ATTACHMENT A SOURCES SOUGHT DRAFT SOW.pdf

Statement of Work

1. BACKGROUND

1.1. The VA Medical Center at Lake Baldwin, along with its associated clinics and the Lakemont administrative building, has an ongoing need to upgrade and maintain its signage and wayfinding systems. This project is essential for enhancing the user experience, ensuring code compliance, and enabling Veterans, their families, and staff to navigate the facility efficiently and safely.

1.2. As the Health Care System continues to evolve, the clinic will require periodic additions, modifications, and updates to the signage system to maintain accuracy and relevance. Due to the recurring nature of this work and the importance of maintaining a cohesive and integrated design over multiple years, the VA seeks to establish a relationship with a highly qualified vendor.

1.3. The Orlando VA Medical Center has implemented an established Sign Standard across the Medical Center and its associated clinics. This requirement is not a request for a comprehensive signage replacement project. All work performed under the resulting contract must adhere to the approved Sign Standard to ensure consistency and interchangeability throughout the system.

2. PROJECT SCOPE: The purpose of this project is to provide the VA Lake Baldwin healthcare facility and the Lakemont administrative building with a comprehensive range of hospital signage solutions.

These will support wayfinding, safety, and branding across both exterior and interior environments.

2.1 Exterior Signage

2.1.1 Main Entrance Signage – Displaying the VA name and logo prominently.

2.1.2 Campus/Grounds Signage – Including directional signs for departments and clinics.

2.1.3 Visitor guide Departments / Clinic locations - Assisting visitors in navigating to specific areas within the facility.

2.1.4 Parking and Entrance Signage – Identifying parking areas and building entrances.

2.1.5 Exit Route Directional Signage – Guiding vehicles and pedestrians to appropriate exit routes.

2.2 Interior Signage

2.2.1 Reception and Welcome Signs – Placed near entrances and reception areas to greet and guide visitors and patients.

2.2.2 Department and Clinic Locator Signs – Assisting visitors in navigating to specific areas within the facility.

2.2.3 Wrap Graphics – Decorative or informative wall graphics to enhance the environment and support branding.

2.2.4 Safety and Instructional Signs – Including hygiene protocols, no smoking notices, restricted area warnings, and other compliance-related signage.

3. TASKS AND REQUIREMENTS

3.1 The Contractor shall perform tasks including designing, programming, manufacturing, and installation of signage, as required.

3.2 The selected quoter(s) must demonstrate significant experience in wayfinding design, as well as the development and implementation of signage systems for large healthcare facilities.

3.3 Signage requests will be made to address specific clinics or departments (e.g., labs, pharmacy).

Each sign must be prominent, easy to read, and consistent with the existing signage design standards. All requests will be initiated only by the VA Contracting Officer Representative (COR).

3.4 Requests may vary in scope and may include:

3.4.1 A list of specific signs to be fabricated and shipped.

3.4.2 A comprehensive signage package requiring design, programming, manufacturing, and installation.

3.5 As exact quantities and types of signage are not known at this time, the contract shall cover:

3.5.1 Healthcare signage

3.5.2 Professional installation

3.5.3 Maintenance and warranty services

3.5.4 Wayfinding design services for updates and future requests

3.6 A COR or designated Point of Contact (POC) may be assigned at the ordering level to coordinate specific tasks.

3.7 The Contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to fulfill the requirements of each order.

3.8 All work must comply with Federal and Department of Veterans Affairs regulations, including but not limited to:

3.8.1 Architectural Barriers Act (ABA)

3.8.2 National Fire Protection Association (NFPA) standards

3.8.3 VA Technical Information Library (TIL): https://www.cfm.va.gov/til

3.9 Interior and exterior signage must match the finishes, sizes, and design standards currently approved and installed at VA facilities (see attached drawings for the Orlando VA Medical Center Signage Standard). This ensures a cohesive, consistent, and interchangeable signage and wayfinding system.

3.10 The signage program shall be coordinated with the VA in accordance with facility demolition, renovation, and construction schedules.

3.10.1 The vendor should be a combined environmental graphics design-build organization with proven experience in large-scale healthcare facility signage projects.

https://www.cfm.va.gov/til

4. GENERAL REQUIREMENTS: The scope and delivery schedule for each requirement will be defined through individual job or task orders.

4.1 Job Order Management

4.1.1 The Contractor shall designate a Single Point of Contact for each job order to manage customer service and coordination.

4.1.2 Depending on the specific job order, the Contractor may be required to provide wayfinding design, graphic design, programming, manufacturing, and installation services.

4.1.3 The Contractor shall provide maintenance manuals for all specified products.

5. TASK CATEGORIES

5.1 Interior Room Identification: When required, the Contractor shall:

5.1.1 Program, manufacture, and install new or updated interior room identification signs.

5.1.2 Prepare sign location plans and a complete sign message schedule identifying each sign, its message, and type.

5.1.3 Provide a web-based application (at no additional cost) that allows facility users to update sign inserts via a client-specific portal. The application must:

5.1.3.1 Include access to VA-approved templates, fonts, and layouts.

5.1.3.2 Allow users to retrieve templates, make updates, and print or download files as needed.

5.2 Directional and Wayfinding Signage: When required, the Contractor shall:

5.2.1 Program, manufacture, and install new or updated directional and wayfinding signs.

5.2.2 Prepare sign location plans and a complete sign message schedule.

5.2.3 Submit a wayfinding report detailing the theory, themes, and plans being implemented.

Note: This task goes beyond simple sign replacement and requires an experienced wayfinding designer.

5.3 Landmark Features & Graphics: When required, the Contractor shall:

5.3.1 Design, manufacture, and install specialty displays and feature walls.

5.3.2 Include elements such as architectural lettering, artwork, woodwork, cast seals, acid-etched plaques, and other Veteran-focused display features.

5.4 Life Safety and Regulatory Signage - When required, the Contractor shall:

5.4.1 Program, manufacture, and install new or updated life safety and regulatory signage.

5.4.2 Prepare sign location plans and a complete sign message schedule for all applicable code, regulatory, and life safety signs.

5.5 Visitor Guide Updates - When required, the Contractor shall:

5.5.1 Update the existing Visitor Guide to reflect changes in interior stylized floor plans, exterior 3D campus renderings, and department/directory listings.

5.5.2 Generate all artwork and files necessary for the update.

Note: The VA will provide architectural floor plans and a PDF of the current guide as reference only.

5.6 Exterior Signage - When required, the Contractor shall:

5.6.1 Program, manufacture, and install new or updated exterior signage.

5.6.2 Prepare sign location plans and a complete sign message schedule.

5.6.3 Submit a wayfinding report detailing the theory, themes, and plans being implemented.

Note: This task also requires an experienced wayfinding designer and is not limited to sign replacement.

6. GENERAL PRODUCT SPECIFICATIONS

Note: Substitution of finishes and salient characteristics is not permitted.

6.1 Interior Signage – Architectural System Specifications (Refer to attached drawings for additional detail)

6.1.1 Tactile and Braille Characters: Raised minimum of 0.793 mm (1/32 in); Grade 2 Braille required where applicable per ADA.

6.1.2 Character Height: Must comply with ADA regulations and VA sign standards.

6.1.3 ADA Symbols (Pictograms): Written descriptions must be placed directly below the symbol, outside the symbol’s background field. Symbol background must be at least 150 mm (6 in) high.

6.1.4 Finish and Contrast: Signs must be constructed using 2-ply or 3-ply non-glare acrylic with adequate contrast. Refer to drawing standards for approved design.

6.1.5 Mounting Location and Height: Room ID signs: Mounted on the wall adjacent to the latch side of the door, in accordance with ADA requirements and to avoid door swing/protrusion. All other signs: Must comply with ABA and JCAHO requirements.

6.1.6 Frame Construction: 1/8” extruded anodized aluminum frame with curved top.

6.1.7 Mounting Method: Signs/pockets must be magnetically mounted into the extruded aluminum frame.

6.1.8 Wall Attachment: Signs must be mechanically fastened to the wall. Adhesive mounting is not permitted unless a special exception is approved.

6.1.9 Web-Based Insert Application: All standard Room ID and Directional signs must include a web-based application (provided at no additional cost) that allows users to:

6.1.9.1 Access facility-specific templates, fonts, and layouts.

6.1.9.2 Update inserts and print or download files as needed.

6.1.10 Graphics and Color: Subsurface color and graphics unless ADA requires otherwise.

6.1.11 Printing Method: Subsurface digital printing directly to substrate using variable dot pattern, UV ink with no VOCs, and LED curing. Painting, screen printing, and laminates are not acceptable.

6.1.12 Insert Type: Primary insert material shall be clear acetate with clear acrylic watermark.

6.2 Specialized Behavioral Health Signage

6.2.1 Maximum sign depth: 0.045”

6.2.2 Material must be shatter-resistant, pliable, lightweight, and contain no sharp edges.

6.2.3 Must be ADA compliant, including Grade 2 clear dome braille and raised characters.

6.2.4 Write-on board and pocket sign options must be available as needed.

6.2.5 Background color must be wood-look, integral to the material. Surface-applied finishes are not acceptable. Rigid/non-pliable substrates (e.g., Formica) are not acceptable due to patient safety concerns.

6.3 Wayfinding Graphics / Imagery – Artwork Framing

6.3.1 Framing Options: Framed, canvas, and/or Plexiglass with standoff.

6.3.2 Image Printing: High-resolution printing on Kodak Endura Lustre Photo Paper.

6.3.3 Mounting: Artwork mounted to heat-activated, pH-neutral adhesive on 1/8” foam core with double clay coating.

6.3.4 Glazing: .100” optically clear acrylic Plexiglass.

6.3.5 Security Mounting: All framed pieces must be mounted using a 1-1/2” x 1/2” wood security strainer or approved equal.

6.3.6 Wall Attachment: Must use a four-point security mounting system.

6.4 Exterior Signage (Refer to attached drawings for Sign System Standards)

6.4.1 Material Composition: All aluminum extrusions must contain a minimum of 75% recycled content.

6.4.2 Structural Support: All pylon signs must be supported by two interior steel Schedule 40 poles, direct buried into concrete footings or as directed by the Facility Management Service (FMS).

6.4.3 Illumination:

6.4.3.1 All illuminated signs must feature routed aluminum faces.

6.4.3.2 Illumination shall be provided using GE Tetra Mini LEDs.

6.4.4 Modular Design: All signs must be component-based with changeable faces to allow for future updates.

6.4.5 Style and Finish: Must conform to the Drawing Standards for Approved Design.

6.4.6 Color Standards: Primary Colors: Silver, Black Copy, VA Blue Swoosh.

6.4.7 Post Specifications: Posts shall be 3 ¾” architectural aluminum radius black posts with key slot filler.

7. SIGN CONSTRUCTION

7.1 Architectural Series – Interior Signage

7.1.1 Signs shall be constructed using a two-ply or three-ply system, consisting of:

7.1.1.1 First Ply: 1/16" thick matte finish acrylic.

7.1.1.2 Second Ply: 4mm thick closed-cell PVC.

7.1.2 Adhesive Layer: Double-coated pressure-sensitive polypropylene film rated at 56 oz/in minimum adhesion per PSTC-1.

7.1.3 Pocket Signs:

7.1.3.1 Created using No. 38 - .080” separating ribs to form insert spaces for custom computer-generated acetate.

7.1.3.2 Adhesive strips are not acceptable as a substitute for acrylic.

7.1.4 Framing:

7.1.4.1 Signs shall nest into Type OS22 custom extruded, precision-mitered aluminum frames composed of clear anodized aluminum.

7.1.4.2 Frames assembled using a two-part epoxy process with a composite board back plate made of recycled content.

7.1.5 Room Number Section:

7.1.5.1 Uses injection-molded ABS characters.

7.1.5.2 Grade II Braille produced with high-pressure surface beading located directly below tactile numbers (minimum 3/16”).

7.1.5.3 Braille translation must be performed using the Duxbury Braille Translator.

7.1.6 Wood Accents: Fabricated from multi-layered fire-retardant thermoplastic sheets with a Class A decorative embossed film in the specified finish.

7.1.7 Graphics and Color:

7.1.7.1 Must be subsurface digitally printed directly to substrate using a variable dot pattern, UV ink with no VOCs, and LED curing.

7.1.7.2 Painting, screen printing, and laminates are not acceptable.

7.1.7.3 Surface-applied color or copy is not acceptable, unless required for ADA compliance.

7.2 SecureSpec Series – Specialized Behavioral Health Signage: Signs shall be constructed from a specialized, multi-layered fire-retardant thermoplastic sheet with a Class A decorative wood grain film. Material must be:

7.2.1 Designed for healthcare environments.

7.2.2 Resistant to impact, dents, and stains.

7.2.3 Thin (not to exceed 0.045”), lightweight, pliable, and shatter resistant.

7.2.4 Fabricated with rounded corners to eliminate sharp edges.

7.2.5 Insert Pockets: Constructed from layered carrier material with a sandwiched .02” thick non-glare film for lightweight, low-profile insert signs.

7.2.6 ADA Compliance:

7.2.6.1 All raised/tactile copy must meet ADA and applicable standards.

7.2.6.2 Grade 2 Braille in clear domes that do not interfere with visual aesthetics.

7.2.6.3 Raised letters and Braille must extend 1/32” above the base material.

7.2.7 Graphics:

7.2.7.1 Non-tactile copy and graphics applied via silkscreen inks formulated for adhesion to the carrier material and must be vandal resistant.

7.2.7.2 Insert graphics printed using laser toner or pigmented inkjet inks with high permanence ratings.

7.2.7.3 Inserts must be client-updatable onsite using custom-developed software.

7.2.8 Mounting: Signs shall be wall-mounted using thin-mil VHB tape and silicone adhesive, as required.

8. ON-SITE PERFORMANCE: On-site services may be required for design, programming, or installation, as determined by individual job orders. These services may occasionally occur outside of normal duty hours to avoid disruption to patient care, in accordance with this BPA order.

8.1 Scheduling: Delivery and installation dates shall be pre-scheduled with the Contracting Officer Representative (COR) and/or VA Interior Designer Point of Contact (POC).

8.2 Duty Hours: On-site campus hours: 8:00 AM – 4:00 PM, Monday through Friday, excluding federal holidays.

Federal Holidays Include:

8.3 Coordination with VA Services: Contractor shall collaborate with the COR to coordinate compliance with any in-house services affected by installation, including IT, Housekeeping, Facilities, Painting, and Construction Teams. Required coordination meetings will be identified at the order level.

8.4 Contractor Identification: Contractor personnel must present a professional appearance and wear a uniform or other identifying attire. A VA-issued badge must be always worn above the waist and visible while on government property.

8.5 Safety and Risk Management: Contractor shall establish policies and procedures to protect the safety and welfare of customers, employees, and the community, minimizing or eliminating safety or environmental risks.

8.6 Staff Qualifications: Contractor is responsible for ensuring staff are trained and certified in planning and installation to maintain product warranty integrity.

8.7 Project Oversight: Contractor shall designate an on-site project manager or lead installer responsible for oversight of all project aspects.

8.8 After-Hours Work: Services may be required outside of normal duty hours, as specified in individual task orders.

8.9 Regulatory Compliance: Contractor shall be knowledgeable of and comply with all applicable federal, state, and local laws, including:

8.9.1 Building Codes

8.9.2 Life Safety Codes

8.9.3 OSHA

8.9.4 ADA/ADAG

8.9.5 VA Design Standards and Instructions: www.cfm.va.gov/til/dguide.asp

8.10 Repairs and Replacements: Contractor shall repair or coordinate with the COR/POC for the replacement of damaged, defective, or missing items.

8.11 Quality and Timeliness: All work shall be completed with the highest level of craftsmanship, in a safe manner, and within the allotted time frame.

8.12 Punch List Completion: Items noted on the punch list shall include a response time for completion provided by the contractor.

9. PERFORMANCE PERIOD: The period of performance shall include:

9.1 Base Period: One (1) twelve-month period

9.2 Option Periods: Three (3) additional twelve-month option periods

10. DELIVERY LOCATIONS: This requirement covers the following Orlando VA Medical Center locations:

• Lake Baldwin Clinic 5201 Raymond Street Orlando, FL 32803

• Lakemont Administrative Offices 2500 S. Lakemont Avenue Orlando, FL 32814

11. WARRANTY: The warranty period shall begin on the date of acceptance of products and/or services by the Government Contracting Officer’s Representative (COR).

11.1 Warranty documentation must include:

11.1.1 Duration: Minimum of one (1) year for all products and services.

11.1.2 Coverage: Replacement of all defective parts and materials during the warranty period, at no cost to the Government.

11.2 The Contractor shall:

11.2.1 Bear all costs associated with installation and travel for warranty-related replacements.

11.2.2 Ensure warranty coverage meets or exceeds the salient characteristics specified in this Statement of Work.

12. OBLIGATION OF FUNDS: The Government is obligated only to the extent of authorized orders issued by the Contracting Officer. No other commitments or verbal agreements shall be considered binding.

13. AUTHORIZED INDIVIDUALS: The following individual is authorized to place orders under this agreement:

• Evette Soto, Interior Design Service, Supervisory

14. AUTHORIZED REPRESENTATIVES:

• Contracting Officer (CO): Stephen Mancuso

• Primary COR: Evette Soto, Interior Design Supervisory

• Alternate COR: Tatsiana Zenchyk, Interior Designer

Note: The COR is responsible for technical monitoring of contractor performance and deliverables.

The COR and Contractor’s Representative shall collaborate to ensure all contractual requirements are met.

14.1 Limitations of COR Authority - The COR is not authorized to:

14.1.1 Promise, award, or modify any contract or issue a notice of intent to award.

14.1.2 Waive or modify the delivery schedule.

14.1.3 Make final decisions on disputes.

14.1.4 Terminate the contractor’s right to proceed.

14.1.5 Obligate funds on behalf of the Government.

14.2 Only a warranted Contracting Officer may obligate funds or modify the contract. If the Contractor believes the COR has exceeded their authority, they must notify the Contracting Officer in writing immediately and provide copies of all related correspondence.

15. SUBMITTAL REQUIREMENTS

15.1 Wayfinding & Veteran Design Precepts - The Contractor shall demonstrate a proven understanding of wayfinding and environmental graphic design principles specific to healthcare environments. Evaluation will be based on:

15.1.1 The wayfinding theory presented.

15.1.2 Its appropriateness to a Veterans Affairs Medical Center (VAMC) setting and its unique patient population.

15.2 Sign Samples - Physical sign samples must be submitted prior to the quote due date and time.

Samples will be evaluated based on:

15.2.1 Workmanship

15.2.2 Material quality

15.2.3 Finish

15.2.4 Ability to match the VA sign standard and salient characteristics

15.3 Shipping Address for Samples:

Orlando VA Medical Center ATTN: Interior Design Service, room 4E804 13800 Veterans Way Orlando, FL 32827

Statement of Work