ARCHITECTURAL DESIGN & CA SERVICES FOR WEST SUBURBAN CENTER FOR ARTHRITIS
BUILD-OUT
Dear Michele and team,
West Suburban Center for Arthritis Via Michele Jackson, AIA, NCARB Vice President Project and Development Services, JLL michele.jackson@jll.com March 17, 2025
We are excited to present our proposal to join your team in assisting West Suburban Center for Arthritis as they seek to relocate their healthcare services.
We understand that the project scope consists of the following:
1. A second-generation build-out in approximately 8,644 square feet of spatial clinic space. The scope of the work would encompass a full build-out, including demolition and MEP modifications.
2. Architectural and interior design services will be provided through construction and certificate of occupancy, with bi-weekly visits to the project site.
3. It is assumed that MEP design will be provided by design/build contractors. PRA will create an inventory of existing equipment and furniture, and conduct efforts to coordinate spacial and MEP requirements for all equipment, as well as provide a foundation for design for light fixture selection and placement. Recommendations for HVAC grille placement will also be provided for ceiling grid coordination.
Plunkett Raysich Architects has a long history of working with healthcare providers, and throughout our 90-year history we have completed numerous addition/renovation projects in the Healthcare industry. Working with our team has many unique benefits, but perhaps the most important are the following:
DEDICATED TO YOUR SUCCESS | We are dedicated to you and your mission throughout all phases of the project, and likely years after completion. We will provide the necessary leadership to ensure design issues are resolved, operational efficiencies are integrated, bid documents are clear, the construction process is smooth, and the finished product meets your functional, cultural aesthetic, and budget goals. Additionally, we are inspired by your mission to continually invest in health and wellness. Your dedication to improving the quality of life in your community deeply resonates with us at PRA.
WE LISTEN | As much as we believe we know about the healthcare concerns within your community, you are the only ones who truly know what your needs are. We practice active listening and mindfulness in order to fully understand the daily obstacles you face while striving to achieve positive health outcomes.
EXPERTISE | Planning and design expertise is reflected by more than just awards and honors. Real expertise is shown by results, and our team is made up of experts who simply get results. Our project process is a systematic approach that has resulted in countless successful projects. We take pride in helping our clients improve health outcomes and fulfill their unique visions. Our team has the experience, the knowledge, and the innovative mindset needed to assist you in the constant pursuit of functional and operational improvement.
The project journey - reaching your goals through an exciting, thought-provoking, and smooth process - is important. We believe we have the right expertise, know-how, and ability to help you achieve your healthcare vision.
Many thanks, Kevin Broich, AIA, NCARB Partner in
Charge
1 TEAM
Provide an organizational chart of your proposed team, including an estimate of time (% of time or total hours) allocated to this project and a résumé for everyone on the team that indicates length of employment with the firm. Confirm key member of team assigned to Project (who cannot be replaced without the prior written approval of Client).
KEVIN BROICH AIA, NCARB Partner in Charge (Key Team Member)
RENEE MOE AIA, EDAC
Project Manager
Suburban Center for Arthritis
TEAM WORKLOAD TIME ESTIMATE
Dolphin Medical Clinic Office Building
Aspirus Houghton Clinic & Pharmacy Addition
Aspirus Weston Ophthalmology Clinic
Slinger
Kevin
Broich,
AIA,
NCARB Partner, Director of Healthcare Studio
P ROJECT ROLE: PARTNER IN CHARGE
As Partner in Charge of the Healthcare Studio, Kevin holds the responsibility of leading the team through the various stages of the project process; from initial discovery to post-occupancy evaluation. Kevin brings a wealth of knowledge of the industry to help each client navigate through complex projects. With 40 years of experience, Kevin has worked in nearly every type of inpatient and outpatient department or service within healthcare, as well as all supporting functions of the healthcare environment.
PROJECT EXPERIENCE
Appleton Medical Center* - Appleton, WI
Ascension Healthcare Wheaton Franciscan* - Milwaukee, WI
Aspirus Wausau Hospital – Wausau, WI
EDUCATION
Bachelor of Architecture
Iowa State University
Bachelor of Science - Architecture
Iowa State University
REGISTRATIONS
Wisconsin Architect - 6487-5
Also Licensed in: FL, IA, IL, KS, MA, MI, MN, NM, ND, OH, PA, SD, WV
YEARS OF EXPERIENCE
1985 career start, with PRA since 2017
AFFILIATIONS
American Institute of Architects (AIA)
National Council of Architectural Registration Boards (NCARB)
Wisconsin Healthcare Engineers Association (WHEA)
Wisconsin Hospital Association (WHA)
American Society of Healthcare Engineers (ASHE)
Aspirus Ironwood Hospital – Ironwood, MI
Aspirus Wausau Third Street Clinic – Wausau, WI
Bay Area Medical Center* - Marinette, WI
Columbus Community Hospital* - Columbus, WI
Fairview Health Services* - Minneapolis, MN
Fairview Lakes Regional Medical Center* - Wyoming, MN
Forest County Potawatomi Clinic – Crandon, WI
Fort Healthcare – Fort Atkinson, WI
Grant Regional Health Center* - Lancaster, WI
Johnson Memorial Health Services* - Dawson, MN
Marquette General Hospital* - Marquette, MI
Medical College of WI, Eye Institute* - Milwaukee, WI
Olympia Fields, Veterans Affairs Outpatient Clinic – Oconomowoc, WI
Orthopaedics of Wausau and Wausau Surgery Center – Wausau, WI
Sacred Heart/Saint Mary’s Hospital* - Milwaukee, WI
Sauk Prairie Healthcare – Sauk Prairie, WI
SSM Health – Madison, WI
Theda Clark Medical Center* - Neenah, WI
UnityPoint Health - Meriter Hospital – Madison, WI
UW Hospitals and Clinics* - Madison, WI
Waukesha Memorial Hospital* - Waukesha, WI
Sarasota Memorial Health Care System - Sarasota, FL
Naples Outpatient Surgical Institute (AHCA) - Naples, FL
Premier NeuroSpine Institute (AHCA) - Pinellas Park, FL
Florida Heart Associates Ambulatory Surgery Center (AHCA) - Fort Myers, FL
Florida Heart Associates Cath Lab - Fort Myers, FL
Lee Health (Multiple Projects)
Babcock Ranch Clinic Expansion - Punta Gorda, FL
Cape Coral Complex Care Clinic - Cape Coral, FL
Santa Barbara Offices - Cape Coral, FL
Coconut Point Specialty Pharmacy - Estero, FL
Surfside Outpatient Center Expansion - Cape Coral, FL
Bonita Health Center X-Ray Replacement - Estero, FL
Bonita Health Urology Renovation - Estero, FL
Bonita Health Center Endocrinology Renovation - Estero, FL
Bonita Health Center Staff Lounge - Estero, FL
Bonita Health Center Allergy Clinic - Estero, FL
HealthPlan Pharmacy Relocation - Cape Coral, FL
GME Program Expansion - Cape Coral, FL
Regional Cancer Center Relocation & Renovation - Fort Myers, FL
Suncoast Orthopaedic Surgery & Sports Medicine - Venice, FL
Acadia Healthcare Ft. Lauderdale Comprehensive Treatment Center - Tamarac, FL
Tampa Family Behavioral Health Clinic - Tampa, FL
Wasserman Ulitksy Dermatology Clinic - Venice, FL
Renee Moe, AIA, EDAC
Principal, Healthcare Planner
EDUCATION
Master of Architecture
University of Wisconsin - Milwaukee
Bachelor of Science in Architecture
University of Wisconsin - Milwaukee
REGISTRATIONS
Wisconsin Architect - 12668-5
YEARS OF EXPERIENCE
1998 career start, with PRA since 1998
AFFILIATIONS
American Institute of Architects (AIA)
P ROJECT ROLE: PROJECT MANAGER
As a Project Manager and Principal at PRA, Renee interacts daily with clients and healthcare staff and guides the project team through the design and construction document process. Utilizing research for the optimal patient experience in balance with operational efficiency throughout the design process is her passion. Her recent planning pursuits include specialty care clinical spaces for Aspirus Health in both Weston, WI and Houghton, MI.
PROJECT EXPERIENCE
Premier NeuroSpine Institute ASC (AHCA) - Pinellas Park, FL
Suncoast Orthopaedic Clinic and Surgery Center
Wasserman Ulitksy Dermatology Clinic - Venice, FL
Orthopaedics of Wausau and Wausau Surgery Center – Wausau, WI
Steward Health Care Outpatient Facility - Dartmouth, MA
Aspirus (50 projects)
Wausau Hospital Master Plan - Wausau, WI
Wausau Hospital Cath Lab - Wausau, WI
Wausau Hospital Phase 2 Entrance Renovation - Wausau, WI
Wausau Hospital NICU - Wausau, WI
Keweenaw Memorial Hospital Master Plan - Keweenaw, MI
Third Street Clinic - Wausau, WI
Weston Clinic - Weston, WI
Houghton Clinic - Houghton, MINeuroscience CenterNeenah, WI
Northwestern Medicine Cath Lab - Lake Forest, IL
Northwestern Medicine Imaging Center - Lake Forest, IL
UW Health Union Corners Clinic - Madison, WI
Evidence-Based Design Accreditation And Certification (EDAC )
Oral Surgery Associates Clinical Suite - Milwaukee, WI
Veterans Affairs Community Based Outpatient Centers
Monroeville, PA
Billings, MT
Green Bay, WI
Wilmington, NC
Veterans Affairs Zablocki Medical Center - Milwaukee, WI
Ascension Healthcare
Columbia St. Mary’s Hospital - Milwaukee, WI
Columbia St. Mary’s Hospital Ozaukee - Mequon, WI
Elmbrook Hospital - Brookfield, WI
Mary Spriggs , AIA
Senior Associate, Healthcare Planner
EDUCATION
Bachelor of Environmental Design-Architecture
University of Colorado, Boulder
REGISTRATIONS
Wisconsin Architect - A8401
YEARS OF EXPERIENCE
1988 career start, with PRA since 1997
AFFILIATIONS
American College of Healthcare Executives (ACHE)
American Institute of Architects (AIA)
Construction Specification Institute (CSI, CDT)
P ROJECT ROLE: HEALTHCARE PLANNER
Since joining PRA 28 years ago, Mary quickly developed a passion for healthcare design. She appreciates the opportunity to apply the latest research to create environments that enable healthcare team members to provide high quality care, and help patients to live a full and healthy life. Mary is always prepared and eager to take on new challenges, as she strives to continuously improve the healthcare field. Mary has been integral to the planning, design, and construction oversight on dozens of successful projects directly related to West Suburban’s current endeavor.
PROJECT EXPERIENCE
Lee Health (Multiple Projects)
Surfside Outpatient Center Expansion - Cape Coral, FL
Babcock Ranch Clinic Expansion - Punta Gorda, FL
Cape Coral Complex Care Clinic - Cape Coral, FL
Santa Barbara Offices - Cape Coral, FL
Coconut Point Specialty Pharmacy - Estero, FL
Bonita Health Center X-Ray Replacement - Estero, FL
Bonita Health Center Urology Renovation - Estero, FL
Bonita Health Center Endocrinology Renovation - Estero, FL
Bonita Health Center Staff Lounge - Estero, FL
Bonita Health Center Allergy Clinic - Estero, FL
HealthPlan Pharmacy Relocation - Cape Coral, FL
GME Program Expansion - Cape Coral, FL
Regional Cancer Center Relocation & Renovation - Fort Myers, FL
Premier NeuroSpine Institute (AHCA) - Pinellas Park, FL
Naples Outpatient Surgical Institute ASC (AHCA) - Naples, FL
Florida Heart Associates Ambulatory Surgery Center ASC (AHCA) - Fort Myers, FL
Florida Heart Associates Cath Lab/PET-CT Renovation - Fort Myers, FL
Sarasota Memorial Health Care System - Sarasota, FL
International Facilities Management Association (IFMA)
Wisconsin Healthcare Engineering Association (WHEA)
Beloit Memorial Hospital (Multiple Projects) - Beloit, WI
Hendericks Heart Hospital
Marquette General Hospital (Multiple Projects) - Marquette, MI
Campus Master Plan
Ambulatory Surgery Center Expansion
Cardiac Care Center
Mile Bluff Medical Center (Multiple Projects) - Mauston, WI
Campus Master Plan
Ambulatory Surgery Center
Medical Imaging Renovation
Northwestern Medicine Lake Forest Hospital (Over 100 Projects)- Lake Forest, IL
Campus Master Plan ans ASC
Grayslake Ambulatory Surgery Center
Outpatient Service Center
Unity Point Health - Meriter Hospital (Over 130 Projects) - Madison, WI
Cardiology Clinic
Cardiac Cath Lab Renovation
Emergency Services Master Plan and Renovations
Interventional Radiology/Surgical Lab
Lab Renovation
Medical Imaging Master Plan and Renovations
Pharmacy Expansion
Surgical Short-Stay Center
Conor Krolczyk
Project Specialist
EDUCATION
Bachelor of Architecture
University of Wisconsin - Milwaukee
YEARS OF EXPERIENCE
2023 career start, with PRA since 2023
AFFILIATIONS
American Institute of Architects Students (AIAS)
P ROJECT ROLE: PROJECT SPECIALIST
Conor is a Project Specialist in our Milwaukee Office, and will provide dedicated design and production support to your project. With skilled experience in various software platforms, Conor translates the team’s design into three-dimensional models and renderings, and during development of construction documents, he assists the production team in creating and coordinating the building information modeling (BIM) with mechanical, electrical, plumbing and structural models, supporting an accurate and fully aligned set of permit plans for construction.
NCH Healthcare Ambulatory Surgery Center Naples, FL Renovation
Brookfield Cardiovascular Associates Ambulatory Surgery Center & Clinic
Fort Healthcare Hospital Ambulatory Surgery Interior Finishes
Fort Healthcare Clinic 1949-1959 Building Renovation & Exterior Envelope
Slinger Community Library Relocation Study
Fort HeathCare 210-212 Milwaukee Avenue Clinic Business Health Renovations
Rock River Community Clinic Interior Renovations Phase 2
Lumen Christi School Addition & Renovation
Kenall Experience Center Phase 1 Patient Room & Nurse Station Construction Documents
Fort Healthcare X-Ray Room G-0318 Renovation
Fort Healthcare Hospital Sterile Processing Interior Renovations
Kenosha Downtown BLOCK I Apartments
Rock River Community Clinic Interior Renovations Phase 1
NCH Healthcare Ambulatory Surgery Center Naples, FL Renovation
Kenall Experience Center Adaptive Re-Use Renovation
Kenall Experience Center Training Room Construction Documents Services
Three Oaks Health Clinic Tenant Space Planning
Washington County Government Center Renovation Schematic Design
Kenall Experience Center Booth Display Images
St. Mary’s Visitation Parish School Toilet Room Renovation
UnityPoint Meriter Hospital Emergency Department Storage Room Renovation
Fort Healthcare Hospital Emergency Department Interior Finishes
UnityPoint Health Meriter Hospital Central Radiological UPS Renovation
Wangard Partners Multifamily Housing Wausau, WI
W. J. Niederkorn Library Interior Renovation
Badger Meter Plant Restroom Renovation Study
Redemptorist Retreat Center Chapel Renovation
P ROJECT ROLE: INTERIOR DESIGNER
As your project’s dedicated interiors expert, Megan works to bring life to the interior environments through creative use of color, texture, and materials. Megan is a thoughtful designer and collaborator who enjoys finding design solutions that are both aesthetically stunning, and will stand the test of time. On your project, she will be responsible for collaborating with West Suburban’s team to develop the interior concepts for the spaces, coordinate and document the finish, furniture, and artwork selections, and oversee the project from an interior standpoint through to its final close out.
Megan Ziesemer, ASID, NCIDQ
Interior Designer
EDUCATION
Bachelor of Science - Interior Design, University of Minnesota
REGISTRATIONS
ASID, NCIDQ
YEARS OF EXPERIENCE
2016 career start, with PRA since 2017
AFFILIATIONS
American Society of Interior Designers
PROJECT EXPERIENCE
Aspirus Ironwood Clinic
Aspirus Third Street Clinic
Aspirus Weston Clinic Expansion
Cedar Communities Village Delta Dental of Wisconsin
Orthopaedics of Wausau & Wausau Surgery Center
HarborChase of Evergreen
Lee Health System Surfside Outpatient Center
Northwestern Medicine Kishwaukee Health & Fitness Center
Sauk Prairie Healthcare
Trinity Woods
West Bend Mutual Insurance Medical Clinic Expansion
UnityPoint Health Meriter Hospital
2 SERVICES
Provide an outline of the services your firm provides relevant to a project of this type with a description of the organization and methodology used during each phase of the project (e.g., design development, budgeting, and branding).
OUTLINE
PRA will provide a collaborative and systematic approach to help West Suburban design a project that reflects the operational, functional, and aesthetic needs of a state of the art healthcare facility. At PRA, we LISTEN, we LEARN, and then we LEAD our clients through the design process to create the optimal healthcare environment for you.
PRA’s Seven Step Process defines the steps and methods PRA will take to work with West Suburban Center for Arthritis as a team to solve the challenges set forth. Our objective with our process is to always meet the goals of the project while being on time and in budget.
As mentioned, we will work with West Suburban Center for Arthritis as a team. From the start of the project, PRA will collaborate with the West Suburban team to identify the steering committee and user groups to work with in setting the goals and directions for our design process. We will define regular meetings with stakeholders, including topics of discussion and expected outcomes of meetings to guide the team through design and construction phases. Communication to all team members will be maintained through meeting minutes and phase specific deliverables, promptly provided for review prior to the next meeting. And as always, your dedicated team of Kevin, Renee, Mary, and Megan will be available to answer the phone and follow up with all items of concern throughout the process.
We feel that our Seven Step Process will provide added value to all team members because it will ensure that decisions follow a logical sequence and are made earlier rather than later in the process. In some cases, individuals that might be involved in this project may have not been involved in a design and construction project before, which could cause some anxiety. Our process will help ease concerns and reduce potential headaches for the West Suburban Center for Arthritis team because we know you also have a healthcare job to tend to. Our goal is to be as effective as possible in gathering information and direction we need from you while keeping your job interruptions at a minimum.
1PROGRAMMING PHASE
The purpose of this phase is to confirm items that may influence the project. Highlights include the following:
• Goal setting
• The desired project outcomes
• Guiding principles
• Metrics for success
• Strategies for achieving goals
• Design standards
• Project schedule and budget
• Confirm existing operations
• Survey existing equipment
• Gather Facility Standards
• Tour existing facilities
• Confirm needs
• Departmental operational and spatial needs
• Functional adjacencies for improved efficiency
• Space needs
• Coordinate with vendors for space requirements
GOAL SETTING
All work begins with a kick-off meeting. This meeting not only introduces team members, but also sets the pace of future meetings, reviews communication protocols, identifies other notable projects to consider as precedents, and sets the project schedule and budget. We will also request all available clientproject information including West Suburban’s design standards.
We will discuss how to operationalize goals, confirm project metrics, review strategies (and efficacies), and explore possible secondary goals. Our facilitator runs these sessions to actively test ideas, seek consensus, and encourages every voice is heard.
CONFIRM EXISTING OPERATIONS
We request a tour of your existing facilities so that we may understand your daily operations and environment; what supports your process and adds value to your services as well as inefficiencies you don’t wish to repeat in your new working environment.
We request meetings with key department members, including support departments, to discuss challenges and opportunities from their perspective. Additional meetings may include key members of the care team and support departments, administration, and physicians. Issues raised by patients and families are also important, and we request interviews, when deemed appropriate, to confirm perceived facility deficiencies.
We also review any available data for patient volumes, patient outcomes, patient time analysis, staffing guidelines, regulatory guidelines, POE’s, and other relevant information. The gathered information allows us to understand the current and projected healthcare delivery conditions and compare them to national, local, and precedent benchmark criteria. We summarize the data into operational challenges and spatial issues, noting alignment with project goals and concerns.
Finally, we request a meeting with the project team to review the findings, compare to the project goals, and adjust as needed. We use the gathered information, including operational and spatial benchmarking, to confirm the space program. Each space required for the project is listed with:
• A description of the space
• Assigned a space type
• Assigned the required net and gross square footage
• Required adjacencies are noted
• Number of anticipated occupants identified
• Required furniture and amenities listed
Many space types will occur more than once. A running total is computed as is a departmental total. A departmental circulation factor is applied to produce a final ideal departmental interior gross sf.
DEVELOPING A COST MODEL
It is important at this early stage to develop a cost model for the project. We will work with your selected contractor to estimate construction costs. The construction costs are totaled as a range of minimum to maximum hard costs. We also include suggested budget numbers for FFE (furniture, fixtures and equipment) and specialized medical equipment. Budgets for other soft costs such as fees, moving, and other administrative activities are applied. The project costs are summed, and a time escalation cost applied to arrive at a range of overall total project cost.
OUTLINE OF SERVICES
REPORT AND CONFIRM
These completed activities are committed to a deliverable package and forwarded for your review.
The goal of this phase is it to evaluate several design solutions and select the best for refinement in the next phase. Highlights include:
• Identify possible configurations
• Compare configurations and judge against pre-determined criteria
• Select the apparent best option
• Seek additional input
• Review regulatory issues
• Coordinate Electrical and IT needs
• Update cost model
• Report and confirm
Much of this work will be completed during collaborative workshops.
IDENTIFY POSSIBLE CONFIGURATIONS:
We will facilitate “puzzle play” workshops to identify possible configurations. These activities use physical representation of each room as individual puzzle pieces, to allow attendees to participate in building solutions. PRA facilitates these activities, using the prior work to help form solutions. This activity helps to create ownership by each participant and may create many plans. Large meetings can be sub-divided into smaller work groups to ensure everyone has the opportunity to participate. Each solution is photographed for later reference, and the activity restarts until all possible configurations are exhausted.
SELECT THE APPARENT BEST OPTION:
2SCHEMATIC DESIGN PHASE 3DESIGN DEVELOPMENT STAGE
A scoring matrix is pre-populated with the project goals and operational issues using standardized rubrics such as impact on staff time, sustainability measures, maintainability, security, patient comfort, infection control, etc. Each solution is judged by the group and the scores tallied electronically. PRA facilitates discussion, scoring, and scrutiny of closely competing solutions until the apparent ‘best’ solution is identified.
The top two solutions are further refined with variation from the program and adjacencies noted. Utilizing BIM software during our workshops allows us to make live design modifications and share an immediate understanding of change implications. We integrate 3D images to help all team members to visualize and evaluate the discussed options.
This work is organized into a deliverable package and sent forward for review.
REFINE REGULATORY ISSUES
We will review applicable references and codes to ensure basic code compliance at this early stage.
COORDINATE ELECTRICAL / IT NEEDS
Our team will work with you to coordinate light fixture types and placement as well as IT requirements. We will review this for implications for patient comfort, safety, infection control, and staff efficiency.
UPDATE COST MODEL
We will work with your selected contractor to apply an updated pricing model to each solution. Together, we will develop potential value engineering ideas for each option and develop a final narrative for each solution noting pros and cons.
REPORT AND CONFIRM
These completed activities are committed to a deliverable package and forwarded for your review. We request a special meeting for a detailed review of the package, reviewing refinements and ensuring the apparent ‘best’ option remains the selected option. Our facilitator helps the group arrive at agreement and approval to proceed to the next phase.
The goal of this phase is to further refine the selected option to ensure each space fully supports the project and that technical and finish issues are identified. Highlights include:
• Refine approved design
• Identify equipment support requirements
• Model lighting and IT systems
• Define materials and finishes
OUTLINE OF SERVICES
• Engage Authorities Having Jurisdiction
• Establish value engineering options
• Seek additional input
• Update cost model
• Report and confirm
Much of this work will be coordinated during collaborative workshops enabled with our BIM and immersive presentation tools
REFINE APPROVED DESIGN
The team will continuously refine the plan based on feedback gained from design and coordination workshops and user group presentations with the goal of developing each space to full design maturity including full 3D configuration, initial finish selections, location of FFE, and initial coordination with building systems.
IDENTIFY EQUIPMENT SUPPORT REQUIREMENTS
The team will facilitate workshops to identify, and place, each piece of FFE including specialized medical equipment. This information will be included in the BIM model so location and systems information are easily coordinated.
MODEL LIGHTING AND IT SYSTEMS
Our team will further develop the shared building model using BIM360 so that the entire team has continuous access to current modeling. The team will meet independent of the client for internal meetings to ensure full coordination.
DEFINE INTERIOR SYSTEMS / MATERIALS
We will review West Suburban Center for Arthritis’ design standards and present a variety of possible finish palettes at an initial meeting. For any discontinued FF&E items we will propose alternates for review and discussion. The team will further refine the ideas based on feedback and suggest several finish and material boards at a following meeting. Once an approach is selected two finish boards, a primary and an option, will be produced including vendor information and pricing for consideration. The BIM model will be updated to include suggested finishes and lighting and will be used with our immersive rendering software for users to explore the space.
ENGAGE AUTHORITIES HAVING JURISDICTION
PRA will meet with the Authorities Having Jurisdiction (AHJ) at 50% DD (design development) to review the project and seek informal comments. Meeting minutes will be distributed to the project team, providing any additional comments and suggested resolutions. The AHJ relationships will be maintained throughout the project to engage them as “remote project team members.”
ESTABLISH VALUE ENGINEERING OPTIONS
There are often many ways to achieve a possible result. We look forward to working closely with the contractor to identify possibilities for reducing cost without reducing function or flexibility. We suggest adding a standard agenda item to each meeting to review VE (value engineering) ideas. We will also work closely with the entire team to pro-actively identify possible alternate bid options to either increase or decrease construction cost based on the result of bid day.
OUTLINE OF SERVICES
SEEK ADDITIONAL INPUT
The design and BIM (building information model) will be continuously refined, and we will seek further review and input from all team members. We will coordinate the design with all landlord and existing tenant building requirements.
UPDATE COST MODEL
Your selected contractor will be invited to provide any updates to the cost model due to recent work.
REPORT AND CONFIRM
These completed activities are memorialized in a deliverables package and forwarded for your review. We request a special meeting for a detailed review of the package, reviewing refinements and ensuring the apparent ‘best’ options remains the selected option. Our facilitator helps the group arrive at agreement and approval to proceed to the next phase.
4CONSTRUCTION DOCUMENT PHASE
The goal of this phase is it to produce technical documents for competitive bid and to guide the work. Highlights include:
• Produce technical documents
• Support contractor planning
• Confirm add / deduct alternates
• Update cost model
• Quality assurance review
• Report and confirm
• Submit for regulatory review
PRODUCE TECHNICAL DOCUMENTS
The team produces drawings and specifications to ensure accurate and competitive bidding. Design and operational issues continue to be coordinated through workshops and page-turn meetings. Client review and approval of final finish selections and design details are enabled through our various still and animation platforms. The team continues to evolve the BIM model and coordinate through model sharing using BIM360 throughout the phase. We will work with your MEP design/ builders team to fully coordinate construction documents.
SUPPORT CONTRACTOR PLANNING
We will continue to work closely with your selected contractor
in planning for the work, by producing construction phasing diagrams, adding graphics or notes to help the Contractor assign work to individual bid packages and working through construction-related regulatory issues.
CONFIRM ADD / DEDUCT ALTERNATES
We will continue the work to refine possible alternate bid options.
UPDATE COST MODEL
We will ask the Contractor to update the cost model based on the continuing evolution of the documents.
QUALITY ASSURANCE REVIEW
PRA is recognized for producing high-quality construction documents, resulting in close bidding results and limited change orders. This success is partly due to PRA’s comprehensive quality assurance process. The process uses several checklists throughout the process culminating in an extensive checklist at the end of CD’s that stretches to nearly 50 pages. Our process also involves peer review by an internal architect not previously associated with the project work and, if the building envelope becomes part of the work, includes review by an external peer. The bid set is not allowed to leave PRA until the project architect, the project manager, and the partner in charge all review the work and ensure it is of our highest standards.
REPORT AND CONFIRM
The documents are provided for client review, and we meet to discuss concerns and solutions. Once satisfied, we seek formal approval to release the documents to the Contractor for bidding.
SUBMIT FOR REGULATORY REVIEW
We submit the documents to relevant state and local agencies for regulatory approval. The submittal is timed to allow approval during the bidding cycle, so that any required updates are issued as addenda.
OUTLINE OF SERVICES
5BIDDING PHASE
The goal of this phase is to generate competitive bids for performing the work. Highlights include:
• Participate in pre-bid conference
• Review RFI’s / issue addenda
• Evaluate bids
PARTICIPATE IN PRE-BID CONFERENCE
PRA will attend the pre-bid conference and collect contractor questions for resolution in addenda.
REVIEW RFI’S / ISSUE ADDENDA
PRA will accept all RFI’s and valid product substitution requests, distribute as needed to the project team, and coordinate production of addenda to clarify the documents.
EVALUATE BIDS
PRA will assist in reviewing bids and discussing any concerns raised by your team or the Contractor.
6CONSTRUCTION ADMINISTRATION
The goal of this phase is to ensure the construction work is completed in compliance with the documents. Highlights include:
• Contractor Teaming
• Field observations
• Process submittals and project communication
• Advise client
CONTRACTOR TEAMING
PRA will continue the close working relationship with your contractor during construction. We will link our project information system to the contractor’s to efficiently process project submittals, observation reports, RFI’s, ASI’s / CB’s, and other documents. The system will be transparent allowing the client team to monitor activities in real-time.
DOCUMENT FIELD OBSERVATIONS
We will visit the construction site at regular intervals to observe the state of construction. Visits will be coordinated with construction meetings, and also as requested by the Contractor for special coordination. Each visit will be followed by a report of architect’s findings including annotated photos documenting progress and issues. An ASI/CB may follow as needed to clarify intent or request a proposal for change.
PROCESS SUBMITTALS & PROJECT COMMUNICATION
A variety of documents need to be efficiently processed to maintain the construction schedule. PRA will accept all submittals forwarded by the contractor and redistribute to other team members as needed. We will also respond to RFI’s and issue an ASI / CB, as needed, process contractor applications for payment, and review and respond to change orders. All activities are tracked in our project information system allowing online review by the client team at any moment.
ADVISE CLIENT
We strive to work in a collaborative team-based environment, and we take our commitment to our clients very seriously. We will respectfully advise the team of issues that may cause a material change in the desired project outcomes. We believe honesty is the core of all productive relationships and relish the opportunity to prove our integrity to West Suburban Center for Arthritis.
7
PROJECT CLOSE OUT SERVICES
The goal of this phase is to successfully turn over the project to West Suburban Center for Arthritis. Highlights include:
• Perform final inspection
• Compile O&M manuals and warranties
• Post occupancy evaluation
PERFORM FINAL INSPECTION
The team will accept and use your contractor’s final “punch list” as the basis for a detailed final inspection. We will augment the findings with an independent report to clarify issues or add new items. PRA will continue to work with the contractor to resolve open items.
OUTLINE OF SERVICES
COMPILE O&M MANUALS AND WARRANTIES
PRA will review contractor submitted O&M manuals and warranties. The team will review the Contractor’s paper documents to ensure all addenda are posted and will augment those with a full set of electronic drawings and specifications, and physical finish binder.
POST OCCUPANCY EVALUATION
We recognize that continual learning is important to our industry. We propose we perform formal POE’s at four months after substantial completion and again at eleven months, in conjunction with a warranty review. Repeating the process is important to identify any ‘newness bias’s that accompanies many moves into a new space. Each POE will be conducted as an online survey followed by in-person tour and interviews. The questions will be a combination of quantitative measures, as previously identified during project goal setting and augmented by our standard suite of building and systems performance measures, and qualitative measures previously operationalized during project goal setting and augmented with other open-ended questions regarding strategies and critical success factors. The quantitative measures will be reported using standard statistical techniques. The qualitative measures will be normalized and coded for frequency and sentiment reporting. The results will be analyzed for stability over time, and analyzed for new ideas to be considered on future West Suburban projects.
The full team will also review the project for any warranty items during the second POE. PRA will work with the contractor to correct outstanding items.
3 SIMILAR PROJECTS
Provide a list of completed projects similar in scope to this assignment. Include client name, project size, location, engineer(s), and contractors.
Aspirus Wausau Hospital Master Campus Cancer Center
SIMILAR PROJECTS
BONITA HEALTH CENTER PAIN MANAGEMENT
Estero, FL
Project Scope: Architectural and interior design services to renovate an existing space to accommodate a six exam and single procedure room suite for pain management care.
Project Size: 3,716 sq. ft.
Engineers: TLC Engineering
Contractors: Stevens Construction
ASPIRUS WAUSAU HOSPITAL: CANCER CARE CENTER
Wausau, WI
Project Scope: Architectural and interior design services to provide a building addition housing private and group infusion spaces. A lab and blood draw services, as well as imaging equipment modalities were also renovated.
Project Size: 32,150 sq. ft.
Contractors: Ellis Construction
BELOIT MEMORIAL HOSPITAL: CANCER CARE CENTER
Beloit, WI
Project Scope: Architectural and interior design services to provide integrated oncology treatment. Private, semi-private, and group infusion spaces were strategically located around a site water feature. A full complement of Imaging services are provided in the same building.
Project Size: 22,363 sq. ft.
Engineers: Arnold & O’Sheridan, Grumman/Butkus
Contractors: R. H. Batterman & Co.
In addition to the projects listed above, PRA has worked on specialty care projects at the following locations:
• Aspirus Houghton Clinic Houghton, MI
• Aspirus Weston Clinic Weston, WI
• Aspirus Iron River Clinic Iron River, WI
SIMILAR PROJECTS
ORTHOPAEDIC ASSOCIATES OF WAUSAU & WAUSAU SURGERY CENTER
Wausau, WI
Project Scope: Architectural and interior design services for a new 37,500sf orthopaedic clinic and 24,000sf surgery component.
Project Size: 61,500 sq. ft.
Engineers: REI Engineering, Pierce Engineers , RTM Engineer Consultants
Contractors: Ellis Construction
SUNCOAST ORTHOPAEDIC SURGERY & SPORTS MEDICINE
Venice, FL
Project Scope: Suncoast Orthopaedic Surgery and Sports Medicine is a new 20,000 sq ft clinic, built to replace 2 existing leased facilities and to house five providers under one roof.
Project Scope: This new flagship clinic provides Walk-In, Laboratory, Imaging, and Multi-Specialty Clinic Services.
Project Size: 36,000 sq. ft.
Engineers: JDR Engineering, Pierce Engineers, raSmith, REI Engineering
Contractors: Miron Construction Co.
UW HEALTH: UNION CORNERS CLINIC
Madison, WI
Project Scope: The new 2-story clinic includes space for General Internal Medicine, OB/GYN, Pediatrics, lab and imaging services, Urgent Care and a pharmacy.
Project Size: 60,000 sq. ft.
Engineers: JDR Engineering, Pierce Engineers, Ken Saiki Designs, Sustainable Engineering Group
Contractors: JP Cullen & Sons
4
SCHEDULE & FEES
Provide a schedule of services by phase, along with a guaranteed maximum fee broken down by phase (see section E). Provide specific dates for each meeting required in all phases.
SCHEDULE
IDTask Name
1 West Suburban Center for Arthritis Mon 3/31/25 Fri 12/19/25 190 days
2 Programming / Predesign Mon 3/31/25 Fri 4/18/25 15 days
35 Permitting and entitlements Mon 6/30/25 Fri 8/1/25 25 days
36 Plan reviews Mon 6/30/25 Fri 7/25/25 20 days
37 Building permit Mon 7/28/25 Fri 8/1/25 5 days
38 Construction Mon 8/4/25 Fri 12/19/25 100 days
39 Commence construction phase Mon 8/4/25 Fri 12/19/25 100 days
Programming / predesign phase
Authorize Architect to proceed
Meeting 01 - kickoff,organizational,project goals
Meeting 02 - puzzle play,image survey
Meeting 03 - finalize conceptual plan
Schematic Design phase
Commence schematic design
Meeting 04 - commence schematic design phase
Meeting 05 - interior design
Meeting 06 - finalize schematic design
Owner Approval to Proceed
Design Development phase
Commence design development
Meeting 07 - commence DD phase
Meeting 08 - design development progress
Meeting 09 - finalize design development phase
Owner Approval to Proceed
Construction documents phase
Commence construction documents
Meeting 10 - CD progress
quality assurance reviews
Meeting 11 - final owner design review
Deadline for owner-requested design changes
Owner's approval to proceed
Upload bid documents
Bidding phase
Bid scoping / contract negotiations
Permitting and Entitlements
AHJ review
Building Permit Issued
Commence construction
SCHEDULE
Below is a schedule of services broken down by phase into an actual workplan.
WEST SUBURBAN CENTER FOR ARTHRITIS OFFICE BUILD OUT
PRA PROJECT NO. 250068-00
USER GROUP WORK PLAN
Pre- Design Phase: The phase of the architect’s services in which the architect consults with the owner to ascertain project goals and objectives along with the process and spa tial requirements of the project. The Architect prepares a functional space program & a conceptual design study consisting of d rawings and other documents illustrating the size and relationships of the project components.
1) 03/31/2025
Kick off meeting
2) 04/07/2025
Conceptual Design 1
3) 04/14/2025
Conceptual Design 2
• Introductions / Project Kick-Off
• Present design process overview / schedule
• Visioning session
• Review processes, people and performance
• Existing/Ideal/Future state
• Discuss functional space program
• Review previous meeting minutes
• Finalize space program
• Puzzle play
• Discussion: image survey
• Review previous meeting minutes
• Finalize conceptual Plan
• Strategize equipment/furniture inventory
• Owner Approval to Proceed with Schematic Development Phase
Schematic Design Phase: The phase of the architect’s services in which the architect consults with the owner to define the spatial requirements of the project and prepares study drawings, documents, or other media that illustrate the concepts of the design, spatial relationships, scale, and form. The architect also provides preliminary research of code or other jurisdictional restrictions for the project.
Meeting Number /
1) 04/21/2025
2) 04/28/2025
Commence Schematic
• Review previous meeting minutes Design
• Review floor plan development
• Interior design survey
Schematic Design Progress
3) 05/05/2025 Finalize Schematic Design
• Review previous meeting minutes
• Review floor plan development
• Introduce interior design concepts
• Finalize floor plan
• Finalize interior design concepts
• Owner Approval to Proceed with Design Development Phase
SCHEDULE
Design Development Phase: The phase of the architect’s services in which the architect prepares the design development documents, from the approved schematic design studies, for submission to the owner for the owner’s approval, including drawings and other documents that finalize and describe the size and character of the entire project as to architectural design, materials and such other elements as may be appropriate.
Meeting Number / Date Topic
1) 05/12/2025
Commence Design Development
Agenda
• Review floor plan
• Review interior elevations / ceiling plans
• Discuss casework, furniture, lighting
2) 05/19/2025
Design Development Progress
3) 05/27/2025 Finalize Design
• Review casework, furniture, lighting
• 3D Visualization
• Equipment/furniture MEP coordination
• Finalize floor plan, interior elevations Development
• Finalize interior material selections
• Finalize equipment coordination
• Owner Approval to Proceed with Construction Documents
Construction Document Phase: Produces a set of documents consisting of drawings and specifications to provide the contractor with sufficient information to price and build the project. Includes MEP design coordination and internal quality assurance reviews. Duration: May 27-June 23 (4 Weeks)
1) 06/02/2025 Construction
• Review door hardware / IT needs Documents Phase
2) 06/23/2025 Finalize Construction
• Deadline for changes Documents Phase
• 3D visualization
• Resolve open issues
• Review Construction Documents package / sign-off
Bid Package Date: 06/27/2025
Start Construction: August 2025
Owner Occupancy: January 2026
FEES
Scope of Services Fee
a) Verification/Schematic Design
b) Design Development/Construction Documents
c) Support in Bid & Permit
d) Construction Administration
$17,100
$43,605
$2,565
$22,230
e) Punchlist, Closeout included in CA
Total Proposed Fee: $94,950 Plus $2,000 for project reimbursables
Orthopaedic Associates of Wausau & Wausau Surgery Center
5 HOURLY RATES
Provide hourly rates of staff to be applied if the scope increases.
Beloit Health Systems Beloit Memorial Hospital Cancer Care Center
HOURLY RATES
6
ADDITIONAL SERVICES
Provide a list of “Additional Services” your firm can provide and define such services along with unit costs/rates.
ADDITIONAL SERVICES
We offer a full range of services to help clients with needs outside of the “basic services’” of the AIA contracts. Our goal is to help you achieve your mission. That is a much larger goal than simply providing a good building and sometimes requires new ways to do things. Below are a sampling of often-requested services. Don’t hesitate to ask if you have needs that are not shown!
UNIQUE SERVICES INCLUDED IN OUR BASE FEE:
We believe in helping clients to succeed, and so we include many items that other professionals may charge for.
• Matterport scanning of existing facilities/suites
• Integrated interior design
• Review and update of space needs
• “Aesthetics” survey to identify appropriate design
• Interactive “Puzzle Play” workshops to confirm configuration
• Development of a BIM model from the first day
• Dedicated professionals to work with the contractor during construction
• Cloud-based client and contractor access to all project models, drawings, meeting minutes, and external project communication
• Cloud-based construction communications
• Photo-documented construction reviews and progress reports
• Post-Occupancy review of building conditions and use factors to assure efficient operations
SPECIAL SERVICES FOR ADDITIONAL FEE:
In addition to the basic services we offer, our team also has the capability to provide unique services including:
• Furniture selection and coordination
• Photo-realistic renderings of interior spaces
• As-built drawings
• Enscape fly-throughs
7 CONFIRMATION
Provide confirmation that your team can meet or improve upon the schedule outlined in Section “F. Schedule/Milestones.”
Our team can meet and improve upon the schedule outlined in Section F of the RFP. If PRA is chosen to provide design services, a conversation with the team about project schedule and potential improvements would be first priority.
Aspirus Wausau Third Street Clinic
LEASE
If the lease is not executed, the scope of this project will be limited to work complete through Schematic Design.
PRA acknowledges this, and would only invoice for services completed through the schematic design phase.
Orthopaedic Associates of Wausau & Wausau Surgery Center
INSURANCE
Provide a copy of your professional liability/ workman’s compensation insurance carried by your firm.
CERTIFICATE OF LIABILITY INSURANCE
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
NAME: CONTACT
(A/C, No, Ext): PHONE
E-MAIL ADDRESS:
INSURER A :
INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
INSURER(S) AFFORDING COVERAGE
(A/C, No): FAX
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
2,000,000
100,000 10,000 2,000,000 4,000,000
1,000,000
5,000,000
5,000,000
1,000,000 1,000,000 1,000,000
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
