RFP - Space Utilization Evaluation & Reconfiguration Plan
| Location: | Illinois |
|---|---|
| Posted: | May 12, 2026 |
| Due: | Jun 10, 2026 |
| Agency: | City of Rock Island |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
RFP - Space Utilization Evaluation & Reconfiguration Plan
|
| Category: | Services |
| Status: | Open |
|
Attachment Preview
CITY OF ROCK ISLAND, ILLINOIS • City Hall Space Utilization Evaluation and Reconfiguration Plan — RFP
Request for Proposals
Space Utilization Evaluation and Reconfiguration Plan
Rock Island City Hall, 1528 3rd Avenue, Rock Island, IL 61201
PROJECT BACKGROUND
Rock Island City Hall, an art deco building constructed in 1940, has undergone numerous interior
reconfigurations over the decades. While the facility contains adequate gross floor area to meet current
staffing and operational needs, the existing layout reflects accumulated, ad hoc changes rather than a
coherent organizational or operational plan. The City seeks to engage a qualified architecture or
engineering firm to evaluate current space utilization and develop a comprehensive reconfiguration plan
that improves efficiency, functionality, and the public experience. This undertaking is intended to build on
the success of a recent building renovation primarily limited to the General Administration offices, second
floor customer service lobby, and the City Council Chamber.
PROJECT OBJECTIVES
• Document and assess the existing layout and space utilization across all departments.
• Identify inefficiencies, adjacency conflicts, accessibility deficiencies, and areas of wasted or
underutilized space.
• Evaluate the existing HVAC systems to ensure they provide uniform service throughout the
building operating both efficiently and quietly.
• Evaluate the existing restrooms to ensure they are adequately distributed for use by both the staff
and use by the public.
• Develop a reconfiguration plan that supports modern municipal operations, improves inter-
departmental workflow, and enhances public access and service delivery.
• Ensure recommendations comply with applicable building codes, ADA requirements, and life
safety standards.
SCOPE OF SERVICES
Phase 1: Existing Conditions Assessment
• Obtain and review all available as-built drawings, floor plans, and any prior space studies.
• Conduct a comprehensive field survey to verify existing conditions, including room
dimensions, circulation paths, mechanical/electrical/plumbing infrastructure, and structural
elements.
• Interview department heads and key staff to document functional requirements, current pain
points, adjacency preferences, and anticipated staffing changes.
• Assess public-facing areas for ADA compliance, wayfinding clarity, and customer service
effectiveness.
• Produce an existing conditions report summarizing findings with annotated floor plans.
Phase 2: Space Needs Analysis
• Analyze current space assignments relative to departmental headcounts, workflows, and
functional needs.
• Identify space surpluses and deficits by department or function.
• Document interdepartmental relationships that would benefit from improved proximity.
• Consider near-term and long-term staffing projections provided by the City.
• Deliver a Space Needs Summary Report quantifying current and projected space needs by
department.
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CITY OF ROCK ISLAND, ILLINOIS • City Hall Space Utilization Evaluation and Reconfiguration Plan — RFP
Phase 3: Reconfiguration Concepts
• Develop a minimum of two (2) and up to three (3) alternative reconfiguration concepts for the
City’s consideration.
• Each concept shall include illustrative floor plans showing proposed department locations,
circulation, public access points, and shared amenity spaces (conference rooms, break
rooms, storage, etc.).
• Each concept shall include a narrative describing the organizational logic, key trade-offs, and
relative advantages.
• Concepts shall address phasing considerations to allow departments to remain operational
during any future renovation.
Phase 4: Preferred Concept Development and Preliminary Cost Estimate
• Based on City feedback, develop the preferred concept to a higher level of detail, including
furniture layout, key infrastructure modifications, and code compliance considerations.
• Prepare a preliminary probable cost of construction for the preferred concept, with a defined
level of confidence.
• Identify any elements that would require additional study (e.g., structural modifications, HVAC
upgrades, asbestos or lead abatement).
Phase 5: Final Report and Presentation
• Compile all findings, analysis, and recommendations into a Final Space Utilization and
Reconfiguration Report.
• Present findings to City staff and, if requested, to the City Council or a designated committee.
• Deliverables shall include digital (PDF) copies of all reports and drawings.
DELIVERABLES SUMMARY
Deliverable
Existing Conditions Report with annotated floor plans
Space Needs Summary Report
2–3 Reconfiguration Concept Plans with narratives
Preferred Concept floor plans with preliminary cost estimates
Final Report and Council/Staff Presentation
Phase
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ITEMS TO BE PROVIDED BY THE CITY
• Access to all City Hall floors and spaces at mutually agreed upon times.
• Any existing architectural drawings, as-builts, or prior facility studies.
• Staff contacts for departmental interviews.
• Relevant organizational charts and staffing data.
• Any known capital improvement plans or planned departmental changes.
PROJECT SCHEDULE
Respondents shall propose a project schedule in their proposal. The City anticipates the full scope being
completed within 90 to 120 days of notice to proceed and proposals should address this expectation or
justify an alternative timeline.
QUALIFICATIONS
• Prior experience with municipal facility space planning or adaptive reuse of historic public
buildings.
• Familiarity with ADA/accessibility requirements in public facilities.
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CITY OF ROCK ISLAND, ILLINOIS • City Hall Space Utilization Evaluation and Reconfiguration Plan — RFP
• Experience conducting staff engagement processes as part of facility planning.
• A licensed architect or engineer (as appropriate under Illinois law) shall be the responsible
professional for the work.
ADDITIONAL CONSIDERATIONS
The City recommends that respondents be aware of and address the following in their proposals.
• Historic Preservation: The building dates to 1940. Respondents should identify any elements
potentially subject to the Illinois Historic Preservation Act or local landmark protections, even if
renovation is not currently planned, and note any implications for proposed reconfigurations.
• Technology Infrastructure: Modern municipal operations are heavily dependent on information
technology and telecommunications systems. Proposals should address whether existing
infrastructure (server rooms, cabling pathways, communications equipment) supports the
proposed layout or would require relocation.
• Security and Public Access Separation: The City is interested in reconfiguration concepts that
appropriately separate staff work areas from public walk-in access, in keeping with contemporary
best practices for public facility security and service delivery.
SUBMISSION OF PROPOSAL
Submissions must be received no later than Wednesday June 10 at noon. Proposals may be delivered in
person or sent via mail with a tracking service. All submissions must be in sealed envelopes that include
the following information on the outside cover:
Community Development Department
1528 3rd Avenue
Rock Island, IL 61201
ENCLOSED: Response to RFP – City Hall Evaluation and Reconfiguration
AWARDING CONTRACTS
Proposals shall be reviewed for experience, previous work history, references, State Licenses, State
Registration, insurances, bonds, subcontractors, equipment owned, equipment rented, operator
experience, and financial stability. The City at its sole discretion shall decide after a review which bidder,
if any, is responsive to the RFP. All bidding and award procedures undertaken by the City regarding this
project shall be consistent with the City’s adopted procurement procedures. Submitted bids shall remain
valid for 60 days after bid opening.
BIDDER RESPONSIBILITY
Bidders shall keep the bidding process confidential. Each bidder shall be fully acquainted with conditions
relating to the scope of work, any current government regulations pertaining to the work, and restrictions
associated with acceptable execution of requested work. Failure or omission of the bidder to acquaint
themselves with conditions shall in no way relieve them of any obligation with respect to their bid or
subsequent contract. The use of artificial intelligence (AI) in development of a proposal and in the final
product must be disclosed to the City.
FEDERAL, STATE, AND LOCAL REPORTING COMPLIANCE
The bidder shall provide financial and programmatic information as required by the City of Rock Island to
comply with all Federal, State, and local law reporting requirements. The bidder shall also adhere to all
applicable Federal, State, and local regulations.
CONTACT INFORMATION
Miles Brainard, Community Development Director
Community Development Department
1528 3rd Avenue
Rock Island, IL 61201
309-732-2903
brainard.miles@rigov.org
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