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Mosaïcultures Internationales™ 2012

Bidding Practices and Procedures

(revised June 10, 2008)

International Mosaiculture Committee (IMC) Édifice Port de Montréal

Cité du Havre Aile 2, bureau 2.050

Montréal (Québec) Canada H3C 3R5 Fax : (514) 868-4004

Email : cim2000@mosaiculture.ca

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MI BIDDING PRACTICES AND PROCEDURES This document is intended for the countries, cities and organisations who are planning to present their bid for the Mosaïcultures Internationales™ 2012. The following bidding practices and procedures apply for the 2012 bid and could be revised by the International Mosaiculture Committee. In which case, the bidding candidates will be formally informed. 1. International Mosaiculture Committee

1.1. Overview

Following the first international mosaiculture competition’s success, Mosaiculture International of Montreal 2000, the Parks and Green Spaces Services directors of the cities of Paris, Shanghai, Geneva, Genoa, Montreal, the province of Hainaut in Belgium, the Parks and Gardens Association of France’s Vice-President along with the Massachusetts Horticultural Society of Boston’s Chief Officer all have decided to form an international committee dedicated to promoting mosaiculture and perpetuating the event. They made the decision to reiterate with Mosaïcultures Internationales™ on a triennial basis, giving a chance to cities around the planet to host the event. The International Mosaiculture Committee gives mosaiculture, a horticultural practice dating back to the 19th century, a new boom with a more contemporary and evolutionary twist for better integration in the 21st century’s urban scenery. The Committee promotes worldwide exchange, favouring friendly collaborations and culture diffusion between the cities and their diversified inhabitants.

1.2. Mission and objectives

• To promote the art of mosaiculture as a contemporary component of urban space development throughout the world

• To further exchanges, diffusion and expertise transfer through official

recognition of events, exhibitions and local, national and international competitions

• To define the official framework of mosaiculture competitions • To organize and facilitate the organization and hosting of mosaiculture

competitions and exhibitions according to quality standards, policies and rules as defined by the International Committee

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• To encourage collaboration between Parks and Gardens Services from the entire world, as well as between associations, horticultural societies or other public or private corporations interested in mosaiculture

1.3. Committee’s structure

The International Mosaiculture Committee is a capital-funds free society in accordance with part II of the Law regarding Canadian corporations, which ensures control of mosaiculture competitions. The committee’s founding members constitute the board of directors. The head office is located in Montreal in Canada.

� Members of the board of directors:

President Lise Cormier B.A.P, M.Sc.A (Canada) Executive Officer of the City of Montreal and current Executive Vice President and General Manager of Mosaïcultures Internationales of Montreal, Lise Cormier has held the position of Manager of Services of Parks, Gardens and Open Spaces of the City of Montreal for nine years. Initiator of Mosaïcultures Internationales Montreal 2000, this landscape architect has also sat on the Consultative Committee of Design and Urbanism of the National Capital Commission in Ottawa. Vice-President Asia Hu Yun Hua (China) HU YUN HUA, world renowned penjing specialist, who for more than 20 years was Manager of Parks and Gardens Services of Shanghai. Now retired, he has been Vice-President of the Urban Development and Environmental Protection Committee of Shanghai as well as Vice-President of the Association of Landscapers of China. Vice-President Europe Janic Gourlet, Eng. MBA (France) As General Engineer to the General Delegation to Internationals Relations of the City Hall of Paris, Janic Gourlet was given the responsibility from 2001 to 2004, of the “Congrès fondateur de Cités et Gouvernement Locaux Unis (CGLU)”. He has been General Manager of Parks, Gardens and Open Spaces of the City of Paris for nine years. He has also been Delegate General to New Technologies and modernization of Services. He is now Administrator to the Société Nationale d'Horticulture de France. Secretary-Treasurer Dr John C. Peterson (U.S.A) This Doctor of Biology has been General Manager of the oldest Horticultural Society of America, that is, “Massachusetts Horticultural Society” of Boston, and

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that, for over 10 years. He has been President and General Manager of the new scientific complex “Turtle Bay Exploration Park” located in Redding, California, and Manager of the San Francisco Botanical Garden. He is currently Department Head and Professor of Horticulture and Agricultural Sciences, California State Polytechnic University. Administrators Paul-Francq Genique (Belgium) Paul-Francq Genique, who for more than 15 years, has been Manager of Parks and Gardens of the Province of Hainaut, Belgium. Roger Beer (Switzerland) This Forestry Engineer has been Manager of Open Spaces and Environment Services of the City of Geneva for more that 10 years. A politician through and through, he has also been Deputy of the Township of Geneva during two mandates. He has also presided over three editions of “Floralies Internationales de Genève”. He currently works in the private sector as an urban forestry consultant. He is President of Sequoia and Gardens. Dr Ettore Zauli (Italy) Doctor of Agronomy, Ettore Zauli has been Manager of Parks and Gardens Services of the City of Genoa, Italy, for more than 10 years. He has also been Manager of Parks and Gardens Service of Florence. He is also Professional Advisor for the Euroflora Organization considered among the most important horticultural presentations of Europe. Now retired, he acts as consultant as regards parks and gardens for different cities of Italy. Alexios Vardakis (Greece) Holder of a Masters Degree in Agronomy, Alexios Vardakis is Supervisor of Open Spaces of the Polytechnic National University Campus of Athens. (NTUA) (Greece) Dr Yoritaka Tashiro (Japan) Dr Yoritaka Tashiro is Emeritus Professor in Landscape Architecture at the University of Chiba, Tokyo. Of internationally renown, he has been President of of the IFPRA during several years.

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2. Mosaïcultures Internationales™: The event 2.1. General description The first edition of Mosaïcultures Internationales™ was held in Montreal in 2000. This competition was created in collaboration with City of Montreal’s Park, Gardens and Green Spaces Services. Mosaiculture International of Montreal 2000 was acclaimed by the public and immediately recognized internationally by participating cities, landscape architects and horticulturists, for its high technical quality and poetic beauty. The second edition of Mosaïcultures Internationales™ was organized again in Montreal in 2003. Over 50 cities representing 32 countries participated in this second international competition that further pushed the boundaries of the mosaiculture art form. Shanghai has also hosted the MI2006 edition from September 15 to November 30, 2006 with near 100 participants. The next edition in 2009, will take place in Hamamatsu, Japan. Mosaïcultures Internationales™ is an international exposition composed of mosaiculture sculptures created in 2D and 3D by numerous participants. Each artwork must present the culture of their author given the theme of the competition. An international jury judges the artworks. Mosaïculture International™ is the subject of an International patent. 2.2. Objectives of the event

• Promote garden art and horticulture to showcase the richness and cultural diversity of our planet and importance to integrate the art of gardening in the development of a city landscape.

• Promote the participant cities and countries culture through their mosaiculture

artwork.

• Develop a rich expertise in mosaiculture that can be shared around the world.

• Develop and facilitate the diffusion of mosaiculture expertise by encouraging the share of information between the participants.

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2.3. Competition, rules and jury Mosaïcultures Internationales™ competition is the only international competition dedicated to the mosaiculture art. It is a high level competition attributing important prizes.

• The international jury is assigned by the International Mosaiculture Committee (IMC) and the Host City (HC) and/or the Host City Organizing Committee (HCOC) and composed of members of IMC and invited judges. The artworks are judged by set criteria and the jury awards a number of prizes in different categories.

• The HC and/or the HCOC will have to implement a voting structure for the

People’s Award Grand Prize. 2.4. Host Cities Benefits Considered an avant-garde event, Mosaïcultures Internationales™ can be an ideal territorial and urban sector revitalization that leaves a precious heritage to the citizens of the host city. The media impact linked to the event guarantees great promotional visibility that can easily transform itself into an international positioning campaign for tourism. Mosaïcultures Internationales™ is a spectacular event that carries great popular power of attraction and that can also integrate itself into a broad scope festivity program (a city, a country’s anniversary, etc.). It can also be organized as a complement to other cultural events (festival, sport events, historic celebration, etc.), thus becoming an interesting added value for visitors. 3. Practices and procedures 3.1. General Beside sanctioning the international competition Mosaïcultures Internationales™, IMC also recognize a few other international events of mosaiculture and apply the following practices and procedures to all the bidding process. 3.2. Abbreviations IMC = International Mosaiculture Committee MI = Mosaïcultures Internationales™ HC = Host Cities

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HCOC = Host Cities Organizing Committee 3.3. Bidding Process 3.3.1 Call for bids

The call for bid for the MI 2012 is currently in progress.

3.3.2. Letter of intent

A first letter of intent from a city or an organization duly mandated to represent a city will be provided to IMC before December 15, 2008 midnight (Montreal local time) at the following address: International Mosaiculture Committee To : Lise Cormier, president Port of Montreal Building Cité du Havre Wing 2, local 2.050 Montreal (Quebec) Canada H3C 3R5 Fax : (514) 868-4004 Email : cim2000@mosaiculture.ca

The letter of intent can be sent by fax followed by the original copy by mail or delivery service.

3.3.3. Draft Bid

A draft bid for the MI should be submitted before March 15, 2009 midnight (Montréal local time). This draft bid should be a printed document that demonstrates the level of interest of the bidding city (or the appointed organization) in hosting the MI. The candidature dossier should fill the entire requirements listed in section 3.4.

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3.3.4. Evaluation visit

An evaluation committee composed of three (3) representatives assigned by the IMC will visit all the host sites. The candidate city or organisation will cover all the expenses including the travel fare (Business Class) for this visit. This visit 4 days of maximum will take place between May and June 2009. IMC will send at least three (3) weeks prior to the visit, the agenda along with the dates of the visit.

The visit objectives: - Confirm host city and its partners interest - Confirm hosting capacities and organizing capabilities - Visit the installations and sites - Evaluate the bid project global quality - Engage the contract negotiating process

3.3.5. Bid document submission

Bidding cities will submit their final bid document before September 15, 2009 midnight (Montreal local time). This bid will meet all the requirements of section 3.4. and will include the budget and financial guarantees.

3.3.6. Official bid presentation

Each bidding city will make a formal presentation in front of the members of IMC during the MI2009 jury’s working session in mid-October 2009 in Hamamatsu (Japan).

3.3.7. Host City selection

Following the official presentation of the bids, the members of IMC will proceed by secret vote. If the first round does not clearly designate the winning city, the committee will proceed to a second secret vote from which the name of the city that gathered the least vote over the first round will be remove. IMC president will make the next HC announcement.

3.3.8. Host City Agreement signature

Immediately following the announcement of the next HC, IMC will proceed to the signature of the HC agreement that will have been negotiated with the HC and/or the HCOC prior to the final presentation. Duly appointed representatives of IMC, the HC and/or the HCOC will sign this contract.

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3.4. Bid Requirements

3.4.1. General

The draft or final bid documents are the main evaluation tools and should include information on the HC, the HCOC as well as the general concept of the bid project. Those documents should meet all the requirements listed below. Documents will be in the two official languages of IMC (French and English) and twelve (12) copies will be delivered by mail within the deadlines.

The draft bid document will include all the aspects outlined for the final document but will not be as detailed since the evaluation visit is to be done and the negotiations are not completed.

3.4.2. Requirements

Eligibility A bid needs to have the support or come directly from the national member of IMC or a IMC Board Member (see annex 1 – board members’ list) and meet all the practices and procedures IMC bid requirements. Not being a prerequisite, it is favourable for a candidate to be member of METROPOLIS and have participate in a previous MI competition.

Evaluation factors Hosting capabilities of the HC and/or the HCOC Overall quality of the proposed bid Event legacy Financial proposal and potential Financial guarantees offered

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The bid dossier will be evaluated on specific criteria and on the answers given by the host cities for the following questions.

A. Background Information 1. What is your principal motivation for seeking to host the MI? 2. Data on the Bid City (population, economic profile, temperature, cultural diversity, tourism, socio-political context, infrastructures, security, experience in hosting international events, etc.)

B. Bid Questionnaire 1. ADMINISTRATION Legal status of the HCOC HCOC board HCOC governance model HCOC and/or HC organization experience Insurance

2. EVENT PROGRAM General concept of the event Opening and closing ceremonies IMC Congress 3. VENUES Venues and facilities Setting up the artworks Sites layout Horticultural Team Maintaining of the artworks and venues Services to the participants Venues security

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4. LOGISTIC

Visitors greeting services Accreditation participants and VIPs Transportation (general access, participants and VIPs) Accommodation (participants and VIPs) Meals (visitors, participants and VIPs) Volunteers Media facilities 5. PROTOCOL AND INTERNATIONAL RELATIONS

Prize ceremonies VIP events VIP lounge International relations Security Awards and prizes Jury accommodations

6. COMMUNICATION AND MARKETING Advertising Promotion Public relations and community services Press relations Sponsoring Visitors food and beverage services Merchandising Tickets Group sales

7. EVENT LEGACY

8. FINANCES

How the budget will be financed Revenues control Budget Guarantees

9. EVENT CRITICAL PATH 10. LETTERS OF SUPPORT

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3.5. IMC responsibilities The International Mosaiculture Committee:

- sanctions the event - manages the bid process and the follow up of the HC and/or the HCOC - transfers the holding rights to the HC and/or the HCOC for the time during

the event - supervises MI quality standards - shares its expertise with the HC and/or the HCOC - stimulates the international participation - manages the awards jury - organizes the IMC Congress

3.6. HC and/or HCOC responsibilities The HC and/or the HCOC will: - hold the event according to the signed contract - as the sole responsibility of the event organization - follow the quality standards of MI

- sign with each participant a contract approved by IMC - provide a 10 M $US liability insurance and write down IMC as co-insured - offer MI sponsors visibility - respect the two official languages of the IMC - deliver a final report of the event including the budget

The HCOC will provide the following services:

• For the evaluation visit: Airfare (business class) and ground transportation, accommodation (4 stars hotel minimum) and meals for four (4) persons for four (4) days maximum

• Accommodate the IMC official representative during the inspection and share of expertise visits. Airfare (business class) and ground transportation, accommodation (4 stars hotel minimum) and meals for two (2) persons for four (4) days maximum

• Opening Ceremonies: Airfare (business class) and ground transportation, accommodation (4 stars hotel minimum) and meals for the members of IMC board for seven (7) days

• During the Award Review and the Bid Cities presentation: Airfare (business class) and ground transportation, accommodation (4 stars hotel minimum) and meals for the members of IMC board and the jury for seven (7) days

• Closing Ceremonies: Airfare (business class) and ground transportation, accommodation (4 stars hotel minimum) and meals for the members of IMC board for seven (7) days

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• IMC Congress (3 days): (optional) meeting room for 300 people with lunch and translation services (French and English)

The main elements of the contract to be signed by the HC and/or the HCOC with each participant:

Services provided by the HC and/or the HCOC:

- site preparation including water and power supply; - team participant local transportation, meals and accommodation (3 stars hotel and more) as follow:

o 50 m2 site: 3 persons o 50-100 m2 site: 4 persons o 100-200 m2 site: 6 persons o 200 m2 site and more: to be determined

- provide the best location according to the overall site plan in accordance to the principles of gardening and architecture;

- signage for each artwork with reserved space for IMC, HCOC and the participant sponsors;

- maintaining the art works in accordance to the participant specific instructions and standards recognized by IMC;

- restoring the site to its former condition. Services that can be provided by the HC and or the HCOC at the participant expenses:

- rental of equipment; - materials; - plants supply; - building of the art works; - returned arrangements of the works.

3.7. Financial obligations of the HC and/or the HCOC Letter of intent: 5000 $CAN deposit (refundable to the cities that are not chosen) Signature of contract: 50 % of the negotiated rights amount Opening Ceremonies: 50 % of the negotiated rights amount 10% royalties on each ticket sold before tax 10% royalties on all derived products (merchandising) before tax

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3.8. Financial Guarantees The HC and/or country and/or provincial and/or regional authorities will show their support to the bid and to the hosting of the MI by providing appropriate financial guarantees. The Park and Garden Authorities of the HC will confirm their support to the bid and their entire collaboration during the event hosting.

3.9. Agreement with the Host city (HC)

An agreement regarding the acceptance of “Mosaiculture International 2012 Bidding practices and procedures” as defined in the present document as well as the “Final Bid Document” presented by the HC and the undertaking of the HC to sign before December 31, 2009 a contract for the organizing of the event will have to be signed by the HC retained, before the official announcement at the closing gala of MIH2009. The HC agreement will be negotiated and have received an agreement in principle before the official announcement of the HC of MI2012 at the closing ceremony of MIH2009. The contract will have to be signed before December 31, 2009. This contract will include the list of requirements of the present document and the detailed procedures, the final bid document and IMC regulations will be appended and considered as part of the signed agreement. This agreement will be subjected to the laws of Quebec and in case of a dispute the IMC and the HC will call on Canadian arbitration services.

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ANNEX 1

List and coordinates of the Committee members

President Lise Cormier BAP, M.Sc.A (Canada) Executive vice-president and General manager, Mosaicultures International of Montreal Former director of the Gardens , Parks and Green spaces services of the City of Montreal

Telephone : 514-868-4004 Fax : 514-868-4005 E-mail : cim2000@mosaiculture.ca Vice-President Asia Hu Yun Hua (China) Vice Chairman of Urban Construction & Environmental Protection Committee,Member of Standing Committee,Shanghai Municipal People's Congress Former director of the Parks and Garden Services of the City of Shanghai

Telephone : 86 21 63 21 67 01 Fax : 86 21 63 78 95 68 E-mail: dingxiaowen@hotmail.com

Vice-President Europe Janic Gourlet, Ing. MBA (France) Honorary director of the Commune of Paris Former director of the Parks and Garden services of the City of Paris Telephone : 33 6 64 87 68 61 E-mail: jgourlet@laposte.net Secretary-Treasurer John C. Peterson (USA) Department Head and Professor Horticulture and Crop Science Department, California Polytechnic State University

Telephone : (805) 756-2279 E-mail: drhort@yahoo.com

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Administrators Paul-Francq Genique (Belgium) Director of the Green Spaces Services of the Province of Hainaut Telephone : 32 65 56 87 23 E-mail: paul_francq.genique@hainaut.be Roger Beer (Switzerland) Forestry engineer EPFZ/SIA Sequoia and Gardens Former director of the Green Spaces and Environment services of the city of Geneva Former president and general manager of the International Floralies of Geneva Telephone : 41 22 321 21 04 E-mail : roger.beer@freesurf.ch Ettore Zauli (Italie) Agronomist consultant, Former director of Parks and Green spaces services of the City of Genoa General Manager of EuroFlora Telephone : 39 335 8312 205 Fax : 39 010 5701 970 E-mail : ettore.zauli@fastwebnet.it Alexios Vardakis (Grèce) Supervisor of Green Spaces at the National Technical University of Athens(NTUA) Campus Park Telephone : 30 210 772 1891 Fax : 30 210 762 0859 E-mail: alexios_vardakis@yahoo.gr Yoritaka Tashiro (Japan) Professor, Chiba University Telephone: 81-47-308-8875 E-mail: ytashiro@faculty.chiba-u.jp Revised June 10th, 2008