Consulting Services - Kent County Health Department Facility Master Plan

PURCHASING DIVISION
Joni Laming, Manager
(616) 632-7720
purchasing@kentcountymi.gov
SOLICITATION
Solicitation Type Request for Proposal (RFP)
Solicitation Number 6515
Description Consulting Services - Kent County Health Department Facility
Master Plan
Date of Issuance 4/27/2026
Inquiries Deadline Date & Time (local) 5/18/2026, 2 PM
Due Date & Time (local) 5/20/2026, 2 PM
Pre-Submission Conference Yes: Mandatory On-Site (attendance & sign in required)
Conference Date & Time (local) 5/6/2026 1:30 PM
Buyer Name LaBudde
INTRODUCTION
The Kent County Purchasing Division is soliciting proposals from firms experienced in facility planning
and design services to develop a feasibility study/master plan for the Kent County Health Department
(KCHD) facility located at 700 Fuller Avenue NE, Grand Rapids, MI 49503. The preliminary scope of work
consists of interviews with department representatives, site investigation and space analysis,
preliminary facility space program development, master plan development, and budgetary cost
estimating. The master plan development process desires collective experience in architectural
design, spatial analysis, mechanical/electrical/plumbing systems, estimating, and space
programming/planning.
PROJECT BACKGROUND
The mission of the Kent County Health Department is to serve, protect and promote a healthy
community for all. KCHD is responsible for continually assessing the health of the community and
ensuring that certain services are available and accessible for its citizens. To this end, the Health
Department investigates the causes of disease, epidemics, morbidity and mortality, and environmental
health hazards using vital and health statistics for epidemiological studies. KCHD also plans and
implements public education and enforces public health laws.
The existing KCHD facility was constructed in 1977 with a major addition in 1986. The facility currently
contains 78,934 square feet and houses multiple divisions that provide services to the greater Kent
County community including the cities of Grand Rapids, Kentwood, Wyoming, and other communities
within the Kent County geographic area. Divisions located within the facility
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include administration, community health strategy, community clinical services, community wellness,
and environmental health. More information about the department and the services it provides can be
found at kentcountymi.gov/health.
SCOPE
The following is a preliminary scope of work that will be refined during contract negotiations with the
selected Respondent.
A four-month effort is envisioned, but the County will entertain alternate time-frame proposals. It is
anticipated that the master plan process will consist of the following phases:
Phase 1: Engagement and Visioning
During this introductory phase, the Respondent will guide the Health Department organization through
a collaborative exercise to determine the department's staffing levels, current space usage, anticipated
staffing levels, anticipated future space needs, factors driving space need changes, available funding
sources, anticipated funding sources, etc.
The Respondent will gather information to transition from the facilities' current state to meet the future
needs of the department for the next 5-10 years. Respondent may facilitate and conduct a visioning
exercise to discuss department sentiment regarding needs, desires, opportunities and constraints for the
facility. Innovative approaches should be highlighted in the exercise that will foster creative ideas from
stakeholders. Department involvement is an important component of this project. At a minimum, the
engagement may include:
* Meeting with key department stakeholders, Facilities Management Administration, user groups;
* A charette with appropriate user groups and key stakeholders.
* Other methods as appropriate include but are not limited to informal surveys and other
outreach platforms.
Phase 1 Deliverables - Findings:
Shall include meeting minutes, summary of survey responses, or any pertinent information gathered
from the engagement exercises stated above. Photos and graphics representing the site opportunities
and constraints may be included.
Phase 2: Investigation and Space Analysis
Utilizing plans and specifications, the Respondent shall develop a data driven analysis of the existing
square footage, department space inventory, and overall space program analysis that will assist with
master planning efforts. The Respondent shall develop a preliminary site inventory and
analysis document that shall be brief and concise and contain at a minimum the following information:
* Existing site space analysis, square footage, department space programming, space conditions;
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* Assessment of factors such as overcrowding, inefficient circulation, changing customer service
needs, and changing work styles, etc.
* Identify any unique opportunities, features, and limiting factors within the facility that should be
featured, incorporated, or avoided in the final master plan;
* Develop a matrix of typical activities both existing and proposed, found within the Health
Department facility with a ranking based on suitability for the facility. Respondent shall work
with Health Department staff and Facilities Management Administration to develop this matrix;
* Verification of applicable building code analysis, safety / security measures, legal, or
accessibility constraints;
* Include site photos as needed.
Phase 2 Deliverables - Preliminary Master Plan and Cost Estimates
Based upon the results of the first two phases, along with County staff, develop a preliminary facility
master plan with programmed space allocation and proposed uses based on site investigation and
analysis, department input, and anticipated future needs. Respondent should include floor plans,
graphics, or renderings to visualize the proposed changes.
Prepare written and graphic materials to assist with presenting the project for review by County
staff. Respondent shall present project updates at a minimum of monthly intervals throughout the
course of the project.
Phase 3: Final Master Plan and Cost Estimates
Master Plan of Facility
Prepare and present a Master Plan of the facility with a budgetary opinion of probable costs to
construct elements of the Master Plan broken down into appropriate phases with
realistic conservative timelines. Identify any building systems that will be impacted by the renovation
process and include preliminary cost estimates to complete the master plan over the course of 5-10
years.
Phase 3 Final Deliverables - Final Master Plan and Cost Estimates
The final deliverables shall include:
* Final Master Plan report package
* A double-sided, 11 x 17 infographic that can be used for department presentations, website, and
necessary marketing in an editable, digital format (ensure graphics can be edited by County-
owned software). Side A will be the complete Master Plan including visual ways to demonstrate
projects and phases, and Side B will include a project description with relevant data including
project phase, cost estimate, and potential funding sources and amounts. A PowerPoint that can
be utilized for department presentations that includes information identified above.
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* Respondent shall include a projected schedule showing the order of construction or renovation
to minimize disruption to services and employees. The projected schedule shall list the years
and projected inflation costs.
* Presentation of the Master Plan to KCHD Administration and other County Leader Stakeholders.
* Summary notes from outreach meetings and group meetings.
Kent County will award and contract for the goods and services in this Solicitation in an efficient and
timely manner. In no event will notification of award be more than 45 days from the date of submission.
The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County
Purchasing Division website are incorporated by reference and shall be deemed to have the same force
and effect as if fully set forth herein.
SCHEDULE
The schedule is to select finalists for interviews in late June 2026 and award the contract in mid-July
2026. The County desires to start the project immediately after the award and project completion
by October 2026.
INQUIRIES
Any and all communication regarding this Solicitation shall be on the Kent County Purchasing Division
Inquiry Blog via the Bid Opportunities page or during pre-proposal meetings. Kent County reserves the
right to determine the response format or not respond, at its sole discretion.
MANDATORY PRE-SUBMISSION ON-SITE CONFERENCE
Conference Date 5/6/2026
Conference Time (local) 1:30 PM
Location Kent County Health Department - 700 Fuller Avenue Grand Rapids, MI
49503
A MANDATORY pre-submission conference is scheduled for this Solicitation. Attendee should arrive a
minimum of 5 minutes before the conference scheduled date and time to sign-in. Attendee will not be
allowed to sign in after the conference has commenced at mandatory meetings and is disqualified
from participating in this Solicitation.
The conference provides equal opportunity to seek clarifications and inspect the location (if applicable).
Attendee shall have fully reviewed all Solicitation documents and correspondence prior to the
conference. Attendee is responsible for taking meeting notes and shall be an employee or authorized
reseller of the Respondent with requisite knowledge, skill, and abilities to participate.
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REFERENCES
Provide 3 references of current/past customers who can verify the quality of products and/or services of
similar size and scope your company provides. References may not include any current/past Kent County
employees.
REQUEST FOR PROPOSAL SUBMISSION
Complete submissions must be received in the Kent County Purchasing Division on or before the due
date/time specified by the designated clock (local time). Late, faxed, or emailed submissions will NOT be
considered.
Submissions may be submitted electronically on the Bid Opportunities page of the Kent County
Purchasing Division's website. Respondent must include a complete proposal as 1 non-password
protected PDF document.
The time required to upload a submission may vary. Respondent assumes all risks associated with
electronic submission, including technological difficulties, and deems the County and its service provider
harmless and without fault. Successful electronic submissions are confirmed via Respondent's email.
Respondent shall view the link in the confirmation email to determine accuracy prior to due date/time.
Submissions must be in the format outlined below:
Executive Summary - One (1) page maximum
Summarize the Respondent's strong points and how experience, particularly with similar
responsibilities, will benefit the stakeholders.
Business Organization - One (1) page maximum
State the full names, addresses, phone numbers, emails, and websites of any parties and their
prospective roles. State whether Respondent is authorized to do business in the State of
Michigan.
Qualifications - Five (5) pages maximum
Demonstrate qualifications of your practical knowledge, skills, past participations, personal
encounters, similar projects and experience that qualify your firm to provide the services
requested. Include minimum of three examples of relevant and similar projects
completed highlighting special attributes/features. Indicate your company's role and the level of
involvement of the staff that will be performing services under this engagement.
Project Approach - Five (5) pages maximum
Provide a recommendation and approach focusing on preliminary scope of work. Emphasis on
clarity and detail is an important consideration in the evaluation process. Sales and Marketing
material will not be used to determine the award and is not desired.
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Timeline & Expectations - Two (2) pages maximum
Provide a timeline to efficiently and effectively implement the recommendation with emphasis
on key deliverables and milestones. Disclose necessary County resources, staffing and/or
identify other requirements to implement each phase of the recommendation.
Pricing Methodology - Two (2) pages maximum
Provide a detailed pricing methodology for an all-inclusive, implemented recommendation
including payment terms, unit costs, billable costs and all other expenses.
Project Staffing - One (1) page maximum plus resumes
Provide a chart with the staff committed to the recommendation. Show lines of authority and
provide a brief role description with responsibilities as they relate to the
recommendation. Include only relevant resumes. Resumes may be attached as exhibits.
References - One (1) page maximum
Provide three (3) relevant references, preferably for projects of similar scope and
complexity. Include the organization, contact person, current telephone number, email address,
description and dates of service and total cost. References shall not include any current/past
Kent County employees.
Page number maximums are strongly recommended but not compulsorily disqualifying. Kent County is
not liable for costs incurred prior to award. A submission constitutes an irrevocable offer for a period of
45 days from the due date/time. In the event the notification of award is not made within 45 days from
the due date/time, the Respondent may withdraw or provide a written extension of their submission.
Submissions may only be withdrawn by written request if the request is received before the due
date/time. Withdrawals after opening shall be subject to Kent County Fiscal Policy - Centralized
Purchasing 5(i)(2).
NO BID
Please provide feedback if you are electing not to participate in this Solicitation.
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