Request for Proposal: Architectural Services for Conversion of Existing Office Space to Healthcare Simulation Training Center

October 1, 2025

Project overview

  • Project title: Conversion of existing office to healthcare simulation training center
  • Location:  5154 Hill Road, Lakeport CA
  • Project size: Approximately 6,600 sq. ft.
  • Client: Lake County Economic Development Corporation
  • Procurement contact: Nicole Flora, Executive Director, nicole@lakecountycaedc.org
  • RFP issue date: October 1, 2025
  • Proposal due date/time: October 27, 2025, 5 pm

Overview

The Lake County Economic Development Corporation, on behalf of the Healthcare Education and Regional Training (HEART) Hub Stakeholders and Oversight Committee, seeks to engage a qualified planning consultant to develop a functional design for converting an existing office space into a healthcare training center. This facility will support workforce development, hands-on simulation training, and professional education for healthcare providers.  

Objective  

The selected consultant will assess the existing 6,600 sq. ft. office space (attachment 2), create a site plan aligned with healthcare education needs, and ensure compliance with regulatory and institutional requirements. The planner will provide recommendations on design, spatial utilization, accessibility, and operational feasibility including the following room types and functions  

  1. Lobby and check-in area large enough to accommodate a class of 20 students. This space may be integrated with a SPARK interactive zone and should include space for recognition of funders.
  2. Two hospital room simulation areas with corresponding control centers for scenario management. These rooms will be closely aligned with the local hospital facilities and will act as the main teaching space for high definition manikin (example technology: attachment 3) training.
  3. SPARK Room designed as an immersive innovation and technology (example technology: attachment 4) space with interactive capabilities. 
  4. Multi-use teaching space for 20-30 students, with thoughtful design utilizing tools to maximize functionality and utilization such as: movable dividers, cleanable flooring, lab equipment, tables, and storage cabinets.
  5. A full conference-style classroom to be used for executive level hospital meetings, community education, and a simulation debrief space. This space needs a separate community access door and will be designed with smart boards, large screens, and hybrid learning technology, and conversely be a warm, comfortable space for community and students. 
  6. Break room/ rest area for staff
  7. ADA-compliant restrooms.
  8. Office or work area for one to two staff members
  9. Utility rooms including a cleaning room, general storage room, and technology closet for IT infrastructure.


Architect scope of services

Phase 1: Programming and code analysis

  • User needs assessment: Conduct workshops with Client and simulation experts to document space program, adjacencies, scenarios, staffing, and equipment.
  • Existing conditions: Review base building drawings; coordinate site verification and limited field measurements. Recommend additional surveys as needed.
  • Code and occupancy: Identify applicable codes and Authority Having Jurisdiction (AHJ); confirm occupancy classification(s), egress, fire/life safety, accessibility, and any healthcare-related provisions suitable for a simulation (non-clinical) facility.
  • Basis of design: Produce a brief summarizing performance criteria, design assumptions, and system interfaces.

Phase 2: Schematic design (SD)

  • Blocking and stacking: Develop test fits and a preferred plan with room data sheets.
  • Concept narratives: Architectural, accessibility, acoustics, finishes, signage/wayfinding concepts aligned with simulation pedagogy.
  • Low-voltage/AV planning: Coordinate functional requirements for simulation AV, control rooms, recording, debrief, and IT spaces.
  • Preliminary cost check: Provide an SD-level opinion of probable construction cost.

Phase 3: Design development (DD)

  • Refined layouts: Dimensioned plans, reflected ceiling plans, key sections, and typical details.
  • Engineering coordination: Lead coordination with Client-hired mechanical, electrical, plumbing, structural, technology, and any other needed consultants; maintain clash resolution and design integration.
  • Specifications outline: CSI-format outline specs for materials, assemblies, and performance.
  • Updated cost check: DD-level opinion of probable cost and value-engineering options.

Phase 4: Construction documents (CD) and permitting

  • Permit-ready set: Fully coordinated architectural drawings, including demolition plans, and project manuals suitable for AHJ review and competitive bidding.
  • Consultant integration: Incorporate and coordinate mechanical, electrical, plumbing, structural, fire protection, low-voltage/AV, and security drawings.
  • Jurisdictional interface: Respond to plan check comments; issue revisions until permit approval.
  • Bid alternates: Identify additive/deductive alternates supporting budget flexibility.

Optional services (as add-alternates)

  • Construction administration: Submittal/RFI review, site observations, punch list, and closeout.
  • Interior design/FF&E: Finish schedules, furniture layouts, and specifications.
  • Wayfinding and experiential graphics: Signage and brand integration.
  • Sustainability: Documentation for energy compliance beyond code or green certifications.

Required deliverables

  • Programming package: Space program, adjacency diagrams, room data sheets, code memo, basis of design.
  • SD package: Plans, key elevations/sections, finish concept, AV/IT diagrams, SD cost opinion.
  • DD package: Dimensioned plans, RCPs, interior elevations, door/hardware schedules, finish schedules, coordination drawings, DD specs, DD cost opinion.
  • CD package (permit/bid): Complete, coordinated architectural sheets and project manual; integrated consultant sheets; code analysis sheet; accessibility details; door/hardware/finish schedules; interior details.
  • Jurisdictional responses: Written responses and revised drawings addressing plan check comments.
  • Digital formats: PDFs, native BIM (.RVT) and CAD (.DWG), specs in editable format (.DOCX). BIM execution plan included.
  • Record set: Final permit-approved set and conformed bid set.

 

Functional and technical requirements

  • Core spaces: High-fidelity simulation rooms, control rooms, debrief rooms, standardized patient/exam rooms, open skills lab, simulation tech workroom, equipment storage, soiled/clean storage (as appropriate for simulation), staff support, reception, IT/IDF, and MEP rooms.
  • Infrastructure coordination: Power density, dedicated circuits, UPS/clean power needs, data drops, pathways, penetrations, sound isolation, HVAC zoning, ventilation, and temperature/humidity tolerances required by simulation equipment.
  • AV/IT: Camera/mic placements, sightlines, acoustic treatments, racks, server/IDF requirements, cable management, and secure data considerations coordinated with simulation specialists.
  • Accessibility: Full compliance with ADA and California Building Code accessibility requirements.
  • Fire/life safety: Egress, compartmentation, alarm/notification, and any required fire-resistance upgrades.
  • BIM and coordination: Clash detection, model exchanges at SD/DD/CD with LOD targets agreed in a BIM Execution Plan.

 

Project schedule

  • RFP questions due: October 14, 2025, 5 pm
  • Pre-proposal meeting/site walk: by appointment, if needed. 
  • Proposals due: October 29, 2025, 5 pm
  • Interviews (if held): November 4, 2025
  • Notice of intent to award: November 7, 2025
  • Kickoff: Within 30 days of award
  • Anticipated permit approval: August 1, 2026

Include a proposed schedule aligned to these milestones with critical path assumptions and review durations.

Proposal requirements

  • Cover letter: Firm’s understanding of the project and commitment.
  • Team and org chart: Key personnel, roles, hourly rates, availability, and office locations.
  • Relevant experience: Three to five projects of similar size and complexity (simulation labs, healthcare education, or technical tenant improvements). Include client, scope, budget, schedule, references, and images.
  • Approach and work plan: Programming methodology, code strategy, stakeholder engagement, QA/QC, BIM and coordination, cost control, and permitting approach with AHJs.
  • Deliverables list: Confirmation of all required deliverables and any suggested enhancements.
  • Schedule: Gantt or narrative with review cycles and decision gates.
  • Fee proposal: Lump sum by phase (Programming, SD, DD, CD, Permitting support) with hourly rates schedule and allowances for reimbursables; list optional services as alternates.
  • Assumptions/exclusions: Clear statement of what is and is not included.
  • Risk and mitigation: Anticipated risks and mitigation strategies specific to simulation centers in existing buildings.

 

Evaluation criteria

  • Team qualifications and relevant experience: 30%
  • Approach, methodology, and QA/QC: 25%
  • Schedule realism and capacity: 15%
  • Fee competitiveness and value: 20%
  • References and past performance: 10%

The Client may shortlist firms for interviews and negotiate scope and fee.

Administrative requirements

  • Licensing: California-licensed architect in good standing; include license number.
  • Insurance: Evidence of general liability, professional liability (errors and omissions), workers’ compensation, and automobile coverage meeting Client thresholds.
  • Contract form: Anticipated agreement is Professional Services Agreement 
  • Conflicts of interest: Disclose any potential conflicts.
  • Validity: Proposals must remain valid for 90 days from the due date.

 

Submission instructions

 

Attachments:

Attachment 1-HEART Hub Info Sheet

Attachment 2- As Built Plans for current space

Attachment 3- Spec Sheets for Example Hospital Simulation Rooms

Attachment 4- Immersive Innovation Technology Guide & Video