Bid Notice.pdf

Alameda County is committed to reducing environmental impacts across our entire supply chain. Please print only what you need, print double-sided, and use recycled-content paper if printing this document.

IRFP Template

Rev. 6/8/26

COUNTY OF ALAMEDA

INFORMAL REQUEST FOR PROPOSAL No. 902793 for

SIGNAGE AND WAYFINDING MASTER PLANNING SERVICES

For complete information regarding this project, see the Informal Request for Proposal (IRFP) posted at County of Alameda Procurement Portal [https://procurement.opengov.com/portal/acgov] or contact the County representative listed below.

Thank you for your interest!

Contact Person: N. Peng

Phone Number: (510) 208-9636

Email Address: n.peng@acgov.org

General Services Agency (GSA) – Procurement

RESPONSE DUE

by

2:00 p.m.

on

October 19, 2026 through

Alameda County, GSA-Procurement

County of Alameda Procurement Portal https://procurement.opengov.com/portal/acgov mailto:n.peng@acgov.org

IRFP No. 902793

CALENDAR OF EVENTS

INFORMAL REQUEST FOR PROPOSAL No. 902793

EVENT DATE/LOCATION

Request Issued September 14, 2026

Written Questions Due via the “Question & Answer” tab of this project in the County of Alameda Procurement Portal

September 24, 2026

Addendum Issued [only if necessary to amend

IRFP]

October 9, 2026

Response Due and Submitted through County of Alameda Procurement Portal

October 19, 2026 by 2:00 p.m.

Evaluation Period October 19, 2026 – November 12, 2026

Vendor Interviews Week of November 1, 2026

Notice of Intent to Award Issued November 13, 2026

Board Consideration Award Date December 15, 2026

Contract Start Date January 1, 2027

NOTE: All dates are tentative and subject to change.

Alameda County Vendor Outreach

Wednesday, September 16, 2026 10:30 a.m. – 11:30 a.m.

TO ATTEND ONLINE:

Vendor Outreach Call-in: +1 415-915-3950

Conference ID: 504 517 635#

COME MEET ALAMEDA COUNTY’S

PROCUREMENT TEAM!

This public event is not specific to any IRFP, where vendors can speak with GSA professionals, get to know them, and learn more about contracting opportunities with the County.

These are conducted on most Wednesdays.

Dates and locations can be confirmed by checking at Upcoming Events

[https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/] https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTcwODZiMDctYzdmNi00ZTgxLWJhOTUtMjAyZTRkMWQxMTg4%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22338906a1-74a0-4066-b6d5-051f1847307a%22%7d https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/ https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/

COUNTY OF ALAMEDA

INFORMAL REQUEST FOR PROPOSAL No. 902793

SPECIFICATIONS, TERMS & CONDITIONS

for

SIGNAGE AND WAYFINDING MASTER PLANNING SERVICES

Table of Contents

CALENDAR OF EVENTS

I. STATEMENT OF WORK

A. INTENT

B. SCOPE/BACKGROUND

C. BIDDER QUALIFICATIONS

D. SPECIFIC REQUIREMENTS

E. DELIVERABLES / REPORTS

F. VENDOR OUTREACH

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS

G. EVALUATION CRITERIA / SELECTION COMMITTEE

H. CONTRACT EVALUATION AND ASSESSMENT

I. NOTICE OF INTENT TO AWARD

J. TERM / TERMINATION / RENEWAL

K. BRAND NAMES AND APPROVED EQUIVALENTS

L. QUANTITIES

M. PRICING

N. AWARD

O. METHOD OF ORDERING

P. INVOICING

Q. ACCOUNT MANAGER / SUPPORT STAFF

III. INSTRUCTIONS TO BIDDERS

R. COUNTY CONTACTS

S. SUBMITTAL OF PROPOSALS

EXHIBIT A

BIDDER INFORMATION

ATTACHMENTS

EXHIBIT A Bid Response Packet

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms, and conditions to describe signage and wayfinding master planning services for the Alco Park Garage being requested by the County.

The County intends to award a three-year contract (with the option to renew for two years) to the Bidder selected as the most responsive and responsible Bidder whose response conforms to the IRFP and meets the County’s requirements.

B. SCOPE/BACKGROUND

The Alameda County General Services Agency - Building Maintenance Department (GSA-BMD) intends to procure professional consulting services to assess existing conditions and develop a comprehensive signage and wayfinding master plan for the Alco Park Garage, located at 165 13th Street in Oakland, California.

The Alco Park Garage is a multi-level public parking facility maintained by GSA- BMD that serves the public and County employees. The facility contains multiple vehicle entrances and exits, pedestrian access points, elevators, stairwells, parking levels, service areas, and operational spaces. A clear, consistent, and accessible signage system is necessary to support safe and efficient navigation throughout the facility.

Alco Park Garage is an approximately 406,528-square-foot, nine-level parking facility with 732 parking stalls, two elevators, three stairwells, one ramp, two vehicle entrances, and two vehicle exits.

Over time, signage throughout the garage has been installed incrementally by various County departments to address evolving operational, regulatory, and safety requirements. As a result, the existing signage system lacks consistency in appearance, messaging, materials, placement, and branding. Existing signs vary significantly in age, condition, design, and purpose. Some signs are outdated, redundant, damaged, difficult to locate, or no longer meet current operational requirements or accessibility standards. County departments have also identified additional signage needs to improve wayfinding, parking operations, safety, accessibility, and the overall user experience.

The County seeks to develop a comprehensive signage and wayfinding master plan that establishes a cohesive, functional, accessible, and code-compliant signage system for the Alco Park Garage. The selected Contractor shall evaluate existing conditions, identify deficiencies and opportunities for improvement, and develop recommendations for a unified signage and wayfinding program that supports current and future facility operations. The resulting master plan will establish standards and serve as the foundation for future signage design, fabrication, and installation projects.

Scope clarification: The selected Contractor will provide assessment, planning, design development, bidding support, and implementation support services only.

Sign fabrication, procurement, and installation are not included in this contract.

Site Access: Alco Park Garage is open to the public during regular business hours, Monday through Friday, from 7:00 a.m. to 7:00 p.m. Bidders may, at their discretion, visit the facility during business hours to observe existing site conditions and familiarize themselves with the garage and its existing signage and wayfinding conditions. A site visit is optional and is not required to submit a proposal.

The Contractor shall deliver a County-accepted, implementation-ready signage and wayfinding master plan that accurately inventories all existing signs; identifies traceable accessibility, regulatory, safety, operational, and navigation deficiencies; establishes coordinated design, location, messaging, and technical standards; supports competitive procurement of future fabrication and installation services; and enables the County to verify that installed signage conforms to the approved documents.

C. BIDDER QUALIFICATIONS

1. BIDDER Minimum Qualifications

a. Bidder must be regularly and continuously engaged in the business of providing signage and wayfinding master planning consulting services of similar size, scale, and scope as the Alco Park Garage (described in Section B above) for at least five (5) years, which must be clearly stated or demonstrated in the bid response packet.

b. Bidder must also possess all permits, licenses, and professional credentials necessary to supply products and perform services specified under this IRFP. Unless noted otherwise in the IRFP, for example the item(s) stated above, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses and credentials; however, Bidder must provide such proof if requested by County.

D. SPECIFIC REQUIREMENTS

The Contractor shall provide a comprehensive, accurate, and implementable wayfinding and signage master plan that establishes a cohesive, accessible, code-compliant, and user-friendly signage system for the Alco Park Garage. The resulting master plan shall support current and future facility operations and provide the County with the documentation, design standards, technical specifications, and implementation guidance necessary to procure future sign fabrication and installation services.

1. Phase 1 - Comprehensive Existing Conditions Assessment

a. Contractor must conduct a virtual project kickoff meeting with the

County to deliver an approved Project Management Plan documenting scope, schedule, responsibilities, decision authority, communications, risks, and acceptance procedures.

b. Contractor must inspect and inventory 100% of the existing permanent, temporary, regulatory, operational, vehicle, pedestrian, accessibility, digital, parking-occupancy, and life-safety signs within the defined project boundary. Each sign must receive a unique identification number that is cross-referenced among the inventory database, photograph log, floor or location plan, and Existing Conditions Assessment Report. The inventory must contain all required data fields, identify unavailable or indeterminable information, and contain no duplicate identification numbers.

Contractor must correct, at no additional cost, omissions or inaccuracies identified during County verification.

c. Contractor must conduct a site assessment to produce a verified inventory covering 100% of signs within the project boundary, cross-referenced to photographs and location plans, and develop a report which documents at minimum the following items:

(1) Sign location.

(2) Sign dimensions.

(3) Sign materials.

(4) Mounting methods.

(5) Message content.

(6) Typography.

(7) Colors.

(8) Graphics.

(9) Symbols.

(10) Physical condition.

(11) Regulatory classification.

(12) Accessibility and ADA compliance.

(13) Visibility and legibility.

(14) Photographs of all existing signage.

(15) Identification of redundant, outdated, damaged, inconsistent, or non-compliant signage.

(16) Digital signage.

(17) Garage vehicle-occupancy and parking-level signage.

(18) Pedestrian notification and directional signage.

d. Digital signage scope is limited to the assessment and planning of existing and proposed digital signage and garage vehicle-occupancy and parking-level signage used for wayfinding, parking information, and user notification. Contractor must inventory existing signage and identify deficiencies, recommended locations, intended uses, messaging considerations, and planning-level recommendations for integration with the overall signage and wayfinding system. Contractor is not required to design, program, procure, or install digital signage hardware or software, develop system interfaces, or provide detailed electrical, communications, or technology infrastructure design.

e. Contractor must deliver a completed, nonduplicative, editable, digital, searchable signage inventory database that includes, at a minimum:

(1) Sign identification number,

(2) Photograph,

(3) Location,

(4) Dimensions,

(5) Message content,

(6) Typography,

(7) Colors,

(8) Graphics,

(9) Symbols,

(10) Material,

(11) Mounting method,

(12) Existing message,

(13) Compliance status,

(14) Recommended action, and

(15) Replacement priority.

f. Contractor must prepare a comprehensive Existing Conditions

Assessment Report summarizing findings, deficiencies, decisions, and recommendations, including preliminary capital-budget planning information for signage replacement.

g. The Existing Conditions Assessment Report must include a planning-level cost estimate organized by sign type, location, recommended action, and implementation priority. The estimate must state the basis of estimate, assumed quantities, unit-cost sources, design and installation assumptions, escalation date, allowances, contingency, exclusions, and expected accuracy range.

Recommendations must be organized into immediate, near-term, and long-term implementation priorities, with dependencies clearly identified.

h. Contractor must coordinate and participate in virtual or in-person meetings with the County as required to achieve documented decisions and closure of action items through defined included meetings, agendas, minutes, owners, and due dates..

i. Contractor must perform site visits as needed to complete the assessment and participate in virtual or in-person meetings, as requested by the County, to review the assessment findings, complete the verification necessary to support accurate deliverables.

2. Phase 2 - Wayfinding Analysis and Signage Needs Assessment

a. Contractor must prepare a Wayfinding Analysis and Signage Needs

Assessment Report documenting all significant vehicle and pedestrian routes, destinations, entry and exit points, vertical-circulation elements, transition points, and navigation decision points. For each identified deficiency, Contractor must document the affected user group, existing condition, consequence or risk, recommended corrective action, priority, and corresponding proposed sign or non-sign intervention. Recommendations must address accessibility, first-time users, visibility under expected lighting conditions, message hierarchy, consistency, operational requirements, and emergency or life-safety coordination. The Report must summarize the findings and recommendations resulting from the wayfinding analysis and signage needs assessment.

b. Contractor must conduct a site wayfinding assessment to evaluate the existing garage wayfinding activities, document routes, destinations, user groups, decision points, navigation failures, risks, and actionable remedies, and decision points for vehicles and pedestrians.

c. Contractor must identify any wayfinding deficiencies and provide recommendations for improvement.

d. Contractor must conduct in-person and virtual meetings with

County stakeholders to identify operational requirements, concerns, and future signage needs. Contractor must produce a stakeholder-requirements register showing the source, requirement, resolution, approval status, and affected deliverable.

e. Contractor must evaluate the existing signage system for compliance with applicable accessibility, life-safety, and regulatory requirements. Contractor must produce a traceable Code and Accessibility Compliance Matrix with specific standards, citations, findings, and dispositions.

f. Contractor must conduct a signage needs assessment that identifies existing signs to remain, be removed, be relocated, or be replaced, as well as new signs required with rationale and priority.

3. Phase 3 - Signage and Wayfinding Master Planning

a. Contractor must develop a comprehensive Signage and Wayfinding

Master Plan that reconciles every inventoried and proposed sign with the Sign Schedule and Sign Location Plan. The Master Plan must include sign-family standards; message hierarchy;

nomenclature and naming conventions; typography; symbols;

graphics; colors and contrast; dimensions; materials; finishes;

illumination, where applicable; fabrication and mounting standards; placement and mounting heights; accessibility requirements; maintenance considerations; digital-signage recommendations; location plans; sign schedules; planning-level costs; implementation priorities; and procedures for future updates.

(1) The master plan must include design standards for all signage types and provide the County with conceptual signage design options.

(2) Design standards must include templates and requirements for dimensions, color palettes, font families, font sizes, symbols, graphics, materials, mounting methods, and layouts for a refined, contemporary, and unified signage system.

(3) The master plan must include conceptual sign families and design standards for, at a minimum, sign types, dimensions, color palettes, typography, font sizes, symbols, graphic standards, materials, mounting standards, and layout templates.

b. Contractor must develop a detailed Sign Location Plan identifying the proposed location, message, mounting height, mounting method, and sign type for each sign. The plan must be informed by the site assessment and finalized in coordination with the County.

c. Contractor must provide preliminary technical specifications for all recommended signage.

d. Contractor must conduct virtual and/or in-person meetings as needed to review the master plan and preliminary specifications with the County, and revise the documents based on County comments.

e. Contractor must conduct design-review meetings as needed to confirm the scope and obtain County approval of final planning documents.

f. Contractor must submit concept, draft, and final design packages at County-approved development stages. Each submission must identify decisions requiring County approval and must include a comment-response matrix showing resolution of prior County comments.

g. Contractor recommendations do not constitute County authorization to fabricate, install, relocate, or remove signage.

Final decisions concerning messaging, branding, sign locations, priorities, budgets, procurement, and acceptance remain with the County.

4. Phase 4 - Bidding Support for Future Sign Fabrication and Installation

(As-Needed)

Phase 4 services are as needed and will be performed only upon the County’s written authorization. The County is not obligated to authorize Phase 4 services. Authorization to proceed with Phase 4 is contingent upon the County’s decision to procure future sign fabrication and installation services.

a. The Phase 4 lump-sum price shall include support for one (1)

County solicitation for sign fabrication and installation, including one (1) bid-package coordination review, one (1) pre-bid site visit, one (1) pre-bid conference, review and response recommendations for bidder questions, and preparation of technical addendum packages. Contractor shall provide draft technical responses within two business days after receipt, or by another County-specified deadline communicated at assignment.

Additional support beyond the stated quantities shall require prior written County authorization and shall be compensated using the applicable unit or hourly rates in the Pricing Table.

b. Contractor must prepare and provide final technical specifications for the fabrication and installation of County-selected signage, attend virtual or in-person meetings as needed to review the specifications with the County prior to final submission. Contractor must submit County-accepted final technical specifications within six (6) weeks after written County acceptance of the final Phase 3 deliverables, written authorization to proceed with Phase 4, and must be developed in accordance with the construction standard of the Construction Specifications Institute (CSI) Master Format.

c. Contractor must review the County's CSI Master Format Division

00 and Division 01 front-end documents and coordinate the incorporation of the County-approved signage plans, technical specifications, drawings, schedules, and supporting exhibits into the bid package for the future sign fabrication and installation project.

c. Contractor must provide all exhibits, drawings, schedules, specifications, and supporting documents required for inclusion in the County's bid package for the future sign fabrication and installation project.

d. Contractor must attend the in-person pre-bid site visit and virtual pre-bid conference meetings to assist the County during the bidding process of the future sign fabrication and installation project.

e. Contractor must assist the County in preparing responses to bidder questions related to the signage plans, drawings, specifications, and other technical requirements during the bidding process of the future sign fabrication and installation project.

5. Phase 5 - Implementation Support for Future Sign Fabrication and

Installation (As-Needed)

Following award of the County’s separate contract for future sign fabrication and installation, the Contractor must provide implementation support services to assist the County in reviewing the sign fabrication and installation contractor’s work for conformance with the approved signage plans, technical specifications, and contract requirements.

Phase 5 services are as needed and will be performed only upon the

County’s written authorization following award of a separate County contract for sign fabrication and installation. The County is not obligated to authorize Phase 5 services.

Services must include, but not be limited to, the following:

a. Contractor must conduct a formal review of all project submittals, shop drawings, product data, samples, and other required submittal packages submitted by the sign fabrication and installation contractor to verify conformance with the approved signage plans, technical specifications, and contract requirements.

b. Contractor must conduct an in-person project kickoff meeting with the County and the sign fabrication and installation contractor to review the approved signage locations, installation requirements, project schedule, and coordination procedures.

c. Contractor must conduct, at a minimum, one (1) in-person site visit and progress review at approximately fifty percent (50%) completion of the sign fabrication and installation project, and one

(1) final in-person site inspection and punch list review to identify any deficiencies or non-conforming work. Contractor must conduct additional follow-up site visits, as requested by the County, to verify completion of corrective actions.

d. Contractor must assist the County in reviewing any Requests for

Information (RFIs), proposed change orders, and other implementation-related documentation associated with the sign fabrication and installation project, and provide recommendations to the County as requested.

6. General Requirements

a. The County and the Contractor will coordinate the quantity, frequency, and format of project meetings and site visits throughout the duration of the project. The County will have sole discretion regarding the number, frequency, format (virtual or in-person), and scheduling of all meetings and site visits.

b. Contractor must attend additional meetings or site visits beyond the quantities included in the base scope only when authorized in writing by the County. Additional authorized meetings and site visits will be compensated using the applicable unit or hourly rates in the Pricing Table, unless necessitated by Contractor error, omission, delay, or failure to meet contract requirements, in which case no additional compensation will be due.

c. Contractor must conduct regular project coordination meetings with the County (weekly or bi-weekly, as determined by the County based on the needs of the project) throughout the duration of the contract that resulting from this IRFP. Contractor must prepare and distribute meeting agendas prior to each meeting and provide meeting summaries within two (2) business days following each meeting. Meeting summaries must document key discussions, decisions, action items, and next steps.

d. Contractor must identify and apply all accessibility, building, fire/life-safety, traffic-control, and other regulatory requirements applicable to the facility and the proposed signage. The Contractor must prepare and maintain a Code and Accessibility Compliance Matrix identifying the applicable authority, code or standard, edition, section, affected sign type or location, existing condition, recommended corrective action, and final disposition. The Contractor must notify the County in writing of conflicting requirements or interpretations before finalizing the affected recommendation.

e. Contractor shall not be responsible for delay caused solely by the County’s failure to provide required access, information, decisions, or consolidated comments by an agreed date. Contractor shall notify the County promptly, document the schedule effect, and continue unaffected work. Any schedule adjustment must be documented in writing and does not entitle Contractor to additional compensation unless approved through a written amendment or change order.

f. Before submission, Contractor must perform and document an independent quality-control review of each major deliverable for technical accuracy, internal consistency, code and accessibility traceability, coordination among plans, schedules and specifications, completeness of cross-references, and conformity with County comments. Contractor remains responsible for correcting errors, omissions, conflicts, and inconsistencies in its work at no additional cost.

7. Response-Time Requirements

Contractor must acknowledge County inquiries within one (1) business day and provide a substantive response within two (2) business days. Time-sensitive matters related to bidding or implementation must be prioritized and addressed within a timeframe mutually agreed upon with the County based on the nature of the issue.

E. DELIVERABLES / REPORTS

1. Within two (2) weeks from the start of the contract resulting from this IRFP, the Contractor must submit a baseline Project Management Plan for County’s approval. The plan must identify all tasks, dependencies, County decision points, stakeholder meetings, site and project activities, draft and final deliverables, quality-control reviews, and proposed completion dates for each phase. Contractor must also coordinate a virtual or in-person meeting with the County to schedule the initial assessment.

a. Phase 1 – Comprehensive Existing Conditions Assessment:

Contractor must complete Phase 1 within a maximum of eight (8) weeks following County approval of the baseline Project Management Plan.

b. Phase 2 – Wayfinding Analysis and Signage Needs Assessment:

Contractor must complete Phase 2 within a maximum of six (6) weeks following County acceptance of the Phase 1 deliverables.

c. Phase 3 – Signage and Wayfinding Master Planning: Contractor must complete Phase 3, including all required draft, review, revision, and final deliverables, within a maximum of six (6) weeks following County acceptance of the Phase 2 deliverables.

d. Contractor must update the baseline Project Management Plan with each status report to identify actual progress, upcoming activities, outstanding County decisions, changes to scheduled phase completion dates or deliverable due dates, and any impacts to the approved schedule.

e. Contractor must notify the County within two (2) business days after identifying any condition that may affect a scheduled phase completion date, deliverable due date, or the overall completion date. The notification must identify the cause, anticipated schedule effect, affected activities or deliverables, and proposed recovery or mitigation action.

f. Notwithstanding the individual phase timelines above, Contractor must complete Phase 1 through Phase 3 within a maximum of twenty-four (24) weeks from the start of the contract resulting from this IRFP, unless otherwise approved by the County.

g. Phase 4 and 5 are as needed services and will be performed only upon written authorization by the County. The County will establish the applicable schedule and completion deadlines for such services at the time they are authorized.

2. Contractor must submit all reports, technical documents, drawings, plans, specifications, and supporting documentation for County review and approval at the completion of each project phase or as otherwise requested by the County.

3. Reports and documentation must include, but are not be limited to, the following:

a. Project schedule, including the duration of each project phase;

b. Project status reports, meeting agendas, and meeting summaries for all project meetings;

c. Digital, searchable signage inventory;

d. Existing Conditions Assessment Report, including capital planning data, budget information, and a recommended timeline for sign replacement;

e. Wayfinding Analysis and Signage Needs Assessment Report;

f. Draft Signage and Wayfinding Master Plan, including the Sign Location Plan and preliminary technical specifications;

g. Final Signage and Wayfinding Master Plan;

h. Final technical specifications and supporting documents for bidding;

i. All supporting exhibits, graphics, photographs, maps, schedules, drawings, and appendices;

j. Implementation progress reports, including site visit summaries and progress photographs, as applicable;

k. Invoice review and recommendations based on observations of the sign fabrication and installation contractor’s progress, as requested by the County;

l. Punch list reports;

m. Final assessment and recommendation regarding conformance of completed work; and

n. Final project report summarizing implementation activities, outstanding items, and recommendations.

4. All reports, plans, drawings, specifications, databases, photographs, graphics, and supporting documentation developed under the contract resulting from this IRFP must become the property of the County upon acceptance.

5. All electronic deliverables must be submitted in both searchable and accessible PDF and all native, unlocked, editable source files used to create the deliverables, including linked fonts, images, graphics, spreadsheets, databases, schedules, drawings, and specifications to the extent licensing permits. Editable formats shall include Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Creative Suite files (where applicable), or other County-approved software formats. Contractor shall identify any third-party content, font, software, or license that may restrict the County’s future use or modification before incorporating it into a deliverable.

6. All mapping, sign inventories, databases, photographs, graphics, drawings, and other digital project files developed under the contract resulting from this IRFP must be organized, indexed, and delivered in a format that facilitates future updates and use by the County.

7. County will review each deliverable for conformity with the contract requirements and provide an acceptance, conditional acceptance, or rejection with consolidated comments. Contractor must submit a comment-response matrix identifying the disposition of each County comment and must provide a corrected deliverable within five (5) business days, or another period approved by the County based on the extent of the revisions. Deliverables are not accepted solely through submission, review, use, partial payment, or the passage of time.

Corrections necessary to achieve conformity with the contract requirements must be made at no additional cost to the County.

F. VENDOR OUTREACH

1. Vendor Outreach is usually conducted on Wednesdays at Vendor Outreach Link (Call-in: +1 415-915-3950; Conference ID: 504 517 635#).

Dates and locations can be confirmed by checking at: Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/].

2. Bidders are encouraged to attend Vendor Outreach but are not mandatory to further facilitate subcontracting relationships.

3. Should there be a need to amend or revise the IRFP, an Addendum will be issued. Any verbal statements, including at any Vendor Outreaches are not binding. Only the written documents will be binding.

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS

G. EVALUATION CRITERIA / SELECTION COMMITTEE

1. Initial Evaluation (Completeness of Response and Debarment and Suspension). All proposals will first be reviewed to determine if they pass the initial Evaluation Criteria (Section A), which are determined on a pass/fail basis.

2. Evaluation by County Selection Committee. All proposals that have passed the initial Evaluation Criteria will be evaluated by County Selection Committee (CSC). The CSC may be composed of County staff and other parties that may have expertise or experience related to the goods or services that are being procured. The CSC will score the proposals according to the Evaluation Criteria set forth in this IRFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals will be within the sole judgment and discretion of the CSC.

3. Unrealistic Bids. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments or unrealistically high or low in cost may be deemed reflective of an inherent lack of technical knowledge or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this IRFP.

4. Price Discrepancy. In the case of a discrepancy between the unit price and an extension, the unit price will be used for evaluation purposes.

5. Evaluation Criteria Descriptions. The items listed in the Evaluation Criteria should be considered as minimum requirements. All information contained in a proposal and presented in vendor interviews (if there are https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTcwODZiMDctYzdmNi00ZTgxLWJhOTUtMjAyZTRkMWQxMTg4%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22338906a1-74a0-4066-b6d5-051f1847307a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTcwODZiMDctYzdmNi00ZTgxLWJhOTUtMjAyZTRkMWQxMTg4%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22338906a1-74a0-4066-b6d5-051f1847307a%22%7d interviews) will be considered during the evaluation process and included in scoring within the appropriate Evaluation Criteria.

6. Evaluation Scores. Proposals will be evaluated and scored on the zero to five-point scale within each Evaluation Criteria below. Scores for all Evaluation Criteria (see the section below) will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a higher-weighted total will be deemed of higher quality than a proposal with a lesser-weighted total.

7. Shortlist Process. The evaluation process may include a two-stage approach including a preliminary evaluation of the written proposal and preliminary scoring to develop a shortlist of Bidders that will continue to the final stage of optional vendor interview, and reference checks. The preliminary scoring will be based on the total points, excluding any points allocated to references, and optional vendor interview. The five Bidders receiving the highest preliminary scores may advance to the next evaluation phase. All other Bidders will be deemed eliminated from the process. All Bidders will be notified of the shortlist participants; however, the preliminary scores at that time will not be communicated to Bidders.

8. Reference Checks. The County reserves the right to conduct reference check(s) on all Bidders who submitted a bid proposal. The CSC will then score the reference check(s), as identified in the Evaluation Criteria below, which will then be included in the final score.

9. Optional Vendor Interviews. The County may in its sole discretion, conduct vendor interviews. Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidders’ proposal. Whether or not a shortlist process is used, the score of any evaluation criterion below may be revised or informed based on the vendor interview.

10. Final Score. The final maximum score for any procurement is 525 points, including the possible 25 points for local and small or local and emerging preference points (derived from 5% for either Small and Local or Emerging and Local preference). Proposals will be ranked by their final scores.

a. Without Vendor Interview. In procurements where there are no vendor interviews, the score received by the evaluation of the written proposal with the references score added will be the final score.

b. With Vendor Interview. In procurements where there are vendor interviews, the CSC will consider the interview and may adjust the scores received by the evaluation of the written proposal which, with the reference scores added, will be the final score.

11. Contact During Evaluation Process. All contact during the evaluation phase must be through the GSA-Procurement department only. Bidders must neither contact nor lobby CSC during the evaluation process.

Attempts by Bidders to contact and/or influence CSC may result in disqualification of Bidders.

12. Determining Award. As a result of this IRFP, the County intends to award a contract to the highest-ranked responsible Bidder(s), as determined by the combined weight of the Evaluation Criteria, whose response conforms to the IRFP and whose bid presents the greatest value to the County considering all Evaluation Criteria. The combined weight of the Evaluation Criteria is greater in importance than the cost in determining the best value to the County. The County may award a contract of higher qualitative competence over the lowest priced response.

13. The zero to five-point scale range is defined as follows:

Score Rating Description

Not Acceptable

Non-responsive, fails to meet IRFP specifications.

The approach has no probability of success. If the unmet specification is a mandatory requirement, this score may result in the disqualification of the proposal.

Poor

Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per IRFP.

Fair

Has a reasonable probability of success; however, some objectives may not be met.

Average

Acceptable and likely to achieves all objectives in a reasonable fashion per IRFP specification. This will be the baseline score for each item with adjustments based on the interpretation of the proposal by CSC.

Above Average / Good

Better than that which is average or expected as the norm. Excellent probability of success in achieving all objectives of the IRFP requirements and expectations.

5 Excellent / Exceptional

Exceeds expectations, is very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success in achieving all objectives and meeting IRFP specifications.

14. The Evaluation Criteria and their respective weights are as follows:

Criteria Description Weight

A1. Completeness of Response:

Responses to this IRFP must be complete. Responses must address all the requirements identified within this IRFP and all related documents, including any Addenda.

Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and may result in the disqualification of the Bidder. Pass/Fail

A2.

Debarment and Suspension:

Bidders, its principal, and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov/SAM. Pass/Fail

B. Cost:

The points for Cost will be computed by dividing the amount of the lowest responsive and responsible bid received by each Bidder’s total proposed cost.

Cost evaluation points may be adjusted by considering:

1. Reasonableness (i.e., how well does the proposed pricing accurately reflect the Bidder’s effort to meet requirements and objectives?).

2. Realism (i.e., is the proposed cost appropriate to the nature of the products and/or services to be provided? Is the price affordable to the County, including if costs exceed any budget contained in the

IRFP? ).

20 Points

C. Description of Proposed Services:

Proposals will be evaluated considering the IRFP specifications, Bidder’s response submitted in the http://www.sam.gov/SAM corresponding section of Exhibit A – Bid Response Packet, and the questions below:

1. How comprehensive and appropriate is the proposed approach for completing the existing conditions assessment, including the evaluation of existing signage, development of the signage inventory, and identification of deficiencies and opportunities for improvement?

2. How comprehensive and practical is the proposed methodology for conducting the wayfinding analysis, identifying signage needs, and developing recommendations that improve wayfinding, accessibility, safety, and operational efficiency?

3. How comprehensive and effective is the proposed approach for developing a cohesive, maintainable, and code-compliant wayfinding and signage master plan, including signage standards, sign location plans, and technical specifications?

4. How appropriate is the proposed approach for providing bidding support and implementation support for the future sign fabrication and installation project?

5. How effective is the proposed approach for project management, communication, stakeholder coordination, quality control, and timely completion of project deliverables?

25 Points

D. Description of Experience and Qualifications:

Proposals will be evaluated considering the IRFP specifications, Bidder’s response submitted in the corresponding section of Exhibit A – Bid Response Packet, and the questions below:

1. How relevant is the Bidder's experience in providing comprehensive wayfinding and signage master planning services for projects of similar size, scope, and complexity?

2. How relevant is the Bidder's experience conducting existing conditions assessments, signage inventories, wayfinding analyses, and signage needs assessments?

3. How relevant is the Bidder's experience developing signage standards, sign location plans, technical specifications, and comprehensive signage master plans?

4. How relevant is the Bidder's experience providing bidding support and implementation support for sign fabrication and installation projects?

5. How qualified and experienced are the proposed key personnel to successfully perform the services required under this IRFP?

25 Points

E. Description of Project Management and Staffing Plan:

Proposals will be evaluated considering the IRFP specifications, Bidder’s response submitted in the corresponding section of Exhibit A – Bid Response Packet, and the questions below:

1. How appropriate is the proposed project organization and staffing plan to successfully complete the required services?

2. How effective is the proposed approach for coordinating with County staff, conducting meetings, managing stakeholder engagement, and maintaining project communications?

3. How appropriate is the proposed project schedule and resource allocation for completing all project phases and deliverables within the proposed timeframes?

4. How effective are the proposed quality assurance and quality control procedures for ensuring accurate, complete, and consistent project deliverables? 20 Points

F. References (See Exhibit A – Bid Response Packet) 10 Points

G. Vendor Interview

Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidder’s proposal. Whether or not a shortlist process is used, the

Vendor Interview may be used to revise / inform scores of scores of any evaluation criterion above may be revised or informed based on the vendor interview.

criteria above

SMALL LOCAL EMERGING BUSINESS PREFERENCE

Small and Local or Emerging and Local Preference:

Points equaling 5% of Bidder’s total score for the above Evaluation Criteria will be added. This will be the Bidder’s final score for purposes of award evaluation. 5%

H. CONTRACT EVALUATION AND ASSESSMENT

1. During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

2. The County reserves the right to determine, at its sole discretion, whether:

a. The Contractor has complied with all terms of this IRFP and the contract; and

b. Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

3. If, as a result of such determination, the County concludes that it is not satisfied with the Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. The County’s right to go to the next qualified Bidder(s) and/or rebid is not limited by the award of a contract or the 120-day period.

I. NOTICE OF INTENT TO AWARD

1. At the conclusion of the IRFP response evaluation period, all Bidders will be notified in writing by email or US Postal Service mail of the contract award recommendation, if any, by GSA-Procurement. The document providing this notification is the Notice of Intent to Award/Non-Award.

2. The Notice of Intent to Award/Non-Award will provide the following information:

a. The name(s) of the Bidder(s) being recommended for contract award; and

b. The names of all other parties that submitted proposals.

3. The submitted proposals will be made available upon request no later than five calendar days before approval of the award and contract is scheduled to be considered by the Board of Supervisors.

J. TERM / TERMINATION / RENEWAL

1. The contract term, which may be awarded pursuant to this IRFP, will be three (3) years.

2. By mutual agreement, any contract, which may be awarded pursuant to this IRFP, may be extended for an additional two-year.

3. The County has and reserves the right to suspend, terminate or abandon the execution of any work, services and/or providing of goods by the Contractor without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, services and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time for cause without written notice upon a material breach of contract or substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination, with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or rebid the project if it is determined to be in its best interest to do so.

K. BRAND NAMES AND APPROVED EQUIVALENTS

1. Any references in this IRFP, including Addendum and other documents, to manufacturers’ trade names, brand names, and/or catalog numbers are intended to be descriptive but not restrictive unless otherwise stated and are intended to indicate the quality level desired. Unless otherwise noted, Bidders may offer any equivalent product that meets or exceeds the specifications; however, if the County, in its sole discretion, determines the product proposed is not equivalent, the Bid may be disqualified, or a lower score awarded by the CSC. Bids based on equivalent products must:

a. Clearly describe the alternate offered and indicate how it differs from the product specified; and

b. Include complete descriptive literature and/or specifications as PDF attachments to the online bid submission as proof that the proposed alternate will be equal to or better than the product named in this IRFP.

2. The County reserves the right to be the sole judge of what is equal and acceptable. It may require Bidders to provide additional information and/or samples or disqualify the bid proposal.

3. If Bidders do not specify otherwise, it is understood that the referenced brand will be supplied.

L. QUANTITIES

Quantities listed herein are annual estimates based on past usage, and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

M. PRICING

1. All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this IRFP.

2. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such a lower price will be extended to the County.

3. Reasonable price increases or decreases for subsequent contract terms may be negotiated between Contractor and County after completion of the initial term.

4. Taxes and freight charges:

a. All prices are to be Freight On Board (F.O.B.) destination. Any freight/delivery charges are to be included in the bid price.

b. The County is soliciting a total price for this project. The price(s) quoted will be the total cost the County will pay for this project, including all taxes (excluding Sales and Use taxes) and all other charges.

c. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by the County, will be paid by the County unless expressly included and itemized in the bid proposal.

d. Amount paid for the transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

e. Articles sold to the County of Alameda are exempt from certain Federal excise taxes. If applicable, and upon request, the County will furnish an exemption certificate.

5. All prices quoted must be in United States dollars.

6. Price quotes must include any and all payment incentives available to the County.

7. In the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension, and the Bidder must honor the unit price quoted.

8. Federal and State minimum wage laws apply. The County has no requirements for living wages.