Request For Information - DOJ Restacking and Rightsizing Project

Request For Information - DOJ Restacking and Rightsizing Project Item To Add NIGP Code To Bid As Above 1 Oregon Department of Justice Building Restack Project Request for Information Contents Contents ......................................................................................................................................................................1 Section 1: General Information ..................................................................................................................................2 1.1 Introduction ......................................................................................................................................................2 1.2 Background and Overview ...............................................................................................................................3 1.3 Current Schedule ..............................................................................................................................................5 Section 2: Participation in this RFI ............................................................................................................................6 Section 3: Information Requested ..............................................................................................................................7 3.1 Solution Requirements .....................................................................................................................................7 3.3 Pricing ..............................................................................................................................................................7 Section 4: Instructions to Respondents .......................................................................................................................7 4.1 Schedule ...........................................................................................................................................................7 4.2 Respondent Questions and Clarifications .........................................................................................................7 4.3 RFI Submission ................................................................................................................................................8 4.4 RFI Submission Requirements .........................................................................................................................8 Section 5: Public Record/Confidential or Proprietary Information ............................................................................8 Attachment A – Exemption from Disclosure Affidavit ..............................................................................................9 2 Section 1: General Information 1.1 Introduction Restacking and Rightsizing Services for 15 DOJ Buildings Statewide Purpose and Background The Oregon Department of Justice (“DOJ”) seeks professional space planning services to restack and rightsize 15 buildings across Oregon to align the physical workplace with current staffing levels, hybrid-work demands, security requirements, and operational adjacencies. DOJ is also open to a software solution. DOJ is looking for a vendor to analyze our spaces, resize down to 6 by 8-foot spaces if possible and see how many employees could fit and then work with division leadership to figure out the next steps of restacking and rightsizing. The program aims to:

• Optimize space utilization, reduce vacant/surplus space, and consolidate where appropriate.
• Enhance collaboration, privacy, and operational efficiency for DOJ divisions.
• Support ADA compliance, life-safety, and DOJ-specific security protocols.
• Provide standardized outputs and cost estimates to support capital planning.

DOJ intends to award one vendor resulting in a solicitation within the coming months. Project Objectives

• Rightsizing: Align assignable area with current and forecasted FTE and utilization.
• Restacking: Improve adjacencies and circulation; rationalize programming by function.
• Standardization: Produce consistent deliverables across all sites.
• Cost and Phasing: Provide realistic phasing plans and Class-level cost estimates.
• Compliance and Safety: Meet ADA, fire/life safety, and DOJ data/security standards.
• Sustainability and Wellbeing: Identify low-cost improvements for energy, acoustics, and indoor

environmental quality. Buildings (Portfolio) A total of 15 DOJ buildings statewide (mix of owned and leased). DOJ will provide a final list with addresses, square footage, floors, and occupancy. Vendors shall assume multiple urban and regional locations along the I-5 corridor (e.g., Salem, Portland, Eugene, Medford, Bend, etc.). Note: Building-by-building assignments will be issued via task orders with site-specific constraints, lease terms, and priority. The purpose of this Request for Information (RFI) is to: 1. Identify and assess the various solutions that may be available to assist with our restacking project 2. Gather additional information to assist DOJ in understanding the solutions available in the marketplace that can provide a comprehensive solution 3. Identify potential vendors who might be able to assist with this project 3 DOJ expects the information collected from this RFI will assist in creating a future solicitation; the vendor community is encouraged to include helpful elements, including products and services, for a future solicitation. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Submissions to this notice are voluntary, do not constitute offers and will not be accepted by DOJ to form a binding contract. Respondents are solely responsible for all expenses associated with their response and associated travel or other presentation expenses, as applicable, to this RFI. 1.2 Background and Overview Example Scope of Services (Per Building) Phase A — Discovery and Assessment

• Data Collection: Current floor plans (CAD/Revit/PDF), furniture inventories, seat counts, FTE by

division, hybrid work patterns, special spaces (e.g., secure rooms, evidence storage), visitor volumes.

• Field Verification: On-site walkthroughs, photo logs, validation of dimensions and MEP constraints;

identify egress paths and fire/life safety features.

• Utilization Studies: Observe utilization (peak/average), measure desk occupancy, meeting room load,

phone booth demand, circulation effectiveness.

• Stakeholder Interviews/Workshops: Leadership, unit managers, facilities, IT/A V , security, HR, and

change champions.

• Risk and Constraints: Document structural, MEP, IT/A V , security, lease restrictions, accessibility

barriers, and swing-space options. Deliverables:

• Assessment Report (narrative and findings)
• Existing Conditions Drawings (as-verified)
• Utilization and Adjacency Analysis
• Risk Register (site-specific)
• Preliminary Opportunities and Constraints Memo

Phase B — Programming and Test Fits

• Space Standards Application: Apply DOJ/State space standards (office types, ratios, meeting room tiers,

support spaces).

• Program of Requirements: Quantify space by function; incorporate growth/attrition scenarios (1–3–5-

year outlook).

• Test Fits: 2–3 test-fit options per floor/building, showing workstation mixes, enclaves, collaboration

zones, storage, special-use areas.

• Furniture Strategy: High-level plan for reuse, refresh, and new procurement (with quantities).

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• Security and Circulation: Separate public/staff flows; secure zones; badge-controlled areas; visitor

processing; evidence/security storage. Deliverables:

• Program of Requirements (tables and diagrams)
• Test Fit Packages (plans and key dimensions)
• Furniture Strategy Matrix (reuse/new/retire)
• IT/A V Zoning Diagram (baseline needs)
• Security and Circulation Plan (concept)

Phase C — Restacking and Phasing Plans

• Preferred Plan Selection: Incorporate DOJ feedback and select preferred configuration.
• Stacking and Blocking: Multi-floor stacking diagrams; departmental blocking by floor/zone.
• Phasing: Multi-phase implementation with swing space, move groups, risk mitigations, and downtime

minimization.

• Cost Estimation: Class-level estimates (e.g., AACE Class 4–5 at concept) covering demolition,

construction, furniture, IT/A V , moving, permits, contingency.

• Schedule: High-level schedule with milestones per phase and critical path considerations.

Deliverables:

• Final Restacking Plan (annotated CAD/Revit and PDFs)
• Blocking and Stacking Diagrams
• Phasing Plan and Move Group Schedule
• Class-Level Cost Estimates and Assumptions
• Implementation Roadmap and Risk Mitigation Plan

Phase D — Implementation Support (Optional/Task-Order Specific)

• Construction Documentation Support: Coordination with architect of record (AOR) or GC; design

intent clarifications.

• Bid Support: Attend pre-bid meetings; RFIs; value engineering recommendations.
• Move Management: Detailed move plans, labeling, sequencing, vendor coordination.
• Post-Occupancy Review: Punchlist, utilization re-check, lessons learned.

Deliverables (as authorized):

• Bid/Construction Support Logs

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• Move Plans and Checklists
• Post-Occupancy Evaluation Report

Deliverable Specifications (All Phases)

• Drawings: CAD (.dwg) and/or Revit (.rvt) plus PDFs; use DOJ layering/standards.
• Narratives and Reports: Editable formats (.docx/.xlsx), plus PDFs.
• Schedules/Lists: Room data sheets; furniture inventories; move lists.
• Cost Estimates: Breakdown by trade/category; include assumptions and contingencies.
• Phasing and Move Plans: Gantt or tabular schedules; annotated plans.
• Version Control: Clear revision history; building and floor identifiers; date stamps.

1.3 Current Schedule Schedule (Program-Level)

• Program Duration: ~9–12 months for all 15 buildings (subject to task order grouping and site

readiness).

• Typical Building Timeline:

o Phase A: 3–6 weeks o Phase B: 4–6 weeks o Phase C: 3–5 weeks o Phase D: Variable (as authorized) DOJ may prioritize buildings with imminent lease decisions, high vacancy, or critical adjacencies. Assumptions and Dependencies

• DOJ will provide available base drawings and building access.
• Site restrictions (security, after-hours access) will be communicated in task orders.
• Vendors will coordinate with building landlords/AOR as needed.
• Structural/MEP engineering or permit drawings not included unless explicitly authorized under Phase D.
• Furniture procurement, construction, and moving services are outside this SOW unless included in a

specific task order. Data Security and Confidentiality

• Comply with DOJ security requirements, confidentiality agreements, and data handling protocols.
• No public dissemination of plans or security-sensitive layouts.
• Use DOJ-approved storage and collaboration tools.

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• Vendor personnel may require background checks; coordinate in advance.

Accessibility and Inclusion

• Ensure layout supports ADA accessibility, inclusive wayfinding, ergonomic diversity,

prayer/lactation/private rooms as directed, and diverse work styles. Sustainability Expectations

• Prioritize furniture reuse and repair.
• Identify low/no-cost energy and IEQ improvements (e.g., task lighting, acoustic treatments, sensor

strategies).

• Minimize waste during restack moves; propose recycling and donation options.

Change Management

• Provide communication materials: new layout highlights, etiquette guidelines for shared spaces, and

booking norms.

• Host a 60-minute orientation session per building post-restack (virtual or on-site), as authorized.

Attachments (to be provided by DOJ) 1. DOJ Space Standards and Planning Guidelines 2. Template CAD Standards and Layering Guide 3. IT/AV Baseline Requirements 4. Security and Access Protocol Summary 5. Accessibility Checklist 6. Cost Estimating Template (Class level definitions) 7. Sample Task Order Form 8. Building List and Priorities (with square footage, floors, current occupancy) Section 2: Participation in this RFI To assess current solutions on the market, through this RFI process, DOJ is seeking responses from any and all Respondents. Respondents that provide end-to-end solutions, submit responses by the closing date of this RFI as stated in Section 4.1 Schedule, and that appear to address Program needs may be invited to meet with DOJ to provide further information. This meeting would be intended to allow the free flow of information regarding the project and offer the opportunity for respondents to demonstrate their solution. It is very important that the State of Oregon support its local businesses and various socioeconomic programs, including but not limited to, the Office of Minority, Women, and Emerging Small Business (OMWESB) registered and disabled veteran-owned businesses. A list of OMWESB certified firms is available at 7 https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp. Respondents fulfilling the requirements of an end-to-end case management solution are encouraged to invite any potential subcontractors they may have a business relationship with and who would be reasonably expected to partner in response to a formal solicitation process. Vendors who provide any of the criteria above but not all, are encouraged to respond to this RFI. Please describe any limitations of the proposed solution in the narrative of the response. Section 3: Information Requested 3.1 Solution Requirements Standards and Compliance Requirements

• Accessibility: ADA Titles II/III (as applicable); barrier removal priorities.
• Life Safety: NFPA, IBC, egress, fireproofing, signage.
• Building Systems: Coordinate with MEP constraints (ASHRAE basics for ventilation/thermal comfort).
• Security: DOJ security protocols; controlled access areas; CJIS-aligned handling where applicable.
• Ergonomics and Wellbeing: Acoustic/privacy considerations; daylight access; indoor environmental

quality.

• Sustainability: Identify low/no-cost energy and material efficiency measures; furniture reuse emphasis;

waste minimization.

• Records and Confidentiality: Handle sensitive DOJ data per policy; no public disclosure; background

checks for on-site staff as required. DOJ will supply relevant internal standards (space guidelines, finish standards, signage, IT/A V specifications) as attachments. 3.3 Pricing DOJ is interested in obtaining information regarding the total of a solution as identified within this RFI for project planning purposes only. Please provide a pricing estimate to implement the solution described in Section 1.2 Background and Overview. Section 4: Instructions to Respondents 4.1 Schedule Key dates for this RFI are as follows:

• RFI Issued Date: 1/15/2026
• Respondent Questions/Clarifications Due Date: 1/21/2026
• Respondent Submissions Due Date: 1/26/2026

4.2 Respondent Questions and Clarifications Please submit all RFI-related questions and clarifications by January 21st, 2026, to the DOJ Facilities team via OregonBuys. 8 4.3 RFI Submission Please submit the response to this RFI by January 24th, 2026. All submissions related to this RFI should be submitted via OregonBuys. All responses should be submitted in a searchable PDF format. 4.4 RFI Submission Requirements DOJ requests that responses to this RFI include the below sections: A. Executive Summary o Please provide a brief overview of the vendor and vendor’s background, and an explanation of the features of the submission and an overview of responses to the information requested in this RFI. o The Executive Summary should be no more than 3 pages in length. B. Solution Description o Please provide a description of the solution’s capabilities and describe the solution’s ability to meet DOJ’s high-level requirements. o Please touch on the following points:  Team and Resumes  Relevant Project Experience (public sector, justice agencies preferred)  Methodology and Tools (CAD/Revit, utilization study methods, survey instruments)  QA/QC Plan  Schedule Capacity (next 12 months)  References (3 minimum) o The Solution Description should be no more than 6 pages in length. C. Response to Section 3.3 Pricing D. Optional Materials (as appropriate) o Respondents are permitted to share any additional marketing brochures or product documentation. Section 5: Public Record/Confidential or Proprietary Information All submissions are public record and are subject to public inspection. If a Respondent believes that any portion of its submission contains any information that is a trade secret that is exempt from disclosure under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), the Respondent must complete and submit the Exemption from Disclosure Affidavit (Attachment A) and also submit a fully redacted version of its response. Respondents are cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the submissions, in whole, as exempt from disclosure in not acceptable. DOJ advises each respondent to consult with its own legal counsel regarding disclosure issues. If the Respondent fails to identify the portions of the submission that the respondent claims are exempt from disclosure, the Respondent has waived any future claim of non-disclosure of that information. 9 Attachment A – Exemption from Disclosure Affidavit ____________________ (Affiant), being first duly sworn under oath, and representing [insert Respondent Name] (hereafter “Respondent”), hereby deposes and swears or affirms under penalty of perjury that: 1. I am an employee of the Respondent, I have knowledge of the Request for Information referenced herein, and I have full authority from the Respondent to submit this affidavit and accept the responsibilities stated herein. 2. I am aware that the Respondent has submitted a submission, dated on or about [insert date] (the “Submission”), to the State of Oregon (State) in response to Request for Information, for End-to-End eProcurement Solution and I am familiar with the contents of the RFI and Submission. 3. I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”) 192.311 through 192.478, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the Submission is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law. 4. I have reviewed the information contained in the Submission. The Respondent believes the information listed in Attachment A is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference. It is my opinion that the Exempt Information constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either: a. A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that: i. is not patented, ii. is known only to certain individuals within the Respondent’s organization and that is used in a business the Respondent conducts, iii. has actual or potential commercial value, and iv. gives its user an opportunity to obtain a business advantage over competitors who do not know or use it. or b. Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique, or process that: i. Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and ii. Is the subject of efforts by the Respondent that are reasonable under the circumstances to maintain its secrecy. 5. I understand that disclosure of the information referenced in Exhibit A may depend on official or judicial determinations made in accordance with the Public Records Law. 10 ________________________________________________ Affiant’s Signature State of ___________) ) ss: County of ________) Signed and sworn to before me on ___________ (date) by ______________________ (Affiant’s name). ________________________________________________ Notary Public for the State of _________________ My Commission Expires: _________