Facility Use and Needs Assessment RFP

The Town of Wendell is issuing this Request for Proposals (RFP) to solicit qualified firms to provide a comprehensive facility use and needs assessment that evaluates all Town-owned properties. As Wendell experiences rapid and sustained growth, the Town seeks a consultant capable of examining current space utilization, departmental adjacencies, workflow relationships, and opportunities for operational optimization across its facilities. This assessment will help the Town develop a strategic and scalable approach to managing its physical assets in alignment with anticipated community and organizational expansion.

The purpose of this project is to conduct a comprehensive facility use and needs assessment encompassing all Town-owned properties. This includes administrative and governmental buildings, public safety facilities such as Police, Public Works operations, Parks and Recreation facilities, community buildings, storage and support structures, and other municipal assets.

The selected consultant shall provide a comprehensive facility needs assessment for all Town-owned properties. The scope of work will include evaluating current facility conditions, analyzing operational and spatial requirements, forecasting future needs, and developing short-, mid-, and long-term recommendations to guide strategic facility planning across all Town departments.

The Town anticipates this work will take 4 months and will commence no later than February 1, 2027.

The consultant's responsibilities are expected to include, but are not limited to, the following tasks:

1. Facility walkthroughs, documentation, and assessment of existing conditions for all municipal buildings and properties.
2. Interviews and/or surveys with key stakeholders, including the Town Manager, department directors, public safety leadership, Public Works, Planning, and relevant Town staff.
3. Analysis of current and projected staffing levels to determine future space requirements.
4. Evaluation of departmental adjacencies, workflow efficiencies, and operational needs.
5. Review of building capacities, constraints, and opportunities for renovation, expansion, or repurposing.
6. Development of space programming for short-term (1–5 years), mid-term (5–10 years), and long-term (10+ years) facility needs.
7. Evaluation of potential facility reassignments, including scenarios where buildings are vacated or repurposed due to departmental relocation or organizational growth.
8. Scenario planning, including alternative facility models (e.g., distributed vs. centralized public safety or operational facilities).
9. Benchmarking against comparable municipalities to provide context for best practices and standards.
10. Preparation of cost projections at a high level to support long-range planning efforts.
11. Preparation of draft and final reports.

Milestones

• Project kickoff meeting with Town leadership and key departmental stakeholders.
• Delivery of a draft space utilization summary.
• Mid-project review meeting to refine priorities and preliminary findings.
• Delivery of a draft facility master plan and supporting materials.
• Final presentation to Town leadership and, if requested, the Town Board.
• Submission of final reports and related documentation.

Submission

Electronic responses ONLY will be accepted through the NC eVP website. Interested parties must be logged in to submit proposals electronically. Proposers must submit one (1) electronic version, submitted as a viewable and printable Adobe Portable Document File (PDF). Submissions that do not comply with the stated submission method will be deemed non-responsive.

Written questions shall be emailed to Garrett Williams, gwilliams@townofwendellnc.gov. Proposers should enter “RFP #677-TM27-02: Questions” as the subject for the email.

Evaluation Criteria

• Qualifications and Experience: 25%
• Project understanding and approach: 25%
• Organization and Staffing: 10%
• Cost Proposal: 40%

Insurance

Minimum limits of insurance coverage are:

• General Liability: $1,000,000 per occurrence/ $2,000,000 aggregate
• Commercial Automobile Liability: $1,000,000 CSL
• Commercial Excess/Umbrella Liability: $1,000,000 per occurrence
• Workers’ Compensation: Statutory Limits
• Employer’s Liability: $500,000 per occurrence

Price quoted must be held firm for 90 days after the RFP is due.