Large Objects:

· A large object is too large to be moved by pallet jack and requires the use of a forklift/crane or other specialised large object movement

· A large object may be an object move that falls outside our scope, resources or in-house skills requiring the service of a specialised contractor

· A large object can be defined by either weight, height or volume not necessarily just its size.An additional object description has been created for this CLP:

Very Large object (VLO):

· A Large object requiring specialist movement plans and equipment including cranes and trailer trucks

· There are 35 objects that meet this description currently displayed front of house at Ultimo

The following definitions have been used in this report in relation to MAAS specific collection categories:· Category A Objects: Objects that are irreplaceable and deemed by their intrinsic value, historic

association or cultural significance to be national or international treasures. A collection of Objects can be identified as 'A' even when individual objects within that collection are not of great national or international significance.

· Category B Objects: Objects that are likely to be very difficult or expensive to replace and deemed by their intrinsic value, historic association, cultural significance or rarity to be of importance in a state, national or international context. A collection of objects can be identified as 13' even when individual objects are not of great cultural significance.

· Category C Objects: Objects that have considerable cultural or social significance. They may be replaceable but are still deemed to be of importance because of their intrinsic value, historic association, scientific, artistic and cultural significance or rarity. Most acquisitions will fall within this category.

· Category S Objects: Objects of particular significance to the State of NSW. These are Objects that are deemed excellent examples of the movable heritage of the State because of their association with historic or contemporary events, people, regions or sites. These can also be A or B Objects.

· High Significance: Objects categorised as either Category A or Category B.

Assessment:Objects will be assessed to understand the requirements arising from their relocation. The assessment will involve ensuring each item has a correct record in the MAAS Object database (KE EMu), a barcode, a decision on how it will be digitised and what, if any, conservation treatment or rehousing is required.

Stabilisation and Treatment:Conservation, in the context of this report, is undertaken to facilitate the safe handling, digitisation andmovement of the collection. Conservation will be considered for items moving to Castle Hill to be stored, andfor any items planned to be displayed at the proposed new museum at Parramatta.Therefore the only items that will be considered for treatment are:

· A and B significance items· Items that will go on display/display storage at the New Museum· Items too fragile to withstand movement/relocation· Items with a known/suspected biological hazard issue (i.e. requires pest/mould treatment)

Items that qualify for treatment can undergo one of the following methods of treatment:· Minimal surface clean prior to digitisation· Minor cleaning/repairs/stabilisation· Significant treatment/preparation required for digitisation and/or relocation· Pest treatment

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Digitisation:

The term 'digitisation' refers to the process of converting museum objects and documents into digital form. Digitisation has become an increasingly important part of museum work, both as part of collections management and to support a wide range of audience engagement. For the purposes of this report, digitisation includes 3D scanning through to single and multiple shot high resolution photography.

Packing and Crating:Packing refers to the packaging of objects in secure and protective containers and crates ready for transportation for outsourced digitisation, insitu storage at Ultimo for their transportation and storage at Castle Hill, the New Museum or interim Large Object Store. Some items may be transported and crated either individually or as a collection of items. During the assessment and stabilisation process objects will be assessed for their packing and crating requirements. Existing storage containers will be assessed for their suitability for providing adequate protection for the relocation process however new packing and crating will be required for the majority of the collection..

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MAAS I Collection Logistics plan for the New MuseumDRAFT

Executive Summary

For the purposes of this report, the Museum is referred to by its official name: The Museum of Applied Arts and Sciences (MAAS).

Background

MAAS is Australia's contemporary museum for excellence and innovation in applied arts and sciences. Established in 1879, venues include the Powerhouse Museum, Sydney Observatory and Museums Discovery Centre.

MAAS was established under the Museum of Applied Arts and Sciences Act 1945 (MAAS Act). Aspects of the Museum's management and governance are also covered under the Museum of Applied Arts and Sciences Regulation 2012. The Museum was established following the 1879 Sydney International Exhibition which was its genesis.

The MAAS Act requires the Museum to "effectively minister to the needs and demands of the community in any or all branches of applied science and art and the development of industry by:(i) the display of selected objects arranged to illustrate the industrial advance of civilisation and the development of inventions and manufactures,(ii)the promotion of craftsmanship and artistic taste by illustrating the history and development of the applied arts,(iii) lectures, broadcasts, films, publications and other educational means,(iv) scientific research, or(v) any other means necessary or desirable for the development of the natural resources and manufacturing industries of New South Wales."

"The MAAS Board of Trustees has stewardship of MAAS and exercise the powers conferred by the MAASAct. The Board of Trustees has been guided by two primary objectives in relation to the New Museum project and as custodians of the collection.

The first is a commitment to deliver, a world class museum, enabled by adequate capital and operational funding. This represents a unique challenge, to reimagine a museum of applied arts and sciences that responds to the changing technologies, learning environments and lifestyle trends of the twenty first century.

The second is a commitment to maintain and enhance the MAAS Collection. The hybrid nature of this collection, spanning the applied arts and sciences and making connections between sciences and materials technologies on the one hand, and design and innovation on the other, is unique amongst Australian collecting institutions. Museums are defined by their collections, rather than their buildings, and the Board of Trustees is committed to enhancing a collection which tells a story of human creativity, ingenuity and innovation."'

Museums as public institutions are charged with both looking after their collections and making them publicly accessible. The international peak body on museums, ICOM, meeting in Brussels in September 2016 urged all heritage professionals to "take all measures at their disposal to ensure that, throughout the world,

1 MAAS

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collections in storage be given the best possible conditions to serve the mission of the museum for the education and enjoyment of present and future public".

MAAS is in the process of preparing a Final Business Case to support the relocation of the museum from Ultimo to a new location at Parramatta, known as the Riverbank site. As part of this process MAAS has sought specialist advice in the preparation of this Collection Logistics Plan (CLP) that will provide the key planning directions for the preparation, documentation, planning and logistical arrangements for the relocation of the MAAS Collection. This CLP will form part of the overall museum transition process as MAAS manages the existing operations at the Powerhouse while the planning for the New Museum.

This report provides specialist analysis and planning advice in the areas of collection assessment, management, digitisation, storage and decanting. Built on this analysis, programming, procurement, capital and project operating cost estimates and risk assessments have been prepared to cover the safe transition process for the collection and to meet the MAAS Collection objectives for full collection digitisation. The report has been informed by a number of discrete planning modules with the three key modules of;

1. The Collection Management Relocation Plan,

2. The Collection Storage Analysis and

3. The Relocation Analysis, Strategy and Plan.

Each of these plans has been developed as separate reports and are provided in the Appendices of this report.

The assessment of the MAAS Collection undertaken for this report has reinforced the fundamental truth that this is an extraordinary resource both in breadth and depth. MAAS has worked successfully over a number of years to implement appropriate storage conditions and the results are impressive, with the latest I-Store at Castle Hill, a truly world class facility.

"The new museum will showcase more of the Powerhouse's exhibits - the size of the collection on display is set to increase by at least 40%'2 To achieve this ambition MAAS will require a collection management database that will support substantial increased digital access to significantly higher turn-over of Front-of-House material.

Providing increased access relies fundamentally on having accurate and reliable metadata about the collections, as indeed does the museum's ability to plan in detail for their relocation. Whilst the romance of unopened boxes lying in the museum basement may be a good media story, the reality is that the Museum's public expects to have access in some form to the majority of the collection whether physical or digital.

It is very hard to plan for locating and moving an object when there is only a cursory 70 year old record description and no photo, which is the situation with over 12% of the collection. This in turn has meant that the collection is underutilised through lack of accurate information.

This report identifies that Collections Logistic Planning is critical for the move to the New Museum providing MAAS the opportunity to optimise the value of the physical move by identifying, cataloguing and digitising its entire collection and thus maximising the collection's potential to inform, educate and entertain not only the people of NSW but also the New Museum's national and international visitors.

2 Media Release: 'New home chosen for the Powerhouse Museum', Premier Baird and Deputy Premier Grant, 11 April 2016

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NIAAS Collection Logistics plan for the New MuseumDRAFT

Collection Management Relocation PlanThe development of the Collection Management Relocation Plan (CMRP), addresses how the MAASCollection will be assessed, tracked, stabilised, digitised and prepared for relocation.

MAAS estimates that it's holdings consist of approximately 500,000 individual items, only 400,000 of whichhave been recorded in its collection database, KE EMu. This figure of 400,000 has been used as the basis of the analysis undertaken in this report.

The remaining 100,000 objects are predominately located in the Museum's Castle Hill storage facility and often consist of the following:

Packing crates full of undocumented items — these consist of undocumented legacy material, consistent with practice in similarly sized and aged collections both nationally and internationally. Older large acquisitions awaiting part-numbering / full cataloguing in Castle Hill (these often consist of multiple pallets of objects, sometimes with specialist knowledge required to identify the items) Unregistered legacy collection itemsItems sharing a registration number (require part-numbering or a new number). For example, recently in H Store, 7 different botanical models sharing the one registration number were found (MDC project, August 2016).These are often 70+ year old object descriptions from MAAS's stock books (stock books: c.1880s hand written lists of the museums holdings).

The term 'digitisation' refers to the process of converting museum objects and documents into digital form. Digitisation has become an increasingly important part of museum work, both as part of collections management and to support a wide range of audience engagement. The digitisation of museum collections is now considered worldwide as best practice and essential for effective, efficient and relevant museum operations in the 21st Century. MAAS has been working on the requirements for digitising its collection for some time — the opportunity presented by the move of the entire collection from Ultimo provides MAAS with an unprecedented opportunity to capitalise on the object by object assessment required to at the same time, implement its digitisation program.

Two collection relocation management scenarios for the digitisation of the collection have been developed for this report:

· Scenario 1 (Full Collection Digitisation) involves assessing and digitising all items at Ultimo and Castle Hill (i.e. all MAAS Collection objects except those at Observatory Hill and those on loan) 400,000 objects excluding the library and archive collections, then moving items at Ultimo to Castle Hill, Parramatta and/or a new off-site store. Scenario 2 (FoH New Museum Digitisation) involves digitising (to a very high level) only those objects required for Front of House operations at the New Museum. This is estimated to be some 10,000 objects, including all Category A and B objects. This includes assessing and digitising all items at Ultimo, then moving Ultimo items to Castle Hill, the New Museum and/or an off-site store. In addition, the remaining items at Ultimo will receive a basic level of 2D single shot high definition digital record prior to packing and crating.

Scenario 1 is consistent with the ambition to provide access to 40% of the collection and is the preferred option. This provides MAAS with significantly enhanced access to its collections for research, exhibitions, exhibition planning and the public. This option places digitisation as a key driver in the overall relocation workflow process for the collection movement from Ultimo to the New Museum. Conservation, access, and other collection management aspects will be driven by the opportunity to digitise, and then undertake packing and crating ready for the relocation of the collection.The collection relocation workflow is.a four-step process:

1. Assessment - including collection tracking and a "triage point" where objects are assessed to be either treated or sent directly to be digitised;

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2. Conservation or treatment - only items requiring treatment or conservation for relocation or to enable digitisation will be undertaken;

3. Digitisation — onsite or off-site with a range of digitisation options from 2D to 3D scanning;

4. Handling and Packing — preparation and handling for treatment and digitisation through to packing and crating ready for relocation.

This report proposes to retain the majority of this work flow process onsite at Ultimo and Castle Hill respectively so the various collections remain in-situ. This ensures that the collections will be in secure and climatically stable environments. Some modification of the Harwood workshop facilities at Ultimo will be required to accommodate this work flow process, with a portion of the Powerhouse permanent galleries also used as staging areas for the transition.

Collection Storage Analysis

The analysis of the overall MAAS Collection storage requirements considers the current storage availability and addresses the implications of relocating the Collection.

Castle Hill has been the core large object storage facility for MAAS, with a number of different storage facilities onsite. This includes the Museums Discovery Centre providing display storage for a full range of objects — small, medium and large. Analysis of the current facilities for large objects confirms that these stores are now essentially at full capacity, with little opportunity for further optimisation by MAAS. While it is acknowledged that some further small spatial efficiencies may be gained at Castle Hill through the reallocation of the collections, the outcome of this work has been excluded from this report as it forms part of an ongoing museum process of continual storage assessment.

The recently opened I-Store at Castle Hill only provides storage capacity for small to medium sized objects with a net gain of 3,065m2 at Castle Hill. MAAS have specified a total storage area of 4,200 m 2 for the New Museum, with 600m2 of this allocated to visible collection display. This report demonstrates that there is sufficient storage capacity for small to medium objects, inclusive of collection growth requirements in these size categories based on a ten-year growth cycle commencing in 2016.

MAAS has provided a preliminary large object list for display at the New Museum. While it is acknowledged that the objects may change as exhibition content develops, MAAS has confirmed that the list is representative of the quantum of large objects from the existing collection that will be on display in the new Museum. The assessed footprint of the preliminary large objects display list for Parramatta is 1,028m 2 out of a total of some 1,622m2 of large objects which are on display at Ultimo. The remaining large items with a footprint of 594m2 that will be stored will require 2,376m 2 of storage and handling space when decanted from Ultimo into storage. When these very large objects are taken off display they are dismantled with each major section stored separately, often requiring a larger storage footprint that was previously required when on display.

MAAS have confirmed that no large objects are intended for storage at the new Museum at Parramatta given the scale of the objects and onerous building specification requirements in relation to floor loading capacities, ceiling heights and access corridors, therefore only small to medium objects will stored at this location. As a result, there is a requirement to provide offsite large object storage to accommodate the Powerhouse large objects that will not be displayed at New Museum (in the order of 2,376m 2).

There are two options considered in this report for solving the large object storage issue:

Option 1: short-term leasing of a facility (Interim Large Object Store) to accommodate the 2,376m 2 of collection not on display at the New Museum — followed by the planning and construction of a permanent large storage facility at a later date. Depending on the timing of the availability of this store, 150m 2 of space should be allowed for each year from 2016 to account for collection growth.

Option 2: construction of a purpose built new large storage facility that will be sized to accommodate large object collection as a result of the relocation to Parramatta and collection growth (from 2016 — 2026 equating

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MAAS I Collection Logistics plan for the New MuseumDRAFT

to 1,500m2), along with the identified large objects from the Powerhouse (2,376m2) requiring approximately a total of 3,876m2 of storage space, inclusive of handling area.

Option 1 has been selected for this report with the leasing of an Interim Large Object Store to commence from October 2021. It is understood that Option 2 as a permanent storage solution will most likely require its own Business Case and may be developed with other cultural institutions.

Relocation Analysis, Strategy and Plan

The Relocation Analysis, Strategy and Plan (RASP) has been heavily informed by the Collection Management Relocation Plan. The RASP takes into consideration the transition drivers particular to the New Museum project - the collection digitisation strategy, requirements for ongoing public engagement, and existing storage constraints and programming for the construction of the New Museum at Parramatta.

The RASP scopes the essential logistics for the collection decanting process from Ultimo - housed in two locations — the Harwood Building and the Powerhouse Museum. The basement of the Harwood building is the onsite Ultimo collection storage facility and houses the most valuable, fragile, specialised and high significance collections including numismatics, philately, jewellery, ceramics and firearms. The archive collection along with key research collections is also stored in the basement. It is recommended that these specialist collections transition from secure storage at MAAS Ultimo directly to the New Museum, the designated site for secure objects.

The Powerhouse Museum houses a large number of MAAS icon collection objects. MAAS has identified 35 Very Large Objects (VLO) at the Ultimo site requiring individual movement plans with the majority of these objects currently on display at the Powerhouse.

The RASP transition process includes staging, decanting, storage, transport and unpacking. The sequencing of any object or collection to packing and crating will largely be prescribed by key transition drivers within the Collection Management Relocation Plan for the digitisation process. The staging areas used for the collection digitisation process are also utilised for the relocation and decanting process, with these work streams having highly interdependent and at times concurrent programming requirements. Permanent Powerhouse galleries — the Boiler House, Turbine Hall, Wran and the Switch House will all become staging posts at some stage during the transition process requiring a progressive closure of the permanent galleries. It is noted that the use of existing Powerhouse areas creates workflow efficiencies and mitigates the requirement for supplementary transition facilities onsite at Ultimo or in off-site locations.

The relocation of objects will require demolition of some non-heritage building fabric, temporary strengthening of floors in some areas of the existing museum and an assortment of cranes, elevated work platforms, forklifts, trucks and semi-trailers. Day and night moves will be undertaken with road closures and police escorts required at times.

Capital and Operating Cost Assessment

The following cost/resource estimates for the assessment, treatment, digitisation and relocation of the collection are based on the work flows and processes set out in this report. In addition, MAAS has advised that the assessment of costs and associated resourcing requirements are to be based on new resourcing with no reallocation of existing MAAS staff, all of whom will be occupied in business as usual operations. MAAS has advised that all resource staffing costs will be classified as project operating costs. The table below sets out the overall cost summary for works included in the Collection Logistics Plan. There has been no escalation added - all costs are base dated 2016 dollars. Full exclusions and assumptions are included in Section 5 of this report.

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November 2017 to November 2020

$12,862,000excluding Sydney Observatory

For all collection objects

Inclusive of 10% contingency

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Collection TreatmentMarch 2018 to October 2021

$3,217,000excluding Sydney Observatory For all collection objects

Inclusive of 10%

contingencyCollection Digitisation Scenario 1 — Full Digitisation July 2018 to December 2022

$10,572,000excluding Sydney Observatory.

For all collection objectsry.

Inclusive of 10% contingency

Decanting LogisticsJanuary 2021 to August 2022

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$17,450,000

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Resource and equipment costsInclusive of tooling and

engineering provisional

allowance of 10%

Interim Large Object Store Lease costs - climate controlled facility

$9,315,000 Lease period from 2021 to 2025

Client Contingency Not included

';TOTAL PROJECT OPEX $53,416,000 All costs excluding GST -,

$700,000 Digitisation equipment costs.$2,626,900 Ultimo building modifications

TOTAL CAPEX $3,326,900 All costs excluding GST` ...

COMBINED 'OPEX/CAPEX$56,742,900

All costs excluding GST

*Amounts have been rounded to the nearest $10,000Table 1: CLP Cost SummaryProcurement Plan

PLACEHOLDER

Collection Logistics Plan Program

MAAS has advised that its interim funding is limited to the designated Government funding provided for business planning that includes the Preliminary and Final Business Cases and associated activities, and there will be no other funds available to progress the development of the New Museum before the anticipated full project commencement in July 2017. This date has been adopted as a principle constraint for the commencement of works associated with the Collection Logistics Planning aspects of the project.

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MAAS I Collection Logistics plan for the New MuseumDRAFT

MAAS has provided the Project Master Program for the New Museum and key dates relating to thecompletion of the new Museum and access timeframes for the decanting of the MAAS Collection for display or onsite storage have been used as constraint dates for the Collection Logistics Planning Program.

The Collection Logistics Planning Program provides for an overall timeframe from funding being made available to completion of the New Museum and the decanting of the collection from Ultimo of six years -from July 2017 to December 2022. Durations adopted for the collection logistics planning master program are considered typical for a project of this nature and complexity.

· MAAS Collection assessment and preparation — November 2017 to November 2020· MAAS Collection treatment/stabilisation for relocation and digitisation — March 2018 to October 2021· MAAS Collection digitisation — July 2018 to December 2022· Decanting collection from Ultimo to the New Museum — January 2021 to August 2022· Decanting large objects from Ultimo to Interim Large Object Store — October 2021 to March 2022· Decanting collection from Ultimo to Castle Hill I-Store — January 2021 to August 2022

The durations for these works streams have been informed by the unique nature of the Collection and the prevailing conditions at the Ultimo site. As the the New Museum is yet to be designed, optimal access has been assumed.

Based on the program above, the large objects decanting to the New Museum will commence in April 2021 and by the end of August 2022 the entire collection will have been decanted from Ultimo. This process is based on constrained museum operations commencing from January 2020 with certain permanent galleries converted to staging areas and stores for the collection digitisation and decanting process to occur. The last areas to be decanted will be the Wran Galleries and the Switch House enabling MAAS to continue hosting temporary exhibitions in the Wran touring galleries and maintain public and educational programming for as long as possible. The completion of digitisation and decanting of Ultimo can be achieved before MAAS is due to vacate the site in December 2022.

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