Learning Resource Wing - Request for Proposal

The School has received a $6 million grant from the Lilly Foundation for the purpose of specifically addressing the needs of 2E learners and the social-emotional challenges faced by all students. Improvements detailed below include constructing and renovating indoor learning spaces. These enhancements will result in a more comprehensive approach to educating gifted learners and will allow us to establish a Center of Excellence in Gifted Education in Indianapolis.
Project Budget: Approximately $3.5 million allocated for this project scope
Project Timeline: Construction anticipated to begin in January 2027 and be completed no later than July
2027

Gross Motor Skills Room – This 3,685-square-foot facility is designed for students in grades, Preschool–4, providing a dedicated environment for physically active and mentally stimulating activities that exceed the capacity of a standard classroom.

Music Room – This 1,327-square-foot space is designed for students in grades PS–2. The room features a dedicated 143-square-foot storage closet in addition to a 30-inch-deep wall of storage cabinets.

Spanish Room and Learning Resource spaces - A current 1,271-square-foot classroom will be converted/renovated into a 1,027-square-foot Spanish classroom and two 122-square-foot learning resource rooms.

Executive Function Room - Renovations to an existing classroom to establish a dedicated middle school executive function classroom, totaling roughly 1,000 square feet combined.

Development of Owner Program: The General Contractor, operating under a Design-Build structure utilizing the A141 – Agreement Between Owner and Design-Builder contract format, will be responsible for working with select representatives of the School in defining the School’s needs, including both design and construction services for the facilities to meet the program requirements based on existing and updated renderings. This includes assisting the School in evaluation, conceptualization and prioritizing components and options for the project to accommodate budget constraints and program requirements as included in the grant proposal in order to develop the “traditional” components of schematic design. This project will be a collaborative team effort and all parties commit to performing their individual responsibilities within that framework. The team members will be the School and the Design-Builder.

You may present your proposal in your own format, but it should contain all information required in this Request for Proposal (“RFP”) document. Please provide responses with emphasis on your involvement in Pre-K through 8 th Grade school projects. Submit with other related materials that you wish to provide but limit your response to 15 pages maximum.

1. Provide an anticipated preconstruction/construction schedule that identifies your expectation of design duration for each phase of the project from programming, schematic design, design development, construction document phase, and construction administration.
2. Provide a preliminary detailed Efforts Schedule – indicating the individuals planned duration and hours per month and overall totals for the entire project based on the schedule provided in your anticipated schedule. Include Consultants’ efforts in this Efforts Schedule.
3. Please include your proposed fee and duration for the following:
a. Preconstruction: Lump sum (separate design fee versus GC fee for this effort)
i. October 2026 to December 2026
b. Construction: Percentage on cost of the work
i. *January* 2027 through July 15, 2027
4. Payments shall be made monthly in proportion to the services provided for that month (SOV will be required to evaluate each billing).
5. All fees and prices reflected in the proposal must remain valid for the timelines included herein.
6. Contracts will follow the AIA-141 format.

Evaluation Criteria Weight
Qualifications and Experience of Firm and Key Personnel: 20%
Project Approach and Methodology: 20%
Cost: 20%
Demonstrated Experience with Similar Educational Projects: 15%
Project Schedule and Feasibility: 10%
Respondents Financial Stability: 5%
Reference Check: 5%
Minority- and/or Women-owned Plan: 5%
Total 100%

RFP Issue Date: June 1, 2026
Site Visit Registration: June 8, 2026

Pre-Proposal Site Visit: (mandatory) June 15, 2026
Written Questions Due: June 19, 2026
Responses to Questions: June 24, 2026
Proposal Submission July 7, 2026
Short list recommendations to B&G: July 9, 2026
Short list presentation (B&G): July 21, 2026
Anticipated Contract Award: No later than Sept. 1, 2026
Pre-Construction Begins: September 7, 2026
Construction Begins: January 19, 2027
Project Completion: July 30, 2027
*Dates may be subject to change by Sycamore School