PWS WI Wayfinding.pdf

Pe rf o rm a n c e

W o rk S ta te m e n t

Statement of Work for Project 589A7-26-601, Construct & Install Campus Wayfinding. April 20, 2026

Wichita VAMC

5500 E Kellogg

Wichita, KS 67218

Project # 589A7-26-601 Construct & Install Campus Wayfinding

April 20, 2026

Period of Performance The period of performance shall be for 240 calendar days after award

Performance Work Statement

Background:

The Robert J. Dole VA Medical Center has an ongoing need to upgrade and maintain its signage and wayfinding systems to ensure Veterans, their families, and personnel can quickly and easily navigate the facility. The goal of this project is to replace all interior signage across the designated campus areas, excluding construction zones shown on the map, covering 34 buildings and approximately 477,000 square feet. This new signage will replace all the components of the existing wayfinding system, ensuring a fully functional wayfinding system by the end of the contract.

The project includes the provision of graphics and wayfinding design services, removal of existing signage, procurement of new signage, and installation. The new wayfinding design will be implemented and follow the recently established Robert J. Dole VAMC sign standard, ensuring a cohesive, consistent, and interchangeable system across the Medical Center. All work must comply with Federal and Department of Veterans Affairs requirements, including adherence to ABA, NFPA, VA TIL standards, and the VA Wichita Signage Standard.

This project shall be executed according to a scheduled plan for implementing the new system in alignment with VA budgets, priorities, and renovation activities. The VA Wichita Healthcare System has recently established a new Sign Standard. That approved Sign Standard shall be followed and maintained for all work under the resulting contract to ensure a consistent and interchangeable system.

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Project Scope:

The aim of this project is to provide comprehensive design services for interior signage and wayfinding systems across specific areas of the Robert J. Dole VAMC campus. This includes the creation, programming, manufacturing, and installation of various sign systems as needed. The Contractor must possess a minimum of 5 years experience in wayfinding design and the development and implementation of signage for substantial healthcare facilities, a minimum of 3 similar completed projects within the past 5 years, ADA/Braille fabrication certification, and OSHA-30 Certification for jobsite supervisors

Given that the quantities of each type of signage are presently undetermined, the Contractor shall participate in a mandatory site visit to verify all signage requirements and determine the total quantities necessary.

The VHA Network Contracting Office aims to establish a firm-fixed-price service contract. This will facilitate the efficient communication of signage needs, streamlining the acquisition process, and ensuring a consistent and cohesive signage system for the existing building that are not within the excluded areas denoted in the attached site map.

The requirement includes the provision of healthcare signage, graphics and wayfinding design services, removal of existing signage, procurement of new signage, and installation of all required signage. A Contracting

Officer’s Representative (COR) or Point of Contact (POC) will be designated by the Contracting Officer at the ordering level to oversee performance of the work

The Contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to perform the work required under each order and shall ensure compliance with all applicable safety and regulatory standards. This requirement supports VA operational needs and renovation activities and is intended to maintain a consistent, effective, and compliant signage system throughout the facility.

All work shall comply with all applicable Federal and Department of Veterans Affairs regulations, including, but not limited to, ABA, NFPA, and VA Technical Information Library (TIL) standards. Interior signage shall conform to the functional requirements, finishes, and sizes approved, designed, and installed by the

Department of Veterans Affairs, as depicted in the VA Wichita Signage Standard drawings. This requirement is intended to maintain a cohesive, consistent, and fully interchangeable signage and wayfinding system.

Coordination with the Department of Veterans Affairs shall be conducted in accordance with

VA-provided facility schedules for demolition, renovation, and construction activities. The Contractor shall be an environmental graphics design-build firm with demonstrated experience in large-scale healthcare facilities.

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General Requirements:

The Contractor shall provide all graphics and wayfinding design services, removal of existing signage, procurement of new signage, and installation of new signage for all portions of the existing facility that are not under construction, as identified on the map below.

A. Interior Room Identification

When required, the Contractor shall program, manufacture, and install new interior room identification signage or updates to existing signage. This work shall include preparation of programming documents and sign location plans, including a complete sign message schedule identifying each sign, its message, and its type. Room identification signs shall utilize an open-license application capable of automatically scaling text to fit each sign, allowing new sign inserts to be produced in-house using any standard computer and printer.

B. Directional and Wayfinding Signage

When required, the Contractor shall program, manufacture, and install new directional and wayfinding signage or updates to existing signage. The Contractor shall prepare a complete sign message schedule identifying each sign, its message, and its type, and shall develop sign location plans showing the placement of all directional signage. A report shall accompany this documentation, detailing the wayfinding theory, themes, and design approach implemented.

C. Landmark Features & Graphics

When required, the Contractor shall design, manufacture, and install specialty displays and feature walls.

This includes architectural letters, artwork, cast seals, acid etched plaques and similar elements to create Veteran focused displays and landmarks.

D. Life Safety and Regulatory Signage

When required, the Contractor shall program, manufacture, and install new life safety and regulatory signage or updates to existing signage. This work shall include development of programming documents and sign location plans addressing all applicable regulatory, code, and life safety signage requirements.

E. Removal of Signage

Removal shall not create more than two (2) surface defects per 100 sq. ft. (scratches, gouges, holes).

Any defect larger than 1/8 inch deep or 1/4 inch wide is unacceptable and must be repaired at Contractor expense. Signage must be removed and installed in phases to minimize disruptions to current wayfinding.

Contractor shall dispose of removed signage within 5 calendar days of removal at a licensed facility and provide disposal manifests to COR

Quality Control:

The Contractor shall develop and maintain an effective Quality Control program (QCP) to ensure that all services are performed in accordance with this Performance Work Statement (PWS). The Contractor shall establish and implement procedures to identify, prevent, and correct defective services and to ensure that deficiencies do not recur. The Contractor’s QC program shall serve as the means by which the Contractor ensures that all work performed complies with the requirements of the contract.

The Contractor shall submit the Quality Control Plan (QCP) with its proposal. After award, the

Contractor shall provide three copies of the approved QCP to the Contracting Officer (CO), Contracting

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Officer’s Representative (COR), and Point of Contact (POC) within five (5) business days of any subsequent changes. Following initial Government acceptance, the Contractor shall obtain written approval from the

Contracting Officer before implementing any revisions to the quality control system.

Quality Assurance:

The Government shall evaluate the Contractor’s performance in accordance with the Quality Assurance

Surveillance Plan (QASP). The QASP identifies the performance standards, surveillance methods, surveillance frequency, and acceptable performance levels to be applied under this contract.

Performance Requirements Summary (PRS)

The Contractor shall meet the acceptable performance levels identified in the Performance Requirements

Summary (PRS) below. The PRS defines the required outcomes, acceptable quality levels, and the

Government’s surveillance methods for verifying compliance. It serves as the basis for evaluating

Contractor performance under this performance-based requirement.

Deliverables Standard AQL Surveillance Consequence

Quality Control

Plan

Clear, concise, and meet deadlines

100% Document Review Corrective action

Submittals Complete & meet deadlines

100% Document Review Corrective action

Single phase plan

Delivered per deadlines

100% Document Review Corrective action

Sign Message

Accuracy

Correct messages/

IDs

100% Sampling/ Random

Inspection

Rework

All interior

Signage

Fastening

Compliance

(excluding

Behavioral

Health Signage)

Mechanical fastening without damage to existing structures

100% Random Inspection Reinstall

Behavioral

Health Signage

Secured

Thin-mil VHB tape

& Silicone adhesive

100% Random Inspection Reinstall

Life Safety &

Regulatory

Signage

Meets ABA, NFPA, VA TIL, and VA

100% Document and

Visual Inspections

Corrective action

April 20, 2026 5

Wichita Signage

Standard

Quality

Installation Defect Type:

Critical Defect -A defect that affects safety, function, stability, or

ADA/code compliance.

-Loose or failed fasteners; incorrect or missing

ADA/Braille;

wrong sign content;

major material damage; alignment outside allowable tolerance.

Minor Defect -A cosmetic or low-impact issue that does not affect safety, function, or compliance.

-Small alignment variances within tolerance; minor surface blemishes;

finish touch-ups;

slight hardware or fit issues not affecting stability.

100% Random Inspection Rework

Removal &

Removal of existing signage

Removal with minimal damage to walls and disposal appropriately

100% Random Inspection Corrective action

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Procurement of

New

Equipment

Meets safety/design standards

100% Review documents and visual inspections

Corrective action

Project

Management

Meets schedules & effective communication

100% Meetings and

Schedule review

Corrective action

Punch List

Closure

On time 100% Tracking Cure notice

As-Builds

Records

Clear and concise 100% Review Corrective action

• On-site Performance:

On-Site services shall be required for design, programming or installation and shall occasionally occur outside of normal duty hours to minimize impacts to patient care. Up to 10% of installation labor hours may be required outside the standard 0800–1600 schedule. Contractor shall provide after-hours rate schedule.

A. Delivery and Installation dates shall be pre-scheduled with VA interior designer Point of Contact

(POC) and the COR.

B. On-site duty hours shall be 8:00 a.m. to 4:00 p.m., Monday through Friday, excluding Federal holidays and any period during which the Government facility is closed due to local or national emergencies, administrative closures, or other Government-directed shutdowns. For other-than-firm-fixed-price contracts, the Contractor shall not be reimbursed for periods when the Government facility is closed for these reasons.

Federal Holidays are:

New Years' Day Martin Luther King Day Washington’s Birthday

Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day Juneteenth

C. Contractor shall coordinate with VA COR to ensure compliance with all in-house services affected by installation activities, including Information Technology (IT), Housekeeping, Facilities Management, Painting, and In-House Construction teams. Specific, required meetings will be identified at the order level.

• Workforce Performance:

A. The Contractor shall maintain an adequate workforce to ensure uninterrupted performance of all tasks identified in this PWS whenever the Government facility is open.

B. The Contractor shall ensure workforce stability and continuity when hiring personnel.

C. The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the Contractor. A VA badge will be provided and must be worn above the waist and be visible at all times while on government property.

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D. The Contractor shall maintain OSHA-compliant safety procedures and provide a written Job

Hazard Analysis (JHA) for each installation phase to the COR at least 3 business days before work begins.

E. The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the product warranty.

F. The Contractor shall designate an on-site project manager/lead installer. The project manager/lead installer will be responsible for oversight for all aspects of the project.

G. The Contractor shall be knowledgeable of, and shall comply, with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration (OSHA), ADA/ADAG, VA design standards and instructions (www.cfm.va.gov/til/dguide.asp), required for the performance of the duties in the PWS

• Government Inspection and Acceptance:

A. The Government will inspect all installed signage within 5 business days.

B. All work shall be performed with high-quality workmanship, in a safe manner, and within the time frame specified by the Government.

C. Contractor shall correct deficiencies within 10 business days at no additional cost.

• Place of Performance:

The work to be performed under this contract will be performed at Robert J. Dole Veterans

Affairs Medical Center.

Address:

Robert J. Dole Veterans Affairs Medical Center

5500 E. Kellogg Ave.

Wichita, KS, 67218

Physical Security:

The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

Key Control:

o The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards.

No keys issued to the Contractor by the Government shall be duplicated. The

Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys

April 20, 2026 8 by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COR and the Contracting Officer.

o In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, shall replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

o The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer

Contract employees who work in or travel to VHA locations must comply with the following:

o Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to Contractor employees being denied entry into

VA Facilities.

o For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

Deliverables and Milestones (Tied to Notice to Proceed)

Deliverable Description Due Date (After

NTP)

Quality Control Plan (QCP)

Contractor’s quality management procedures, inspection methods, corrective action processes, and staffing roles.

With Proposal

Initial Sign Message Schedule & Draft Sign Location Plans

Preliminary draft of message lists and sign locations throughout campus for VA review.

Within 45 calendar days

Wayfinding Design Report

Proposed wayfinding methodology, circulation logic, and compliance with Wichita VA Signage Standard.

Within 60 calendar days

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Floor Plans with Proposed Sign Locations (Detailed Submittal)

Fully coordinated plans showing final proposed sign locations by building.

Within 60 calendar days

Mock-Up / Sample Submittals

Physical or full-scale mock-ups of sign types, finishes, tactile elements, and materials for VA approval.

Within 75 calendar days

Final Sign Message Schedule & Final Sign Location Plans

Final corrected schedules and plans required before fabrication and implementation of signage.

Within 90 calendar days

Bi-Weekly Installation Progress Updates

Status updates, risks, and schedule reporting until installation completion.

Every 14 days after fabrication approval until completion

Punch List Responses

Corrections and documentation in response to VA-issued punch list.

Within 10 calendar days of receipt

As-Built Sign Location Records

Final installed sign locations, IDs, quantities, and field modifications.

Within 20 calendar days after installation completion

Post Award Conference/Periodic Progress Meetings:

The Contractor shall attend any post-award conference convened in accordance with FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, will meet periodically with the Contractor to review contract performance.

During these meetings, the Government will advise the Contractor of its performance assessment, and the Contractor shall identify any performance issues. The parties shall take appropriate action to resolve outstanding matters. Participation in these meetings shall be at no additional cost to the Government.

Contracting Officer Representative (COR):

o The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the

Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications:

monitor Contractor's performance and notifies both the Contracting Officer and

Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the

April 20, 2026 10 responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Data Rights:

o The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials shall not be used or sold by the Contractor without written permission from the Contracting

Officer. All materials supplied to the Government shall be the sole property of the

Government and shall not be used for any other purpose. This right does not abrogate any other Government rights.

Organizational Conflict of Interest:

o Contractor and subcontractor personnel performing work under this contract shall receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which shall create a current or subsequent Organizational Conflict of Interests

(OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting

Officer immediately whenever it becomes aware that such access or participation shall result in any actual or potential OCI and shall promptly submit a plan to the

Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting

Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer shall effect other remedies as he or she deems necessary, including prohibiting the

Contractor from participation in subsequent contracted requirements which shall be affected by the OCI.

General Product Specifications:

Substitution of the finishes and salient characteristics shall not be accepted.

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A. Standard Interior Facility Signage (Excludes Specialized Behavioral Health Signage; Refer to Attached

Drawings for Sign System Standards):

All sign components except specialized behavioral health signage shall utilize a component-based sign system with a type II class I extruded aluminum frame composed of clear anodized aluminum with a minimum of 75% recycled content. Aluminum holder shall have precision mitered corners that are mechanical assembly via concealed fasteners (gluing framing extrusions to a back-plate or other means for a non-mechanical assembly is not acceptable). Aluminum frame profile depth shall be .75” with a subtle radius and chamfer profile design elements for a modern and timeless aesthetic. Completed frame assembly must be available in size increments of not more than an ¼” in both length and width to provide unlimited holder dimension options to meet various needs. All extrusion and aluminum components shall be manufactured in the USA. System shall feature a spring clip loading feature or similar for sign contents.

This will allow the system to: a) Readily accept sign parts and design elements of various thicknesses (room numbers, inserts, paper, dry erase, woods, metals, etc.) while in service after installation without customization to maximize system flexibility b) Feature a push and slide method for insert and component removal requiring no special tools. c) Allow sign inserts and components to be easily removed with no portion of the frame requiring disassembly.

Interior Sign Parts to Go in Sign Holder System: Acrylic parts are composed of a two-ply and three-ply construction, the first ply being 1/16" thick matte finish acrylic, the second ply being 4mm thick closed cell PVC, and the laminate adhesive being a double coated pressure sensitive polypropylene film rated at

56 oz/in minimum adhesion per PSTC-1T. The room number portion to use injected molded ABS characters. Grade II Braille to be produced with high pressure surface beading directly below tactile number 3/16” minimum. Braille translation via Duxbury Braille translator. Wood accents shall be fabricated from multi-layered fire-retardant thermo-plastic sheet with a class A decorative embossed film in the finish specified. Color and graphics shall be subsurface digitally printed direct to substrate with a variable dot pattern UV Ink containing NO VOCs and LED curing. Painting, screen printing, and laminates shall not be used. Surface color or copy is not acceptable unless required for ADA compliance.

B. Specialized Behavioral Health Signage:

Only behavioral health signs are comprised of a specialized, multi-layered fire-retardant thermoplastic sheet with a Class A decorative film in a wood grain finish. The material must be designed for use in a healthcare environment and be subject to abuse from impact, dents, and stains. The material is very thin (not to exceed .45”), lightweight, pliable, and shatter resistant. All corners are fabricated with a consistent radius to prevent sharp edges. Insert pockets are layered carrier material with a sandwiched .02 thick non-glare film for light weight low profile insert signs.

All raised/tactile copy is applied to meet ADA and other applicable standards. All braille is grade 2 in clear domes that do not interfere with the visual aesthetic of the carrier finish. Raised Letters and Braille will extend past the base material by 1/32”. All copy and graphic information that is not tactile is applied via silkscreen inks specifically formulated for adhesion to the graphic carrier

April 20, 2026 12 family of materials and shall be vandal resistant. Any insert graphics are printed via laser toner or pigmented inkjet inks with significant permanence ratings. Inserts are designed to be easily updated by the client onsite with software specifically developed for the application. All signs are wall-mounted via thin-mil VHB tape and silicone adhesive as required.

Procurement of New Equipment:

The Contractor shall procure all necessary components for the wayfinding system, which shall include new signage, mounting hardware, and any accessories necessary for installation and to meet all applicable standards. The equipment shall meet all standards for medical and public safety applications. The equipment and proposed layout shall be reviewed by the Medical Center for comment and approval prior to purchase on behalf of the government.

If documents are not approved, revisions will be required before approval. The Contractor shall provide floor plans with proposed locations for all the equipment. The Medical Center will provide the initial floor plans to the

Contractor.

Invoicing:

All invoices shall be submitted in arrears, properly prepared in accordance with FAR 52.212-4, contain sufficient details, and match with the service tickets for the work rendered.

Invoices shall be properly prepared and sent electronically to the VA Financial Services Center for payment processing via their electronic e-Invoice system. Invoices shall be sent in arrears at the beginning of the first month of each (i.e., Month/Quarter) following the (i.e., Month/Quarter) in which the services were rendered and billed for. At a minimum, all invoices shall include the following details:

Contract No., Purchase Order No. Correct purchase order number which shall be issued by the

Contracting Officer after the contract is awarded. Invoices without correct purchase order number shall be rejected and returned to the Contractor, item(s) covered (to include serial #'s), description of the services rendered, billing period in which the services were rendered, invoice number and date.

Payments shall be made in accordance with the prompt payment act out of the Government annual appropriated funds obligated in a purchase order which shall be issued after the contract is awarded

Final Inspection and Handover:

a. The Contractor shall conduct a comprehensive final inspection of the installed signage and wayfinding system in each building to verify compliance with all contract requirements, including project specifications, installation standards, and applicable quality criteria. During this inspection, the Contractor shall identify and document all outstanding punch-list items and shall submit to the Government a proposed schedule for completion of each item.

b. The Contractor shall promptly correct all deficiencies, defects, or nonconforming work identified during the final inspection at no additional cost to the Government. All corrective actions shall be completed in accordance with the approved completion schedule and shall ensure that the system meets all acceptance requirements.

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c. Upon satisfactory correction of all punch-list items and verification of full compliance with contract requirements, the Contractor shall obtain formal written acceptance from the Government’s designated project stakeholders, as identified by the Contracting Officer.

Warranty, Support, and Maintenance

a. The warranty period for all products and services furnished under this contract shall commence on the date of formal acceptance by the Government, as documented by the Contracting Officer’s Representative (COR). The

Contractor shall provide written warranty documentation specifying the duration of coverage, the items and services included, and confirmation that the warranty meets or exceeds the minimum one-year requirement.

b. During the warranty period, the Contractor shall, at no additional cost to the Government, replace or repair any parts, components, materials, or equipment determined to be defective or nonconforming with the Salient

Characteristics. All costs associated with warranty service—including labor, installation, materials, and travel—shall be the sole responsibility of the Contractor.

Turnkey Delivery Requirement

The Contractor shall deliver a fully functional, turnkey wayfinding and signage system. By the conclusion of the contract’s period of performance, each building on the campus shall have a complete, fully operational, and

Government-accepted signage/wayfinding solution in accordance with all contract requirements.

Jarod Rutliff

Engineering Tech/COR II

April 20, 2026 14