PG 18-10 Signage Design Manual.pdf

Section 1.1.1

PG 18 10 Signage Design Manual May 16, 2023

Introduction

VA Signage

PG-18-10

May, 16, 2023 designmanual

PG 18-10 Signage Design Manual May 16, 2023

Introduction Forward

VA Program Offices, project teams, designers, and constructors, are obligated to make the most effective and efficient use of resources, by providing a continuum of safe, secure, high quality, high performance, and high value environments of care and service for Veterans. The VA Office of Construction and Facilities Management (CFM) supports the Department's mission through development and application of standards as a basis for disciplined planning, design, and construction of VA facilities. VA Standards are the culmination of a partnership among the Department of Veterans Affairs (VA), the VA Administrations, Program Officials, Clinicians, Industry, Academic and Research Organizations, Expert Consultants, and the Office of Construction and Facilities Management. VA Standards are developed through integration of VA-specific requirements, Federal law and regulation, benchmarking of industry best practice, evidence-based research and design, and value-based analysis of leading-edge innovation. The result is the establishment of best value standards which provide the basis of functionality, quality, performance, safety, security, and compliance, while enhancing life cycle value of facilities throughout the VA environment of care and service.

The VA Technical Information Library (TIL) (www.cfm.va.gov/TIL) provides standards for all VA planning, design, and construction projects. VA TIL Standards are required to be utilized by project teams working on new construction and renovations of existing facilities. VA Standards will maximize the effectiveness and efficiency of the planning and design process, facilitate a high level of design, while controlling design, construction, operating, and maintenance costs.

For all VA projects, project teams must comply with the following in all phases of project development:

1) All applicable VA Standards published in the VA Technical Information Library (TIL) must be applied as a basis, foundation, and framework in planning, design, and construction. Any substantial variance from Standards shall be considered only as required to accommodate specific site, functional, and operational conditions. Upon consideration of variance CFM shall be consulted, and each Administration will function as Authority Having Jurisdiction for decision. Each substantial variance shall have a basis rationale and be documented in the project record.

2) Clinicians, providers, primary users, and other stakeholders shall be involved in all phases of project development to best adapt Standards for specific functional, operational, and site conditions, and to provide optimum service environments for Veterans. This includes installations and modifications of systems or technology involving safety, security, functionality, or environmental quality. Stakeholder involvement shall be documented in the project record.

VA TIL Standards are not project specific. Each site and project will have unique requirements or conditions. Site-specific issues must be addressed within the context of these Standards and applied to each individual project. Use of these Standards does not preclude the need for, nor absolve planners, designers, and constructors of their responsibility to provide complete, functional, high quality, high performance, safe, and secure designs suited to the unique requirements of each project, within budget, and on schedule. Materials, equipment and systems are shown in an illustrative, performance-based format and are not intended to depict, suggest, or otherwise constitute endorsement of any specific product or manufacturer. Manufacturers should be consulted for actual dimensions, configurations, and utility requirements. For additional information regarding the VA Technical Information Library and development and application of VA planning, design, and construction standards, please contact Donald L.

Myers, Director, Facilities Standards Service.

Donald L. Myers, AIA, NCARB, AAH, ASHE Director, Facilities Standards Service US Department of Veterans Affairs Office of Construction and Facilities Management

Introduction Summary

Executive Summary

Structure of the Manual

This detailed program manual provides baseline standards and criteria for the design of signage and wayfinding programs at VA owned and leased facilities.

This VA Signage Design Manual is a revision of the previous Design Guide published in December 2012.

The VA Signage Design Manual includes revisions, which are the result of new sign products, new sign manufacturing techniques and materials, regulatory changes, expansion of VA facilities, procedural changes, and practical knowledge gained from field experience. Revision of this manual has been a collaborative effort, with input from medical center staff, Department of Veterans Affairs, Health Administration, National Cemetery Administration, and Veterans Benefits Administration program officials including designers, fire and safety, security, and law enforcement.

This Manual includes sections to assist VA facilities planning and/ or implementing signage projects of various sizes and complexities. It provides guidance for the development of a signage system that assists VA customers and staff as they approach the property, locate buildings, and navigate to destinations within the facility. These sections educate program officials, designers, and planners on identifying the need for a signage program and describes implementation processes and procedures. The manual also provides in-depth information on wayfinding methodologies and the importance of a cohesive wayfinding master plan.

The manual is composed of four primary Sections containing new content and information from the previous version that has been consolidated and updated to improve readability and meet the practical needs of modern signage projects. Each Section covers different aspects of the signage process from planning through implementation.

Section 1: Planning, Wayfinding, and Technology

Foundational information about planning and implementing a signage project, principles of wayfinding, and how technology can assist with signage and wayfinding.

Section 2: Sign Type Guidelines

Helpful guidelines, recommendations, and information specific to each category of signage building on the information detailed in Section 1.

Section 3: Sign Type Drawings

Drawings and specifications for all standard sign types applicable to each category of signage discussed in Section 2 Sign Type Guidelines (Interior, Code & Life Safety, Mandatory, Specialty, Exterior, Parking Structures, and Cemetery).

Section 1.1.1 3

Introduction

Structure of the Manual (Continued)

What’s Changed

Section 4: Supplementary Information

Standard design elements, including the specifications for use of the VA logo, typeface, and color palettes. It also includes supplemental information about Architectural Barriers Act (ABA) requirements for signage, VA department nomenclature, room and floor renumbering, frequently asked questions (FAQ), sign drawing index, and glossary of terms.

Universal Changes:

• Changed from “Design Guide” to “Design Manual” to reflect the document’s purpose more accurately.

• Transitioned the document per VA requirements to Microsoft Word to meet accessibility guidelines.

• Added hyperlinks throughout the document to easily reference other sections and websites.

• Streamlined layout and titling systems.

• The Manual now fully follows Architectural Barriers Act (ABA) requirements.

• Added & modified sign types in all categories.

• All narratives and notations have been revised or re-written.

Changes to Content:

• Section 02 “Need a Sign Program” from 2012 is now Section 1.1 “Planning a Sign System.” The entire section has been overhauled to align more closely with modern VA signage projects and provide more practical guidelines and suggestions. It covers the entire process from evaluating existing conditions to planning and implementing a sign program, hiring a firm, and reviewing submittals.

• New Section 1.2 “Fundamentals of Wayfinding” is added to help readers understand basic principles of successful wayfinding design such as the different categories of wayfinding, and components that make up a wayfinding master plan.

• New Section 1.3 “Signage and Wayfinding Technology” is added to inform readers of the current technologies and processes relevant to digital wayfinding and signage fabrication.

• Sections 04 through 12 from 2012 have been completely reorganized and consolidated into two sections, separating the narrative guidelines from the sign type drawings. Section 2 “Sign Type Guidelines” and Section 3 “Sign Type Drawings”. Sign categories in both have been prioritized to align with typical VA signage projects.

• Section 2 “Sign Type Guidelines”

- Each sign category in Section 2 is consistently structured to provide specific guidelines and suggestions for Planning, Programming, and Implementation. All narratives from 2012 have been revised and updated.

Section 1.1.1 4

Introduction

What’s Changed (Continued)

• Section 3 “Sign Type Drawings”

- Each sign category in Section 3 has been updated to include new and revised sign drawings and notations.

- Improved note consistency and information for increased clarity.

- Imperial dimensions have been prioritized over metric.

- Changes to mandatory VA policy and directives have been incorporated.

- Sign types have been added, removed, and revised from all categories to reflect the modern needs of VA facilities.

• Section 4 Supplementary Information

- The “Design Elements” section has been updated to clarify ABA requirements, and revised guidelines for using typography, VA logo and seal, arrows, and colors.

- “Room Renumbering” has been moved to this section with revised narratives.

- A “FAQ” section has been included to help readers find quick answers to many common questions.

Introduction Acknowledgement

Acknowledgements

The following identifies the participants and acknowledges their contributions:

Department of Veterans Affairs (VA) Veterans Health Administration (VHA) Healthcare Environment and Facilities Programs (HEFP)

Vincent Rizzo, P.E. David P. Klein Peter A. Larrimer, P.E.

Director Director Manager Office of Healthcare Office of Occupational National Fire Protection Engineering Safety and Health Operations

David Sabol Christine Emanuelson Calvin Clawson General Engineer NCIDQ, CHID Program Manager Architect Program Manager Interior Design

Interior Design

Office of Construction & Facilities Management (CFM)

Ross Davidson, DBIA, Assoc.

AIA, FHFI

Associate Executive Director Office of Facilities Planning

Gary Fischer, AIA Senior Healthcare Architect Facilities Standards Service

John G. Bulick Jr.

Director Facilities Planning Development Service

Orest Burdiak Principal Interior Designer Facilities Standards Service

Donald L. Myers, AIA

NCARB, AAH, ASHE

Director Facilities Standards Service

Peter Leszczak Fire Protection Engineer Consulting Support Services (CSS)

Diosdado M. Madlansacay Program Manager Quality Assurance Service

James Symanski, PE, MBA, LEED AP, CEM

Director, Sustainability Program Office

Veterans Benefits Administration (VBA)

Samuel Gyulnazarian, AIA, IIDA, LEED BD+C Architect Program Manager

National Cemetery Administration (NCA)

Homayoun Kazemipour Architect Project Manager

Police and Security Services

Todd A. S. Trebuna Timothy W. Jantz VISN Security Officer | VISN 9 Chief

Police Services | VAMC Milwaukee

Introduction Acknowledgement

Design Consultants Spur Design

Seth Cavin, AIA, NCARB, Andrew Stevens AIA, Noah Medley AIA, LEED AP NCARB NCARB

Senior Architect Architect Architect Managing Principal Project Manager Project Architect

Colin Bost Architectural Designer

Creative Sign Systems

Troy Mayer Ettore Mormile Doug Richard Vice President Principal Environmental Senior Designer

Graphic Designer

Introduction

SECTION 1

PLANNING, WAYFINDING & TECHNOLOGY

SECTION 1

PLANNING, WAYFINDING & TECHNOLOGY

1.1.Planning a Signage System

1.1.1. Evaluation 10

1.1.2. Project Approach 15

1.1.3. Project Process 17

1.1.4. Small Projects 25

1.1.5. Sign Industry 27

1.1.6. Submittals 28

1.2.Fundamentals of Wayfinding

1.2.1. What is Wayfinding 37

1.2.2. Categories 38

1.2.3. Master Plan 41

1.2.4. Patient Experience 46

1.2.5. Keys to Success 50

1.3.Signage & Wayfinding Technology

1.3.1. Overview 53

1.3.2. Components 55

1.3.3. Sign Management 60

1.3.4. Fabrication 62

8Section 1.1.1

1.1. Planning a Sign System

Introduction

SECTION 1.1

PLANNING A SIGN SYSTEM

9Section 1.1.1

Planning a Sign System Evaluation

1.1.1 EVALUATION

Determining Project Type

Leased Property Considerations

Planning a successful signage system requires a significant amount of research and coordination. This chapter outlines the process necessary to evaluate, plan, and implement a signage and wayfinding project.

How one initially approaches a signage and wayfinding project will be heavily influenced by the size, type of project, current conditions of the facility, and whether there is an existing wayfinding master plan (See Section 1.2 Fundamentals of Wayfinding). Whether the project is for new construction or for an existing facility, a wayfinding master plan, and signage system standard must be established.

The primary signage project types are described below. Knowing which type of project will help determine the best approach to engaging a team and getting help (Section 1.1.2 Project Approach) and the project process to follow.

Comprehensive Signage System Upgrade: The primary project type is used when an existing medical center requires a comprehensive signage system upgrade. In this circumstance, a new or updated wayfinding master plan and signage system standards are developed. A detailed description of the process for this project type is found in Section 1.1.3 Project Process.

New Construction and Renovations: If signage is needed for a new building addition or renovation, the wayfinding plan will need to be referenced if one exists.

If not, the existing signage and wayfinding system may be aging, and a plan should be developed to address the entire facility. Design, planning, and programming of the system should be done before project commissioning and occupancy.

Additions and renovations will need to adhere to the wayfinding plan and signage system standards that may require removing or retrofitting aging and/ or non-standard signage.

Operational Updates: These include ongoing updates needed to maintain an existing signage system related to department requests, nomenclature changes, updates to policies and procedures, and relocations.

Leased VA facilities will also influence signage application and use. VA Mandatory Signage is to be used at all VA properties. Additionally, leased properties must follow local lessor guidelines and city and state signage codes, laws, ordinances, and permitting regulations in which they are located. These regulations can influence all factors of the signage system including the types of signs, mounting methods, sizes, quantities, and specifications. Therefore, it is important to research and understand the lessor requirements and applicable codes before planning a signage system for leased spaces. Ensure any applicable permits required have been filed and approved before fabricating signage.

The following assessment criteria, Section 1.1.2 Project Approach, and Section

1.1.3 Project Process assume the project is a comprehensive signage system upgrade. For smaller projects, and renovations see Section 1.1.4 Small Projects.

Section 1.1.1 10

PG 18-10 Signage Design Manual

Evaluation General Wayfinding Assessment

Figure 1-1 (Above) A well-maintained exterior sign system can last 10-15 years. Regular cleaning, paint touchups, electrical maintenance, and message updates will maximize the system's lifecycle.

Figure 1-2 (Above) Inconsistent and conflicting information negatively impacts wayfinding and confuses visitors. Seen here: "Not an Entrance" on the door and "Entrance 10" on the sign next to the door."

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Planning a Sign System

In 2022, the median age of the VA’s property portfolio was 58 years. Over time, many of these VA facilities have added and removed buildings, relocated entrances, and moved services to improve health care service for Veterans. These changes have a direct impact on signage and wayfinding programs. Unless these signage systems have been regularly maintained, the signage program may require replacement. The following list of conditions can be used to identify overall signage and wayfinding system deficiencies and opportunities for improvement. If several of these conditions exist at a facility, a wayfinding project may be beneficial.

• Patients and visitors are frequently lost and in need of direction.

• It has been over 5 years since signage and wayfinding systems were last evaluated.

• The wayfinding master plan is outdated or nonexistent.

• Signs are not aligned with the current wayfinding master plan.

• There is no signage system standards document illustrating the sign types, product design, colors, and finishes.

• Signage does not adhere to the VA Signage Design Manual.

• Multiple signage systems are used and are inconsistent in appearance.

• The signage system is difficult and expensive to update.

• There are handmade, temporary, and/or unapproved signs being used.

• Staff is not trained to give directions consistent with the wayfinding master plan.

• Terminology for destinations is used inconsistently on signs, appointment letters, and in written and verbal communications.

• Wayfinding maps and visitor guides do not accurately reflect the conditions of the campus and facility.

• Wayfinding information and visitor guides are unavailable on the facility's external facing website.

Section 1.1.1 11

Exterior Signage Assessment

Aging Exterior Signage

Figure 1-3 (Above) Over time, a buildup of dirt and oxidization can obscure a sign’s message, making it difficult to read.

Figure 1-4 (Right) This old and poorly maintained exterior sign has paint wearing off the posts, and the sign panel is faded, yellowing, and dirty.

The following conditions indicate that a campus and facility may need a new exterior signage system.

• The exterior signage system is older than ten years.

• Metal sign components show rust, bubbling paint, rippling, or buckling.

• The facility name is incorrect on the site identification signs.

• Signs are faded, damaged, leaning, or falling over.

• Buildings, parking lots and/or structures are not clearly and correctly identified with signage.

• Temporary signs have been erected to serve as directional or identification signs.

• Signs are covered or hidden by landscaping or trees.

• Exterior signs inaccurately reference or misidentify departments, entrances, or services.

• Building entrances are not identified and do not clearly communicate operation times and their use.

Exterior signage is impacted by weather and environmental conditions, which vary by geographic location. For example, Northwest or East coast facilities may experience extreme precipitation and humidity, while Southwestern locations experience harsh sun for much of the year. The most common physical effects of age are fading, peeling, and weathering of painted surfaces, which may not arise for 5-10 years. Other common environmental effects are damage from vehicle impacts, vandalism, and extreme wind. During the lifecycle of exterior signs, typical maintenance includes cleaning, substrate touchups, repairing peeling or missing lettering, replacing lighting components, general electrical repairs, and message updates. A well-maintained exterior signage system can last for 10-15 years before needing to be replaced.

Section 1.1.1 12

Evaluation Interior Signage Assessment

Figure 1-5 (Above) This directional sign has multiple issues. Message panels are missing or broken, some text is too small, and arrow placement is confusing.

Figure 1-6 (Below) Paper signs are being used where directional signage is needed.

Figure 1-7 (Right) The overhead sign is confusing because it lists too many destinations and the directional arrows are used incorrectly. To minimize confusion, overhead signs should only include a limited number of major destinations. Additionally, a single directional arrow pointing in the direction of travel should be used in combination with wall-mounted signs that provide more detailed information.

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Planning a Sign System

The following conditions indicate that a campus and facility may need a new interior signage system.

• The interior signage system is older than 15 years.

• There are permanent room signs that do not have tactile text and Grade II Braille.

• The room numbering system is antiquated, inconsistent, and contains redundancies.

• Elevators are not named and/or clearly identified with signage.

• Code and life safety signs are missing or inaccurate.

• Handmade, temporary, and/or unapproved signs are being used to identify rooms or function as directional signs.

• Directional signs and graphics direct people to destinations that no longer exist or have been relocated.

• Multiple signage systems with inconsistent colors, graphics and terminology are being used.

• Signage pollution and/or over-signing causes confusion and visual clutter.

• Interior signs are taped to the wall instead of mechanically fastened.

• Signage does not reflect changes to circulation routes due to renovations or construction.

• Primary corridors are not clearly defined and difficult to navigate, making the facility feel like a maze.

• There has been a major relocation of services within the Facility.

• Directional signs have long, confusing lists of destinations.

• Wayfinding maps and directories are not conveniently located near entrances and elevators.

Section 1.1.1 13

Figure 1-8 (Left) The directory sign shown has an outdated design and is mounted too closely to policy signs that are arranged incorrectly.

Figure 1-9 (Right) This photo shows protruding signs mounted too low, violating ABA code. Additionally, there are too many signs mounted too closely together, and displaying inconsistent text sizes.

May 16, 2023

Aging Interior Signage If your interior signage system is well-maintained, it can typically last up to 10-15 years before needing replacement. Key factors that support an effective signage maintenance program include having a facility wayfinding standard overseen by a signage manager through the Interior Design Department, and an external signage and wayfinding consultant that can consistently plan and implement changes. For more information on maintaining your signage system, see Section 1.1.4 Small Projects.

When an interior system is not properly maintained, expanded, and updated, it will lose effectiveness over time. This negatively impacts the patient experience, reduces the return on investment, and shortens the system's life. This commonly occurs when numerous individuals, both internal and external to the facility manage an existing signage program in an uncoordinated fashion, compromising the logic and cohesive structure of that signage program. As a result, the signage program can become confusing and difficult to understand.

After 15 years, even a well-maintained interior signage system is likely past its useful life and should be replaced due to organizational changes and the age of fabricated components.

Room Renumbering Building alterations present many challenges to planners, designers, and building managers. As facilities evolve, many times the room naming and numbering convention presents challenges for a logical numerical or alphanumerical continuation. This becomes especially problematic when using room numbers on directional maps or directories. Patients and visitors should be guided to a check-in location and not a specific room number. Below are probable indicators that a building’s rooms need to be renumbered and need a new interior room identification signage system is needed.

• There has been major or ongoing remodeling within the building.

• There are duplicate room numbers within the building.

• Building addition room numbers do not coordinate with existing room numbers.

• Additional letters have been added to room numbers to accommodate new rooms.

Refer to Section 4.4 Room Renumbering for additional information about room renumbering.

Section 1.1.1 14

Planning a Sign System Project Approach

1.1.2 PROJECT APPROACH

An effective signage system for a facility should be holistically planned and coordinate all signage types. The basis of design for the signage system should be developed as part of a wayfinding master plan.

The project approach should account for facility-specific priorities, budgets, and operational needs of a VA medical facility, including:

• The potential for phased implementation due to funding, priorities, and construction/renovation.

• The need to implement the new sign standard in small and ongoing projects as the facility works to fully adopt the new system.

• Variability of budgets and priorities that prevent commitment to fund implementation of the design in future years.

• The need for ongoing design support, maintenance, and physical sign updates over the life of the system.

Getting Help Below are two approaches for engaging a professional design and planning team of your signage and wayfinding project. Choose the approach that works best for your facility's needs. Editable templates for sample statements of work, evaluation criteria, and interview questions are available to download from the Technical Information Library (TIL).

Approach 1: Design-Bid-Build

Hire an Experiential Graphic Design (EGD) firm with significant healthcare wayfinding experience to develop a wayfinding master plan. Once complete, establish a contract with an experienced architectural signage company to implement the project. Contractual options for hiring an EGD firm are: (A) Include as part of the scope of an overall facility master plan (B) Utilize existing "Open- Ended Architect-Engineer" contracts and engage the firm as a subcontractor; (C) Hire an EGD firm like any other A-E firm.

Advantages: An Experiential Graphic Design (EGD) Firm, when working in collaboration with a full-service Architecture and Engineering (AE) firm, especially as part of a facility-wide master plan or new construction, can work to address architectural features and building layout to improve wayfinding. This can include the design and renovation of future spaces, such as new circulation routes, the configuration of check-in locations, the design of entrances and primary hallways, building finishes, landscape architecture, and the placement of future buildings, departments, and services. For example, working on grouping common outpatient services in close proximity to an entrance and each other such as pharmacy, outpatient lab, agent cashier/travel, and radiology service.

Disadvantages: Once the wayfinding masterplan is complete, the programming of the signage system should only take place shortly before implementation to avoid errors and duplication of work. This information has a short shelf life because conditions quickly change in large medical facilities, rendering the programming data invalid. Therefore, the programming (i.e., developing specific sign locations and messages) of the signage system will have to be done under a separate contract at a later date, or the facility must have available funding to fully award project implementation within six months.

Section 1.1.2 15

Planning a Sign System Project Approach Getting Help (Continued)

Some of the collaborative benefits are diminished if an overall facility-wide masterplan is not underway or being planned.

Approach 2: Design, Build & Maintain

Hire a design-build EGD firm and architectural signage team with significant healthcare wayfinding experience. This unified team can develop, program, implement and maintain the system as a single source. This can be accomplished by a teaming agreement between two firms or one that offers all necessary disciplines. Contractual options for hiring a design-build EGD and architectural signage team are: (A) Establish a GSA Schedule Blanket Purchase Agreement (BPA) with a base year and four option years. (B) Issue a firm-fixed design-build contract to develop a wayfinding masterplan and implement the project or a specific portion of it (i.e., all interior wayfinding signage or complete a specific building).

Advantages: A design-build approach can provide a streamlined process, a single point of accountability, and full integration between design and fabrication.

When using a GSA Schedule Blanket Purchase Agreement (BPA), additional advantages are realized, making it the preferred method for getting help.

Most comprehensive signage system upgrades for large VA facilities tend to be implemented in phases to meet VA budgets, priorities, and renovations over a multi-year period. There is also a need to maintain the system with updates and adjustments due to ongoing renovations, relocations, and new policies and procedures that occur in a large medical center. The GSA BPA structure allows all of these objectives to be accomplished during the base year and four option years with a consistent design team and signage system. There is no commitment from the government to use the BPA or to fund a certain amount of work.

Disadvantages: As with any project, it is important to hire a team with significant past performance in healthcare wayfinding and architectural signage that will work in the facility's best interests. This can be verified as part of the evaluation criteria.

If using a firm fixed price contract as opposed to a BPA, the portion of the project to be implemented requires a scope of work detailing the exact work to be performed.

Section 1.1.2 16

Planning a Sign System Project Process

1.1.3 PROJECT PROCESS

The following outlines the general project process, tasks, and documentation for a large-scale signage program. For more information about specific concepts discussed in this overview, refer to Section 2 Sign Type Guidelines and Section 1.2 Fundamentals of Wayfinding.

Identify & Engage Project Scope, Approach, Team & Procurement

Scope & Budget: Identify which areas will be covered by the wayfinding master plan. Ideally, it should cover the entire campus or healthcare system. If necessary, it can be separated into smaller scopes. For example, the main hospital interior, campus exterior or all patient-oriented buildings. This allows the scope and budget to fit within the facility’s timeline and priorities.

Project Approach: Based on factors specific to your facility, including available contracts, budget, and upcoming projects, choose the project approach that best suits your facility, as discussed in Section 1.1.2 Project Approach.

The VA Team: Develop a core team that will function as the VA Project Team and be involved in the source selection review process. The team must include individuals with significant knowledge of the operational characteristics of the facility.

Coordinate with Contracting: Based on the project approach selected, coordinate with contracting on the process and documentation required. The Technical Information Library (TIL) has sample statements of work, evaluation criteria, and interview questions based on the project approach.

Procurement: Work with contracting as the source selection committee to review potential firms and select the most qualified team with significant healthcare wayfinding and signage experience representing the best government value.

Kick-Off Meeting Once a consultant / contractor has been awarded the project, conduct a kick-off meeting.

Identify Fast Track Items:

• Identify any portions of the project that may require an expedited process due to code violations, new construction, or policy changes.

Project Timeline & Milestones:

• Review the project timeline and deliverables and establish project milestones.

Review Submittal Process:

• Establish a plan for reviewing project documentation.

• Develop a process and channel of approvals that will be utilized for answering questions on various facility operational characteristics, polices, procedures and naming conversations.

Section 1.1.3 17

Project Process Plan

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Planning a Sign System

A. Site Survey & Evaluation

Objective: Conduct on-site assessments, stakeholder meetings, and surveys to evaluate conditions, gain an in-depth understanding of the facility, and identify wayfinding and signage challenges.

Consultant / Contractor Tasks:

• Identify points of entry & destinations.

• Analyze paths of travel.

• Locate intersections & decision points.

• Conduct a photo essay.

• Annotate architectural conditions.

• Meet with VA stakeholders.

Documentation:

• Wayfinding report to identify architectural, design, and communication problems at the facility that need to be updated and improved

• Photo essay of existing conditions

• Survey plans of existing conditions showing the location and existing naming conventions for all facility features, including but not limited to entrances, buildings, paths of travel, elevators, and destinations

• Summary of stakeholder meetings and surveys (if applicable)

VA Tasks:

• Provide architectural plans.

• Compile a list of future renovations and relocations, and the facility-wide master plan if available.

• Provide a list of departments and services currently used in visitor guides and appointment letters.

• Coordinate stakeholder meetings.

Approvals:

• Provide feedback on initial recommendations in the wayfinding report.

Section 1.1.3 18

Plan (Continued)

B. Wayfinding Analysis & Design Development

Objective: Develop three preliminary design concepts to improve signage and wayfinding.

Consultant / Contractor Tasks:

• Draft concepts for an information hierarchy and terminology.

• Develop conceptual graphics, maps, and design themes.

• Determine the general types of signs required.

• Develop potential sign design styles.

• Create a preliminary budget.

Documentation:

• Presentation drawings showing each proposed concept, including conceptual maps, graphics, sign drawings, and elevations

• Sample sign locations and user journeys to illustrate and evaluate each concept

• Leadership/stakeholder presentation

• Preliminary budget

VA Tasks:

• Provide ongoing feedback to consultant, answering questions on various facility operational characteristics, policies, procedures, and naming conventions.

• Coordinate leadership/stakeholder presentation.

• Review design concepts, drawings, and the budget.

Approvals:

• Select a design concept and provide feedback.

Section 1.1.3 19

Plan (Continued)

C. Finalize Design & Wayfinding Masterplan

Objective: Finalize the wayfinding master plan, signage system standards, and budget for programming and implementation.

Consultant / Contractor Tasks:

• Finalize the information hierarchy and terminology that will guide users effectively from general to specific.

• Finalize the facility directory listing with associated check-ins.

• Prepare final sign type drawings with construction details.

• Create detailed orientation plans for signs and visitor guides.

• Prepare final artwork for all graphics assets developed.

• Finalize an implementation budget with estimated sign quantities.

• Produce physical sign samples.

• Create specifications documents for small projects.

• Develop a wayfinding training guide for staff.

Documentation:

• Information hierarchy

• Facility directory

• Signage system standards drawings showing all sign types, details, mounting, and layouts

• Specifications including a 10 14 00

• The final budget for programming and implementation

• Wayfinding training guide

• Leadership/stakeholder presentation

• Physical sign samples

• Graphic assets for all designs created

VA Tasks:

• Review final planning documents.

• Determine the next steps for programming and implementation.

Approvals:

• VA approval of the wayfinding master plan and final planning documents.

Section 1.1.3 20

Project Process Plan (Continued)

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Planning a Sign System

Next Steps

The next steps after the planning phase depend on the selected project approach, available funding, and facility priorities.

When funding is available to implement the project (or a phase of it):

• If using the Design-Bid-Build Approach: Coordinate with contracting to solicit proposals from qualified architectural signage firms on GSA Schedule utilizing the statement of work, sign standard, and best value evaluation criteria developed in the planning process.

• If using the Design-Build-Maintain Approach: Issue a task order to the BPA holder for the programming and implementation when funding for the project or a portion of the project becomes available. Task orders can also be issued to implement the new sign standard in small and ongoing projects as the facility works to adopt the new signage system fully.

Note: It is recommended to only begin the programming phase when funding is available for implementation. Information and existing conditions quickly change, rendering the programming data invalid after 6-12 months.

Section 1.1.3 21

Program

Location, Placement & Messaging

Objective: Determine the signage system's final locations, placement, and messaging based on the signage system standards and wayfinding master plan established in the planning phase.

Consultant / Contractor Tasks:

• Identify sign locations and survey for suitability (available space/existing conditions, viewing distance, scale, ceiling height, etc.).

• Document all existing conditions for demolition (if applicable).

• Survey and meet with VA Staff to determine messaging for room id, informational postings, and specialty / regulatory information.

• Program all messaging for directional signs based on the wayfinding master plan.

• Prepare submittals, revise, and re-submit as necessary based on VA review.

Documentation:

• Message schedule

• Facility directory

• Location plan

• Submittal/fabrication drawings with installation details

• Elevation drawings for non-standard configurations or areas where multiple signs are needed like front entries or lobbies

• Production-ready artwork for orientation maps, graphics, images, etc.

VA Tasks:

• Review the final sign location plan, message schedule, and drawings.

Approvals:

• VA approval of documents for implementation.

Section 1.1.3 22

Implement by Phase

Manufacture, Demolish & Install

Objective: Manufacture and install the new signage system.

Consultant / Contractor Tasks:

• Produce pre-production samples and submittals.

• Fabricate signage.

• Coordinate delivery, demolition, and installation activities.

• Mark items for demolition / removal.

• Conduct pre-installation walkthrough.

• Perform demolition and installation activities.

• Create a punch list report.

• Correct punch list items.

• Train VA staff on how to make updates to the system.

Documentation:

• Pre-production samples and submittals

• Punchlist report

• As built drawings, location plans, and message schedule

VA Tasks:

• Review pre-production samples and submittals.

• Review and confirm the punch list.

• Coordinate implementation with facility staff.

Approvals:

• Acceptance of installed project

• Receiving report

Section 1.1.3 23

Maintain

Objective: Keep the signage system current, ensure consistency across all categories of wayfinding (appointment letters, visitors guide, etc.), and provide staff/volunteers with wayfinding training.

Consultant / Contractor Tasks:

When using a Design-Bid-Build approach, the contract typically ends after implementation. If using a Design-Build-Maintain approach with a BPA, the consultant/contractor can assist in the following areas:

• Regularly evaluate the system for potential updates.

• Based on an upcoming facility change (department move, name change, etc.) identify and perform updates to all applicable signs.

• Specify and implement signage for new construction or renovation projects.

• Provide consistent signage for future updates.

VA Tasks:

• Update appointment letters to use accurate and consistent nomenclature.

• Provide staff and volunteers with wayfinding training.

• Maintain the facility's signage system by consistently updating signs, messages, and graphics.

• Ensure all future construction and renovations use the sign standards and specifications developed in the planning phase.

Section 1.1.3 24

Planning a Sign System Small Projects

1.1.4 SMALL PROJECTS

Existing signage systems will frequently require small projects including updating and maintaining current signs and expanding the system with new signage and wayfinding elements. If the system is not consistently maintained, its efficacy will break down over time, negatively impacting patient experience, reducing the return on investment, and shortening its lifecycle. When implementing small projects, it is important to:

• Adhere to the facility's wayfinding master plan and signage system standards.

• Identify a facility wayfinding / signage manager.

• Consult with an experienced design partner and architectural signage vendor.

• Utilize an insert-based component signage system and use the same manufacturer’s system throughout the entire facility.

• Document and track the existing signage system and all patient destinations with associated check-in locations. This includes keeping an up-to-date record of each sign's location, type, and message. A sign data management system can assist in this effort facilitating more efficient, accurate, and cohesive sign projects over the life of the system. Some EGD firms and architectural signage companies offer these types of software platforms as part of their service. Refer to Section 1.3 Signage & Wayfinding Technology for more information.

The following are additional recommendations per project type:

Operational Updates Operational updates include but are not limited to sign requests from specific departments/staff, nomenclature changes, updates to policies and procedures, and relocations.

• The facility wayfinding manager should have the authority to act as the gatekeeper for requests to ensure consistency and prevent visual clutter.

Some requests should be solved by facility leadership and not by more signs.

• Changes in nomenclature, policies, and service locations often require updates to numerous signs located throughout the facility. If the change requires updates to directional signs, it is recommended that the contractor who programmed the system advise the facility on how the change should be implemented. Otherwise, the logic and structure of the wayfinding system can begin to break down, often resulting in laundry lists of departments appearing sporadically on signs.

• A Design-Build BPA contract grants the facility access to a design partner and architectural sign vendor who are familiar with the facility. These partners can consistently program and implement requests in collaboration with the facility. Other contractual options include issuing government purchase card contracts for individual projects or separate GSA Schedule procurements for projects exceeding the micro-purchase threshold.

Section 1.1.4 25

Planning a Sign System Small Projects New Construction & Renovation Projects

There are often numerous active construction or renovation projects associated with a medical facility, such as a new addition, renovation of a wing, or a new outpatient clinic.

• The wayfinding masterplan, facility-specific signage system standards, and VA Master Specification on the TIL will guide signage development for these projects.

• The programming of the signage system for these projects can be performed by the architectural/engineering (A/E) firm based on the facility standards or by the consultant who originally developed the facility sign standard.

• Signage for these projects can be procured directly by the VA using a GSA Schedule signage vendor that can provide a matching system, or it can be included in the scope of work for the general contractor or initial outfitting firm. If the signage is included in the scope of work for the general contractor or initial outfitting firm, it's essential to require the brand name or equivalent component-based signage system to ensure that the signage matches and is interchangeable with the facility-wide standard.

• When completed, new construction or renovations at the facility may require updates to the existing signage system in other areas of the facility. See operational updates above for guidance.

Section 1.1.4 26

Planning a Sign System Sign Industry

1.1.5 SIGN INDUSTRY

Selecting a Sign Company

Types of Sign Companies

Not all sign companies are the same and they do not all have the same capabilities.

Typically, sign companies specialize in one of two types of sign categories. These categories are generally the ones that fit the company’s manufacturing capabilities.

There are certain sign products that almost all sign companies buy from select vendors because of the specialized processes required to produce the product (i.e.

cast metal plaques, cast metal letters, etc.).

The sign industry is generally divided into four main categories – Architectural, Electrical, Commercial, Service, and Lighting. These companies range in size and provide products and services locally, regionally, and nationally.

Architectural Sign Company: An architectural sign company typically manufactures interior and exterior sign products found in "institutional" or public facilities, such as hospitals, civic buildings, airports, corporate buildings, and schools. Many offer established product lines and component-based signage systems that should be used at VA facilities. They will have installation staff, permit services, design and drafting departments, and maintenance services. In addition, reputable architectural signage companies often have internal EGD design teams or partnerships with EGD teams that have significant signage and wayfinding design experience. These companies or teams can provide a comprehensive Design, Build & Maintain approach as detailed in Section 1.1.2 Project Approach.

In general, architectural signage companies are best suited for providing signage to a VA facility.

Electrical Sign Company: The electrical sign company typically has a sizable manufacturing facility and can fabricate large electrical signs, including pylon signs, skyline building signs, illuminated letters, dynamic electronic displays, and other types of custom-lighted signs. They typically have advanced machinery for custom cutting, welding, and fabrication. They will also have boom trucks, crane trucks for high-rise and large sign installation, and various service vehicles. In addition, they will have installation staff and vehicles, permit services, drafting departments, and maintenance services.

Commercial Sign Company: This group comprises Retail Sign Companies, Franchise Sign Companies, and Small Neighborhood Sign Companies. These sign companies are often found in strip malls, retail outlets, and small industrial buildings. They rarely have large, complex equipment for manufacturing, but offer quick turnaround time for vinyl lettering, vehicle wraps and graphics, decals, and banners. They may also manufacture sandblasted wooden signs and do various types of printing. These sign companies can be a resource for temporary, informational, and event signs and banners.

Service and Lighting Company: These companies repair existing signs. They can be called to repair a sign that is no longer illuminating or functioning properly.

They have service trucks and staff familiar with sign construction and installation.

Some of these companies provide services to maintain facilities' light fixtures inside and outside of buildings, as well as parking lots and structures.

Section 1.1.5 27

Planning a Sign System Submittals

1.1.6 SUBMITTALS

Submittal & Shop Drawing Check List

Interior Sign Message Schedule

When implementing a signage program, it is important to review the sign company’s submittals in detail.

The following outline provides an overview of items to look for and check during the submittal review. It should be noted that each project is different, so this manual cannot be inclusive of every possible item to check.

It is recommended that the submittal review process be conducted with a complete submittal, meaning all samples and all drawings are submitted together. Partial submittals can result in items being missed or misunderstood.

When a question is raised, needing more information or clarification in the review process, the sooner it is asked in the submittal review process, the easier it is to address. Once the submittal and shop drawings are approved, the sign company has authorization to proceed into manufacturing. Any changes after the approved shop drawings typically result in a change order with additional costs.

The Interior Sign Message Schedule is a spreadsheet listing the various specifications for each sign in the project. It is developed during the programming phase of the signage system. The Message Schedule specifies sign location, sign type, and specific sign text. Additional information as to the quantity, layout symbols, notes, revision dates, and special conditions should be included.

Floor: Interior sign schedules include a floor level number for each sign.

Location: A number designating the location of a sign on a particular floor (location numbers should not be repeated on the same floor). A symbol typically indicates the orientation of a sign in plan view.

Sign Type: A variety of sign types are typically used in a project. The size, design configuration, and text layout vary amongst different sign types.

Sign Text: The Message Schedule lists the text on each sign. The text required is specific to each location.

Sign Side: Needs to be specified on all double-sided signs. The words (blank) will appear in the message schedule if one side is blank.

Quantity: In some situations, more than one sign will be necessary at a location.

Signs are often stacked horizontally on a wall to accommodate multiple signs sharing the same location.

Layout/Symbol: Many signs use icons. For example, the accessible symbol of a person in…