RFP Issuance: 02-26-2018

Pre-Proposal Conference Call (non-mandatory): 03-06-2018; 9am CT

Deadline for questions: 03-16-2018

Deadline to answer questions: 03-22-2018; 11am CT

Proposal Due Date: 03-27-2018; 11am CT

Review Period (by Committee): 03-27-2018 to 04-18-2018

Tentative Award Date: 04-26-2018

RFP notification(s) are posted to LaPAC, the State Purchasing's website http://wwwprd.doa.louisiana.gov/osp/lapac/deptbids.asp (available for vendor self-enrollment). LaPAC provides an immediate e-mail notification to subscribing bidders that a solicitation and any subsequent addenda have been let and posted, notice and receipt thereof is considered formally given as of their respective dates of posting.

To receive a full RFP in PDF format or in printed form or to submit questions contact:

Chantel Williams, BREC Purchasing Department
(225)-272-9200 ext 422
chantel.williams@brec.org

Non-Mandatory Pre-Proposal Conference Call

March 6, 2018; 9am CT

BREC Administration Building, Rm 2034
6201 Florida Blvd.
Baton Rouge, Louisiana, 70806

To join the Conference Call dial: (234) 203-2766 and enter the Participant Access Code: 213-899-698. To mute your line, press *#6 on your keypad.

Submittals are to be either mailed or hand-delivered and marked:

REQUEST FOR PROPOSALS No. 172

PROFESSIONAL CONSULTANT SERVICES FOR SYSTEMWIDE SIGNAGE PLAN

PROPOSAL OPENING DATE/TIME: MARCH 27, 2018; 11am CT

to:

BREC Purchasing Department
Systemwide Signage Plan
6201 Florida Blvd.
Baton Rouge, LA 70806

Submittals should be organized in a clear and concise manner within a single binder. Seven (7) paper copies and one digital copy shall be provided.

Scope of Services

The following is an outline of the specific items that are required as part of this project. Each Consultant is asked to provide a more detailed work description of the Scope of Services to demonstrate their level of understanding of the project and methodology for project completion. The proposals must include all items that the Consultant feels are necessary to complete the project regardless as to whether it is listed in this RFP. The meetings and deliverables are identified as baseline suggestions and may be modified to meet proposed scope and schedule.

Project Meetings

The selected Consultant will meet with a Project Management Team (Team) throughout the project. The Team will consist of staff from various departments that are involved in the daily activities of Planning, Recreation, Special Facilities, and Communications. Meetings will include but are not limited to:

1. Project Kick-off Meeting
2. Needs Assessment Tour – A driving tour with members of the Team
3. Meet/conference calls as needed with representatives of any regulatory agencies
4. Need Assessment Review Meeting
5. Design Development Meeting

Additional meeting and site visits are welcome, but not required.

Phase 1 – Needs Assessment

The Consultant shall conduct a needs assessment for all BREC site and facility types including but is not limited to the following:

• Review current branding, graphic systems, and signage currently found at all park and facility types including but not limited to Trails, Community Parks, Special Use Facilities, and Neighborhood Parks.
  • Current signage and graphic systems may include park rules, regulations, rental guidelines, facility guidelines for participation, interpretive signage, kiosks, digital signage, etc.
• Identify areas where sign clutter is a concern.
• Identify any design constraints and/or limitations.
• Identify the basic requirements of all relevant Authorities, e.g. fire safety standards, Americans with Disabilities Act (ADA) requirements, etc.
• Review locations of current signage and systems within parks and facilities.
• Determine what destinations require/warrant highway signage, digital signage, etc.

Phase 2 – Program Development, Planning & Design

The BREC System consists of many diverse parks and facilities and other unique sites. The Consultant shall develop a Systemwide Signage Plan (Plan) for BREC sites and facility types that will address the most prevalent situations for new construction and replacing/upgrading existing signs. The Plan will:

• Lay the foundation for new signage/graphic projects by defining mission and goals.
• Create work flow dictating an in-house protocol/procedure for initiating signage request, ordering new, and replacing existing signs including organization chart, approval process, project tasks, and schedule.
• Establish an updated and attractive identity for BREC through branding, signage (interior and exterior) and graphics
• Create consistent graphics, materials, construction, and dimensional standards for signage throughout BREC which relate in function and design to identify, direct, and inform.
• Develop a hierarchy of signage and information types to identify the overall branding, signage, and graphic concept and design intent for various locations and/or applications.
• Identify opportunities for custom signage applications for major points of entry, identification, decision making including opportunities for dynamic electronic signage.
• Reduce the overall number of signs throughout the BREC system:
  • Many BREC parks contain different rules and informational messages on separate signs in close proximity. These situations evolved out of necessity: signs were added as new conditions and regulations were introduced. This resulted in disparate arrays of sizes, colors, materials, and age that is both visually distracting and conveys an overall cluttered appearance to the public.
  • New standards should address a system that consolidates all into modular signage that can be expanded with additional panels to accommodate future information or to update information with new panels.
• Increase life-cycle of signs and materials to reduce maintenance and replacement costs and increase the ease of sign changes.

Design Development

Coordinate and collaborate with the Team to further develop the Plan including but not limited to:

• Develop a series of sign types applicable for specific sign situations (i.e. entry signage, wayfinding, rules/regulatory, directory, interior signage) and identify strategic locations in each park type for each sign type to best inform the public and promote the image BREC.
• Develop preliminary design sign specifications for each sign type, including various options for materials, sizes, fabrication type/construction, and installation methods.
• Develop typical graphic standards including colors, pictograms (such as universal symbols/icons) typefaces, sign design, and graphic elements meeting ADA requirements for both exterior and interior applications.
• Create a map of recommended signage locations in GIS.
• Develop criteria for highway signage including facility designations based on BRECGIS definitions.
• Develop standard verbiage and graphic representation for regulatory requirements
  • Determine which instances warrant the use of languages other than English.
• Establish maintenance specifications for cleaning, replacing, and repairing signage
• Establish an expansion plan for modifying signage as needed
• Cost estimate for signage types identified in the Plan based on materials and fabrication expectations.
• Establish an implementation plan for system-wide signage to guide phasing in the new standards and phasing out of the existing signage.
• The final plan should address the following aspects through text, renderings, photos and maps:
  • A menu of signs and specifications. A variety of up to forty (40) signs is expected. Signs should be designed to be durable and long lasting and explore the possibility of using recycled materials and/or material with recycled content.
  • Develop installation locations by sign size and type while ensuring that all necessary compliance measures with local, state and federal codes are met.
  • Sign types including sizing/proportion, shapes, colors, materials, poles and hardware.
  • Letter sizes, fonts, heights, spacing and style.
  • Signs shall comply with American with Disabilities Act (ADA) requirements
  • Signs shall comply with all state and federal regulatory agencies
  • Sign system shall be flexible for future updates and additions and minimum maintenance.
  • Colors that enrich the visual environment and relate with interior and/or exterior settings.
  • Signage typography, which will interface with the corporate identity and reinforce the image of BREC.
  • Interior and exterior signage systems that work in unison
• Exterior signage should include the following:
  • Entry Signage
  • Park Rules/Regulatory signage
  • Interpretive and educational signage
  • Wayfinding
  • Branding and visibility of the BREC organization
  • Mandatory signage required by the Authorities
• Interior signage should include the following:
  • Building/department identity
  • Building directories if applicable
  • Wayfinding
  • Room identity
  • Regulatory signage (fire/life safety)

Project Database and GIS Mapping:

The Consultant shall develop a database for the Plan using Microsoft Excel or other BREC approved software. The purpose of the database is to facilitate ongoing maintenance and replacement as well as asset management and inventory needs. The Excel date file shall be accompanied by a shapefile.

The database shall correlate the Needs Assessment, Signage Plan, drawings, and any photographs as needed. The database shall be property of BREC when the Plan compilation is complete. The Consultant shall coordinate with the Project Manager before collecting data to review the structure of the feature data sets and feature classes and make any necessary adjustments. This will allow us to determine what data the Consultant will be collecting about each sign and have input in case adjustments are needed.

The Consultant's survey data shall be compiled using GIS that is compatible with BREC's GIS software. GIS data shall be made available in the most up to date version of ESRI software ARCGIS Pro, ARCGIS Desktop, and AGIS Online.

Phase 3 – Final Plan Submission

Present the Plan to the Team after drafts have been reviewed and updated. This Plan will function as BREC's in-house protocol for branding, signage, and graphics and will identify the process for initiation, creation, procurement, and installation of signage systems throughout the BREC system.

Deliverables

• Draft Plan Sets
  • 40% Review Set:
    • Needs Assessment Report
    • Design Development: three (3) preliminary signage design options
    • Preliminary cost estimates
  • 60% Review Set:
    • Final signage design option
    • Draft Signage Plan
    • Draft Implementation Plan
    • Draft GIS database and mapping
    • Draft Cost estimates
  • 95% Review Set:
    • Final Draft Signage Plan/Manual
    • Final Draft GIS database and mapping
    • Final Draft Implementation Plan
    • Final Draft Cost estimates
• Final Plan Set: Ten (10) hard copies and all digital files in original file formats and pdf format
  • Executive Summary of Plan and other recommendations
  • Signage Plan with graphic representations as deemed necessary
  • Implementation Plan
  • Cost estimations
  • Project Database and GIS Mapping