ESBD_402909_1741979378722_Attachment A Scope of Services RFQ 809-25-0013.pdf

RFQ 809-25-0013 Architectural Services for the SHB Renovation

ATTACHMENT A: SCOPE OF SERVICES

The State Preservation Board (SPB) is soliciting a Request for Qualifications (RFQ) for the selection of a firm to provide Architectural and Engineering (A/E) professional services. The awarded Architect will be expected to include, as a minimum, the following Scope of Services within their contract with SPB. The following scope items are intended to clarify, but not limit, the future contracted services.

PROGRAMMING & PROJECT MANAGEMENT

1. Inspection of SHB current facility to evaluate the existing layout efficiency and the standards of quality.

2. Administration of program questionnaire with SPB key personnel to determine:

a. Staff headcount projections for current staffing, three (3), five (5) and ten (10) year increments

b. Departmental functions

c. Work process and traffic flows

d. Organizational lines of communication

e. Inter and intra-departmental relationships

f. Storage, racking, specialized storage requirements

g. Parking and special area requirements

h. Special lighting, acoustical and environmental requirements (A/V)

i. Specialized security requirements

j. Data or Server Room requirements

k. Workstation/furniture requirements

l. Office and special area equipment requirements

m. Generator requirements

n. Other important programming information as may be necessary to accurately reflect SPB design program

3. Development of a space occupancy program report including, but not limited to, the following:

a. Conversion of all personnel, furniture, racking, storage and equipment space needs into usable square foot requirements.

b. Organizational bubble diagrams, or block diagrams, establishing adjacency and business process requirements.

c. Stacking diagrams defining departments, groups and special function areas.

d. Ideal floor size and ratio of windowed offices to floor size and interior functions.

e. Specialty area design considerations (lighting, acoustics, security, A/, etc.).

f. In conjunction with SPB furniture vendor, recommendations for alternate space or furniture systems that could increase SPB efficiency and/or space utilization.

g. Other information as may be necessary.

4. Development and documentation of specific work area standards and functional requirements (i.e. including electrical, cabling, lighting, structural, security, etc.) for all applicable areas including, but not limited to, the following:

a. Private offices

b. Workstations and systems furniture

c. Conference area, hearing rooms, and meeting rooms

d. Reception and seating areas

e. Storage and specialized storage areas, outbuildings/new facility adjacent to existing

f. Ancillary support functions (pantry, coffee, copy, closets, etc.)

g. File areas

h. Special purpose facilities (kitchen, lunch room, lab, dark room, engineering/repair area, loading dock, controls operation center)

i. Computer room, security control (Access Control / CCTV, etc.), and telephone/data closets

j. Special audio/video areas (teleconferencing, studios and projection facilities)

k. Backup generator requirements

5. Facilitate Visioning Session to determine Client’s vision for the facility. Provide summary package.

6. Determine departmental affinities, adjacencies/stacking plan.

7. Field Verification of existing conditions to include in space planning efforts.

SCHEMATIC DESIGN

1. Development, documentation and presentation of a design concept to SPB satisfaction based upon SPB desired image, budget and schedule, and consistent with the established standards developed during the Programming phase.

2. Necessary follow-up as required to complete schematic design phase.

3. Coordinate with SPB contracted mechanical and electrical engineers for design criteria and project schedule.

4. Coordinate with specialized storage system vendor(s) for design requirements and layout.

5. Schematic design presentation to SPB, as needed and requested.

6. Meet with base building/core shell team as needed for full coordination efforts.

7. Provide Value Engineering Options, as needed and requested.

PRELIMINARY SPACE & PRICING PLANS

1. Refinement of preliminary space plans:

a. A layout of SPB proposed premises showing interior walls, open areas, door swings, demising walls, corridor partitions and exterior window walls in relationship to the building core and entire floor plan.

b. The location and accurate size of columns, stairways, elevators and other building features shall also be shown on the space plan.

c. Names and sizes of all rooms contained on the space plan.

d. Applicable desk and/or workstation layouts in open areas.

2. Develop summary information for each preliminary space plan indicating:

a. Total departmental square footage requirements.

b. Total usable square footage requirements.

3. Provide pricing schedules that accurately depict SPB level of finish, design details, MEP, FF&E requirements, and general scope of project for distribution to general contractors for preliminary budget pricing exercise, potential for general contractor selection on a GC & Fee or GMP basis.

SIGNAGE & BRANDING

1. Develop and design branding/graphics scope. Client standards will be provided.

2. Identify local/regional vendors with established experience and capabilities on similar scopes of work and solicit competitive pricing. Prepare pricing comparison for SPB review and selection. Upon SPB approval, award work.

3. Awarded vendors will be contracted under the General Contractor.

PROJECT MANAGEMENT GROUP

DESIGN DEVELOPMENT

1. Development, documentation and presentation of a complete design and color palette for the project premises to SPB satisfaction. Including but not limited to the selection of paint, furniture, window treatments, fabrics, wall coverings and floor coverings.

2. Develop design development/scope documents providing sufficient notations, specifications and details to describe the improvements for accurate preliminary pricing and SPB approval.

3. Provide 3-D renderings of feature areas for SPB review and approval.

4. Meet with SPB weekly to review design progress and approval.

5. Provide design meeting minutes.

6. Create a racking, storage and equipment plan with equipment locations and specialty power/data noted.

7. Create a ceiling plan indicating various ceiling materials for review and approval.

8. Provide Value Engineering Options, as needed and requested.

FURNITURE, FIXTURES & EQUIPMENT

1. Align scope drawings for each workstation(s), private office(s) and ancillary furniture requirement. Support project manager in plan view of workstation and private office standards to include in RFP.

2. Support SPB and project manager in furniture, fixture and equipment specification effort, including, but not limited to design layout and finish selections to support the project’s overall design, workflow, security and operational requirements. Furniture and storage system showroom tours, if necessary and selected by SPB, will be billed hourly as additional services.

3. Coordinate furniture and storage system locations with power and communication plans in the construction documents.

4. SPB vendor or furniture / fixture providers to be determined and verified.

CONSTRUCTION DOCUMENTS

1. Preparation of complete set of construction documents developed from an SPB approved set of scope documents to be prepared on reproducible drawing. Review meeting to be scheduled with SPB at 50%, 75%, and 90% completion.

2. Coordinate consultants’ drawings to include in complete construction document set. This includes, but is not limited to the selected mechanical, electrical, plumbing and structural engineers and such other consultants or design-build contractors which SPB may choose to become involved in the preparation of the following plans. Audio Visual, Security, and Cabling design coordination will be required, AV designer to be selected after architect is onboarded.

3. Architect should anticipate holding the IT/AV/Sec design contract and provide those fully design/engineered sheets with the remaining Arch, MEPs construction document sheets.

CONSTRUCTION ADMINISTRATION

1. Assist in bid review from general contractors, as necessary.

2. Support team members in permit effort by providing guidance, response and any administrative support required with local jurisdiction via meeting with appropriate authorities of building department or any other governing entity required to move forward with project from a design or construction perspective. Design firm to include Permit Expediter in Reimbursables.

PROJECT MANAGEMENT GROUP

3. Be made available to provide interpretation and clarification to contract documents and respond to field construction issues as necessary.

4. Review and approve required shop drawings, samples, product information as required to facilitate completion of the project. No review period shall take more than 5 working days for any single submission.

5. Visit and tour the project premises during construction to monitor the progress of the work.

Verify locations of work as requested by SPB or general contractor. Verify that the work is proceeding in accordance with the contract documents and proposed schedule with a detailed communication of any variances to the finalized construction schedule. Prepare and distribute field reports after each visit.

6. Prepare and issue addenda requests for pricing, etc., as requested.

7. Attend weekly construction meetings via online platform and onsite when requested.

8. Conduct weekly onsite construction reviews including the following milestones:

a. Layout

b. Box Walk including MEP

c. Design and MEP at startup; prior to any ceiling cover

d. 70% Construction (or upon millwork installation) based on final construction phasing.

e. Punch Walk, including MEP (see item 9 below)

9. Conduct two (2) project reviews, per floor, in order to prepare and issue to the general contractor an appropriate "punch-list" of items to be corrected before final payment by SPB.

10. Prepare and Issue a Certificate of Substantial Completion on behalf of SPB, stating that to the best of the firm’s knowledge the work, according to the construction documents, is complete.

11. Review and approve general contractor pay applications for percentage of completion.

ANTICIPATED PROJECT SCHEDULE

Month Procurement Schedule March 2025 Architect RFQ distributed March 2025 Architect questions, comments are due to SPB. Answers will be distributed to all bidders based on procurement schedule April 2025 Architect RFQ response due May 2025 Architect Interviews May 2025 Award, Contract Negotiation commences June 2025 Architect Contract Execution - Released to commence Programming and Test

Fit Initial Project Schedule June 2025 Programming Test Fit Test Fit Approved Budget Approved by SPB Schematic Design Presented and Pricing Notes Issued Preliminary Pricing issued (3.5 weeks after Pricing Notes are received) Award FF&E Contracts (assumes SPB has established vendors and standards) Design Development Presented October 2025 Construction Documents Issued and Submitted for Permit

ADDITIONAL TIMING/SCHEDULE DETAILS

• Permitting if required - SPB assumes 12-18 weeks from construction documents issuance until Building Permit issuance.

• General Contractor selection expected to occur after Schematic Designs or Design Developments.

• Mobilization - Assumed to occur approximately 8 weeks after construction documents are issued.

• Construction - Construction Administration assumed (subject to change) to be 80 Weeks from mobilization to certificate of occupancy (subject to AE review).

• Post CA - Assume punch, FF&E and AV installations will occur for 6 weeks after Construction.

• First Day of Business (FDOB) to occur roughly 7 weeks after construction substantial completion.

• FDOB is estimated to be 2 years after construction documents are issued (subject to AE review).

• Architect’s detailed schedule, as presented in response to Attachment A will be used to refine the overall project schedule.