WEDC Office Space Design Services RFP.pdf

REQUEST FOR PROPOSAL

FOR

OFFICE SPACE DESIGN AND CONSULTING SERVICES

ISSUED BY:

WISCONSIN ECONOMIC DEVELOPMENT CORPORATION

ON: FRIDAY, AUGUST 26, 2022

All questions regarding this RFP must be submitted in writing to Jamie

Jerred, at Jamie.jerred@wedc.org by Friday, September 2, 2022, at 4:00 pm

CT.

PROPOSALS MUST BE SUBMITTED BY:

TUESDAY, SEPTEMBER 13, 2022, 4:00 PM CT

To:

Jamie Jerred

Jamie.jerred@wedc.org mailto:Jamie.jerred@wedc.org

I. Background

The Wisconsin Economic Development Corporation (WEDC) will relocate its Madison offices to the Urban League of Greater Madison’s Black Business Hub when construction is complete in

2023.

II. Scope of Work

The purpose of this Request for Proposal (RFP) is to provide interested proposers with the information needed to prepare and submit a proposal for the following:

a. Description of the Project

The Wisconsin Economic Development Corporation (WEDC) is looking for work-space design and consulting services to assist WEDC to move into its new Madison office leased space, prior to June 30, 2023. The building is located at 2352 S. Park St., in the City of

Madison, Wisconsin.

The space within the building is designated as Suite #310 as depicted on the attached

Exhibit A, consisting of approximately 12,638 rentable square feet of floor area and 10,710 usable square feet of floor area.

The space will reflect the values and brand of WEDC, promote communication and collaboration among teams, and provide an open, transparent and flexible workspace.

Support space such as a community break room, conference spaces, semi-private collaboration space, plot/copy rooms and storage will be included in the space. Materials and furnishings for these spaces shall be included in the scope. Project will commence upon award and complete before June 30, 2023, when WEDC is expecting to move to the new space.

The objective of requesting proposals at this time is to determine which firm can offer the highest quality of service at the most reasonable cost.

III. Project Timeline

Proposers responding to this RFP must be prepared to conform to the following timeline. If this timeline is prohibitively restrictive, please indicate such and propose an alternate timeline.

Date Event

August 26, 2022 RFP issued

September 2, 2022 Deadline to submit questions

September 7, 2022 Answers to submitted questions

September 13, 2022 Proposals due

September 14 – 15, 2022 Committee review of proposals

September 16, 2022 Target date to notify finalists

September 16-19, 2022 Target date to interview with finalists, if needed

September 19, 2022 Audit and Budget Committee review of proposals

September 20, 2022 Target date for final selection

November 15, 2022 Architectural and MEP design completion

February 1, 2023 Tenant buildout starts

June 15, 2023 Tenant move-in target date

IV. Wisconsin Economic Development Corporation

The Wisconsin Economic Development Corporation (WEDC) is a public body corporate and politic governed by Chapter 238 of the Wisconsin Statutes. WEDC was created under 2011 Wisconsin Act

7 and 2011 Wisconsin Act 32 to replace the economic and community development operations of the former Wisconsin Department of Commerce and to serve as the State of Wisconsin’s lead economic development organization. WEDC is governed by a Board of Directors. WEDC’s Chief

Executive Officer is appointed as directed by statute.

WEDC provides financial and technical assistance and services to businesses and organizations in

Wisconsin for the purpose of strengthening economic development and creating and retaining jobs.

As of June 30, 2021, WEDC had approximately 116 employees and operating expenditures for

FY21 totaled approximately $116 million, including $68 million of Federal funds as part of

Coronavirus Aid, Relief, and Economic Security (CARES) Act. Revenues to finance its operating activities are derived primarily from state appropriations, loan repayments and other income.

WEDC operates four economic and community development divisions and eight finance and administrative departments primarily in the Madison, Wisconsin location. WEDC provides grants, loans, tax credits and other financial and technical assistance to its customers. WEDC does not make cash payments for tax or investor tax credits; therefore, these credits are not part of the financial audit. WEDC utilizes Intacct-Sage accounting system as well as Salesforce and Enable as awards administration and management tools.

WEDC’s fiscal year ended June 30, 2012, was the first year of operations and the first year audited.

Documents relevant to that audit will be made available to interested proposers.

V. Proposal Requirements

Summary of Services Required:

The successful proposer will provide WEDC with the following services:

a) Schematic Design – develop the office floorplan(s) and provide test fit assistance of short-listed options. Refine and interpret plans as needed and throughout the design and tenant improvement construction period. Incorporate best practice and design elements to address the workplace environment due to COVID-19.

b) Collaboration – coordinate and work with WEDC’s other parties and consultants, including the developer, general contractor, project manager, and real estate broker, as needed, throughout the contract period.

c) Construction Documents – document all design elements for construction, including floor and life safety plans, interior elevations, reflected ceiling plans, and dimensioned schedules of doors, materials, and finishes. Update documents as needed throughout the construction process.

In addition, the proposer may also bid on the following service (this service is not required to be bid on by the proposer, but if the proposer elects to bid, they must provide the cost broken out separately from other services to be provided):

d) Furniture Selection Assistance – develop a scope document showing a basis of design for furniture, fixtures and finishes, quantities, and an overall budget. Solicit and select applicable vendors that meet WEDC’s procurement policy for competitive bidding, as well as meet the requirements of the scope document. Assist with installation and final punch list items as needed.

Proposers responding to this RFP must provide sufficient responses to all the below requests for information. Failure to respond to any of the requests may result in disqualification of the proposal.

Mandatory Requirements/Minimum Qualifications

• Proposers must have a minimum of ten years of experience in providing similar services.

Organizational and Staff Capabilities

• Provide a brief description of the proposer’s history and organization.

• Describe the proposer’s experience providing design and consulting services. Please highlight experience providing such services to local or state agencies, or non-profit organizations.

• Provide a list of references from at least three recent engagements which indicates relevant experience.

• Provide a list of all staff persons who will be involved in carrying out the tasks covered by this RFP, describing each in terms of their involvement in specific tasks and qualifications related to the Scope of Work.

• Provide an experience summary for each staff person proposed to provide services under this RFP.

• Provide a list of any subcontractors (individual or organizational) that the proposer intends to use when providing services under this RFP (Note: the proposer is not required to use subcontractor(s). However, no subcontractor may be used without

WEDC’s written approval.)

• Provide a timeline for conducting the scope of work proposed under this RFP.

Other Items (if applicable)

• Please describe items not included in the scope of work under this RFP that the proposer recommends be completed. Include the price for any such extra items in the cost proposal as additional costs.

• Proposers preferred to be locally owned or have a brick-and-mortar business location in the state of Wisconsin with a diverse workforce.

VI. Cost Proposal

Proposers should provide a fixed cost proposal, including anticipated out-of-pocket costs. The cost proposal should include the estimated number of hours and the billing rate for each level of team member assigned to the engagement and broken out by the service to be provided.

The cost proposal shall be a “not to exceed” total cost for the services to be provided under this RFP.

VII. Terms and Conditions

The following terms and conditions affect responses to this RFP and any resulting contract.

These terms shall be adhered to by any interested proposer and are non-negotiable.

a. Contract Term

The contract term shall be for up to 15 months, concluding with the successful move into the new lease space, which is currently expected to be June 30, 2023, or as late as July

31, 2023.

WEDC may, upon thirty (30) days' written notice, terminate the contract for any reason or for no reason at its sole discretion.

b. Confidentiality

Proposer acknowledges that all information, data, records and documents disclosed by

WEDC to proposer, or which come to proposer’s attention during the course of its response to this RFP or performance under any resulting contract constitute valuable and proprietary assets of WEDC (Confidential Information). Proposer agrees not to disclose the Confidential

Information, either directly or indirectly, to any person, entity or affiliate, unless required to do so by legal process of law, without prior authorization by WEDC. If required to disclose Confidential Information by legal process, proposer shall provide WEDC with prompt notice so WEDC may seek an appropriate protective order. Except as required to respond to this RFP or during the course of its performance under the terms of any resulting

Agreement, proposer shall not use any Confidential Information for its own purposes.

c. Conflict of Interests

Proposers’ response to this RFP must include, in writing, the disclosure of any potential conflict of interests that may arise from proposer’s performing services for WEDC. Any resulting contract will require that if a vendor fails to disclose a potential conflict of interest, and if WEDC determines such failure to disclose involves a material conflict of interest, the vendor’s contract may be declared to be void by WEDC and any amounts paid under the contract may be recovered by WEDC. Vendors shall advise WEDC of any changes in potential conflicts of interest.

d. Nondiscrimination

Pursuant to Wisconsin law, any contract resulting from this RFP will include the following language regarding nondiscrimination:

In connection with the performance of work under this contract, vendor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in § 51.01(5), sexual orientation or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, vendors further agree to take affirmative action to ensure equal employment opportunities. Vendor agrees to post in conspicuous places, available for employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of the nondiscrimination clause.

e. Public Records and Retention

Responses to this RFP, any communication with WEDC, any resulting contract, work product, and other materials submitted to WEDC may constitute public records subject to disclosure under Wisconsin’s Public Records Law, Wis. Stat. § 19.31 et seq. Proposers shall mark documents “confidential” where appropriate for financial and other sensitive materials that should, to the extent possible under the law, be kept in confidence. If awarded the contract, the proposer shall establish and maintain adequate records of all documentation developed or compiled and expenditures incurred under the contract and retain all such records for three (3) years following final payment. Alternatively, WEDC may elect to have the proposer provide WEDC with all records produced or collected under the contract in lieu of retaining said documents.

f. Any contract resulting from this RFP will include the following language regarding examination of records:

WEDC shall at any time during normal business hours, upon reasonable notice, have access to and the right to examine, audit, excerpt, transcribe, and copy, on

Vendor's premises, any of the Vendor’s records directly pertinent to this

Agreement. This provision shall survive for three (3) years after the termination, cancellation, or expiration of this Agreement.

g. Insurance

If awarded the contract, the proposer shall, at its expense, obtain and maintain adequate liability insurance insuring the proposer against any claims, demands, causes of action, and liability arising from and in connection with the proposer’s services under the contract.

VIII. RFP Process

a. Reasonable Accommodations

WEDC will provide reasonable accommodation, including the provision of informational material in an alternative format, for individuals with disabilities upon request.

b. Communication with WEDC & Submitting Questions

All communication regarding this RFP shall be directed to Jamie Jerred at

Jamie.jerred@wedc.org. Information regarding this RFP obtained from other sources is unofficial and nonbinding. Communication with other sources may be cause for rejection of a proposal. All questions regarding this RFP must be submitted in writing to Jamie Jerred by Friday, September 2, 2022, at 4:00 p.m. CT.

c. Incurring Costs

WEDC is not liable for any cost incurred by a proposer for responding to this RFP.

d. News Releases

News releases pertaining to the RFP, the acceptance, rejection, or evaluation of proposals shall not be made without the prior written approval of WEDC.

e. Submitting the Proposal

Proposers shall submit an electronic, PDF, version of their proposal (hard copies will not be accepted) to Jamie Jerred at Jamie.jerred@wedc.org, no later than Tuesday, September

13, 2022, at 4:00 p.m. CT. Submission must be received by WEDC by the deadline for the proposal to be considered submitted on time. Proposal responses should follow the sequence and outline presented in this RFP. Proposals shall be s to:

IX. Evaluation of RFP

a. Proposal Review, Verification, and Acceptance

WEDC shall review each proposal to verify that it meets all specified requirements in the

RFP. WEDC may seek clarification on any response and/or require additional information from any applicant or call for new responses. Proposals that do not comply with instructions contained in the RFP may be rejected by WEDC. WEDC reserves the right to waive a particular specification if no proposer meets that specification. WEDC may request reports on the proposer's financial stability. WEDC may reject a proposal if the proposer is determined to have inadequate financial means to provide the required service. WEDC retains the right to accept or reject any or all proposals, or accept or reject any part of a proposal, determined to be in the best interest of WEDC. WEDC shall be the sole judge as to compliance with the instructions contained in this RFP. Proposals shall be firm for acceptance for sixty (60) days from date of receipt of proposal unless otherwise noted. A proposer may not modify its proposal after submission except to correct minor omissions or miscalculations as directed in writing by WEDC.

b. Evaluation Criteria

Mandatory requirements must be met in order for a proposal to be considered for selection under this RFP. Evaluation of the proposals will be based on the proposer’s ability to provide and meet the Scope of Work, and cost.

c. Right to Reject Proposals and Negotiate with Proposers

WEDC reserves the right to reject any and all proposals. WEDC may enter into negotiations with multiple vendors regarding the terms of the contract and the cost proposal before determining the highest scoring proposer.

d. Award Decision

WEDC will select the proposal deemed to provide the services described in this RFP at the best value to WEDC, taking into consideration, amongst other factors, the proposers' experience, expertise, and cost proposals.

e. Notice of Intent to Award

All proposers who respond to this RFP will be notified in writing of WEDC's intent to award the contract as a result of this RFP.

EXHIBIT A

FLOOR PLAN OF THE PREMISES

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