Request for Proposal. Fabrication and Installation of Municipal Way-finding Signage Town of Orangeville. June 15, 2015

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1 Request for Proposal Fabrication and Installation of Municipal Way-finding Signage Town of Orangeville 1.0 Introduction and Background June 15, Fabrication and Installation of Municipal Way-finding Signage Through this Request for Proposal (RFP), the Town of Orangeville is seeking the professional services of a qualified sign fabrication and installation company for the fabrication and installation of way-finding signage within the Town of Orangeville. The intent of the Town of Orangeville Directional Way-finding Sign Installation Project will be to begin implementation of the Town of Orangeville Directional Way-finding Master Plan adopted by Council in September 2014 and, utilizing a phased-in, multi-year approach, significantly reduce gaps and omissions in existing signage, improve the community s way-finding system, and highlight and promote the key destinations, attractions, and amenities within the Town. 1.2 Project Background In 2010, the Town of Orangeville adopted a Tourism Development and Marketing Plan which evaluated the existing tourism resources within the Town, identified key tourism demand generators and recommended strategies to enhance the Town s tourism services and products. With no consistent approach to tourism signage at the local level, this gap was identified within the plan and the creation of way-finding signs with a consistent look and feel was recommended as a priority action. To address the lack of consistent tourism signage within the community, the Town of Orangeville partnered with Central Counties Tourism Association (RTO6) and awarded a contract to the firm Plan by Design to develop a long-term way-finding signage plan. The plan identified way-finding needs and gaps, created municipal way-finding sign types and designs, and provided an overall recommended implementation strategy. (Appendix A - Town of Orangeville Directional Way-finding Master Plan). The way-finding system has been designed to provide a powerful visual aesthetic that will provide directions and assurance to the Town s visitors, ensure that they stay on the prescribed route throughout the community and that they can effectively find a specific point of interest. By promoting key destinations within the community, the way-finding signage will help to stimulate and promote economic growth from cultural tourism, support the growth of arts and culture, enhance the community s environment, and support traffic flow efficiencies. The Town of Orangeville is now entering into the way-finding signage implementation phase. The successful proponent will create detailed shop drawings, fabricate, and install municipal way-finding signage based on the designs and documentation outlined in the Town of Orangeville Directional Way-finding Master Plan. The project will require the successful proponent to work under the direction of the Way-finding Signage Steering Committee, an ad hoc committee established to oversee this project. 2.0 Project Description

2 The successful proponent will create shop drawings, fabricate and install municipal way-finding signage based on the designs provided within this RFP. While recommendations regarding signage types, quantities, and priority installation locations are outlined within the Way-finding Master Plan, the Plan is considered a general guide and modifications may be made by the Town of Orangeville. As an example, to minimize costs, consideration may be given to implement new signage when existing signs require replacement or as new signs are required. The Town of Orangeville will be taking a phased approach to installing signage and will outline the specific signage elements required each year and/or as budgets allow. Priority installations for 2015 have been established by the Way-finding Signage Steering Committee and the sign types being considered for implementation are outlined in Schedule 1 of this document. To assist with the phased-in process that will be utilized, proponents are required to provide per unit pricing for the sign types outlined in Schedule I. The Town of Orangeville will own all design and engineering drawings developed by the successful proponent and one copy of all final engineered stamped drawings in hard copy and an electronic copy will be submitted to the Town (where required). Using the unit pricing provided by the successful proponent in Schedule I, Town staff will then work with the successful proponent to determine which signs will be produced and installed. The Town of Orangeville reserves the right to adjust the sign types and adjust the respective quantities to be installed under this contract. In co-operation with the Town of Orangeville, the successful proponent will be required to obtain all necessary permits, utility locates, and ensure adherence to all local bylaws. 2.1 Project Scope The successful proponent shall supply all required drawings, materials, fabrication, finish, assembly, and installation of the stipulated sign elements in accordance with the design specifications and details provided in Appendix A. Sign Drawings, Fabrication and Installation The Project scope shall conform to the following: i) Prices All prices quoted by the successful proponent for this RFP shall remain fixed for the duration of the contract. Pricing for fabrication must meet the exact design intent drawings, specifications and details described in the Town s Way-finding Plan (Part B: Directional Way-finding Sign Types and Design Intent Drawings and Appendix A:Sign Face Details within the attached Wayfinding Plan). Unit pricing will be provided for each sign type in the attached Schedule 1 and shall include: shop drawings and design costs, applicable labour, engineer approved drawings and permits as required by the sign type, sign, including all materials, base plate and posts, fabrication and installation for each sign, hardware, cement, rental equipment, footings, and potential removal cost for any pre-existing signage. ii) Drawings The proponent shall submit fabrication shop drawings for the Town s written approval before fabrication commences. Shop drawings must be accompanied by a stamped, approved drawing from a structural engineer licensed with the Province of Ontario where required by sign type and size. The shop drawing shall reflect the method of fabrication and materials used, mounting techniques and hardware, and internal construction.

3 Shop drawings are to include, but not be limited to: elevations and cross-sections, components, materials, finishes, fonts and graphics specifications, mounting and installation details. iii) Colours All colours and use of the Town of Orangeville logo must follow the standards established within the Town of Orangeville Graphics Standards Manual and Section 10.0 of the Way-finding Master Plan. iv) Design Files The successful proponent will provide shop drawings for selected sign installations in keeping with the Town s Graphics Standards Manual and the Way-finding Master Plan section s Appendix A Sign Face Details. Proponents are to include the cost of this work within the cost estimates see Schedule I. v) Material Samples Material samples shall be presented prior to full-scale fabrication for the Town s approval. Materials recommended for use that deviate from those outlined within the Way-finding Plan must be accompanied with explanation. vi) Estimated Quantities The Town of Orangeville, in partnership with Central Counties Tourism Association and other project partners, has approved funds for the fabrication and installation of way-finding signage in 2015 and the Steering Committee has established priority sign types and quantities for installation as outlined in Schedule 1. However, sign types and quantities selected for fabrication and installation by the successful proponent are unknown and will be based on the values contained within the Successful Proponent s proposal. Ordering quantity and type of signage for subsequent contract years will be contingent on approved funding. vii) Installation Costs associated with the installation of the selected signs will include: a) All signage hardware b) All labour to erect all signage components Costs for labour associated with installation for each sign type is to be separated out c) Removal of existing signs if required d) All associated fees for rental equipment e) The restoration of all installation sites to their original state It will be the successful proponent s responsibility to review all installation sites with the Town prior to installation. This review meeting must occur a minimum of one week prior to the commencement of installation. The successful proponent must receive written Town approval of all installation sites prior to sign installation. viii) Alternative Fabrication and Installation Methodologies Proponents may propose alternative fabrication and installation methodologies and associated costs. Proponents proposing alternative methodologies must ensure the following: - All alternative materials and fabrication/installation methods must meet or exceed the attached specifications, including the requirement for professional engineer services.

4 - Proponents proposing alternative signage fabrication and installation methods must also provide baseline costing in accordance with the specifications provided. - The acceptance of alternative signage fabrication and installation methods will be at the discretion of the Town of Orangeville. ix) Regional Tourism Organization 6 (RTO6) Requirements The contract for the goods and/or services being requested is part of an initiative to promote tourism in Orangeville, the particulars of which are set out in an Agreement between the Town of Orangeville and Central Counties Tourism Association (Regional Tourism Organization 6 RTO6 ). Neither RTO6 nor their respective officers, employees, and agents will be liable to the vendor, its subcontractors or their respective directors, officers, agents, employees, partners, affiliates, volunteers, or independent contractors for any claims howsoever caused that arise out of or are in any way related to the initiative or this RFP. The contract for the goods and services being requested exists between the Town of Orangeville and the successful proponent. As a condition of the funding being provided by RTO6 with respect to the initiative, RTO6 will be remitting payment(s) directly to the successful proponent on behalf of the Town of Orangeville. The successful proponent further acknowledges that RTO6 may withhold payments under the initiative if the Town of Orangeville has failed to fulfill its obligations under the initiative and/or if Town of Orangeville representatives advise that the successful proponent has failed to meet contractual obligations. 3.0 Project Management The selected proponent will work with Town staff and the Way-finding Signage Steering Committee to complete the project. The proponent will communicate with the Steering Committee on a regular basis, throughout all phases of the sign development and installation. The Way-finding Sign Steering Committee is comprised of: Director of Economic Development, Planning and Innovation Economic Development Manager Director of Parks & Recreation, or designate Representative of Theatre Orangeville Representative of Orangeville BIA Director of Public Works or designate Director of Building and By-law or designate Representative of Central Counties Tourism Association Ruth Phillips, Economic Development Manager, will be the primary contact for this project. She can be reached at Ext 2291 or at rphillips@orangeville.ca 3.1 Available Resources

5 Town of Orangeville Way-finding Master Plan (attached as Appendix A) Town of Orangeville Graphic Standards manual Town of Orangeville Sign By-law 3.2 Project Timeline The proponent will provide a detailed project schedule that indicates project milestones, proponent-town meetings and submittal dates. The dates stipulated in the following table are major targeted project milestones and is not negotiable. The project schedule will conform to the following timelines. Activity Completion Date Release of RFP June 17, 2015 RFP Closing Date June 30, 2015 Approval of Selected Firm July 13, 2015 Pre-fabrication design, drawings and approvals August 7, 2015 Fabrication and installation of signage September 30, 2015 During the evaluation process, any or all of the proponents may be invited to give written or oral presentations and/or participate in interviews with the committee. Formal notice of the award will be made following approval by Orangeville Council. Any award made by the Town shall be subject to the availability of funding at the time of award. The Town reserves the right to negotiate with the likely successful proponent(s). 4.0 Budget The maximum budget for design and installation of the 2015 Town of Orangeville way-finding signage is $61,000, including all taxes and incidentals. All proposals shall include a budget with pricing provided on a per unit basis, and include all design, fabrication and installation related costs as stipulated in the attached Appendix A and Schedule 1. Costs associated with the labour for sign installation will be specified within total costs submitted. 4.1 Agreement The contractual agreement shall be between Central Counties Tourism Association and the Contractor for a total cost of work. The project will be overseen by the Town of Orangeville. As noted, the quantity and type of signage will be determined based on the submitted proposals. 5.0 Proposal Submission All quotations must be submitted to the Chief Administrative Officer, Town of Orangeville, 87 Broadway, Orangeville, ON L9W 1K1, no later than 12 p.m. (noon) on June 30, The following information should be included as a minimum: - Seven (7) hard copies (standard 8.5 x 11 format) and one (1) digital PDF copy of the proposal on a disc or USB drive providing clear and concise details regarding the information requested in this RFP;

6 - The name and contact information of the contact and the project manager; An outline of the company background and relevant experience, including: the number of employees and years in business, an outline of experience in relation to the work detailed herein with other government agency contracts, and pictures of signs the company has created that are of a similar nature to the requirements outlined in this RFP; - A description of project deliverables; - An outline of tasks and associated timelines for the project should be itemized in detail, including the number of meetings anticipated with municipal staff and the Steering Committee. Expectations regarding contributions by municipal staff should be outlined; - The completion of Schedule 1, and ensuring the provision of a detailed per unit cost listing that incorporates all costs associated with design, fabrication, and installation related expenses; - A brief listing of at least three (3) similar projects/examples of relevant projects undertaken by the consultant; including three (3) references; - An outline of the proponent s billing procedures; - Guarantees the proponent shall provide written guarantees against material defects, bad workmanship, and incorrect installation and shall also be liable for replacement of the complete sign unit or any part of the sign unit installed for the specified warranty period, commencing from the date of installation; The proposal shall clearly state the type of warranty and any performance and/or material exclusions. Submissions must be forwarded to the address below in a sealed envelope or other suitable package, include the signature of the proponent and be clearly marked: RFP Orangeville Way-finding Signage Project Town of Orangeville 87 Broadway, Orangeville ON L9W 1K1 Attention: Mr. Ed Brennan, Acting Chief Administrative Officer Submissions will not be accepted by facsimile or other electronic method. To be considered, submissions must be received on or before Noon on June 30, 2015 (the closing). Note: It is the vendor s responsibility to ensure that the documents are delivered to the above location, on time. Late submissions will be returned to the vendor unopened. Documents delivered to another location will be deemed not received. 5.1 Insurance The proponent shall obtain and maintain in force during the term of this contract the following insurance: The Successful Proponent shall take out or cause to be taken out: (a) Commercial General Liability (C.G.L) with a limit of not less than Five Million Dollars ($5,000,000) any one loss or occurrence for personal injury, bodily injury, or damage to property including loss of use thereof. This policy shall by its wording or by endorsement include but not be limited to the following:

7 (i) The Town and its elected officials, officers, employees, agents, contractors, servants, and those for whom the Town is in law responsible shall be named an additional insured under this Agreement and incidental thereto; (ii) "cross liability" or severability of interest clause which shall have the effect of insuring each entity named in the policy as an insured in the same manner and to the same extent as if a separate policy had been issued to each; (iii) blanket contractual liability, (iv) broad form products and completed operations; (v) non-owned auto liability; and (vi) contingent employer s liability (b) Automobile Liability insurance covering bodily injury and property damage in an amount not less than Two Million Dollars ($2,000,000) per accident, covering the ownership, use and operation of any motor vehicles and trailers which are owned, leased or controlled by successful bidder and/or their subcontractors, used in regards to this Agreement. (c) Contractor s All Risks equipment insurance covering the successful proponent s owned equipment and equipment of others in the care, custody, or control of the successful proponent, or for which the successful proponent has assumed liability (all including while in transit or storage) which is used by the successful proponent for performance of the Work. With respect to any property of the Town, such policy shall contain a loss payable clause in favor of the Town. This policy shall also provide a waiver of subrogation in favor of the Town and its elected officials, officers, employees, agents, contractors, servants, and those for whom the Town is in law responsible. The successful proponent shall promptly advise the Town of any cancellation, material alteration (including, without limiting the generality of the foregoing, any alteration restricting or limiting coverage), or lapse of any policies of the successful proponent s insurance, or any change restricting or limiting coverages thereunder. All policies of the successful proponent s insurance shall require the insurers thereunder to provide the Town with not less than thirty (30) days' prior written notice of cancellation, with the exception of non-payment of premium where statutory conditions will apply of the relevant policy. The successful proponent shall provide a valid Certificate of Insurance with the Town of Orangeville listed as an additional insured prior to execution of the final contract. Unless otherwise stipulated, the duration of each insurance policy shall be from the date of commencement of the work until the date of the final certificate for payment. 6.0 Selection Criteria The Town of Orangeville intends to award a contract to the bidder that offers the best value to the municipality. However, the Town is under no obligation to award any contract in whole or in part and the Town reserves the right in its sole discretion to cancel this Request for Proposal process at any time before or after closing without providing reasons for such cancellation. Note: The lowest or any proposal may not necessarily be accepted. During the evaluation process any or all proponents may be invited to give written or oral presentations and/or participate in interviews with the Steering Committee. The Town reserves the right to negotiate with the likely successful proponent.

8 6.1 Proposal Evaluation Proposals will be reviewed and evaluated by the Steering Committee based on, but not limited to, the following: Proponents experience with municipal way-finding design, fabrication and installation Qualifications and experience of proponent (including principles, personnel, names, qualifications and experience) Detail provided in the approach to achieving the objectives outlined within the RFP and its Appendices/Schedule 1 Favourable reference checks and reviews (3 to be provided) Overall quality and detail of the proposal Pricing (total fee that includes all costs associated with the project and a per unit breakdown as demonstrated in part, through the completed submission of Schedule 1 in the RFP). Proof of Insurance coverage Proposed schedule of activities, scheduling and ability to meet stipulated deadlines.

9 SCHEDULE 1 PROPOSED PRICING SCHEDULE The Unit Cost amount shall include all costs incurred in the design, drawings, permits, and fabrication of the sign and posts, but exclude HST. Installation cost per unit shall include but not be limited to delivery, labour, use of equipment, and installation excluding HST. Cost for removing any pre-existing signage and proper disposal shall be provided by the successful proponent on an as required, as needed basis, and therefore are not required to be included in this RFP submission. Image Sign Description Unit Cost Installation Cost Per Unit Additional Design Work Cost Per Unit (if applicable put N/A if not applicable) Community Orientation Map $ $ $

10 Directional Downtown - Major $ $ $ Downtown Gateway Identification $ $ $

11 Directional Minor $ $ $ Directional Downtown Minor 1 $ $ $

12 Directional Downtown Minor 2 H.S.T. $ $ $ Total $ $ $ Grand Total $ (For evaluation purposes - total cost of signs per unit + Installation per unit + applicable additional design work per unit costs)