18-2026010 Professional Services for Administration Center Study RFP.pdf

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WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL 2026010

PROFESSIONAL SERVICES FOR ADMINISTRAION

CENTER STUDY

March 12, 2026

CONTACT INFORMATION

Buyer Matt Kuhn E-mail mkuhn@waukeshacounty.gov Fax 262-548-7668 Mailing Address Waukesha County Purchasing Division

515 W. Moreland Blvd, Rm AC310 Waukesha, WI 53188

SCHEDULE OF EVENTS

The following dates are provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary

RFP released: Thursday, March 12, 2026 Pre-Proposal Conference: Thursday March 19, 2026, at 9:00 a.m. CST.

Pre-Proposal Conference Location: Waukesha County Courthouse, Room 0-1300, 515 W.

Moreland Blvd. Waukesha WI 53188 Questions Due: Thursday, March 26, 2026, at 2:00 p.m. CST Amendment Issued: On or around Monday, March 30, 2026 Proposals Due: Thursday, April 2, 2026, at 2:00 p.m. CST/CDT Notice of Interviews: Thursday, April 16, 2026, by end of business day Interviews, if required: Week of April 27, 2026 Finance Committee Approval: May 20, 2026 Contract executed: Approximately June 1, 2026

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REQUEST FOR PROPOSAL

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

This RFP is issued on behalf of Waukesha County by the Purchasing Division. The Buyer assigned to this RFP, along with contact information, is noted on Page 1. The Buyer is the sole point of contact during this process and no information provided by any other personnel will be considered binding.

The County prohibits communication initiated by the respondent to any County official, employee or representative evaluating or considering the proposals, prior to the time an award has been made.

All respondents should use this written document, its attachments and any amendments as the sole basis for responding.

2. CLARIFICATIONS/AMENDMENTS

If you discover any significant ambiguity, error, omission, or other deficiency in the RFP, immediately notify the Buyer via the Vendor Discussion Messages in Waukesha County’s Bonfire portal. All other questions, clarifications or exceptions regarding the RFP document must be submitted to the Buyer via the Vendor Discussion Messages in Bonfire prior to the submission of the proposal. We encourage you to submit preliminary questions prior to the pre-proposal conference (if applicable). Please note the due dates and times noted on Page 1 for both preliminary and final questions.

If it becomes necessary to clarify or revise any part of this RFP, amendments will be posted to the Waukesha County Bonfire portal via Public Notices with applicable Public Files, in accordance with the schedule on Page 1. It is the responsibility of prospective vendors to check the portal for any amendments prior to the opening date. All amendments must be acknowledged on the RFP Signature Page in the area provided. Failure to do so may result in your response being rejected.

3. PRE-PROPOSAL CONFERENCE

Vendors are invited to attend a pre-proposal conference related to this RFP. Please review the time, date and location on Page 1. Although attendance is not mandatory, failure to attend will not relieve the successful vendor of their obligation to carry out the provisions of the contract. Allow sufficient time to get through the screening process if you are attending the Preproposal Conference.

4. CONTENTS OF PROPOSAL

All attachments, additional pages, addenda or explanations supplied by the vendor with their proposal will be considered as part of the proposal response.

5. NONCONFORMING TERMS AND CONDITIONS

A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Waukesha County reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

6. REVISIONS OR WITHDRAWAL OF PROPOSALS BY VENDOR

Vendors can work on their proposal responses in a “Work in Progress” status. While in such status, vendors can continue to revise their proposals as it is considered an incomplete submission. There is no need to withdraw an incomplete submission. However, if you already clicked to “Submit and Finalize” your submission, you need to return it to the “Work in Progress” status by following the instructions in Bonfire to un-submit. Once your revisions are complete, you will need to re-submit and finalize your submission for it to be considered; past submissions that have been un-submitted will not be considered. Vendors can revise or withdraw their submission as long as the opportunity is still open.

7. PROPOSAL FORMAT & SUBMISSION

A. Format Proposal Responses must be submitted electronically via Waukesha County’s Bonfire portal. For the County to adequately compare proposals and evaluate them uniformly and objectively, firms must complete the required proposal response and pricing documents provided by the County. Uploading an incorrect template will result in errors and will prevent you from completing your submission.

https://waukeshacounty.bonfirehub.com/ https://waukeshacounty.bonfirehub.com/

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B. Response Submission - SIGNATURE PAGE:

You must submit the RFP Signature page with your response. Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area. The RFP Signature Page must be submitted as indicated in the Requested Information on Waukesha County’s Bonfire portal.

C. Response Receipt:

Proposals are accepted in the Bonfire portal as long as the opportunity is still open. After you “Submit & Finalize” your proposal, you will be directed to your “Submission Receipt”. This provides a comprehensive breakdown of all the information from your submission.

D. Bid/RFP Opening:

Waukesha County conducts Bid/RFP openings telephonically instead of in-person. If you desire to attend the telephonic opening for this RFP, please use the following dial-in access code to join in on the opening. We ask that participants mute their phones except for when they need to speak during the opening. Waukesha County complies with the Americans with Disabilities Act. Please contact us at (262) 548-7888 in advance of the proposal opening and efforts will be made to accommodate your needs.

Dial-In Numbers:

262-896-8001 Participant Access Code: 9961268

Proposal responses will be opened, and the name of the respondents read; however, details of each proposal, including proposed fees, will not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed.

All proposals received in response to this request will become the property of the County and will not be returned to the respondents.

8. INTERVIEWS

Interviews may be required of selected finalists at their expense. Finalists will be notified of the date and time in accordance with the schedule on Page 1. Respondents selected must be available on the days noted – no exceptions.

Respondents not selected will also be notified.

Upon completion of the interview process, Waukesha County reserves the right to request a BAFO (Best and Final Offer) from any or all of the selected finalists. However, an award may be made without the interview or BAFO process;

therefore, respondents are cautioned that proposals should be submitted on the most favorable terms, from both a technical and cost standpoint.

Respondents who are not selected will be notified that their proposal will no longer be considered unless the evaluation committee finds, after the completion of interviews, that additional respondents should be interviewed.

9. EVALUATION & AWARD

Proposals will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible Contractor who complies with the requirements and scores the highest total on the evaluation criteria as it pertains to the overall needs of Waukesha County.

Experience & Qualifications of Firm, including successful examples of similar projects.

10%

Staff Experience including sub-consultants 35% Content, thoroughness and overall quality of your response including work plan & timetable

45%

Cost 10%

10. OTHER CONSIDERATIONS

Factors which include, but are not limited to, quantity involved, time of completion, purpose for which required, competency and financial capacity of vendor, ability to render satisfactory service and past performance will be considered in determining status as a responsible vendor. The County reserves the right to request additional information as may reasonably be required to make this determination and to further investigate the qualifications of the respondent as deemed appropriate.

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11. RESERVATIONS

This RFP does not commit the County to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. The Purchasing Division reserves the right to accept or reject any or all proposals received as a result of this request, request additional information, waive minor irregularities in the procedure, negotiate with any qualified source, or to cancel this RFP in part or in its entirety.

12. NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS

No County official, employee or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the proposal or contract or shall exercise any undue influence in the awarding of the contract.

13. CONTRACT DOCUMENTS

The successful vendor will be required to execute AIA Document B101 – 2017 Standard Form of Agreement between Owner and Architect as modified by owner posted at our website along with this RFP:

This document is not to be executed at this time nor returned with your response; it will only be required of the successful firm.

14. RFP TABULATIONS

RFP tabulations are available to the public after contract execution, approximately 30 days from the date of award.

RFP Tabulations can be found on Waukesha County’s Bonfire portal.

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Request for Proposal (RFP) No. 2026010 Professional Services for the Waukesha County Administration Center Study

March 12, 2026

I. INTRODUCTION

The Waukesha County Department of Public Works is interested in obtaining the services of a firm who can provide a professional project team with a number of required disciplines to do a comprehensive study (“Study”) relating to the future of the Waukesha County Administration Center. This can be accomplished by the use of sub consultants or joint ventures provided the eligibility requirements are met. The process will be managed by the Department of Public Works.

The Waukesha County Executive and the Waukesha County Board has approved funds for this project to commence with the selection of a firm in April of 2026. The Study is to be completed by October 1, 2026.

II. BACKGROUND

The existing Administration Center is located at 515 W. Moreland Blvd., was constructed in 1993 and remains structurally sound. The Administration Center is 5 floors. The third floor houses the County Executive, Department of Administration (Finance, Payroll, Procurement, Risk Management and Collections), and Corporation Council, Child Support. and Parks and Land Use (PLU)-Community Development. The second floor houses the Department of Public Works (DPW) and the Department of Parks and Land Use (PLU). The First Floor houses the County Clerk, County Treasurer, Register of Deeds, County Board, Department of Administration (DOA)-Human Resources, Tax Listing, and Parks and Land Use (PLU)-Land Information Systems (LIS). The Ground Floor houses the DPW- Facilities Management Division, University of Wisconsin Extension, DOA-Records Division, and County Cafeteria. The lower-level houses DOA- Information Technology and Records Division, County Wellness Room, and Facilities housekeeping and maintenance inventory. The initial project scope will include a Study, which will be used to guide future design and construction to reconfigure and/or relocate departments to better meet the needs of the public, improve wayfinding, and create staffing efficiencies.

The Administration Center building is over 25 years old. The building was designed to allow the public to enter on the east side, ground floor of the building (the current employee entrance) and allow easy access to the center of the first floor by taking either the elevators or the stairs.

After the terrorist attacks in September of 2001, the county decided to secure the Courthouse and Administration Center buildings by placing security personnel at one central entrance through which all members of the public must enter, which is located at the front of the courthouse. Entrance modifications were made in 2007. This decision essentially shifted the public's initial orientation with the ground floor and its offices. Instead of the public stepping off the elevators in the center of the ground floor, with easy access to all offices, county residents now access the floor from the northwest corner of the building. For the past 19 years, this change has resulted in confusion for the public wishing to access county services and has led to a poor customer service experience.

Waukesha County has been engaged in a process to improve customer service across all departments. Many employees have undergone customer service training; the county has implemented a customer service survey to measure the level of service it is providing; and awareness of the importance of excellent internal and external customer service is on the rise. A major area yet to be addressed by the county is the public's face-to-face customer service experience while visiting the Administration Center building.

The construction of the Courthouse step 2 project includes a new, expansive lobby with new wayfinding and signage throughout the courts building and administration center. The administration center will get a new department numbering system that will merge the three buildings (Admin Center, Courthouse, and Courts Tower) into one building improving wayfinding for the public. The courthouse project will be completed in 2027.

The Study will help identify which departments interact with the public; determine where they should be located in the building for a more efficient way for staff to interact with the public; determine which departments interact with each other; and whether their space should be reconfigured or relocated for staffing efficiencies.

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The Study will assess how County office spaces can be reorganized/renovated and/or remodeled to better support operational requirements for efficient public access to high walk-in traffic services, privacy and security. This includes evaluating work areas and workflows where staff handle confidential or sensitive information and identifying facility, technology, and process improvements needed to maintain compliance with relevant state and federal laws and regulations (e.g., HIPAA). Recommendations will address practical design features—such as reception and interview areas, controlled access, acoustic/visual privacy, records storage, secure printing and disposal, and appropriate separation of public-facing and non-public workspaces—to ensure staff can perform their duties effectively while protecting information and the public’s trust.

The Study will evaluate how County office space should be configured to support changed and evolving work practices, including increased reliance on digital communication and hybrid interactions with employees and County clients. Workspace configuration should also include recommendations to maintain ergonomics and mental/physical health of those that use the space.

Key elements of workspace evaluation will include but not limited to:

• Customer Service Center: The successful firm shall analyze the configuration of the first floor to create a customer service center oriented toward the new expansive entrance on the northwest corner of the Administration Center building to better serve the visiting public. The reconfiguration will be analyzed in conjunction with possible consolidation of staff spaces and creation internal operational efficiencies.

• Meeting/Collaboration Space Programming: The successful firm shall analyze existing and projected demand and recommend the appropriate mix, size, and quantity of technology-enabled meeting spaces (e.g., hybrid/video conference rooms, conference rooms, and small huddle rooms), including AV standards, room typologies, and utilization assumptions.

• Flexible Work / Shared Workstations (Hoteling): The successful firm shall assess the feasibility and operational requirements for flexible work arrangements (e.g., shared workstations/hoteling) and specify required supporting infrastructure, including workspace reservation tools, secure docking/peripherals, lockable storage, secure print, and reliable wired/wireless connectivity.

• Balance of Open vs. Enclosed / Confidentiality: The successful firm shall develop space allocation recommendations that balance collaboration areas with enclosed, distraction-reducing spaces to support focused work, confidential conversations, and overall operational efficiency, including consideration of acoustic/privacy needs for County operations.

• Workplace Quality, Ergonomics, and Accessibility: The successful firm shall ensure proposed workplace changes create welcoming, functional workspaces that meet ergonomic and safety requirements and ADA accessibility expectations and shall identify any furniture/fixture standards needed to maintain compliance.

• Training and Learning Spaces: The successful firm shall evaluate training and learning space requirements, including small-group training rooms and sufficient capacity for functions such as new employee orientation and periodic departmental training, and shall identify required AV/technology capabilities (including support for hybrid learning where needed).

• Employee Wellness, Respite, and Privacy Spaces: The successful firm shall assess existing areas intended for employee wellness and privacy (e.g., break areas, quiet rooms, lactation/wellness rooms, and spaces for private calls) and provide gap analysis and recommendations aligned with operational needs and facility constraints.

Deliverables

• The decision to remodel or renovate the existing administration center will impact on the function of day-to-day operations. A well-thought-out and detailed presentation will be a required deliverable that will both analyze and explain to stakeholders how the existing building will function in its present location during a remodel or renovation. The selection committee will need a comprehensive and straightforward presentation of the costs, benefits and return on investment of the requested Work Scope. The final

Proposal Requirements, Page 8 of 11 decision must be based on a comprehensive analysis and be capable of spanning several County Board terms of office.

III. ELIGIBILITY REQUIREMENTS

Firm’s Eligibility Requirements: To be considered for the “Study” the selected team must have a project team that meets or exceeds the following criteria:

Have registered Professionals (architects/engineers/planners) as responsible members of the team. (Must be registered in the State of Wisconsin).

Team members have been providing similar services for a period of not less than five (5) years.

Team members must have demonstrated clear and comprehensive expertise, knowledge and understanding of operations in the following areas of new and/or renovated office and municipal facilities o programming, planning and design, o workflow, o office and municipal planning o public, customers, and employee traffic o technology infrastructure, MEP analysis and infrastructure o Local, state and federal codes

While Waukesha County is not interested in obtaining LEED certification, project team must include a minimum of one (1) LEED accredited architect experienced in sustainable design.

IV. SCOPE OF SERVICE

Project team is to provide the following services:

Waukesha County “Study” Tasks

Task 1 Renovation and Space Reallocation of the existing Administration Center

1. Review with Waukesha County Facilities Management existing administration center building mechanical, electrical and plumbing systems report. Assess risk to County if existing systems are not updated or replaced. This report will be provided to the successful team.

2. Prepare Schematic Design Documents to include:

Prepare interior design allowance to upgrade existing courthouse finishes Floor plans at 1/8” =1’ Elevations at 1/8” = 1” Prepare architectural images to communicate design intent.

3. Conduct a Building Code and Americans with Disability Act compliance analysis.

4. Review Waukesha County’s Sustainability Policy.

5. Assess impact on all existing/new public and private utilities.

6. Prepare a preliminary cost estimate (on a square foot basis) for construction, including:

Furniture, phone, data & equipment allowance Moving/relocation expense allowance Security equipment allowance Permits, fees etc. allowance.

7. Prepare preliminary cost estimates for:

Movement of all staff to/from temporary location.

Staff level increases/decreases based on design of the remodel.

8. Prepare a preliminary life cycle analysis including initial and on-going operating and maintenance costs.

The Design Professional(s) will assess issues, options and tradeoffs related to the life span of the project.

The goal is to achieve the highest performance at the least cost through the building life cycle.

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9. Provide all drawings required on AUTO-CAD Release 2024 format.

Task 2

1. Space Program for the Waukesha County Administration Center Prepare a Building Space Program with County representatives including but not limited to: County Executive’s Office, Corporation Counsel,, Department of Public Works, Department of Parks and Land Use, County Board, Couty Treasurer’s Office, County Clerk, Register of Deeds, Department of Administration (including Information Technology, Finance, and Human Resources), and University of Wisconsin Extension. While developing the space program, review of best management practices for department operations and planning as well as attention to the planning and location of all services provided by Courts operations, including those requiring expansion of space. Review the offices that have the most interaction with the public and prioritize their location for wayfinding.

Additional Responsibilities

1. Provide minutes of any meetings within (3) three working days after meeting.

2. Submit one (1) draft copy of the “Study” and the in electronic format (PDF) at 90% completion. The Study will include an Executive Summary summarizing the Consultant’s recommendations as well as specific details/costs separated by task. The County will review and respond as to approval or modifications required within fifteen (15) working days. If the modifications requested are considered by the Consultant and the County to be within the scope of the proposal, the Consultant shall update at no additional cost and shall resubmit the Study within five (5) days.

3. Submit one (1) draft copy of the “Study” in electronic format (PDF) at final completion. The Study will include an Executive Summary summarizing the Consultant’s recommendations as well as specific details/costs separated by task. The County will review and respond as to approval or modifications required within fifteen

(15) working days. If the modifications requested are considered by the Consultant and the County to be within the scope of the proposal, the Consultant shall update at no additional cost and shall resubmit the Study within five (5) days.

4. All other Scope of Services and Terms and Conditions of agreement between owner and architect will be defined in the in AIA Document B101 - 2017 Standard Form of Agreement between Owner and Architect (as Modified by Owner).

V. SUB-CONSULTANTS

The names and addresses of any sub-consultants (Subs) proposed to be used to complete any of the work shall be stated in the vendor response document under the Staff Experience section. This shall include HVAC, plumbing, electrical, civil, structural, AV, and real estate, as applicable. State the capacity they would be used and the approximate number of hours of total services they would provide.

If Subs are used, Waukesha County will consider the proposing Design Professional to be the Prime Consultant (Prime) who will be solely responsible in all contractual matters, including payment if any and all charges resulting from such arrangements. The Prime will be fully responsible for the acts, errors and omissions of the Subs. The Prime shall cause appropriate provisions of its contract and proposal to be inserted in all subcontracts to ensure fulfillment of all contractual provisions by their Subs.

All Subs must be licensed to practice in the State of Wisconsin.

VI. BUDGET

The Waukesha County Executive and the Waukesha County Board have approved funds for this Study to commence in May of 2026. The study is to be completed by October 1, 2026.

Capital Project budget ($150,000) includes all professional fees, all reimbursable costs, support services, and all other costs not specifically listed but required to complete the Study.

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VII. SCHEDULE

Firm Selection April 2026 Waukesha County Finance Committee Approval May 20, 2026 Contract Executed June 2026 Waukesha County Study Due October 1, 2026

VIII. DOCUMENTS POSTED WITH THIS RFP:

WC Campus Plan and Site Surveys (aerial) WC Site Plan WC Administration Center Floor Plans WC New Courthouse Floor Plans WC Courts Tower Floor and Code Plans WC County Org Charts WC Space Committee Standards Report Revisions 4/7/2025 AIA Document B101 – 2017 Standard Form of Agreement between Owner and Architect (as Modified by Owner.) This document is not to be executed at this time nor returned with your response; it will only be required of the successful firm.

IX. FIRM/EMPLOYEES

Compliance with Federal Immigration Laws and Regulations: Waukesha County supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and non-discrimination. The filing of a proposal in response to this RFP is considered certification that the proposer is in compliance with the INA and has established appropriate procedures and controls so that no services under this contract will be performed by a worker who is not legally eligible to perform such services.

X. CONTRACT TERM, PRICING AND PAYMENT

Term The contract shall commence in June of 2026 with the Waukesha County Study due on October 1, 2026.

Pricing – PLEASE READ CAREFULLY

Fees shall include costs for all personnel whether on the job site, in the home office, or as a sub-consultant hired by the consultant.

Items which are normally referred to as reimbursable expenses, including but not limited to transportation, long distance communications and other documents, overtime work requiring higher than regular rates, additional insurance requested in excess of that normally carried by the Consultants, computer-aided design and drafting equipment, are to be included in the fee for which no additional compensation will be due. The only exceptions will include but not be limited to the expense of site surveys, soil testing and asbestos inspections.

Any additional work beyond the scope of services must be authorized in writing by Waukesha County before additional costs may be incurred. These fees will be determined prior to commencement of work and will be based on the hourly rates as submitted in the Pricing Document.

Payment Payment terms will be in accordance with the AIA. B101 Standard Form of Agreement between Owner and Architect as revised by Owner. The owner will retain five percent (5%) of fees until final acceptance of project.

Waukesha County’s preference is to pay for goods/services on a P-Card. Indicate in the pricing document whether you will accept MasterCard for payment purchases. Vendor should note how many days after receipt and acceptance of good or receipt of invoice (whichever is later), payment must be processed to accept the credit.

Please keep in mind that we will not process payment until/unless compliance with the requirements is confirmed and that Waukesha County requires a minimum of two days to process p-card payments.

If you are unable to accept credit card, payment will be made within thirty days after acceptance of equipment and receipt of a properly documented invoice. Note: Invoice must be sent to the location specified on the purchase

Proposal Requirements, Page 11 of 11 order to avoid delays in payment. Vendors who wish to quote a discount for early payment against a purchase order may do so (reference the payment terms of the Pricing Document). For example, 1%/10 days. Discounts will be taken into consideration when evaluating costs.

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