RFQ/RFP - City of Xenia

REQUEST FOR QUALIFICATIONS/REQUEST FOR PROPOSAL (RFQ/RFP) 

FOR GATEWAY AND WAYFINDING SIGNAGE 

DESIGN/BUILD SERVICES 

September 23, 2010 

Request for Qualifications/Proposals (RFQ/RFP) For City of Xenia, Ohio Downtown Gateway and 

Wayfinding Signage Project -- Design-Build Services 

City of Xenia, Ohio 

Deadline for Submission: Friday, October 22, 2010, 4:00 p.m. 

Advertise via City cable channel & website, Xenia Gazette 

To be transmitted to firms on attached list. 

FUNDING SOURCE: Community Development Block Grant (CDBG) Program 

Fiscal Year 2009 Tier Two Downtown Revitalization Program (CDBG), CDBG Program Income and 

CDBG Formula Allocation. 

PROJECT DESCRIPTION: 

On April 8, 2010 the City of Xenia approved a Gateway and Wayfinding Signage Plan (GWS Plan) 

completed by Brownstone Design/Kinzelman, Kline and Gossman with oversight from a Gateway and 

Wayfinding Signage Plan Steering Committee. The GWS Plan includes schematic designs and 

recommendations for signage placement throughout the City with specific treatment of the downtown 

Tier Two grant targeted area. This project is to include signage for the specific downtown Tier Two 

area of the City as well as a downtown kiosk. In addition, the design and installation of a park sign 

(for Springhill Park) is included in this RFQ/RFP. 

In order to take the plan from conception to completion, the City of Xenia seeks a qualified 

Design/Build Consultant who will complete the project in entirety from design specifications and 

drawings through final construction of the Gateway and Wayfinding Signage project. The City of Xenia 

seeks a not-to-exceed “lump sum” cost for the entire project. 

BUDGET: 

The City of Xenia has a budget of approximately $115,000 in Community Development Block 

Group funds available to conduct this Gateway Signage and Wayfinding project. 

SCOPE OF WORK 

As part of the Scope of Work for this project, the Selected Design/Build Consultant will be 

expected to: 

• Create and provide final full construction drawings and specifications for the downtown signage 

identified in the City of Xenia GWS Plan, as well as a downtown kiosk and park sign for 

installation of Springhill Park outside the downtown 

• Prepare a final sign schedule, messaging schedule, and site map of all the signs for final 

approval. The successful bidder will need to obtain approval and all required permits from the 

City of Xenia, and be expected to present final siting/messaging to the Xenia GWS Steering 

Committee as well as City staff prior to fabrication/installation 

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• The qualified sign company will work closely with the City of Xenia to insure prevailing wage 

requirements are met for installation of the signs, and all other City/CDBG-required procurement 

requirements 

• Finalize and negotiate siting of the signs 

• Work with the City and if necessary, downtown owner(s) to site the signs 

• Obtain required permits from the City, County and/or State 

• Coordinate sign approvals through ODOT and the City 

• Develop and deliver a project manual including maintenance instructions, service contact 

information, as-built drawings for each sign type, as-built copy schedule for each sign, and 

installation photos of each sign 

• Deliver a five-year warranty from defective materials and workmanship. 

SIGNS/KIOSKS TO BE DESIGNED/INSTALLED 

Bid should include all of the signs identified for the Tier Two Downtown Area of the WSG Plan. See 

pages 6.1,7.1,7.2,7.3,7.4,and 7.5 in particular of the Brownstone Design/KKG Final Package of the 

Xenia Gateway and Wayfinding Signage plan at: 

http://www.ci.xenia.oh.us/uploads/CD%20Forms/Wayfinding/FINAL%20WAYFINDING%20PLAN% 

20IN%20PDF%203-2-10.pdf on the City of Xenia website. 

In addition to the identified signs in the GWS Plan, the successful bidder will be required to design and 

develop complete detailed drawings and specifications for a downtown kiosk located in the target 

area, and the design and installation of one park sign to be installed in Springhill Park, outside of the 

Tier Two area. A map of the Tier Two area downtown may be found on the city website at 

http://www.ci.xenia.oh.us/uploads/Tier%20Two%20Grant/All%20Quadrants.pdf. 

SUBMISSION REQUIREMENTS 

Proposal: 6 copies of the proposal and proposals should be limited to fifteen single-sided, 8 ½” x 11” 

pages, stapled in the upper left-hand corner. Do not provide tabbed inserts or other marketing materials 

outside of the allowed fifteen pages. Submissions should be easily reproducible (or an original 

provided) in the event the City needs to make additional copies for review. Written proposals should be 

concise and clearly outlined and include: 

a. The successful bidding firm’s ability to conduct the scope of work within the desired time 

frame 

b. The successful bidder must show the qualifications and related past experience of each 

team member, with specific expertise in signage design, planning/code review, landscape 

design and landscaping, signage fabrication, and lighting 

c. The successful bidder/firm’s approach to the project 

d. Firm’s proposed management and staffing; individuals who would be allocated to the 

project components, and the name of the designated contact or point person for the firm 

to the City. 

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e. A brief description of the firm’s related experience and individuals’ experience in 

developing downtown graphic wayfinding plans and fabrication/installation of signage 

f. Firms’ experience with developing construction cost estimates, working with ODOT and 

municipal signage requirements, firm’s creative design abilities, and firms’ successful 

implementation of other wayfinding signage plans 

g. A listing of any other firms/consultants that may assist the principle, as well as a brief 

statement of experience from the subordinate firms. 

2. A sample of a physical prototype sign demonstrating the quality and workmanship that will be 

provided in this project. The prototype should include a sample of the detailed drawing 

specifications that will be provided for all signs, samples of the colors to be used (Vinyl, Paint, 

Powder Coat, samples of masonry material likely to be used.) The successful applicant will 

show compliance with the design intent of the signs, structural soundness and design, integrity, 

ease of installation, ease of maintenance, overall performance of the signage including vandalism 

resistance, quality of the structural design and materials. 

3. A timeline outlining the firm’s ability to complete all required tasks by the deadline of August 

31, 2011. 

4. Bidders’ estimate of costs: The successful bidder will provide separate detail for the design 

work, the contract administration work, the cost of the sign fabrication and final installation on 

the attached bid estimate form and will submit this estimate in a sealed envelope separate from 

the written proposal. 

EVALUATION CRITERIA WILL INCLUDE: 

• Bidder’s understanding of project as demonstrated in the proposal including conciseness and 

thoroughness and identification of issues and approaches/solutions 

• Bidder’s ability to provide design/build services in at “at risk” position with a final lump-sum 

total price 

• Primary management experience of firm and specific staff 

• Strength of team qualifications/experience 

• Extent of experience on similar projects including developing GWS Signage Plans and 

completion of comparable projects 

• Bidder’s proposed design/implementation schedule and availability to immediately begin project 

• Bidder’s references evidencing record of performance and ability to successfully complete 

projects on time and within budget 

• Bidder’s quality of sample prototype sign 

• Bidder’s identified conflicts of interest and/or resolution of same. 

OTHER EXPECTATIONS 

That there will be a high quality of materials, equipment, processes, and performance provided by the 

successful bidder. 

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The Xenia GWS Plan provided specifications for sign structures and design should be considered 

minimum suggestions and not be considered fully engineered specifications. 

The cost for the signs should include all design work, administration, the base of the sign, landscaping, 

sign face, extras, sign installation and warranty. 

It will be the responsibility of the successful bidder to completely design and engineer the structure 

required for each sign type. This includes incorporating safety features and ensuring all signs meet local 

and state codes. The selected consultant will be required to incorporate requirements from the 

Americans with Disabilities Act, and American Association of State Highway and Transportation 

Officials (AASHTO) standards and guidelines and David Bacon/Prevailing Wage standards for CDBG. 

SELECTION PROCESS 

Final selection of the design build firm/team will follow a two step process. First, the qualifications and 

costs provided under this RFQ/RFP will be thoroughly reviewed with the top candidate(s) selected by a 

Review Team. Second, the top candidate(s) will be interviewed by the Review Team and the finalist 

selected. The price is of importance to the City of Xenia, but may or may not be considered in the final 

award of the GWS Plan contract based upon other criteria. The cost provided is to be a “not to exceed” 

lump sum cost. Responses received after the close of business on the specified due date will not be 

considered. The City reserves the right to short-list (up to 2) firms for more detailed technical proposals 

or schedule interviews with the short-listed firms. The City reserves the right to select the second 

ranked consultant if negotiations with the first consultant are unsuccessful. 

The City of Xenia Community Development Department will administer the project. The project design 

procedures shall be in conformance with the City of Xenia Planning and Engineering Departments 

specifications and guidelines and signage ordinance guidelines for set-backs, right of ways, landscaping 

of the signage and construction. 

RFQ/RFP SUBMISSION DEADLINE AND INSTRUCTIONS 

Firms interested in being considered for selection should respond by submitting six (6) copies of the 

RFQ/RFP proposal response for the Design/Build project and submitting a cost estimate in a 

separate sealed envelope by 4:00 p.m. on Friday October 22, 2010. The bidding form must be 

plainly marked and must bear the name of the bidder both on the form and the sealed envelope. The six 

proposals must be provided separately from the sealed bid. The package shall be clearly labeled with the 

name of the firm and the title: WAYFINDING SIGNAGE DESIGN/BUILD SERVICES. 

If mailed (Must be postmarked by submission deadline): 

Mary Crockett 

Community Development Director 

City of Xenia 

101 N. Detroit Street 

Xenia, OH 45385 

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If hand delivered (Must be delivered by submission deadline): 

Mary Crockett 

Community Development Director 

City of Xenia 

966 Towler Road 

Xenia, Ohio 45385 

Email or faxed proposals will NOT be accepted. 

By submitting a bid the contractor is demonstrating they have read, understand, and agreed to all bid 

documents and addenda. 

The City reserves the right to accept any or all alternative bids and award a contract to someone other 

than the lowest bidder, to waive any irregularities or informalities or both; to reject any or all bids; to 

subdivide the award, and in general to make the award of the contract in any manner deemed by the 

City, in its sole discretion, to be in the best interest of the City of Xenia. 

Each bidder must insure that all employees and applicants for employment are not discriminated against 

because of race, disability, age, color, familial status, religion, sex, or national origin. 

Any questions concerning this project or this RFQ/RFP may be directed to Mary Crockett by calling at 

937-376-7286 or by e-mail at mcrockett@ci.xenia.oh.us. 

Approve as to form: 

_____________________________________________ Date: __________________ 

Ronald Lewis, Law Director 

Approved for publication: 

_____________________________________________ Date: __________________ 

James W. Percival, City Manager 

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BID FORM 

(TO BE INCLUDED WITH PROPOSAL, IN SEPARATE, SEALED ENVELOPE) 

NAME OF RESPONDENT: _______________________________________ 

DATE: _________________________ 

ITEM DESCRIPTION 

New design work for kiosk, park sign, 

detailed specification writing 

Field location/siting of signs, completion of 

messaging plan, ODOT and local 

requirements, management of sign 

completion/installation per GWS Plan, Phase 

I, delivery of final warranties to City. 

Cost of sign fabrication to meet GWS Plan 

Phase I, plus kiosk and one park sign. 

Cost of installation to meet GWS Plan Phase 

I, plus kiosk and one park sign, including 

Prevailing Wage requirements for 

installation.. 

PROPOSAL PRICE 

TOTAL: 

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ANTICIPATED TIMELINES 

Milestone 

Anticipated completion date 

Legal ad published for RFQ/RFP September 23, 2010 

Bids due to City by 4:00 p.m. October 22, 2010 

Interviews held by this date, consultant selected November 5, 2010 

Award of contract by City Council. November 25, 2010 

Pre-Construction/pre-commencement meeting 

held with successful bidder, agreements put in 

place 

Planning, including final schematics completed, 

sites identified and confirmed, messaging and 

sites approved by GWS Steering Committee, all 

design work completed and approved. Sign 

approvals obtained from City of Xenia and 

ODOT for specs. 

Signs installed, completed, final documents 

including warranty provided to the City. 

December 1, 2010 

March 1, 2011 

July 31, 2011 

Final bills paid by City to consultant August 31, 2011 

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RFQ/RFP - City of Xenia

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