ODNR COMMS STATE FAIR SIGNAGE RFP.pdf

Request for Proposal

Revised 2-4-2025

Ohio Department of Natural Resources State Fair Wayfinding Signage

Background Information: The Ohio Department of Natural Resources (ODNR) is a diverse and large agency which encompasses both regulatory and recreational divisions. When visiting the Natural Resources Park, visitors get a glimpse at all the opportunities that await in Ohio’s outdoors while learning about Ohio’s natural resources and conservation practices. This 8-acre natural area includes paved and gravel paths, a kayak pond, youth fishing, live animals, prairie garden and other attractions. Updated wayfinding signage is important for user experience in the park to navigate during the fair and offseason events.

Project Objective: The Natural Resources Park invites proposals from qualified companies to consult, fabricate and install wayfinding signage through the park. Signage must be installed no later than July 18, 2025, and installed with oversight with an ODNR team member. The goal is to enhance visitor navigation, improve accessibility, and create a consistent and aesthetically pleasing signage system.

Project Fees, Expenses, and Timing: The total amount to be paid by ODNR to the Supplier under this Agreement shall in no event exceed the sum of $20,000.

Scope of Work: Consult, fabricate and install Wayfinding signage in the Natural Resources Park located at Ohio Expo Center & State Fair, 717 East 17th Avenue, Columbus, Ohio 43211. ODNR will work on the design and provide the art files based on consultation with vendor. Consultation includes a walk through on site at the start of project.

ODNR has identified 6 locations for directional wayfinding signage, 1 Welcome Sign, and 2 Gift Store Signs. ONDR intends to keep the existing stone base but is seeking newly fabricated signage. ODNR is suggesting a High-Density Urethane (HDU) material or similar material for the welcome sign.

Site Photos are included as an attachment to the Bid Document in Ohio Buys

Deliverables:

1. Consultation Services to Support ODNR Initiatives

2. Fabrication of Wayfinding Signage

3. Installation of Signage at designated locations in accordance with project deadlines

Term:

Wayfinding Signage, meeting the requirements in the Scope of Work.

Delivery Location: Installation must be completed and approved by ODNR staff on or before July 18th, 2025

Jason Fallon/Jenna Britton Natural Resource Park Ohio Expo Center & State Fair, 717 East 17th Avenue, Columbus, Ohio 43211

Evaluation Scoring:

The scale below (0-5) will be used to rate each proposal on the criteria listed in the Technical Proposal Evaluation table.

DOES NOT MEET

0 POINTS

WEAK

1 POINT

WEAK TO MEETS

2 POINTS

MEETS

3 POINTS

MEETS TO

STRONG

4 POINTS

STRONG

5 POINTS

DNR will score the Proposals by multiplying the score received in each category by its assigned weight and adding all categories together for the Offeror’s Total Technical Score in Table 3. Representative numerical values are defined as follows:

DOES NOT MEET (0 pts.): Response does not comply substantially with requirements or is not provided.

WEAK (1 pt.): Response was poor related to meeting the objectives.

WEAK TO MEETS (2 pts.): Response indicates the objectives will not be completely met or at a level that will be below average.

MEETS (3 pts.): Response generally meets the objectives (or expectations).

MEETS TO STRONG (4 pts.): Response indicates the objectives will be exceeded.

STRONG (5 pts.): Response significantly exceeds objectives (or expectations) in ways that provide tangible benefits or meets objectives (or expectations) and contains at least one enhancing feature that provides significant benefits.

Evaluation Criteria:

Criterion Weight Rating (0-5) Extended Score Offeror Profile

1. Company history and experience with wayfinding signage projects

Offeror Prior Experience

1. Demonstrate a consult, fabrication and install of wayfinding using sustainable and proven durability of material (5+ years) for another state agency or commercial company. Provide examples, with descriptions.

2. Proposal contains project approach and timeline.

3. Budget breakdown including materials, fabrication and installation.

4. Provide examples of wayfinding signage created. Submit examples as web links, or photos.

Scope of Work (Work Plan)

1. Conducting a site assessment with ODNR staff to determine final signage needs

2. Fabricating signage that aligns with the park’s branding and accessibility standards while demonstrating cost effectiveness.

3. Fabricating durable, weather resistant signage using sustainable materials when possible.

4. Installing signage at designated locations at the Natural Resources Park. Providing maintenance recommendations and guidelines.

Project proposal allowable points 550 Project cost allowable points 110 Total Overall Score 660

Cost Proposal:

Deliverables Quantity Cost (Per Hour or Per Item) Consultation Services Fabrication Installation

Cost Proposal Points: to calculate the Offeror’s Cost Proposal points after the Offeror’s total technical points are determined, using the following method:

Cost points = (lowest Offeror’s cost/Offeror’s cost) x Maximum Available Cost Points as indicated in the “Scoring Breakdown” table. The value is provided in the Scoring Breakdown table. “Cost” = Total Not to Exceed Cost identified in the Cost Summary section of Offeror Proposals. In this method, the lowest cost proposed will receive the Maximum Available Cost Points.

The number of points assigned to the cost evaluation will be prorated, with the lowest accepted cost proposal given the maximum available points possible for this criterion. Other acceptable cost proposals will be scored as the ratio of the lowest price proposal to the proposal being scored, multiplied by the maximum available points possible for this criterion.

An example for calculating cost points, where Maximum Available Cost Points Value = 60 points, is the scenario where Offeror X has proposed a cost of $100.00. Offeror Y has proposed a cost of $110.00 and Offeror Z has proposed a cost of $120.00. Offeror X, having the lowest cost, would get the maximum available 60 cost points.

Offeror Y’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $110.00 (Offeror Y’s cost) equals 0.909 times 60 maximum points, or a total of 54.5 points. Offeror Z’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $120.00 (Offeror Z’s cost) equals 0.833 times 60 maximum available points, or a total of 50 points.

Invoicing

Invoices Origin-DNR-XXX (A unique number will be provided with each invoice.)

All invoices must be submitted DIRECTLY to Ohio Shared Services (OSS).

There are three options available to submit invoices to OSS:

• EMAIL the invoice to: invoices@ohio.gov

• FAX the invoice to: 1-614-485-1039

• MAIL the invoice to: Ohio Shared Services, PO Box 182880, Columbus, Ohio 43218-2880

In order to process your invoice, please make sure all the required information listed below is on your invoice before submitting it to OSS or they will be returned for not being a proper invoice.

1. Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.

2. Supplier full name as it appears on your PO.

3. The Ship to and/or service facility name and full address

4. Unique invoice number

5. Date of service or date work was completed.

6. Complete itemization of services performed, materials or goods supplied and/or labor furnished.

7. Line charge(s). If parts are included, please break out the line charges with product and charges separately.

8. No State of Ohio sales tax

9. Remit to address must match our records for payment

10. This PO is only valid for the goods and/or services received through June 30, 20XX.

11. Any goods/services received after June 30, 20XX will require a new PO.

All fields mentioned above are required to count as a correct invoice; failure to provide this information will result in a returned invoice and delayed payment.

Contract Negotiations. Negotiations will be scheduled at the convenience of DNR. The selected Offeror(s) are expected to negotiate in good faith.

General. Negotiations may be conducted with any Offeror who submits a competitive Proposal, but DAS may limit discussions to specific aspects of the RFP. Any clarifications, corrections, or negotiated revisions that may occur during the negotiations phase will be reduced to writing and incorporated in the RFP, or the Offeror’s Proposal, as appropriate. Negotiated changes that are reduced to writing will become a part of the Contract file open to inspection to the public upon award of the Contract. Any Offeror whose response continues to be competitive will be accorded fair and equal treatment with respect to any clarification, correction, or revision of the RFP and will be given the opportunity to negotiate revisions to its Proposal based on the amended RFP.

Top-ranked Offeror. Should the evaluation process have resulted in a top-ranked Proposal, DNR may limit negotiations to only that Offeror and not hold negotiations with any lower-ranking Offeror. If negotiations are unsuccessful with the top-ranked Offeror, DNR may then go down the line of remaining Offerors, according to rank, and negotiate with the next highest-ranking Offeror. Lower-ranking Offerors do not have a right to participate in negotiations conducted in such a manner.

CONTRACT AWARD. DNR plans to award the Contract based on the schedule in the RFP, if DNR decides the Project is in the best interests of the State and has not changed the award date.

Apparent awardee will be required to sign a contract with the Ohio Department of Natural Resources.

mailto:invoices@ohio.gov