RFP 2526-40 Facility Condition Assessment and Space Needs Analysis for...

Location:	Oklahoma
Posted:	May 6, 2026
Due:	May 29, 2026
Agency:	City of Norman
Type of Government:	State & Local
Category:	B - Special Studies and Analyses - Not R&D C - Architect and Engineering Services - Construction R - Professional, Administrative and Management Support Services Z - Maintenance, Repair or Alteration of Real Property
Publication URL:	To access bid details, please log in.

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CITY OF NORMAN, OKLAHOMA

RFP-2526-40

REQUEST FOR PROPOSALS (RFP)

Facility Condition Assessment and Space Needs Analysis

for the City of Norman Police Department

Proposals may be mailed or delivered in person to:

Norman Police Department

Attn: Chad Vincent, Major

112 W. Daws Street

Norman, OK 73069

chad.vincent@normanok.gov

405-217-7752

With a copy to:

City of Norman

Fred Duke, Procurement Analyst

225 N. Webster Avenue

Norman, OK 73069

Proposals must be received by 5:00p.m. on May 15, 2026

RFP-2526-40

Introduction and Background

The City of Norman, Oklahoma (the “City”) is soliciting proposals from qualified firms

(“Consultants”) to conduct a comprehensive Facility Condition Assessment and Space

Needs Analysis for the Norman Police Department (NPD). The purpose of this project is

to evaluate the current condition, capacity, and suitability of NPD headquarters and to

develop data-driven recommendations that will guide long-term planning, operational

efficiency, and future facility investments to support a modern, community-oriented

police service over a 20-year planning horizon.

The NPD operates from multiple facilities of varying ages, sizes, and functional layouts.

As the City continues to grow and public safety demands evolve, it is essential to assess

the adequacy of current facilities and determine future space and operational needs. The

City seeks an objective, professional evaluation to inform strategic planning, budgeting,

and potential facility improvements or replacements.

1. Project Goals and Objectives

A. Facility Condition Assessment (FCA)

i. Establish a baseline of building systems’ physical condition, remaining

useful life, immediate and deferred maintenance needs, code and ADA

compliance and risk factors.

ii. Develop a Facility Condition Index (FCI) per facility and prioritized

Capital Improvement Plan (CIP) with cost estimates over 20 years.

B. Space Needs Analysis

i. Assess current space utilization, functional adjacencies, security zoning,

operational workflows, and public interface.

ii. Forecast staffing and programmatic needs, develop a functional program

and produce a total building area recommendation.

iii. Prepare options for multiple scenarios – renovate, expand, replace,

consolidate, or new facility(ies) on new/alternate sites.

C. Strategic Options and Implementation Roadmap

i. Compare options using cost, schedule, operational impact, and phasing.

ii. Provide test fits diagrams, high-level site planning, parking estimates

(fleet and staff), and a recommended path forward with phasing and

funding recommendations.

2. Scope of Work

A. Facility Condition Assessment (FCA)

The FCA shall follow a recognized industry framework (e.g. ASTM E2018 –

Standard Guide for Property Condition Assessments or equivalent), adapted for

RFP-2526-40

public safety facilities. The Consultant shall provide a detailed assessment of

NPD Police Headquarters, located at 112 W. Daws Street.

The FCA should include, at a minimum:

i. Document Review: Existing plans, specifications, past FCA’s,

maintenance logs, warranty information, capital plans, energy/utility data,

prior code/ADA audits, IT/network layouts, and security systems

documentation.

ii. Field Surveys: Visual, non-destructive assessments of building envelope,

structure, roofing, MEP (HVAC, electrical, plumbing, fire protection),

vertical transportation (where applicable), site/civil, security systems,

IT/communications, parking, lighting, circulation, drainage, and specialty

public safety systems.

iii. Compliance Review: Basic building code, ADA accessibility, life-safety,

fire code, and security zoning observations

iv. Deficiency Inventory: Categorize issues by severity/priority (life-safety,

critical, short-term, mid-term, long-term) with corrective action and order-

of-magnitude costs.

v. Lifecycle and Capital Planning: Remaining useful life, replacement

schedules, energy/sustainability opportunities and 20-year capital plan.

vi. Facility Condition Index: Calculate per facility; provide summary

dashboards and detailed backup.

Deliverables:

i. FCA Report per facility with narrative, photo log, deficiency tables, cost

summaries

ii. Consolidated Facility Condition Index metrics; prioritized CIP with

phasing.

iii. GIS or tabular friendly datasets (Excel/CSV) of deficiencies and costs

iv. Meeting presentations and an executive summary suitable for Council

briefings.

B. Space Needs Analysis (SNA)

The SNA should include, at a minimum:

i. Stakeholder Engagement: Structured interviews/workshops with

leadership and divisions (patrol, investigations, property/evidence,

training, dispatch, IT, community engagement)

ii. Demand Drivers: Review service levels, call volumes, response metrics,

population growth, development trends, specialty units (SWAT, K9,

PACE), accreditation requirements, and technology trends

RFP-2526-40

iii. Operational Analysis: Workflows, circulation, security zones

(public/semipublic/secure), chain-of-custody spaces, gender-inclusive

provisions, wellness and fitness, locker rooms, report writing, briefing

rooms, training, armory, range, interview rooms, etc.

iv. Space Program: Current vs. future staffing projections (20-year horizon);

specialty rooms and storage; parking (fleet, staff, visitors) with counts and

assumptions.

v. Options and Test Fits: Conceptual test fits, site planning considerations,

potential multi-phase renovation/expansion strategies, potential

consolidation or co-location with other City functions.

vi. Cost and Schedule Ranges: Planning level order-of-magnitude cost ranges

by option and schedules.

Deliverables:

i. Current space utilization analysis

ii. Gap analysis between existing and required space

iii. Conceptual space programming

iv. Recommendations for renovation, expansion, consolidation, or new

construction

v. High-level conceptual layouts or diagrams

vi. Presentation materials suitable for public meetings and City Council.

3. Integration and Recommendation

The Consultant shall provide:

A. A comprehensive written report combining FCA and SNA findings

B. Digital copies of all assessments, data, and cost models

C. Prioritized capital improvement plan with recommended funding strategies

D. Presentation to City leadership and City Council

4. Project Management and Schedule

A. RFP Issued: March 17, 2026

B. Deadline for Written Questions: April 24, 2026 by 5:00pm

C. Proposals Due: May 15, 2026 by 5:00pm

D. Review of Proposals: May 15, 2026 to June 12, 2026

E. Notice of Intent to Award: June l5, 2026

F. Kickoff Meeting: July 1, 2026

G. Draft FCA and SNA Reports Due: TBD

H. Final Reports and Presentations: TBD

RFP-2526-40

Proposals should include a detailed project schedule, key milestones, and staffing

plan.

5. Proposer Qualifications

A. Demonstrated experience conducting FCA and SNA for police/public safety

facilities of comparable scale and complexity within the last 5 years.

B. Multidisciplinary team capabilities: architecture, MEP, structural, code/ADA, cost

estimating, security technology, operational planning/programming, and public

engagement.

C. Familiarity with public-sector procurement and Oklahoma Open Records Act

requirements

D. Ability to provide order-of-magnitude cost estimating and phasing strategies

E. References: Please provide at least 3 relevant project references with client

contact information, brief scope, dates and outcomes.

F. Key Personnel: Identify project manager and discipline leads and provide resumes

for each.

6. Proposal Requirements

Proposals must include the following:

A. Cover letter and firm introduction

B. Project Understanding and Approach

C. Detailed Scope and Methodology

D. Project Team with resumes and relevant experience

E. Examples of Similar Projects (preferably for law enforcement or public safety

agencies)

F. Project Schedule with key milestones

G. Fee Proposal:

i. Lump sum or not-to-exceed with task/title rate breakdown and

reimbursables.

ii. Fee by major task: FCA, SNA, integration/reporting, meetings, travel,

printing

H. References (minimum of three)

7. Evaluation Criteria

Proposals will be evaluated based on:

A. Team Qualifications and Experience (30%)

B. Project Understanding and Technical Approach (25%)

C. Relevant Public Safety Facility Experience (20%)

D. Schedule and Staffing Plan (10%)

E. Cost Proposal and Value (15%)

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP 2526-40 Facility Condition Assessment and Space Needs Analysis for the City of Norman Police Department Addendum 1

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See also