The intent of this Request for Proposal (RFP) is to solicit proposals from reputable consultants who will gather data, facilitate a Village assessment and prepare a space needs analysis. The extent of the final scope of services and associated components will be determined through review and discussion by the Village Board of Trustees. Candidates responding to the RFP should offer additional insight into approaches and strategies gained from similar projects and the market landscape and confirm that the Village’s approach is appropriate depending on the Village’s existing conditions. Facility Walkthrough and Staff Engagement The Consultant shall conduct comprehensive walkthroughs of both the Village Hall and Public Works Facility to observe current operations, workflows, and physical layouts. Following the walkthroughs, the Consultant shall: • Meet with department directors, division managers, and key staff to discuss the current use of space, operational challenges, and anticipated future needs. • Review departmental functions, staffing levels, and space utilization patterns. • Identify interdepartmental relationships and opportunities to enhance efficiency or service delivery through improved spatial organization. • If requested, develop a staff survey to gather additional feedback on workspace needs, functionality, and priorities from all participating departments. The Village will distribute the survey. The outcome of this task shall be a comprehensive understanding of the operational context and space utilization needs across Village departments. Documentation of Existing Conditions The Consultant shall document existing physical and functional conditions for each facility. This task shall include: • Evaluation of all occupied and support areas, including office, storage, equipment, vehicle, and meeting spaces. • Review of circulation patterns, departmental adjacencies, parking, and service access points.
