CITY OF ELMHURST. 209 NORTH YORK STREET ELMHURST, ILLINOIS (630)

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1 CITY OF ELMHURST 209 NORTH YORK STREET ELMHURST, ILLINOIS (630) STEVEN M. MORLEY MAYOR PATTY SPENCER CITY CLERK ELAINE LIBOVICZ CITY TREASURER JAMES A. GRABOWSKI CITY MANAGER REQUEST FOR PROPOSALS FOR CITY OF ELMHURST WAYFINDING PLAN AND SIGNAGE PROGRAM The City is Elmhurst is seeking professional planning/design services to review and make recommendations for improvements to the City s wayfinding plan and signage program. The plan/program will encompass a more comprehensive context, including cultural and institutional facilities within the commercial core of the downtown and other business districts. The wayfinding plan and signage program will address the needs of both commercial business owners and cultural institutions for directional signage while maintaining the established character of the central business district (CBD) area. Sealed submittals for this RFP must be received before 12:00p.m. (CST) on Friday, August 3, 2018 at the Office of the City Clerk, City of Elmhurst, 209 N. York Street, Elmhurst, Illinois Each participant s proposal must be in a sealed envelope clearly marked RFP for Wayfinding Plan and Signage Program. All questions shall be submitted electronically to Cori Tiberi (cori.tiberi@elmhurst.org) on or before 12:00p.m. on July 27, A response to all questions received will be posted on the City s website. Project Information: The City of Elmhurst seeks a qualified professional planning/design firm to review the current wayfinding signage and make recommendations to the wayfinding plan and signage. The chosen firm will need to address the changing wayfinding signage needs of business owners and cultural institutions. The firm will need to create a hierarchy of signage that will unify the CBD, highlight other business districts and cultural institutions and clearly direct visitors to destination points. The wayfinding signage plan will also need to incorporate directional signage to clarify the one-way traffic pattern in the CBD and direct visitors to public parking areas. The proposed plan and signage should utilize the existing sign brackets and enhance the physical and aesthetic appearance of the CBD.

2 Scope of Services: The anticipated scope of work for this project will include, at a minimum, the following items: Phase 1: Site Inventory/Analysis The goal of Phase 1 is to collect and analyze relevant signage data for the CBD and City. Task 1: Data Collection/Analysis Collect and review all existing wayfinding signage data Conduct a site tour with City representatives to identify signage issues and business/institutional needs as well as inventory entryways, vehicular/pedestrian circulation routes and existing signage including: City and CBD/Business District entry points CBD access routes Sign type/style/size/visibility/lighting/locations/massing/conditions Task 2: Signage Analysis Map/Memo Prepare a site analysis map of the CBD and City showing the type, location, size/massing, and condition of directional signage. An existing signage memo summarizing existing conditions as well as preliminary issues/constraints and business/cultural needs will be prepared. Task 3: Review Meeting Review meeting with City and CBD representatives to review initial findings as well as gather additional input on issues/constraints and needs. Phase 2: Preliminary Wayfinding Plan/Signage Program The goal of Phase 2 is to develop a wayfinding plan for the City and a program or hierarchy of sign types that address the City s informational and directional needs. Recognizing that the City wishes to further develop the one-way traffic and public parking directional signage in the CBD area, sign types will be identified and conceptually designed to focus on traffic movement, parking locations and activity generators or landmark destination points. Task 1: Preliminary Wayfinding Plan Assess the location, design and effectiveness of signage in and leading into the CBD and business districts (including identification, directional and informational signage). Prepare a preliminary wayfinding plan that addresses the optimal locations for identity, general directional and informational sign elements. Task 2: Preliminary Signage Program Prepare a preliminary signage program that identifies sign types/styles, materials and colors. The identification/wayfinding needs of the CBD identified in Phase 1 and applicable City/IDOT regulations will be incorporated into the program. Preliminary plans and sketches will be prepared to help define the character and

3 massing of individual signs at the locations delineated in the preliminary wayfinding plan. Sign types that will be part of the program based on input during the review meeting include: Simple directional sign Decorative identity sign Informational kiosk Additional directional, identity or informational signs may be needed to address the issues/constraints identified in Phase 1. Task 3: Review Meeting Conduct a review meeting with the City, City Centre and institutional representatives to review and refine the preliminary wayfinding plan and signage program. Task 4: Plan/Program Revisions Revise the plan/program based on input from Task 3 meeting. Task 5: Preliminary Cost Estimates Prepare a preliminary cost estimate for sign fabrication and basic installation. The cost estimate will guide the team during Phase 3 Construction Documents to keep project costs within budget. Task 6: Review Meeting Prepare color plan/program exhibits for review. Conduct a meeting to review the revised plan/program with the City, City Centre and institutional representatives. Final material, finish, product, etc will be made during Phase 3 construction document preparation. Phase 3: Construction Documents The goal of Phase 3 is to prepare a set of detailed drawings and specifications that can be competitively bid by appropriate contractors for fabrication of the signage elements and installation. The construction document set should provide the framework for developing final cost estimates. Note: Depending on the final design direction, the firm may require a structural, civil and/or electrical engineer for review and detailing of sign structural and electrical connections. Task 1: Construction Documents/Specifications Prepare construction documents/specifications for the approved signage plan/program according to applicable City and State requirements, including details for fabrication. The construction documents/specifications will be provided to the City. Design elements to include sign sheets with associated graphic text for select locations to be installed in existing decorative light pole brackets. This task will include all graphic text layout for each typical sign location identified in the plan. Construction installation requirements to be determined by the firm and subcontracted engineering team and included in the bidding documents.

4 Task 2: Cost Estimate Refine the preliminary cost estimate based on final construction documents/specifications. Note that estimate will be for fabrication and basic installation based on a typical sign design construction. Task 3: Review Meeting Conduct a meeting with City staff to review the construction documents/specifications and develop a bid strategy and schedule. Task 4: Construction Documents/Specifications Revision Revise the construction documents/specifications based on input from review meeting. Phase 4: Permit & Bid Assistance The goal of Phase 4 is to help package and distribute construction drawing sets and specifications to selected signage contractors for pricing. Bids will be reviewed, assessed and clarified with the City to assist in contractor selection. Construction schedules will be established with the selected contractor(s). This phase only addresses fabrication/construction of the signs. Task 1: Permit Submissions Submit permit sets for approval to appropriate municipal agencies. Task 2: Construction Set & Bid Package Prepare construction bid notice, proposal form and related addenda to include with the Bid/Drawing Package. Provide electronic copy for City to post on website. Prepare list of potential bidders for City to share project/bid information. Assist in contractor selection, if needed. Phase 5: Construction Observation The goal of Phase 5 is to provide on-site review and observation related to sign construction and/or installation to determine that the selected contractor is following the plan/program intent. Task 1: Observation Provide interpretations and clarifications of construction documents/specifications. Review and respond to contractor s requests for information. Review and approve shop drawings prior to fabrication. Conduct an on-site observation/inspection of signage construction with City staff. Submittal Requirements: The following information shall be included to help the City of Elmhurst select consultant(s) for the above referenced project. 1. Name, contact person, address and brief history of firm.

5 2. Name and key information for personnel to be assigned to this project. 3. Related firm experience and/or information that would differentiate your firm from others. 4. Anticipated schedule for each phase of work. 5. Not to exceed fee for each phase of work. 6. Provide current hourly billing rates for additional services not identified in the above scope of services but requested by City. Selection Information: It is the intent of the City of Elmhurst to select one consulting firm for all phases of work. The City is expecting to select an engineering firm based on the written submittal; however the City reserves the right to hold in person interviews in order to select the firm. Due to budget constraints, the City also reserves the right to select appropriate phases within current budget amounts.

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