OhioMHAS Facility Organization For Five Floors within the Rhoads Office Tower

Request For Proposal (RFP) (Double Envelope)

Open for Bidding

MISSION & GUIDING PRINCIPLES

PURPOSE
Supplier must show at least one year of experiences in facility organization. Contractor shall not be subject to an “unresolved” finding for recovery under Section 9.24 of Ohio Revised Code.

Project Objectives
The winning bidder will be responsible for:
Interviewing bureau chiefs across all departments to gather detailed information about each bureau's operations, workflows, and interdepartmental interactions. There is approximately 25 bureau chiefs working for OhioMHAS (this number could fluctuate by the time the award is made).
Evaluating the current office layout and identifying opportunities for restructuring to enhance team collaboration and improve workflow.
Providing recommendations for optimizing space usage and improving organizational efficiency based on gathered data.
Suggesting potential changes to facilitate better cooperation between groups that work together.

Deliverables
The supplier is expected to provide the following deliverables:
Interviews & Analysis Report: A comprehensive report summarizing interviews with each bureau chief, including an analysis of the following:
Key functions and operations of each bureau.
Work groups and how they collaborate within and across bureaus.
Existing communication and workflow challenges.
Space Optimization Plan: Based on the interview analysis, provide a space optimization plan that includes:
A reorganization strategy for OhioMHAS’s five floors that considers workgroup synergies and organizational needs.
Specific recommendations for potential changes to office layouts, such as:
Grouping departments with similar functions or interdependent tasks together.
Square foot optimization for all employees.
Recommending shared spaces for collaboration or specific work needs.

Methodology
The supplier will approach the project with the following methodology:
Initial Kickoff Meeting:
A meeting with the OhioMHAS project team to understand objectives, expectations, and establish a project timeline.

Bureau Chief Interviews:
The contractor will schedule and conduct interviews with each bureau chief to discuss their operations, team structures, workflows, and collaboration needs. Interviews should be structured but also flexible to allow for thorough exploration of each bureau’s unique requirements.
Each interview will be documented in detail to create a comprehensive understanding of the organization’s current state. Most of these interviews should take place in person.

Building Walkthroughs & Observation:
The contractor will conduct site visits to observe current office layouts and evaluate how they align with the reported operations and workflows. Observations should be used to supplement the interview data.

Data Analysis & Report Creation:
After completing interviews and walkthroughs, the contractor will analyze the data and develop the space optimization plan and revised floor layouts.

Roles & Responsibilities
OhioMHAS:
Provide access to bureau chiefs for interviews.
Grant access to all floors of the building for walkthroughs.
Provide any additional historical or operational data as needed.

Contractor/Consultant:
Conduct all interviews with bureau chiefs (in-person).
Observe and evaluate the existing building layout (in-person).
Analyze gathered data and generate recommendations.
Deliver a final report, and space optimization plan.
Supplier must show at least one year of experiences in facility organization.
Contractor shall not be subject to an “unresolved” finding for recovery under Section 9.24 of Ohio Revised Code.