Job Description

RFP FOR ARCHITECTURAL SERVICES AOGA 1998 25^TH ANNIVERSARY LEGACY PROJECT

• Issued by: The 1998 Aburi Old Girls Association

Objective
The 1998 Aburi Old Girls Association is soliciting proposals from qualified firms for architectural services for the construction and refurbishment of a new multipurpose centre for the Aburi Girls Senior High School as their 25^th Anniversary Legacy Project. This RFP is seeking services for concept/preliminary design, final design, project work plan, estimate/budget and construction administration management services.

Background
As part of the 25^th anniversary (1998- 2023) of the 1998 year group of Aburi Old Girls Association (AOGA 98), the management of the school has designated that we refurbish the recreational centre on the Irene Anderson Compound of the school. This will serve as the Legacy Project for the school in honour of AOGA 98’s 25^th Anniversary.

The current facility is no longer sufficient to meet the needs of the school due to limited square footage, sub-optimal layout, and growing building issues. The school currently lacks a truly multipurpose space to host large meetings/gatherings, provide refreshments after meetings, and adequate restroom facilities.

Building Goals

The selected firm will be encouraged to provide guidance and recommendations toward designing a multipurpose and multifunctional facility that will best meet the needs of the school community whether that is completely new construction or a hybrid of remodelling/new construction. Regardless, at present, the following goals have been identified:

• include additional office space to better accommodate current school staff, future staff, visitors, board members, and community meetings. Other needs include additional meeting space, larger board chambers, better/larger restroom facilities, storage, air conditioning, and a break room.
• should be designed to maximize functionality, durability, and account for and allow future growth.
• should embrace sustainable design practices that emphasize energy efficiency as well as renewable and redundant energy sources.

Project Description

1. Concept Design and Opinion of Probable Cost for the Multipurpose Center –The selected firm will work with AOGA 98 Executives and the School authorities to evaluate current needs, gather input, and analyse available options for this facility. To allow sufficient time for multiple meetings, the AOGA 98 anticipates this Concept Design phase to take place in October 2022.

2. Schematic Design, Design Development and Final Design Phase – AOGA 98 anticipates this phase to take place from October through November of 2022.

3. Bidding and Contract Award Phase in December 2022.

4. Project Workplan, Construction and Project Close-out Phase from April to August 2023.

Scope of Work
Each firm will submit a Scope of Work (SOW) withits proposal. The SOW listed in this section is

intended to give firms direction and understanding as to AOGA 98 values for the 25^th Anniversary Legacy Project. Firms are encouraged to tailor their proposed Scope of Work as they see fit to deliver a process that balances timeliness, cost efficiency, input, exploration of options and best practices for a multipurpose sustainable building for Aburi Girls Senior High School.

General:
The selected architect shall work closely as a part of the project team to develop a design for the facility that meets the needs of the school. This objective will be accomplished through frequent and routine communication and meetings of the project team, a series of design review workshops, and close coordination with AOGA 98 Executives and the 25^th Anniversary Planning Committee.

Phase 1: Preliminary/Concept Design and Opinion of Probable Cost – Full Project Complete a space needs assessment to verify building size and site requirements. The architect shall inspect the existing facilities on the school’s premises.

Conceptual Site Layout:

• Architect shall develop alternative layouts for the project on the preferred site. The site layout shall be consistent with the Building Goals outlined in this document.
• Surveying – map the site to 100 feet outside the limits of disturbance in sufficient detail for all planning and design purposes. The map shall include all surface features, utilities – both buried and overhead and any other relevant information necessary for the work.
• Geotechnical Investigation - provide geotechnical and foundation evaluation investigations as a part of the site development.
• Building location and configuration will be evaluated in conjunction with the site plan to use available space and allow the opportunity for future growth efficiently and effectively.
• Environmental issues: The site design shall be sensitive to and shall protect the surrounding environment.
• Grading and Storm Water Management – Grade the site and design adequate stormwater management facilities to minimize the risk of flooding or excessive ponding.
• Utilities - Provide for all required utilities and where feasible, install all utilities underground. Site utilities shall include but not be limited to water, sanitary sewer, storm sewer, telephone, electric, site lighting, site communications and potential backup power.
• Landscape Design: Provide a landscape design for the facility that will be attractive, low maintenance, and consistent with conventional landscaping standards for a senior high school setting. Landscaping should consider best practices in contributing to effective stormwater management.
• Design Concept/Drawings: Develop drawings that illustrate the design concepts being proposed to allow AOGA 98 Executives and 25^th Anniversary Planning Committee members to review and approve the plan. Drawings shall include but not be limited to the site plan, floor plan(s), elevations, and coloured video or visual renderings.
• Energy Conservation: Designs shall emphasize energy conservation and consider LED concepts. Consideration of solar power may also be considered, and options provided.

Constructability issues: The Architect shall be fully responsible for the constructability of the proposed site features and structures. The Architect shall coordinate the preliminary design of all the mechanical, electrical, and plumbing (MEP) work to avoid conflicts between the respective MEP systems and confirm they will all fit into the allotted space. Notwithstanding any recommendations or approvals by AOGA 98 Executives, the Architect shall not be relieved from responsibility for the workability and suitability of the design and all details.

Schedule: The group is targeting the building to be furnished and operational by July/ August 2023. The selected firm shall:

• Develop and regularly maintain a project schedule or work plan that includes all phases of the project through completion of construction and start-up/occupancy of the new facility.
• Present the schedule in a Gantt chart format and provide sufficient detail to allow tracking of the progress of the work through each phase.
• Promptly notify AOGA 98 Executives of any delays that will impact the successful completion of the work.

Construction Cost Control:
This project is being sponsored by funds raised by AOGA 1998 via solicitation from corporate entities. This is a legacy project on behalf of the school, and we anticipate a total project cost in the range of 350,000ghc to 400,000ghc including all soft and hard project costs. Controlling the total project cost is critical to project success. Preference will be given to firms who will offer a percentage or discount as corporate social responsibility. 

• The Architect shall work within and adhere to this project budget. The Architect agrees to work closely with AOGA 98 Executives to control costs. The Architect will be keenly aware of the project costs throughout all phases of the project.
• If an adjustment in the project budget is required to meet the overall objectives of the Legacy Project, the Architect shall promptly notify AOGA 98 Executives and provide the necessary supporting documentation to allow for an informed decision-making. The Architect shall not proceed with the completion of the project without prior written authorization and an adjustment to the project budget.
• If adjustment of the project budget is not feasible, the Architect shall work with AOGA 98 Executives to modify the project to reduce the scope or phasing of construction to fit within the approved budget.
• The Architect shall remain responsible to maintain the project within the budget. If project costs exceed the budget due to the actions, inactions, and/or errors or omissions of the Architect, AOGA 98 Executives may direct the Architect to redesign the facility at no additional cost to bring the work within a budget.

Other issues as required to complete the work: The Architect shall outline and detail in the Proposal any other tasks required to complete the work. Failure to account for items that would be considered usual and customary to this project shall not be justification for additional compensation or an extension of contract time.

Architect’s Minimum Responsibilities for Phase 1 - Preliminary Design

• Provide all necessary personnel, resources, and sub-consultants to complete the specified design work
• Develop a space needs analysis for the present facility on the school compound.
• Retain a surveyor duly licensed to survey the property and develop any required site topographic maps, utility maps, and any other base mapping information necessary to complete the work.
• Gather and compile all necessary data required from the school’s records, from field reconnaissance, and from other sources as is necessary to complete the work.
• Schedule and coordinate quality control reviews during the completion of Phase 1 – Preliminary Design.

Quality control will include but will not be limited to interim submittals and review meetings with AOGA 98 or their designated members.

• Provide preliminary conceptual designs for review and comment to assist AOGA 98 Executives in determining the preferred site layout and building configuration.
• Provide an Opinion of Probable Costs for all alternatives and preferred site layouts and building configurations.
• Provide regular reports to AOGA 98 Executives and the 25^th Anniversary Planning Committee about the progress of the work.
• Regularly update the project schedule.
• Control project costs to keep the project within budget. Assist AOGA 98 Executives in finalizing and adjusting the project budget as needed.
• Any other work considered normal for a project of this type and scope as required to meet the needs of the project.
• Provide project meeting minutes.

The Architect shall provide AOGA 98 Executives renderings and exhibits to convey the intent of the conceptual design to the group. The Architect shall not proceed with Final Design until receipt of written approval of the conceptual design from AOGA 98 Executives.

Phase 2: Final Design – Full Project
Upon approval of the Preliminary Design, the Architect shall proceed to the Final Design and development of bidding documents. The final design shall incorporate the approved conceptual design into Drawings and Specifications. Based on the concept developed in Phase 2, the Architect shall prepare final design documents for the work to include but not limited to:

1. Site Plan
2. Site Utilities
3. Site Grading
4. Storm Water/Erosion Control Plan
5. Landscaping
6. Administration/office design
7. Architectural requirements
8. Interior space layout
9. Telephone system and audio/visual low voltage systems
10. Building material schedules
11. Window and door schedules
12. Room Finish Schedules
13. Plumbing
14. Electrical
15.  Any other component and schedule necessary to complete the work Develop final drawings, which shall

Permit Requirements: The Architect shall be responsible to provide information necessary to obtain required approvals and permits for the work.

Architect Responsibilities for Phase 3 - Final Design

• Provide all necessary personnel, resources, and sub-consultants to complete the specified design work.
• Regularly meet with AOGA 98 Executives/25^th Anniversary Planning Committee to review project status and design details.
• Schedule and coordinate quality control reviews during the Final Design. Quality control will include but will not necessarily be limited to interim submittals and regular review meetings with AOGA 98 Executives/25th Anniversary Planning Committee or their designated staff.
• Provide regular written reports and communication with AOGA 98 Executives/25th Anniversary Planning Committee about the progress of the work.
• Regularly update the project schedule with AOGA 98 Executives/25th Anniversary Planning Committee.
• Regularly update the project estimated costs.
• Control project costs to keep the project within budget. Notify AOGA 98 Executives/25th Anniversary Planning Committee if the estimated cost of construction exceeds the project budget, including any contingency.
• Any other work as normally required for a project of this size and scope.
• Provide project meeting minutes.

The Final Design shall be reviewed and approved by AOGA 98 Executives/25th Anniversary Planning Committee. If the Final Design is not approved, the

The architect shall revise the design until such time it gains their approval, and any such work shall be completed at no additional cost to the group. The project shall not proceed to the Bidding Phase without the prior written approval of the AOGA 98 Executives/25th Anniversary Planning Committee.

Required Skills or Experience

TECHNICAL PROPOSAL SUBMISSION REQUIREMENTS

Proposals submitted for this Project are to follow the outline described below and shall address all requested information. Any additional information that the proposed service provider wishes to include that is not specifically requested should be included in an appendix to the Proposal. Firms are encouraged to keep the Proposals brief and to the point, but sufficiently detailed to allow evaluation of the Project approach. Please submit the following information in the order and format indicated below.

• Introduction: (3 PowerPoint slides maximum).

Provide an introduction to your firm and proposal. The introduction shall include a short narrative description of the Project based on the Scope of Work presented. Include any issues that you believe will require special consideration for this Project. Also, identify any unique approaches for the design or construction of this Project. Discuss the strengths that your firm may have related to this Project.

•  Company Overview: (2 PowerPoint slides maximum).

Provide an overview of the company detailing the total number of professional staff, the history of the company, the ownership structure, and the office responsible for this Project as a minimum.

• Design Experience: (3 PowerPoint slides maximum).

Provide examples of the types of projects which you feel best represent your firm’s experience with design and construction management and an owner as a team construction pre-construction and construction phases. Include project size and description and all other pertinent project facts. Only include those projects where there is significant involvement from individuals who will be part of the proposed Project staff. Include the owner of the project as a reference for each of the referenced projects.

•  Personnel Assigned to Project (Project Team in an annexure)

Provide the name of the project manager to be assigned this work along with a description of their experience and expertise. This person will be the main point of contact with the group and directly responsible for the project. List the names of other key members of the project team, along with their experience and expertise. Provide resumes and references for the staff to be assigned to this Project. If selected, the naming of personnel listed above will be considered to be the project team and will be expected to be assigned to the project for its duration.

• Understanding of the Project (5 PowerPoint slides maximum)

Provide a brief statement as to the firm’s understanding of the project. Discuss the resources needed to achieve the work listed in the scope of work. Specifically, detail the design, timelines and approach that will be required for each component of the project. Discuss the proposed planning, organization and management tools to be used to control schedule and costs. Provide an estimated schedule for the project from the award of the RFP to project closeout particularly as it adheres to or strays from the schedule given.

• Conflicts of Interest:

Firms submitting a Proposal in response to this RFP must disclose any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to the firm, management, or employees of the firm or other persons relative to the services to be provided under the agreement for architectural and construction management services to be awarded under this RFP. If a firm has no conflicts of interest, a statement to that effect shall be included in the Proposal.

• Signatures and Costs:

The Proposal shall be signed by an official authorized to bind the firm and shall expressly state the Proposal is valid for a minimum of 90 days. AOGA 98 Executives/25th Anniversary Planning Committee will not be responsible for any costs incurred by the firm in preparing or submitting the Proposal. Proposals should be complete but concise. Firms will be evaluated on the following information listed in the order of importance:

• Fee Schedule

Fee quotations are to include the names, title, rates, overhead factors, and any other details by which the project costs have been derived. Provide an estimate of the time needed to complete the tasks outlined in the scope of work.