FACILITY MANAGEMENT OFFICE

STATEMENT OF WORK

FOR

DESIGN SERVICES

Design to Modernize the American Library, Chennai

1. Introduction/Background

The U.S. Government, through the American Consulate in Chennai City, has

the requirement to obtain professional design services for the renovation of the

American Library located at the U.S. Consulate General, Chennai.

The goal is to modernize the current American Library by maximizing existing

space to accommodate increased attendance at Library programs by the

general public and create more a flexible use of space. The Design Firm shall

deliver a design project to transform the American Library into a modern,

inviting center through a major “facelift”.

The American Library was relocated to its current space in 2002. Since then,

no modifications or updates in the design and operation have taken place. The

American Library is located on the second floor of the U.S. Consulate General,

Chennai.

The American Library has made use of the Smithsonian-issued “Idea Book”

(https://americanspaces.state.gov/drupal6/webfm_send/351) to decide on a

model, Inventor Style. This style highlights the U.S. as a nation that invents

and makes things with “DIY” (do-it-yourself) pride. The style reflects the

entrepreneurial roots of the United States and encourages openness to

opportunity, ingenuity, and determination. List of attributes for the inventor

style include – innovative, determined, unconventional, and bold. The

American Library has been provided funds to transforms its space into a model

space that represents U.S. society and culture.

2. The Design Contractor

A. The Design Firm shall have a team of professionals to provide the design

services requested and ensure quality.

B. The Design Firm shall be responsible for the professional quality, technical

accuracy, and the coordination of all designs, drawings, specifications, and

other services furnished under this contract. The Design firm shall, without

additional compensation, correct or revise any errors or deficiencies in its

designs, drawings, specifications, construction, and other services.

C. The Design Firm shall identify a Project Design Manager, who shall be

responsible for the overall management of the design service and shall

represent the firm during meetings with the COR (Contracting Officer

Representative).

D. The Project Design Manager shall attend all project meetings, prepare

Status Reports on the project and submit them to the COR. Status Reports

shall contain arising concerns and proposed solutions, any pending review

comments, any proposed changes, and any other pertinent information

required to report the progress of the design project.

E. All documentation produced for this project will become the ownership of

the U.S. Government at the completion of this project.

F. All documents/photos provided by the Consulate shall be returned to the

COR and shall not be copied nor distributed elsewhere.

G. The Contractor shall verify that all specified materials, equipment, and

systems provide operational dependability. The Design Firm shall assure that

the project is designed to be constructed, to be easily maintained or replaced

with available materials and services. Emphasis shall be placed on the design

goal of the project.

H. Any cost associated with services subcontracted by the Design Firm shall

be borne by and be the complete responsibility of the Contractor under the

fixed price of this contract.

I. The Design Firm shall have a contact person at the American Library and a

contact person in the Facility at the U.S. Consulate General, Chennai.

J. There shall be a group of persons from Facility from the U.S. Consulate

available for assistance to the American Library team.

3. Scope of Work

A. General

i) The Design Firm shall deliver a design project to transform the American

Library into a modern, inviting programing center through a major “facelift”

that takes American Library program capacity to the next level through, but

not limited to, reorganization of public areas, and cost-effective cosmetic and

furniture upgrades.

Each designer will provide two layout options of the space with

furniture, book shelves etc.

Designer will look into false roofing, required lighting, painting,

carpeting, and related room requirements.

‘Reading’ Area requirement: Furniture – at least 8 tables and 40 chairs.

‘Circulation’ Area: A modern and smaller Circulation Counter than the

existing one and it should include space for at least two staff tables and

printers.

Four Workstations for Online Public Access Catalogue (OPAC) – near

or around the Circulation Counter.

There must be space to accommodate tables for 4 staff somewhere on

the Library Floor.

‘Lounge’ Area: A space for a TV, sofas, and coffee table for the

public to seat at least five people.

‘Children’s’ Area: Small chairs and stools, sitting cushions, “Bean

Bags”, and a reading table for at least 20 children, and at least two

workstations for children.

‘Reference’ Area: Space to accommodate 10 workstations, one staff

table, two reading tables for at least eight library patrons, a printer, and

a photocopying machine.

‘Program’ or Event Area: Set a space where small group discussions

and meetings can take place for at least 30 people.

Film Viewing Area: Set a small space for film viewing which should

accommodate six people, two TVs with DVD players, and shelves

and/or wall-mounts for videos.

A closed glass wall-mount (with lock and key) for displaying 3D

Models and other special displays.

Two wall-mounts for displaying books and videos on themes – one

large one and one that is smaller.

Wall-mounts for popular magazines and periodicals.

New power points (or power outlets) for computers and other electrical

devices at various places in the library should be indicated in the

drawings in the new layout.

Designer should be available throughout for executing, implementing,

and completing the required installation of the furniture/painting and

carpeting based on the Smithsonian Idea Book and the Designer’s

suggestions.

ii) The Design Firm shall study and take into consideration, but not be limited

to, the requirements and proposals included in the Idea Book.

iii) The majority of the design elements involved in the project options shall

follow the conceptual design and share elements that can be recognized as

part of the same institutional design.

iv) Develop Space Planning Design for areas mentioned, analyze circulations,

activities, operations, user traffic patterns, etc. to include in the design

accordingly. The space planning documentation shall be delivered as

architectural drawings, including floor plans, elevations, sections, details, etc.

v) The Design project involves different areas of the American Library. The

total area should be divided into the following sections: Children’s Area,

Lounge Area, Circulation Area, Staff Desk Areas, Program Area, and the

Reference Area.

vi) The Design Firm shall deliver to the U.S. Government a Design Project to

include, but not limited to: Space Planning, Finishings, Furniture, Signage,

Interior Design, Engineering Documents, Specifications, Design Renderings,

Quantity Survey, Preliminary Budget, Statement of Work (SOW), Schedule,

etc.

vii) All drawings shall be drawn to an appropriate metric scale and shall indicate

dimensions and materials. All drawings shall have notes.

viii) The Design Firm should use furniture vendors from the American Spaces

Idea Book and from local available sources (national and/or imported).

ix) The Design Firm shall consider in the project the impact on library operations

while planning the schedule for the execution of the Library’s redesign and

provide a detailed schedule and options for the Library’s continued operation,

periods of limited services, and periods where the Library should be closed.

B. Design Execution - The design services shall be divided in two phases.

i. Phase I - Survey and Two Design Options

a. The Design Firm shall gather a survey team to meet with the COR and

Consulate officials for a briefing, orientation, and any necessary

arrangements prior to visiting the American Library.

b. The Design Firm shall then visit the American Library and thoroughly

familiarize the survey team with the existing conditions, facilities,

existing materials and architectural design of the building. The Design

Firm may visit the American Library by making an appointment with

the assigned American Library contact person and notifying the

Facility contact person.

c. The Design firm shall inspect, conduct surveys, update all given

drawings, and produce new ones for each specific request in order to

be able to develop, compare the present layout versus new layout, and

submit the proposals.

d. The Design Firm shall develop their own conceptual design proposal to

support one of their design options. The conceptual design document

shall include the concept description and all materials, images,

diagrams, photos, etc. needed for the concept understanding.

e. During this phase, the Design Firm shall develop two design options.

One will be chosen for Phase II and the other will be discarded.

f. The first design option shall take into consideration the requirements

and proposals in the Idea Book and make it a formal design. This

option shall be shown in a drawing/rendering at least at 30%

completion and include one architectural floor plan referenced in other

drawings or supporting images.

g. The second design option shall be based on the new conceptual design

proposed by the Design Firm and reflected in a formal design. This

option shall be shown in a drawing/rendering at least at 30%

completion and include one architectural floor plan referenced in other

drawings or supporting images.

h. Develop Finishings floor plan drawings with codes, location, and

references to the proposed materials.

i. Develop Furniture floor plan drawings with codes, location, and

references to the proposed materials.

j. Develop Signage floor plan drawings with codes, location, and

references to the proposed materials.

k. Develop Interior Design for each proposal including all elements

involved in the design at Phase I. Deliver 3D digital design renderings

at with least two perspective views of each space.

l. Develop and deliver equivalent Design packages for each option. In

Option 1 part of the deliverable is to adhere to the use of the

Smithsonian Institution’s Idea Book in the Final Design

Recommendation.

m. During Phase I, the Design Firm shall submit the progress of the

design at 60% and 90% to the American Library contact team and

Facility team for feedback before construction begins and after

discussions with the U.S. Consulate’s Contact Team.

ii. Phase II - Design Development and Completion of Approved Option

a. During this phase, the Design Firm shall complete at 100%, a

drawing/rendering and design plan of the design option chosen by the

U.S. Consulate General.

b. During this Phase, the Design Firm may visit the American Library by

making an appointment with the assigned American Library contact

person and also notifying the Facility contact person.

c. Submittal prepared by the Design Firm shall be presented for review

and approval at the 60%, 90%, and 100% design phase.

d. The contact team and Facility will review the documents and

comments will be returned to the Design Firm for incorporation into

the design.

C. Project Requirements

i. Space Planning Design. Develop space planning design; analyze

circulations, activities, user traffic patterns, operations, etc. to be included

in the design accordingly. The space planning documentation shall be

delivered as architectural drawings, including floor plans, elevations,

sections, details, etc. and according to the Phase or percent progress of the

project.

ii. Finishings. Develop general and detailed Finishings drawings with

codes, location and references, delivered in floor plans, elevation,

sections, details, etc. as required.

iii. Furniture. Develop general and detailed general furniture drawings with

codes, location and references, delivered in floor plans, elevations,

sections, details, etc. as required.

iv. Signage. Develop a signage project delivered in floor plans, elevations,

sections, details, etc. as required.

v. Interior Design. Develop Interior Design for the approved proposal

including all elements involved in the design Phase II. Deliver 3D digital

renderings at a realistic level, where the selected furniture and decorative

elements are shown. This shall include at least two perspective views of

each space.

vi. Engineering.

a. For new installations or modification of the existing systems an

engineering project shall be developed and delivered as

engineering drawings, diagrams, etc. ensuring the proper

function of the system.

b. Civil set. There should be no demolition reflected in the civil

drawings set as needed for the execution of the works.

c. Mechanical set. There will not be any addition or modification

of plumbing, drainage, air-conditioning, etc.

d. Communication set. The addition or modification of the

systems voice, data, sound, video, etc. shall be reflected in the

Communication drawings set as needed for the execution of the

works.

e. Fire suppression system set. The addition or modification of

the smoke detectors and alarms shall be reflected in drawings set

as needed for the execution of the works.

f. Other special systems required by the selected design shall be

included as needed for the execution of the works and in

compliance with the U.S. Consulate General, Chennai’s security

and safety requirements.

D. Other Project Documents

As part of the Design project, the Design Firm shall also deliver, but not be

limited to, the following documents in order to have a full package for the

execution of the Design Project:

i. Statement of Work

ii. Quantity Surveys – Preliminary Budget.

iii. Bill of Materials.

iv. Specifications.

v. Schedule.

vi. Samples of finishes (paint, furniture, fabric, textures, etc.).

vii. Photos.

E. Design Management

i. Building Information Modeling (BIM) models, if BIM model is used

for the design process it shall be delivered on CD with the native file

format with libraries, also one file of the model in .dwg and .dxf file.

ii. Works schedule and milestones to be delivered in a Microsoft Project

file.

iii. Renovation project estimate shall include materials and works to be

delivered in a Microsoft Excel file.

iv. Compile project element’s list. The document shall include a list of all

elements to be purchased and Finishings involved in the renovation,

with codes as it appears in the project drawings: brand, model, and

specifications.

F. Specifications

i. Technical Specifications.

a. The Design Firm shall make the Design project feasible to meet,

comply and follow the applicable technical criteria codes of the

most recent codes including: International Building Code,

International Fire Code (IFC), International Mechanical Code

(IMC), National Electrical Code (NEC) and all other applicable

Local Codes.

ii. Safety Specification.

a. The Design firm shall design to meet, comply and follow all

applicable Local Codes and U.S. OSHA Safety Standards for

Construction. OSHA Regulations are available on www.osha.gov.

G. U.S. Government Furnished Documents

The U.S. Government shall furnish documents to provide information and

guidance of the requirements for the American Library Project. Some

documents shall be given after the award of this Design Contract.

i. American Spaces Idea Book, Smithsonian Institution

ii. Safety Instructions for Contractors and Post Policies for Contractors

4. Place of performance:

American Library

U.S. Consulate General,

Chennai 600002

5. Schedule and Milestones

A. The Design firm shall complete the project within 60 weekdays from the

Notice to Proceed (NTP) is issued by U.S. Government (GSO Procurement).

B. The 60 weekdays does not include the time taken by the American Library

team to review the documents and give the feedback.

C. The Design Firm shall deliver the full 30% Phase I documents and drawings

within 10 weekdays.

D. The Design Firm shall deliver the full 100% Phase II documents within 30

weekdays.

6. Management & Supervision

A. Contract Management by Design firm.

i. Supervision & Project Manager. The Design Firm shall designate a

Project Design Manager who shall be the point of contact with the

American Library team and Facility. This Project Design Manager

shall be a focal point for the Design Firm and shall be the point of

contact with the COR. In some cases, the Design Firm’s designer

might be the Project Manager him/herself.

ii. Quality Control. The Design Firm shall be held responsible for the

Quality Control of the Design.

B. Contract Management by U.S. Government. The U.S. Government will

designate a Contracting Officer Representative (COR).

7. Quote

A. The Design Firm shall present documented references of past performance

experience.

B. The Design Firm shall provide a fixed priced lump sum proposal for the

Design project described above.

C. Each Phase shall have a percentage of the total proposal:

Phase I: 25%

Phase II : 75%

8. Procurement

A. Procurement will issue a Contracting document.

9. Security

A. The work to be performed under this contract requires that the Design

Firm’s employees and sub-contractors submit a copy of their official

Identification Card. Information submitted by the Design firm will not be

disclosed beyond the U.S. Consulate General, Chennai.

10. Attachments:

Attachment A - American Spaces Idea Book, Smithsonian Institution

Attachment B - Safety Instructions for Contractors and Post Policies for

Contractors

END OF THE SOW