April 23, 2003

Re: OASMainBuilding

Simon Bolivar Room Renovation

17th and Constitution Avenue, NW, Washington, DC

Gentlemen:

The General Secretariat of the Organization of American States (“GS/OAS”) plans to renovate the Simon Bolivar Room at its historic MainBuilding which is located at the corner of 17th and Constitution Avenue, NW, in Washington, DC. To help accomplish the renovation task, GS/OAS has hired Blake Real Estate, Inc. as GS/OAS’ Development Manager for the project.

GS/OAS intends to perform an expansion and full interior renovation of this formal conference space including ancillary adjacent space in accordance with the attached “Terms of Reference for Architectural Design.” Throughout the renovation process the building will be occupied.

Through this letter we are requesting expressions of interest for the architectural design for the proposed renovation. If your firm is interested in this project, please submit your Statement of Qualifications to the undersigned which should include the following:

  • Your firm’s brochure.
  • A list of client references with whom you have performed similar projects.
  • A list of downtown Washington, DC renovations or renovations elsewhere of comparable size and complexity performed by your firm during the last five (5) years.
  • A list of proposed project team members including their professional resumes which should include: the number of years with your firm, specific projects performed while at your firm that are similar in size and scope to this project and current projects assigned to these individuals.

The ability to timely perform the architectural tasks and design the project in keeping with the historic nature and quality of the rest of the building is of paramount importance to GS/OAS. Any additional information that your firm can provide to demonstrate its ability to meet both these criteria should be submitted with your qualifications.

Please submit three (3) copies of your response to:

Blake Real Estate, Inc.

1150 Connecticut Avenue, NW

Suite 801

Washington, DC 20036

Attn: Donald P. Silverstein, P.E.

Vice President

Responses (expressions of interest) should be received by no later than 5:00 p.m. on Tuesday, April 29, 2003. Qualified firms under consideration will be asked to submit a fee proposal and may be asked to make a formal presentation of their qualifications to GS/OAS. It is anticipated that award of the design contract to the successful bidder will be made within 40 days of receipt of all proposals. Complete financial statements will be required from those firms being seriously considered by GS/OAS. These will be requested at the appropriate time in the selection process.

A mandatory pre-bid meeting will be held on May 1, at 10:00 am at the OAS’ MainBuilding. Please confirm attendance by a member of your firm. We look forward to receiving your expression of interest and appreciate your interest in this project.

Cordially,

BLAKE REAL ESTATE, INC.

Donald P. Silverstein, P.E.

Vice President

Attachment

Renovations to the OAS Main Building Simon Bolivar Room

Terms of Reference for Architectural Design

Provide professional architectural design services for the preparation of construction documents, rendering of bidding assistance, and assistance with construction administration for the interior renovation of the Simon Bolivar Room in the OASMainBuilding, 17th and Constitution Avenue, NW, Washington, DC. as described in the following scope of services:

  1. Program

The project will be in general accordance with the design by Notter + Associates completed in 1994. The main room will be expanded to the western perimeter of the building by demolishing the existing western wall of the Simon Bolivar Room. The new design is anticipated to include the following:

  • Renovation of the space under the existing interpreters’ booth mezzanine to office and work space including a pantry space with a counter and sink.
  • The new design should include compliance with applicable building fire/life safety codes.
  • New HVAC systems in all renovated spaces including the interpreters’ booth.
  • Removal of the existing ceiling and restoration of the original ceiling above.
  • Continuation of the existing raised floor system in the expanded main conference area or removal of the existing system substituting provisions for under floor power and data distribution systems.
  • Decorative lighting fixtures sympathetic to the design in the second floor meeting rooms.
  • Reconfiguration of the interpreters’ booths including possible relocation of the existing stair.
  • Repair of the existing doors and windows along the building perimeter. Replacement of any of these elements is not anticipated at this time.
  • New wall finishes are anticipated for the main room. The existing paneling does not need to remain.

B. Consultants

  • This scope of work excludes engineering. Structural and mechanical/electrical/plumbing engineering drawings will be prepared by others under direct contract with the Owner. The scope of work for these disciplines will be developed in conjunction with the Architect. Coordination of the work of the engineers will be part of the Architect’s scope of work.
  • Telecommunications and security will be by the Owner but support construction will be part of the Architect’s and Engineer’s scope of work.
  • Please list any disciplines requiring additional consultants that you would recommend for this project and include proposed firms and fees for each.
C. Construction Phase Services

Include construction phase services for architectural design and consultants. These services should include, but not be limited to:

  • Review of shop drawings and materials submittals and resolution of requests for information on the part of the Contractor. Also included is the development of three different material and color schemes (material finish boards) for selection by the Owner.
  • Visit the site at intervals appropriate to the level of construction including a visit to develop a punch list and participate in the Final Inspection. Review and certification of monthly requisitions submitted by the construction contractor is included.
D. Terms
  • Commence work on receipt of a Notice to Proceed from the Owner. Revise existing drawings ready for an initial review meeting with the Ower within ten (10) working days thereafter.
  • Include the following expenses:
  • Travel and parking costs.
  • Cost of printing for 100% draft construction document review submittals and the cost of preparing plots and hard copy specifications ready for printing and distribution as described above.
  • Postage and delivery charges.
  • The cost of printing drawings and specifications for bidder’s use, and for use by the Contractor during construction, are not included in this lump sum. It is assumed that this function will be performed by the Owner.
  • Where changes are required to the approved construction documents, or where there is a change in the scope of the project, the fee for this additional work will be negotiated at the time of said changes. Additional site visits to resolve conflicts on the drawings or in the design shall not be considered an additional service.
  • Copies of the 1908 construction documents will be made available to the Architect.
  • This project will not be subject to review by the District of Columbia or other code officials or governmental agencies. At the option of the Owner, a third party inspector will be retained to review the work in the field.
  • AIA Document B141 – 1987 edition as amended by OAS will be the basis of the contract for this work. A copy used for a previous OAS project is attached.