2025 Space Needs Analysis RFP

The Village of Western Springs, Illinois, is soliciting proposals for a 2025 Space Needs Analysis to optimize the functionality and efficiency of the Village Hall’s Public Works and Municipal Services/Engineering Departments. The scope of work includes conducting facility walkthroughs and staff meetings, documenting existing conditions, performing space utilization and adjacency analyses, and developing conceptual floor plans. Key deliverables consist of space and adjacency diagrams, up to two conceptual floor plan options with preliminary budget estimates, and a final comprehensive report featuring schematic layouts and cost projections. Proposals must be submitted in a sealed envelope by 10:00 AM on Monday, March 24, 2025, to the Village Hall in Western Springs. Submissions must include a cover letter, consultant qualifications, and bid security of $500 or 10% of the bid price, with the successful bidder required to provide performance and payment bonds. The Village will award the contract on a trade-off basis, prioritizing technical merit and qualifications over the lowest price. Evaluation factors include project understanding, staff expertise, relevant municipal experience, proposed methodology, and client references. The resulting contract will have a duration of one year, contingent upon the annual appropriation of funds. The selected contractor must comply with the Illinois Prevailing Wage Act, the Americans with Disabilities Act, and maintain a drug-free workplace and a written sexual harassment prevention policy. Additionally, the contractor is required to maintain commercial general liability insurance and adhere to strict indemnity and hold harmless provisions. The Village reserves the right to reject any assigned personnel and may audit financial and operational records for up to five years following final payment.