RFP No. 6441 - College Wide Space Needs Assessment.docx

REQUEST FOR PROPOSAL

RFP No. 6441

COLLEGE-WIDE

SPACE NEEDS ASSESSMENT

REALLOCATION PROGRAMMING & MASTER PLAN

Proposals Due:

July 25, 2025, at 2:00 p.m.

Submit Proposal To:

costellod@macomb.edu bids@macomb.edu

Macomb Community College Purchasing Department 14500 Twelve Mile Road Warren, MI 48088-3896 (Mailing Address)

Request for Proposal No. 6441 Released June 23, 2025

Dennis Costello Purchasing Director

(586) 445-7308 costellod@macomb.edu

PROJECT OVERVIEW AND BACKGROUND

Project Overview

Macomb Community College (the “College) is requesting proposals from qualified multi-disciplinary professionals in the field of architecture, space planning or related fields to conduct a space allocation/reallocation, needs assessment, programing and master planning to assist the College in the preparation of a Space Allocation/Reallocation, Improvement and Enhancement Plan.

The project’s requirements are more fully described in Section 4 and on the accompanying Bid Response Criteria List Form in Appendix A.

Background Information

Located in Southeastern Michigan, Macomb Community College (“MCC”) is the largest community college in Michigan by providing learning experiences to more than 30,000 students annually. MCC has been fully accredited by the Higher Learning Commission since 1970. MCC offers pre-college programs, continuing and professional education programs, customized workforce training and many cultural and community service programs. While still the largest community college in Michigan, enrollment has declined by 24% over the past 6 years while students continue to enroll in online courses post-COVID.

Instruction for over 1,100 courses is delivered in 41 buildings with 1.7 million square feet on 4 primary campuses / locations throughout Macomb County:

· Center Campus, including the University Center and Macomb Administrative Center

· South Campus, including the College Annex (Dental Science)

· East Campus

· M-TEC

Macomb Community College makes its academic programs available throughout the year by operating on a calendar that includes fall and winter semesters and abbreviated spring and summer terms. Courses are offered at various times 7 days a week throughout the year.

PROPOSAL INSTRUCTIONS AND CONDITIONS

Intent

It is the intent of Macomb Community College through this Request for Proposal and contract conditions contained herein, to establish to the greatest extent possible, complete clarity regarding the requirements of both parties to the Agreement resulting from the Request for Proposal. Providers (Firms) with relevant experience and the ability to provide the necessary services in a timely fashion are encouraged to apply.

Specifications for the proposal are listed herein. All proposals must be for professional services that meet or exceed all specifications described. Proposals for services that deviate from these specifications may be considered invalid.

Schedule of Events

Proposal Clarifications/Questions

Clarifications will be accepted until the cut-off period and should be in written form only and include vendor name, contact name, phone number, e-mail address and reference to the line and Section/Subsection number(s) being addressed. Responses to clarifications will be shared with all organizations that were invited to submit a proposal. MCC will not be bound by any oral responses.

E-mail questions to:

Dennis Costello, Purchasing Director Macomb Community College costellod@macomb.edu and bids@macomb.edu

Deadline for Proposals

Proposals will be received by the college’s Purchasing Department costellod@macomb.edu and bids@macomb.edu, until 2 P.M. on July 25, 2025.

Submission must include the Vendor’s full response including all attachments, product services and specifications, and required Vendor documentation. Electronic submission must be Adobe Acrobat or Microsoft Word format.

Requirements for Signing Proposal

Each Vendor, by making a proposal, represents that this document has been read and is fully understood.

The proposal must be signed by an individual authorized to legally bind the person, partnership, company, or corporation submitting the proposal.

All signatures must have the name typed directly below the line of the signature.

Proposal Response Format

Proposals must follow the format designated in Section 3. Proposals not complying with this format may be considered non-responsive and may be removed from consideration on this basis.

Confidential Information

The information contained in proposals may be subject to FOIA (Freedom of Information Act) requests.

Right to Request Additional Information

MCC reserves the right to request any additional information, which might be deemed necessary after the completion of this document.

Proposal Preparation Costs

The Vendor is responsible for all costs incurred by the Vendor or his/her subcontractors in responding to this request for proposal.

Standard Forms and Contracts

Any forms and contracts the Vendor proposes to include as part of any agreement resulting from this proposal between the Vendor and MCC must be submitted as part of the proposal. Any forms and contracts not submitted as part of the proposal and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

Selection Criteria

Vendors will be evaluated based on the following selection criteria:

Compliance with Specifications A. Submission deadline compliance B. Ability to meet the schedule of events outlined in section 2.2 C. Completeness of information supplied D. Adherence to the required proposal format E. Demonstration of an understanding of the project and the solution needed

Experience A. Success and experience with similar projects with preference given to studies of similar college or school environments B. Pertinent experience, qualifications, certifications and past performance of proposed personnel that will be directly involved in providing services, including subcontractors C. A copy of a Needs Assessment that was previously prepared for a client, preferably a college or university.

D. Ability to provide services within the designated timeline E. Approach to the project Proposal Price and Value A. Alignment of response to the College’s need B. Value of the proposal to MCC C. Cost D. Continuing costs E. Reference checks

Selection Process

A. MCC staff will evaluate, rate, and select the successful bidder based on the written information provided in the proposal to meet the scope of work along with an evaluation of Section 6.

B. Vendors may be required to participate in a presentation and interview process where MCC representatives will further inquire about the firm’s qualifications and experience. Vendors may also be asked to provide a brief overview of their company, key personnel and how they would approach providing services.

C. If MCC is unable to successfully negotiate and execute a contract for services with the company offering the highest ranked proposal, MCC reserves the right to consider the second-ranked proposal.

Federal or State Sales, Excise or Use Taxes

Vendors shall include all applicable taxes, (Federal, State, and Local) in the proposal price. Macomb Community College is exempt from State Sales Tax.

Right of Refusal

Macomb Community College reserves the right to reject any or all proposals, either in whole or in part, or to waive any informalities or irregularities therein that are in the best interest of MCC.

Turnkey Solution

The proposal price will be the total dollar amount of all professional services, material, and labor described herein. The proposal amount is to be held firm for at least ninety days from the proposal opening date scheduled for July 25, 2025.

All prices quoted must include all services to meet the purposes stated herein.

Proposal to Become Part of Agreement

This RFP, Vendor’s response, and any subsequent written communications, along with any formal signed agreement will become part of the contract documentation governing performance of this project. Where conflicts exist, the later dated document will govern.

Confidential Information

The information contained in the vendor’s proposal that is company confidential must be clearly identified in the proposal itself. Macomb Community College will be free to use all information in the vendor’s proposal for the owner’s purposes.

PROPOSAL RESPONSE FORMAT

Introduction

To facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section.

Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP. EMPHASIS SHOULD BE PLACED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be organized as follows:

Instructions relating to each part of the response to this RFP are defined in the remainder of this section.

Executive Summary (Section 1)

This part of the response to the RFP should be limited to a brief narrative not to exceed two (2) pages, describing the proposed solution. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations.

Company Background (Section 2)

Vendors must provide information about their company so that Macomb Community College can evaluate the vendor’s stability and ability to support the commitments set forth in response to the RFP. The Vendor should outline the company’s background including a brief description (e.g., past history, present status, future plans, company size, etc.). This section should also include a brief description of the company’s experience performing services similar to those described herein and the type of work in which the vendor specializes.

Vendor may be required to submit audited financial information for the two (2) most recently completed fiscal years, which includes income statements, balance sheets and statement of cash flows.

Privately held companies wishing to maintain confidential financial information must provide information detailing the company’s long-term stability.

Proposed Services Summary (Section 3)

Describe how vendor will address all of the requirements included in Section 4 – Scope of Work. Include descriptions of the approach to providing the services.

Also, identify and provide resumes of key personnel to be directly involved with providing the services that are proposed herein, including the use of any subcontractors.

Also provide a list of any pre-existing conditions required of Macomb Community College to begin work on the project, and a list of decisions that will need to be made by the College before the project can begin. Describe any requirements for housing vendor staff during the project at Macomb Community College.

Implementation Plan (Section 4)

Provide a general work breakdown structure with a timeline and each milestone and decision point identified.

The implementation plan should also include the overall project organization structure with key vendors and client staff identified.

Cost Quotations (Section 5)

Complete Appendix A: Mandatory Bid Response Criteria List Form and include as Section 7 of the vendor’s response. The vendor’s cost quotation must include all costs (e.g., license fees, modifications, training, travel per diem, documentation, etc.). In the event the product or service is provided at no additional cost, the item should be noted as “no charge” or words to that effect.

The vendor must provide price guarantee until 90 days after July 25, 2025, proposal due date.

If the entire project cannot be quoted at a fixed price, describe the portions of the project that can be delivered at a fixed price. Include a description of all deliverables. Include a description of each item or service that will not be part of a fixed cost. Show the item/service, the cost/rate and the unit (for example, Training at $100 per day). If there are continuing/annual costs for any item, indicate that also. It is the College’s intent to establish known costs before a final contract is completed. For all variable priced items, describe how costs will be constrained and managed.

List of Clients and References (Section 6)

Vendors must provide a list of all clients, including any community colleges, which are similar in size and complexity to Macomb Community College and describe the scope of the project implemented. Include a brief description of the scope of your engagement with each referenced client, and a contact person with appropriate contact information.

SCOPE OF WORK AND BID RESPONSE FORMS

The college recently completed a Space Utilization Study using the National Center for Education Statistics model that complied a complete inventory of all assignable spaces, and academic usage data from the fall 2024 semester. The College is now seeking to partner with a firm to conduct a departmental space needs assessment, develop a space reallocation program, and assist with master planning of a long-term reallocation and renovation objectives.

The Needs Assessment will include the following:

1. A comprehensive review of existing Space Utilization study to understand the current organizational allocations and verify information and data.

2. Review and analyze current space allocation by department to identify space reallocations to improve effectiveness, adjacency of services, provide for growth and/or reduction of space.

3. Conduct interviews with key stakeholders.

4. Develop a comprehensive space reallocation program:

a. Identify concerns regarding utilization of facilities.

b. Evaluate and identify opportunities for more efficient and effective utilization of all college facilities and square footage.

c. Produce a space needs analysis compiled by department, office, or area of service and then formatted into particular use relationships for the building purposes.

d. Develop comprehensive reallocation plan to improve utilization of underutilized space.

i. Identify spaces to be for potential reallocated

ii. Develop impact rating utilizing cost, program adjacency’s, scope of renovations, and overall schedule impact on operations, for each potential reallocated

iii. Develop a sequence of events for each reallocation, i.e. moves, design & construction schedule, for each reallocation.

e. Consolidation of underutilized academic space to address college wide strategic initiatives.

i. Expansion of Student Services space to accommodate growing wraparound services

ii. Growth of student study and lounge space

iii. Expansion of waitlisted courses i.e. chemistry, biology physical sciences

iv. Expansion of College Advancement and Community Relations space

v. Right-sizing Hyflex & Hybrid classrooms

vi. Identify permanent space for APEX & WCE testing

f. Incorporate existing renovation plans and capital outlay projects.

5. Deliver to College written, graphic, and digital documentation that clearly presents current and future space needs.

a. Documentation will be used to work with design firms to develop renovation plans required to implement reallocation program.

6. Presentation of findings and recommendations to college leadership at dates to be determined.

Mandatory Bid Criteria List Response Form (Section 7)

Use the Bid Response Criteria List Form in Appendix A to respond to the cost associated with the specific requirements associated with the general requirements listed in section 4 (General Scope of Work).

GENERAL CONDITIONS

The topics in this section will inform potential vendors of typical language to be included in a contract resulting from this RFP.

RFP No. 6441 June 23, 2025 College-Wide Space Needs Assessment & Reallocation Programming & Master Plan

Vendor as Independent Contractor

This is not an Agreement of partnership or employment of Vendor or any of Vendor's employees by MCC. Vendor is an independent Vendor for all purposes under this Agreement.

Conflict of Interest/Disclosure

No company or corporation in which an employee of the College has a direct or indirect interest shall transact business with the College unless such interest is disclosed to the Purchasing Department prior to entering into any contract or agreement with the College. Further, the employee shall not take part in the negotiations for our approval of such contract or agreement.

Use of Qualified and Experienced Personnel

Vendor agrees, at all times, to maintain an adequate staff of experienced and qualified employees for efficient performance under this Agreement. Vendor agrees that, at all times, the employees of Vendor furnishing or performing any services shall do so in a professional, work-person-like, and dignified manner.

Equal Opportunity Employer

Vendor shall be an equal opportunity employer and shall conform to all Affirmative Action and other applicable requirements; accordingly, Vendor shall neither discriminate nor permit discrimination in its operations or employment practices against any person or group of persons on the grounds of race, color, religion, national origin, age, or sex in any manner prohibited by law.

Compliance with Rules and Regulations

Vendor agrees that all persons working for or on behalf of Vendor whose duties bring them upon MCC's premises shall obey the rules and regulations that are established by MCC and shall comply with the reasonable directions of MCC's officers. MCC may, at any time, require the removal and replacement of any of Vendor's employees for good cause.

In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in this Agreement.

Site Damage

Vendor shall be responsible for the acts of its employees and agents while on MCC's premises. Accordingly, Vendor agrees to take all necessary measures to prevent injury and loss to persons or property located on MCC's premises. Vendor shall be responsible for all damages to persons or property caused by Vendor or any of its agents or employees. Vendor shall promptly repair to the specifications of MCC, any damage that it, or its employees or agents, may cause to MCC's premises or equipment; on Vendor's failure to do so, MCC may repair such damage, and Vendor shall reimburse MCC promptly for the cost of repair.

In the Event of an Accident

Vendor agrees that, in the event of an accident of any kind, Vendor will immediately notify MCC's Police Department (586-445-7135) and thereafter, if requested, furnish a full written report of such accident.

Non-interference with Institution Operations

College's operations must continue uninterrupted throughout the completion of the work contemplated herein. Certain portions of the work must be performed and completed in such order as directed by MCC's representative as to permit the orderly operation of MCC's activities. Vendor shall review the work to ensure that operations will not impede the utilization of the facilities at any of the college campuses.

Copyright Indemnity

The awarded Vendor shall indemnify and hold MCC harmless from any claim that a product or accessory or its use, infringes on another person or company’s patent, copyright, trade secret or other property right.

Submitting Disputes to Arbitration

Any dispute arising out of the performance of a contract between the parties may be submitted to arbitration only upon written consent of both parties.

Survival Clause

The terms, conditions, representations, and warranties contained in this Agreement shall survive the termination or expiration of this Agreement.

Governing Law

This Agreement, and all matters or issues collateral to it, shall be governed by, and construed in accordance with, the law of the State of Michigan.

Entire Agreement

This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements or understandings, written or oral, prior to signing of a contract.

Assignment

This Agreement or any part thereof shall not be assigned or subcontracted by Vendor without the prior written permission of MCC; any attempt to do so without said prior permission shall be void and of no effect.

Employment of Other Vendors, Specialists or Experts

Vendor will not employ or otherwise incur an obligation to pay other vendors, specialists, or experts for services in connection with this Agreement without the prior written approval of MCC.

Non-Collusion Covenant

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this Agreement. In addition, the Vendor agrees that a duly authorized Vendor representative will sign a non-collusion affidavit, in a form acceptable to the College that the Vendor firm has received from college no incentive or special payments, or considerations.

Vendor Not an Agent of Institution

Macomb Community College retains all rights of approval and discretion with respect to the projects and undertakings contemplated by this Agreement. Vendor, its officers, employees, and agents shall not have any power to bind or commit MCC to any decision.

Appendix A: Mandatory Bid Response Criteria List Form

The bidder, in compliance with the Request for Proposals for Space Needs Assessment and Reallocation Programing Master Plan, having examined the RFP documents and being familiar with the scope of required services, including the availability of the application, materials and labor, hereby proposes to furnish and install all labor, materials, and services to provide work described herein in accordance with the RFP documents for the amounts stated below.

Prices are to be guaranteed for a minimum of 90 days from bid opening to allow for bid review, purchase authorization and contract development, as applicable. Contractor understands that the College reserves the right to reject any or all proposals and to waive any informalities therein.

A.1 BASE BID

a) Engagement deliverables per section #4 (Scope of work)

Select one of the options below.

[ ] Flat Rate quote (excluding reimbursable expenses): $__________ or [ ] Time & Materials Quote:

Billable Hourly Rate Schedule:

Total good faith estimate: $_______________________________

b) General

B.1 Reimbursable

Provide a list of items that you would submit as a reimbursable expense and the percentage of mark up for these expenses. In addition, please indicate a Not-To-Exceed Reimbursable Allowance for this project(s).

1. Percentage Mark-UP ________%

2. Not to Exceed Reimbursable Allowance $______________

Sub-Consultants

Should Consultants be required for completion of this project(s), indicate the percentage of Mark-Up for including the services of additional consultants under your primary agreement.

1. Percentage of Mark-up ________%

DECLARATION: The undersigned agrees to the provisions of RFP documents and hereby affix authorized signature(s):

Signature(s): ___________________________________________________________

Title(s): ________________________________________________________________

Company Name: ________________________________________________________

Address: ______________________________________________________________

City: _________________________ State: _____________ Zip Code: _____________

Telephone Number: _____________________________________________________

E-mail address: _________________________________________________________

Print Name of Signature(s): ________________________________________________

Date: _________________________________________________________________

IT IS MANDATORY OF ALL CONTRACTORS TO RETURN

THIS FORM FULLY COMPLETED WITH THEIR PROPOSAL

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