The Town of Vienna will retain a consultant to identify the most efficient and safe use of existing office space, meeting space, break room / lunchroom space and consider future staffing needs, as identified by department heads. Restrooms are currently slated for upgrade with ARPA funds during fiscal 2022-23 and should not be considered as part of the space study. The purpose of this Request for Proposal (RFP) is to hire a qualified consultant to perform an office space study for the Town Hall building located at 127 Center Street South, Vienna, VA. After registering, you will receive a confirmation email containing information about joining the webinar. While not mandatory, the purpose of this meeting is to allow potential offerors an opportunity to present questions and obtain clarification relative to this solicitation. Any changes resulting from this meeting will be issued in a written addendum to the solicitation. The Town of Vienna reserves the right to reject any and all proposals or to accept the proposal(s) which, in its judgment, will be for its best interest. No proposal may be withdrawn for a period of ninety (90) days subsequent to the date of the proposal opening. Any proposal may be withdrawn PRIOR to the scheduled time for proposal opening or authorized postponement thereof. The purpose of this Request for Proposal (RFP) is to hire a qualified consultant to perform an office space study for the Town Hall building located at 127 Center Street South, Vienna, VA. The Town Hall building is almost 60 years old with minor renovations, including an HVAC renovation in 2014. It currently houses 47 employees plus additional office space for 12 police officers and dispatch. The police staff will vacate the basement space in the fall of 2022, moving to their new station. The equipment will remain as a backup dispatch center (unstaffed unless an emergency) and the 4 Information Technology (IT) staff will relocate to that space. Since the building was designed, operations, security needs, and services provided have changed. For example, the building was designed for historical paper filing and management, which has evolved to electronic filing. A focus on increased services has resulted in an increased number of staff working in Town Hall. While the Town does not often increase Town Hall staff, there has been a focus on increased services The Town desires to have current seating plans reviewed for the most efficient use of office space, and also to provide safe seating to prevent the spread of diseases such as the COVID-19 pandemic. Plan options must give flexibility to adapt to future needs, looking out at least 10 years. After gathering relevant information, evaluate the existing building floor plan and office space arrangements. Determine the most efficient use of existing office space, meeting space and opportunity for anticipated future needs. Focus should be on a comfortable, functional, and safe work environment within each space. o Prepare alternative spatial use plans for review and discussion with staff. Include layouts using furniture or other office options for utilization of rooms and spaces as currently built or with changes / enhancements. o Build in flexibility as future needs may change. o Recommend a preferred solution, and alternative solutions in terms of meeting goals at the most effective cost / benefit level. o Provide a detailed cost to complete each solution, including construction and furniture purchases. Provide cost estimates for components of the solutions. o Provide a detailed implementation plan for the preferred solution at a minimum, and others if possible.
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