2526-160MC Scope of Work.pdf

Campuswide External Pedestrian & Vehicular Wayfinding Planning, Design & Standards Development Services

1. Introduction

Stony Brook University, part of the State University of New York (SUNY) system, is soliciting Statements of Qualifications (SOQs) from experienced environmental graphic design, planning, and wayfinding consulting firms, or multidisciplinary consultant teams, to provide professional services for the assessment, planning, design, and development of a comprehensive external pedestrian and vehicular wayfinding program for the University's Main Campus and Southampton Campus.

The selected consultant/team will evaluate existing external wayfinding conditions and develop a cohesive, scalable, ADA-conscious, and brand-aligned campuswide wayfinding framework that improves navigation, visitor experience, accessibility, operational consistency, and campus identity.

The University anticipates this engagement may include:

● Existing conditions assessment and analysis

● Wayfinding planning and strategy development

● Environmental graphic design

● Signage standards development

● Technical specifications development

● Prototype visualization and conceptual design development

● Preliminary sign location recommendations

● Implementation planning and budgeting guidance

● Procurement support for future implementation phases

Respondents may propose as a prime consultant or as part of a multidisciplinary team that includes specialty subconsultants relevant to wayfinding planning, environmental graphic design, accessibility, mapping, or related professional services.

This solicitation is for professional consulting services only. Fabrication and installation services are not included in this procurement and may be procured separately by the University through a future Invitation for Bid (IFB) or other procurement process.

This project is limited to exterior campus wayfinding systems only. Interior building signage, room identification signage, and building-specific interior wayfinding systems are excluded from the scope of services.

2. Project Background

Stony Brook University is New York’s flagship public research university and one of the nation’s leading academic institutions, serving a diverse population across multiple campuses and facilities.

In support of the University’s evolving campus vision and ongoingFacilities Master Plan initiatives, the University is undertaking a comprehensive modernization of its external campus wayfinding systems. As campus growth, infrastructure improvements, and future capital projects continue to advance, the University recognizes the need for a cohesive and scalable wayfinding framework that reflects the prominence, identity, and long-term strategic goals of the institution.

Existing systems have evolved incrementally over time across divisions, districts, and campuses, resulting in:

● Navigation challenges for first-time visitors and event attendees

● Aging or deteriorated signage infrastructure

● Limited consistency between pedestrian and vehicular systems

● Accessibility, visibility, and placement concerns

● Lack of cohesive campuswide design and implementation standards

● Challenges associated with athletic and event-based traffic circulation

The University seeks a qualified consultant/team to develop a modern, cohesive, and implementation-ready external wayfinding framework that enhances the campus experience and reflects the standing of a flagship research institution. The resulting program shall establish long-term design standards, technical specifications, and implementation guidelines to support future phased investment and replacement efforts across both the Main Campus and Southampton Campus.

The consultant’s work will serve as the foundation for future implementation phases, which may be procured separately by the University through subsequent competitive procurement processes.

3. Project Goals

The selected consultant/team shall:

● Develop a unified external campus wayfinding strategy

● Improve visitor orientation, navigation, and circulation

● Enhance campus identity and visual consistency

● Improve pedestrian and vehicular decision-making

● Support accessibility, inclusivity, and ADA-compliant navigation

● Establish scalable wayfinding standards for future implementation

● Create clear hierarchy and destination prioritization standards

● Develop implementation-ready design standards, technical specifications, and procurement documentation

● Identify opportunities for future digital and interactive wayfinding integration https://www.stonybrook.edu/facilities/facilities_master_plan.html

● Provide phased implementation recommendations and budgeting guidance

● Establish distinct yet cohesive wayfinding standards for academic, athletic, residential, administrative, healthcare, and visitor/event destinations

● Evaluate and improve navigation associated with high-volume athletic and event-based traffic conditions while maintaining overall campus brand consistency

● Support long-term campus growth, capital development, and operational flexibility through a scalable wayfinding framework

4. Scope of Services

The selected consultant/team will provide professional services that include the following:

A. Existing Conditions Assessment

Conduct comprehensive on-site field surveys at:

● Main Campus

● Southampton Campus

Services shall include:

● Inventory existing exterior signage systems

● Document existing vehicular and pedestrian circulation patterns

● Identify deficiencies, redundancies, inconsistencies, and gaps

● Analyze arrival sequences and visitor navigation experiences

● Evaluate visibility, readability, placement, and accessibility concerns

● Review existing signage materials, conditions, and maintenance considerations

B. Stakeholder Engagement

Facilitate meetings and workshops with University stakeholders, including but not limited to:

● Facilities & Services

● Campus Planning, Design & Construction

● Campus Operations & Maintenance

● University Marketing & Communications

● Campus Residences

● Athletics

● Parking & Transportation

● University Police/Public Safety

● Southampton Campus Leadership

The selected consultant/team shall gather operational, branding, accessibility, maintenance, and visitor experience feedback to inform planning and design recommendations.

C. Wayfinding Strategy & Planning

Develop a comprehensive external wayfinding strategy including:

● Vehicular directional systems

● Pedestrian directional systems

● District and precinct identification

● Parking identification and navigation

● Exterior building identification

● Campus maps/directories

● Regulatory and informational signage

● Visitor and event wayfinding systems

The selected consultant/team shall also:

● Develop differentiated yet cohesive wayfinding approaches for academic, athletic, residential, administrative, healthcare, research, and visitor/event destinations

● Evaluate circulation patterns associated with athletic venues, special events, commencement activities, and other high-volume campus events

● Establish visual hierarchy standards including typography, color application, destination prioritization, nomenclature, and sign typologies

● Develop recommendations for future digital, interactive, and technology-enabled wayfinding opportunities

● Establish standards for destination naming conventions and messaging consistency

● Provide long-term scalability recommendations to support future campus growth, capital projects, and evolving operational needs

● Identify opportunities to strengthen campus identity and visitor experience through the wayfinding system

D. Design Development

Develop conceptual and final design standards for exterior signage systems including:

● Vehicular directional signage

● Pedestrian directional signage

● Parking identification and navigation signage

● Campus directories and maps

● Regulatory and informational signage

● Trail and pathway signage, where applicable

Design deliverables shall include:

● Sign family concepts and system hierarchy

● Typography standards

● Materials and finish recommendations

● Color palette standards

● Graphic and layout standards

● Mounting and installation concepts

● Illumination recommendations, where appropriate

● Durability, maintenance, and lifecycle considerations

● ADA-compliant and accessibility-focused design recommendations

● Brand integration and visual identity standards

● Sign typology documentation

● Prototype visualizations, renderings, and illustrative applications

The selected consultant/team shall develop design standards that balance functionality, accessibility, maintainability, and institutional identity while providing a scalable framework for future campus growth and implementation.

E. Technical Specifications & Procurement Support

The selected consultant/team shall develop comprehensive technical documentation and implementation guidance to support future procurement and implementation of the University's wayfinding program.

Services shall include:

● Development of technical specifications for all proposed sign types

● Establishment of material, finish, durability, and performance standards

● Development of sign typologies and design criteria

● Preparation of procurement-ready documentation suitable for future fabrication and installation solicitations

● Development of preliminary sign location recommendations

● Preparation of order-of-magnitude cost estimates for future implementation phases

● Development of maintenance and lifecycle recommendations

● Development of implementation phasing recommendations

● Limited procurement support and consultation during future implementation procurements, if requested by the University

The selected consultant/team shall not provide fabrication or installation services under this contract unless separately procured by the University through a future solicitation.

F. Documentation & Implementation Planning

Prepare a final Wayfinding Master Plan and Standards Package including:

● Exterior Wayfinding Standards Manual

● Sign Type Catalog and Typology Documentation

● Preliminary Sign Location Recommendations

● Sign Hierarchy and Destination Prioritization Standards

● Phased Implementation Strategy

● Order-of-Magnitude Cost Estimates

● Technical Specifications Package

● Materials, Finish, and Performance Standards

● Maintenance and Lifecycle Guidelines

● Procurement-ready documentation suitable for future fabrication and installation solicitations

The final deliverables shall establish a comprehensive framework for the future phased implementation, management, and ongoing evolution of the University's external wayfinding systems across both the Main Campus and Southampton Campus.

5. Deliverables

Deliverables may include:

● Existing Conditions Assessment Report

● Campus Signage Inventory Database

● Circulation and Navigation Analysis

● Stakeholder Engagement Summaries

● Conceptual Design Presentations

● Refined Design Package

● Exterior Wayfinding Standards Manual

● Prototype Visualizations and Renderings

● Preliminary Sign Location Recommendations

● Sign Type Catalog and Typology Documentation

● Technical Specifications Package

● Sign Hierarchy and Destination Prioritization Standards

● Phased Implementation Strategy

● Preliminary Budgeting and Order-of-Magnitude Cost Estimates

● Maintenance and Lifecycle Guidelines

● Procurement-ready documentation suitable for future fabrication and installation solicitations

● Final Editable Digital Files and Source Documents

All final deliverables shall become property of the University.

6. Consultant Qualifications

The University seeks firms or multidisciplinary teams with demonstrated experience in:

● Higher education campus wayfinding systems

● Environmental graphic design

● Large-scale vehicular and pedestrian wayfinding planning

● Exterior signage systems

● Multi-campus institutional environments

● ADA-conscious design practices

● Public sector and/or SUNY procurement environments

● Development of implementation-ready standards manuals

● Phased campuswide implementation programs

Preference may be given to teams with:

● Experience working with complex research universities

● Experience supporting athletic/event-based circulation systems

● Experience balancing legacy infrastructure with modern branding systems

7. Submission Requirements

Interested firms shall provide the following:

A. Firm Overview

● Firm history and qualifications

● Office locations

● Primary contact information

B. Project Team

● Proposed project manager and key personnel

● Relevant experience and resumes

● Identification of subconsultants, fabricators, and installers

C. Relevant Experience

Provide descriptions of at least three (3) comparable projects completed within the last ten (10) years including:

● Client name

● Project scope

● Project size and complexity

● Services provided

● Project outcomes

● Reference contact information

D. Project Approach

Provide a narrative describing:

● Understanding of the project

● Proposed methodology

● Stakeholder engagement strategy

● Design philosophy

● Schedule considerations

● Phased implementation recommendations

E. Portfolio Materials

Include representative work samples relevant to:

● Vehicular wayfinding

● Pedestrian wayfinding

● Athletic/event circulation systems

● Exterior signage systems

● Environmental graphic design

F. Fee Structure

This RFQ may result in shortlisted interviews prior to fee negotiation. Respondents may provide general fee structure information or anticipated pricing methodology; however, detailed pricing is not required at this stage unless otherwise requested.

8. Selection Criteria

Submissions may be evaluated based on:

● Relevant project experience

● Qualifications of proposed team

● Demonstrated design excellence

● Understanding of institutional wayfinding systems

● Quality of previous work

● Project methodology

● Ability to support phased implementation

● References

● Overall responsiveness to the RFQ

The University reserves the right to shortlist firms for interviews and presentations.

Dates are subject to change at the discretion of the University.

9. Additional Information

● This RFQ does not constitute a commitment by the University to award a contract or pay any costs incurred in preparation of a submission.

● The University reserves the right to reject any or all submissions.

● The selected consultant/team will be required to comply with applicable SUNY procurement requirements and insurance provisions.

● Minority-owned, women-owned, and small business enterprises are encouraged to apply.

● The University reserves the right to negotiate scope and implementation phasing following consultant selection.

10. Anticipated Project Considerations

The University anticipates the selected consultant/team will need to carefully consider:

● Large and complex campus circulation patterns

● Academic, residential, athletic, healthcare, research, and visitor destinations

● Athletic event and peak traffic circulation

● Future campus growth and capital development

● Four-season durability and maintenance considerations

● Long-term operational efficiency

● Flexibility for phased implementation over multiple fiscal years

● Integration of campus identity, branding, and placemaking objectives

● Balancing institutional cohesion with differentiated destination experiences across academic and athletic environments