Wayfinding Signage Requirement RFI.pdf

US DEPARTMENT OF JUSTICE

OFFICE OF JUSTICE PROGRAMS (OJP)

OFFICE OF ADMINISTRATION (OA)

WAYFINDING SIGNAGE PROGRAM

This Request for Information (RFI) is the initiation of market research under Federal Acquisition Regulation (FAR) Part

10. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This announcement does not constitute an Invitation for Bids (IFB), Request for Quote (RFQ), or Request for Proposal (RFP), and it should not be construed as a commitment of any kind by the Government to issue a formal solicitation or ultimately award a contract. Responses to this notice may not be accepted as offers.

The Government anticipates the applicable North American Industry Classification System (NAICS) codes assigned to these services to be 541430 – Graphic Design Services. However, the Government is open to industry input on a more appropriate NAICS code. Contractors should ensure that they are properly registered in the Government’s System for Award Management at SAM.gov.

1. Background

The Department of Justice’s Office of Justice Programs (OJP), headquartered at 810 7th Street NW in downtown Washington D.C., has acquired a new lease at 999 N. Capitol Street. The new office space will consist of approximately 140,000 usable square feet (USF) distributed across four full floors (5 through 8) and one partial floor (9). The tenant build-out of the new space is scheduled for 2023-2024, with occupancy expected in late summer of 2024. Occupancy of each floor will be staggered possibly starting in May and estimated to end in October.

OJP has a need for the design, manufacture, and installation of a comprehensive wayfinding solution across five floors, intended to identify offices and workstations, as well as support spaces, including but not limited to conference rooms, collaboration areas, break rooms, wellness rooms, storage rooms, and filing areas. The signage will encompass architectural/wayfinding, physical, and graphic templates for the new headquarters.

2. Project Objectives

OJP seeks a contractor capable of developing and implementing a streamlined wayfinding signage solution for their new headquarters, which can be easily modified or scheduled remotely. This solution should prioritize, design, accessibility, and sustainability. The contractor will work closely the OJP Workspace Team and various OJP stakeholders to develop a strategy that highlights OJP’s mission and values.

The design strategy shall accommodate OJP's flexible and hybrid work environment, offering a clear and concise wayfinding program to enhance the employee and visitor experience. The design should also adhere to industry best practices, meet all code requirements, and adhere to the American Disabilities Act (ADA).

3. Project Management Proposal:

Offerors are to submit a Project Management Proposal which will fulfill the requirements of the SOW to include a Staffing Plan and Project Plan (see Section 6.2 Project Plan). The staffing plan may include Key Personnel with the following skill sets: conceptual design development, comprehensive signage design, sign planning, wayfinding development, project management, sign specification, code and regulation research, sign manual development, map development, graphic services and printing services.

4. Sustainable Products and Processes

Signage shall have a focus on sustainable methods and materials. Preference shall be given for implementing innovative design approaches that also offer a level of sustainability. Quality will be of the utmost importance.

5. Technical Specifications of Wayfinding System

Contractor shall work closely with the OJP Workspace Team to determine the technical requirements to implement wayfinding system. The below table contains an estimate of signs needed. In addition to the below, hallway directional signage will be required throughout each floor.

The quantities of interior and exterior signage will be based on Contractor’s evaluation of the signage intended use, updates in industry capabilities, design, and recommendations for additional signage throughout OJP-occupied space.

Following an initial determination and implementation of requirements, OJP will require a two-year time period to order additional signage as needed.

Some physical signage will require the capability to include inserts that can be changed. The contractor will deliver pre-designed templates for inserts using a familiar software such as Microsoft Power Point. The initial inserts will be printed and installed by the contractor. The contractor will supply an initial stock of paper for future changes to inserts.

Additionally, the specifications of paper will be provided and suggested resource(s) to order said paper from will be recommended. Future change to inserts will be made by OJP.

Description Conference Rooms

Offices for Leadership (Will need to be able to change out inserts)

Workstations (Numerical signs only)

Additional Meeting Spaces/Rooms (huddle, phone, focus, booth, quiet and collaboration)

Support Rooms (Examples:

A/V, Wellness, Storage, Restroom, Printer, Etc.)

One of a kind (Examples:

IT

Helpdesk, Health Unit, Union Office, Etc.)

Directories:

Signs in each elevator lobby directing occupants to offices and communal areas

Number 22 155 537 83 77 19 20

6. Project Execution

6.1. Project Phases

There will be three phases of implementing the wayfinding solution. A draft of tasks is detailed in Section 6.2 Project Plan. Offerors are to submit additional tasks they see fit in their submission.

Requirements Gathering and Design Phase:

Initially there will be a Requirements Gathering and Design phase in which the Contractor will review OJP’s draft requirements, view the current workspace and the floor plans for the new space, provide samples and examples of signage and gather costs estimates. The contractor is to provide a presentation to the workspace group on findings and options.

Contractor shall hold a kick-off meeting with OJP stakeholders and conduct a site survey to recommend placement locations.

Contractor shall work closely with OJP’s Workspace Team to use floor plans to delineate where signage should be displayed and what types of signage will go where. Contractor shall use existing location as benchmark for OJP’s new headquarters to improve communication, wayfinding and mitigate interior design issues in new space.

Methodology should include informational interviews with various stakeholders on existing wayfinding to identify areas of improvement and provide clearer communication at new headquarters.

Under a separate contract, an AV designer has located digital displays in optimal viewing and traffic areas, including two in each elevator lobby, four throughout the assembly areas on floor 5 and one in the 9th floor entry area.

Contractor shall guide OJP through the entire design process and including but not limited to the following considerations:

• In depth presentation on levels of signage available including basic/standard signage to higher end quality materials and design and associated costs.

• Separate meeting signs for each conference room.

• Types of content to use i.e., paper inserts.

• Will the color scheme integrate into our new décor? Or should the displays stand out?

• Should “décor” such as 3-D lettering/signs be incorporated?

Contractor shall create the design hierarchy of physical signage and develop a standardized template to be used for future-use on:

• Building Entrance

• Floor plan in each elevator lobby

• Space and Room Identification

• Department Identification

• Conference Room

• Wall Directional

• Ceiling Directional

Strategy should include but not be limited to the following types of signs:

• Directional signs—i.e.: signs that help people figure out how to get where they’re going, interactive map, wayfinding.

• Identification signs—i.e.: signs that let you know ‘you are here,’ such as signs for restrooms, conference centers, meetings, training, break room locations and amenities, and shelter-in-place (SIP) or rally point locations.

• Informational signs—i.e.: agency and bureau directories, signs that convey important information, such as warning signs and the availability of wi-fi.

• Regulatory signs— i.e.: signs that let you know the rules, such as “no parking” signs, customizable fields.

Ordering and Manufacturing Phase:

The second phase will involve the ordering and manufacturing of materials. The Contractor will ensure all requirements are designed to the satisfaction of the Workspace Team by providing samples prior to ordering.

Delivery and Installation Phase:

Once the ordering, manufacturing, and shipping is completed, the final phase will be the delivery and installation phase. Delivery must be staggered and timed to the completion of each floor. Storage will not be available. Following deliveries, the Contractor is to perform inventories. The Contractor will install all signage. The Contractor is to provide supervision of said installation. Following installation, the Contractor is to perform quality control on the installation and correct any deficiencies found. Supervision of corrective work will be provided by the Contractor. For more information see Section 8 Site Conditions, Section 9 Installation and Section 10 Inspection and Acceptance.

6.2. Project Plan

Proposed schedule, scope and deliverables are for guidance purposes only, additional tasks shall be provided by the offerors in their submission. Offerors should provide an updated table in their submission and include estimates in the second column “Estimated Days After Task Award.”

Task Estimated Days After Task Award

Scope Deliverable

001 Kick-off meeting/on-site survey of

OJP HQ

Review scope, schedule, and physical site

002 Vendor to conduct informational interviews with various stakeholders on existing wayfinding

Provide summary of findings and recommendations

003 Vendor to conduct site survey of new location and use floor plans to delineate where signage should be displayed and what types of signage will go where for both physical

Provide drawings with sign location and types

004 Vendor to confirm floor plans and provide general locations of signs for each physical sign

Provide sign location schedule

005 Vendor to confirm locations of prominent signs for highly visible signs, elevator lobbies, customer-facing locations, and amenities

Provide drawings and delivery schedule

006 Create the design hierarchy of physical signage and develop drafts of standardized graphic templates

Provide design plan of physical signage, hierarchy, and drafts standardized templates

007 Present samples and examples of signage and associated costs to the workspace group

Presentation for the workspace group on findings, options and recommendations to include drafts of graphic templates

008 Create shop drawings/templates for each interior and exterior sign to scale with proposed font, color scheme, graphic arts, pantone, paint, and finish

Provide detailed shop drawings, assembly, and surface method preparation instructions

009 Manufacture and document each sample interior and exterior sign

Provide physical material samples, finish selections on all signage for approval

After Task Award

Scope Deliverable

010 Develop graphic components and ensure they are consistent and support the physical plan

Provide graphic templates for wayfinding

011 Installation of sample signage at proposed locations

Provide electronic and hard copies of floor plans of proposed locations

012 Test Fit/Conduct Pilot, solicit user feedback and fill in gaps

Provide summary of user feedback and proposed changes

013 Review and refine signage, language, locations

Provide final shop drawings in detail based on user feedback

014 Pre-installation on-site visit, verify field conditions and locations

Obtain approval on final material and finish selections. Obtain signed approvals to manufacturer all signage

015 Verify installation schedule Provide verification of survey of entire facility where signage is to be installed.

Provide hardcopy and electronic copies of installation schedule and plan to the COR prior to pre-installation visit; to include floor, department, and dates of installation.

016 Installation of new signage Install new signage and provide weekly updates via electronic mail to COR

Provide progress updates to COR until 100% completion

Provide two sets of installation schedule and floor plans with exact locations, correlating map key, installation, and assembly instructions for all signage in hardbound binder

017 Clean-up, Final walk-through and Punch list

Site-clean up and provide completed punch list items NLT than 14 business days post installation

After Task Award

Scope Deliverable

Provide static stock materials or supplies to OJP

018 Warranty and maintenance information

Provide warranty information on all signage, digital displays, hardware, and software components

Provide proposed service and maintenance plan for a period of one year with the option to renew up to five years

019 Closeout Provide all documents to COR for proper closet-out of contract

7. Contractor Furnished Items and Responsibilities

Contractor shall perform all work in accordance with this statement of work. The contractor shall furnish all physical signage, related supplies, equipment, and services to perform all work under this contract. The Contractor shall provide specialized software and tools to complete work. The contractor will be responsible for final field measurement verifications.

Contractor shall provide a complete technical submission detailing signage material, finishes and installation methods for each type of signage.

8. Site Conditions

Contractor shall coordinate product shipment with their manufacturer or installer’s warehouse.

Contractor shall not deliver signage until the locations are prepared for installation work to proceed. No on-site storage is available.

Contractor shall be responsible for coordinating the staging areas and unloading within the receiving and loading dock area of the building. All phased installations shall be coordinated with the workspace design team, during business hours to be determined.

9. Installation

Contractor shall ensure staff arrives with all necessary tools, equipment and safety gear required for performance of work.

Multiple trades may be working simultaneously, and all contractor tools and equipment should be clearly labeled.

Installation shall be scheduled in stages and coordinated with COR/Workspace design team, by floors and department.

Exterior and interior signage may occur simultaneously.

Contractor shall reference approved installation schedule as noted in Project Plan for location, signage type and individual sign placements.

Contractor shall coordinate structural supports to ensure signage is adequately secured upon installation.

Installation shall be performed according to manufacturer’s specifications only by qualified and certified installers.

Contractor shall ensure all information required for installation of signage and displays is provided to affected trades prior to schedule to prevent delays in installation.

Contractor is required to clean all signage surfaces after installation according to manufacturer’s cleaning instructions; to include handling marks, fingerprints, dust, construction debris from all product surfaces and parts prior to final walk-through.

Contractor shall be responsible for removal of all trash, debris and construction clean up associated with the delivery and installation of signage, equipment and displays on a daily basis.

10. Inspection and Acceptance

The Contractor shall notify the agency representative and the workspace design team 10 business days in advance of completed installation so an inspection may be scheduled.

The Contractor shall perform a joint inspection with the COR and Workspace design team once all the signage has been installed and provide a detailed punch list.

The Contractor shall provide COR with a schedule to complete punch list items, establish dates for replacement parts and proposed final acceptance date.

11. Maintenance & Warranty

All interior and exterior signage and displays shall have a minimum warranty of 1 year. The contracted vendor will offer a maintenance support package for a total of five years. The maintenance support at a minimum shall be available with a response time of 24 - 48 hours at no additional cost to the Government.

Copies of all warranties as well as contact information for maintenance support shall be provided to the designated OJP representative within one week of award.

12. Documentation

The Contractor shall provide a weekly report to include all work completed that week and a weekly updated project schedule.

The Contractor shall develop and provide the COR a weekly time and attendance report.

Documents, data files, reports, correspondence, and all other documents and writings, together with any charts, graphs, tables, illustrations, photographs, images, and other illustrative, explanatory, historical documents related thereto or independent thereof, regardless of the medium (or media) by which they were produced, preserved, stored, or created in connection with or for purpose(s) of work performed under this SOW and contract, are property of the government and shall be delivered to the COR promptly, upon request.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which is not considered public information. Each contractor or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for purposes and to the extent authorized herein. The contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations unless the CO and COR have conducted the appropriate security review and granted written approval (e.g., posting information to a public website).

13. Period of Performance:

The anticipated period of performance will be for 18-months following award. Most, if not all work, will be completed within the first 12 months.

14. Location of Work:

Staff shall be located in the Washington, D.C Metropolitan area. They are expected to work remotely and onsite. Much of the documentation and planning of the project can be done remotely. When meeting with the Workspace Team, most meetings will be held in person. Many of the tasks listed in the project plan must be completed in person.

Applicable Documents

OJP-SEC-1

The Contractor shall comply with Certification and Accreditation (C&A), FedRAMP (cloud systems) requirements as mandated by Federal laws and policies, including making available any documentation, Physical access, and logical access needed to support this requirement. The Level of Effort for the C&A is based on the System’s NIST Federal Information Processing Standard (FIPS) Publication 199 categorization.

OJP-SEC-2

For all Contractor provided or operated systems for which performance of the contract requires interconnection with a DOJ/OJP network or that DOJ/OJP data be stored or processed on the systems, the Contractor shall provide an implementable and maintainable plan within 30 days describing its security program, and how the Contractor shall satisfy the security requirements identified by the customer, including how improved security-related processes and technologies are to be incorporated into the contract as they become available. The plan shall discuss, at a minimum: (1) Organizational security roles; (2) Physical security of Contractor systems; (3) Risk assessment procedures; (4) Maintenance and testing of security systems; (5) Security monitoring procedures; (6) Procedures and timeframes for resolving security deficiencies; and (7) Procedures for the prevention of and response to security breaches.

OJP-SEC-3

The Contractor shall submit a plan that details how they will attain an accreditation memo using a DOJ/OJP approved Certification and Accreditation package, which shall be in accordance with NIST SP 800-37, Guidelines for Security Certification and Accreditation of IT Systems, referenced documents, and other applicable NIST standards. The package shall include the IT System Security Plan, Risk Assessment Results, Incident Response Plan, system Contingency Plan, and Security Test and Evaluation (ST&E) Plan and test results.

The Contractor shall incorporate a clause for all subcontracts that meet the outlined security requirements.

OJP-SEC-4

Contractor systems shall utilize approved cryptographic mechanisms to protect the confidentiality and integrity of OJP/DOJ information during transmission, storage and in use.

Remote access computers shall use an encrypted VPN to connect to Contractor information systems.

OJP-SEC-5

The system shall be subject to security reviews, as required by the Government (at least annually), before and throughout the performance period. These reviews could last from several weeks to several months.

The Contractor shall provide complete information and access to the Government, as required, to facilitate these reviews. Reviews include, but are not limited to: (1) Certification and Accreditation; (2) Program System Audits; and (3) Review of Security Controls.

OJP-SEC-6

By acceptance of, or performance on, this contract, the Contractor agrees that with respect to personnel and/or PII data, in the event of any actual or suspected breach of such data (i.e., loss of control, compromise, unauthorized disclosure, access for an unauthorized purpose, or other unauthorized access, whether physical or electronic), the Contractor will immediately (and in no event later than within one hour of discovery) report the breach.

OJP-SEC-7

The use of Contractor-owned laptops or other media storage devices to process or store PII data is prohibited until the Contractor provides a letter to the contracting officer (CO) certifying the following requirements: (1) Laptops must employ encryption using a NIST Federal Information Processing Standard (FIPS) 140-2 approved product; (2) The Contractor must develop and implement a process to ensure that security and other applications software is kept up-to-date; (3) Mobile computing devices will utilize anti-viral software and a host-based firewall mechanism; (4) The Contractor shall log all computer-readable data extracts from databases holding sensitive information and verify each extract including sensitive data has been erased within 90 days or its use is still required. All DOJ/OJP information is sensitive information unless designated as non-sensitive by the Department; (5) Contractor-owned removable media, such as removable hard drives, CDs, and floppy disks, containing DOJ/OJP data, shall not be removed from IT Systems unless encrypted using a NIST FIPS 140-2 approved product; (6) When no longer needed, all removable media and laptop hard drives shall be processed (sanitized, degaussed, or destroyed) in accordance with security requirements applicable to DOJ/OJP; (7) Contracting firms and subcontractor employees shall keep an accurate inventory of devices used on DOJ/OJP contracts;

(8) Rules of behavior must be signed by users. These rules shall address at a minimum:

authorized and official use; prohibition against unauthorized users; and protection of sensitive data and personally identifiable information; (9) Appropriate security clearances shall be provided for staff assigned to the execution of the work. (10) All DOJ/OJP data will be removed from Contractor-owned laptops upon termination of Contractor work. This removal must be accomplished in accordance with DOJ/OJP IT Security Standard requirements.

OJP-SEC-8

Continuous Monitoring and Reporting:

The Contractor and subcontractor will be responsible for reporting and continuous monitoring of Security and IT functions. The deliverables on a regular basis:

• Plan of Action & Milestones (POA&M) Update

• Vulnerability Scanning

• Updated C&A documentation including the System Security Plan and Contingency Plan

• User Certification/Authorization Review Documents

• Separation of Duties Matrix

• Information Security Awareness and Training Records

• System(s) Baseline Configuration Standard Document

• System Configuration Settings

• Configuration Management Plan

Information Submission Instructions

In addition to addressing the items above, the response should also include the following information:

1) Vendor’s name, address, points-of-contact information, website, DUNS, and cage code

2) Vendor’s current business designation and socioeconomic status

3) Vendor’s government-wide contracting vehicles (i.e., GSA Schedule Contract, OASIS, etc.)

4) Vendor’s tailored capability statements explaining the complexity and amount of effort expected of this task and addressing the tasking areas of this requirement, with appropriate documentation supporting claims of organizational and staff capability.

5) Vendor’s Past Performance—Provide a list of three previous contracts where similar services were provided in the last 3 years. Provide customer/Government Agency contact information where these services were provided, including contract number (if applicable), period of performance, total contract value, contracting officer contact (telephone number and email address), and contract program manager contact (telephone number and email address).

All responses to this RFI must be submitted electronically (via e-mail) to Ms. Jessica Williams, Contract Specialist, at Jessica.Williams6@usdoj.gov.

The response to this notice is limited to 10 single-sided pages (including all attachments, charts, etc.). Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point-of-entry site for further information. Your firm’s response to this RFI is appreciated.

Submission Time and Date

Responses to the information provided above are due no later than January 11, at 12:00 PM Eastern Time. Responses received after this date and time may not be considered.

Disclaimer and Important Notes

This RFI is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any concern responding to this notice should ensure that their response is complete and sufficiently detailed to allow the Government to determine the concern’s qualifications to perform the work.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation MAY be published. However, responses to this notice will not be considered adequate responses to a solicitation.

The Government will NOT accept requests for meetings or briefings, and may not answer any questions posed. No phone solicitations or email with regards to the status of a solicitation will be accepted prior to its release. Information and materials submitted in response to this notice WILL NOT be returned.

The Government will not pay for the preparation of any information submitted. As a result of this notice, the Government MAY issue a solicitation. There is no solicitation available at this time. However, should such a requirement materialize, no basis for claims against the Government shall arise as a result of a response to this RFI or the Government’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Confidentiality

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Primary Point of Contact

Please address any questions via email to Ms. Jessica Williams, Contracts Specialist, at Jessica.Williams6@usdoj.gov.