Bid Notice1.pdf

Dutchess Tourism, Inc. D.B.A. Destination Dutchess Tourism Information Point signage & Optional Installation Organization Background

Dutchess Tourism, Inc., d.b.a. Destination Dutchess, a 501(c)(6) nonprofit, is the officially designated Destination Marketing Organization (DMO) for Dutchess County, based in

Poughkeepsie, NY. The organization works to bring tourism dollars to area businesses and our community by marketing and promoting the assets of Dutchess County to the nation and the world.

Project Overview

Destination Dutchess is seeking a qualified New York-based vendor that can manufacture signs for our Tourism Information Points (TIPs). TIPs are locations where visitors and residents can find information about places, events, experiences and more throughout Dutchess County. Note this RFQ also optionally includes bidding for installation on 13 signs in 11 locations. Bidding on installation is NOT a requirement for submitting a quote. Destination Dutchess is updating

TIP signage to reflect the latest branding and provide access to its 24/7 multilingual AI-powered visitor service agent on the Destination Dutchess website via a QR code on each sign. Sign designs will be provided by Destination Dutchess.

RFQ Timeline

RFQ Open: MONDAY, 7/6/26

Questions Due: MONDAY, 7/13/2026, 12 p.m.

• Questions must be submitted using the Bidnet system.

Quote Deadline: MONDAY, 7/20/2026, 5 p.m.

Specifications o Anticipated Sizes & Quantities:

▪ 12 signs (24”x27”)

▪ 5 signs (8.5”x11”) o Materials & Print:

▪ Goal: Produce professional, durable, and visually appealing signs that maintain their appearance over time while remaining cost-effective.

▪ We are looking for signs that will be good for indoor and outdoor use. Below are our specifications, but if you have materials and printing techniques that would achieve our goal better, please include in your quote.

▪ Material:

• Aluminum Composite Material (ACM) or comparable material suitable for long-term indoor and outdoor use.

▪ Printing Details:

• Single-sided printing

• Signs will primarily be viewed at eye level or slightly above eye level.

• Design files will include a QR code. The selected printing method must ensure that QR codes remain clear, durable, and reliably scannable throughout the expected life of the sign.

• DD's designer will provide file formats and resolutions required by the selected vendor.

• Finished signs should be weather-resistant, UV-resistant, fade-resistant, and scratch-resistant.

▪ Additional:

• Square corners

• Provide pricing for signs with pre-drilled mounting holes in all four corners, if available.

• If pre-drilled holes are not available, please provide pricing without holes.

• Vendor Requirements o Mandatory

▪ Must be insured.

▪ Must be registered to do business in New York State.

▪ New York Based only – please do not respond if your company is not based in NY.

o Preferred

▪ The vendor is ideally located (headquarters and operations) within Dutchess

County or Hudson Valley, NY.

▪ Minority or Women-Owned Business Enterprise (MWBE) and/or Service-

Disabled Veteran-Owned (SDVO) preferred.

• Please include your MWBE or SDV certificate if applicable.

OPTIONAL Installation Specifications:

• Installation is NOT required to submit a quote. If you do not do installation, please disregard this section.

• The installation component may be awarded separately from the sign production component.

• Installer shall remove four existing signs in four locations.

• Most signs will be wall-mounted on interior or exterior surfaces. Existing mounting holes should be utilized whenever practical. One sign will be mounted to a PVC fence, and one sign will be mounted to the top of an existing brochure rack.

• Installation locations (only 13 of 17 signs require installation) o Destination Dutchess – Poughkeepsie (2 signs) – 1 indoor/1 outdoor o Vassar College – Poughkeepsie (1 sign) – indoor o Galleria Mall – Poughkeepsie (1 sign) - indoor o Rhinebeck Antique Emporium – Rhinebeck (1 sign) – outdoor on fence o Rhinebeck Area Chamber of Commerce Visitor Kiosk – Rhinebeck (1 sign) -outdoor o Beacon Welcome Center – Beacon (2 signs) – both outdoor o Hudson Valley Regional Airport – Wappingers Falls (1 sign) indoor attach to brochure rack o Wallace Center at FDR Presidential Library & Museum – Hyde Park (1 sign) -indoor o Pawling Chamber of Commerce Welcome Center – Pawling (1 sign) - outdoor o Pawling Free Library – Pawling (1 sign) - indoor o Hopewell Depot Museum – Hopewell Junction (1 sign) - outdoor

Quote Requirements:

• Total project cost for signage production, including shipping and applicable taxes.

• Unit pricing, if available.

• Validity period for quoted pricing.

• Recommended materials, finishes, and sizing alternatives that may improve durability or reduce cost.

• Confirmation that the vendor is headquartered and operates within New York State.

• Warranty information, including duration and coverage.

• Estimated production lead time beginning upon receipt of final approved artwork.

• Examples of similar sign projects completed within the last three years (optional but encouraged).

• Primary project contact information.

• Please include your MWBE or SDV certificate if applicable.

OPTIONAL requirements:

Vendors choosing to bid for the installation should provide:

• Total installation cost, including labor, transportation, mounting hardware, removal and disposal of existing signage, applicable taxes, and any other anticipated expenses.

• Description of installation methodology and mounting materials.

• Proof of insurance coverage applicable to installation work.