Project Information

Bid Title

RFP - Space Utilization Evaluation & Reconfiguration Plan

Issuing Agency

City of Rock Island

Location

Illinois

Published Date

May 12, 2026

Closing Date

Jun 10, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	RFP - Space Utilization Evaluation & Reconfiguration Plan
Category:	Services
Status:	Open

Description: 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. Publication Date/Time: 5/12/2026 8:00 am Closing Date/Time: 6/10/2026 12:00 pm Contact Person: Miles Brainard, Community Development Director Community Development Department 1528 3rd Avenue Rock Island, IL 61201 309-732-2903 brainard.miles@rigov.org Business Hours: 8:00AM - 4:30PM Qualifications: • Prior experience with municipal facility space planning or adaptive reuse of historic public buildings. • Familiarity with ADA/accessibility requirements in public facilities. • 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. Related Documents: Rock Island City Hall Evaluation and Reconfiguration RFP

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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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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