Questions_Answers.pdf
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- Solicitation number
- 26RFP19977
- Issued by
- Kingsbury County, South Dakota
About this file
This is a Questions & Answers document for Wayfinding RFP #26RFP19977, issued by Black Hills State University (BHSU) in South Dakota for a campus wayfinding and signage system project. The project scope includes fabrication, furnishing, delivery, and installation of new building signs, vehicular signs, and parking post signs across the BHSU campus. The base bid requires removal and disposal of 24 existing building signs and 5 existing vehicular signs, with contractors to provide unit pricing for additional or reduced quantities. Bidders must submit proposals based on the design specifications provided, with samples of materials and finishes required as part of the submittal process. The project includes 10 vehicular signs requiring breakaway couplers, building signs with wood-look aluminum 6x6 posts (with the option to bid 6x6 structural wood posts as an alternate), and parking signage components. All sign locations are situated on soil substrates within the BHSU campus, with vehicular signage potentially located within public rights-of-way. Contractors must coordinate private utility locating, obtain necessary permits and approvals, and prepare an installation schedule prior to commencing on-campus work. No prevailing wage requirements apply to this project.
Pricing will be evaluated based on the scope of work outlined in the RFP, with no publicly advertised budget or government estimate provided. Progressive payment by percentage completion is permitted following evidence of work, proof of contractor ownership, or proof of insurance. A 100% performance and payment bond and 5% bid bond are required. The project is tax-exempt under South Dakota sales and use tax regulations. BHSU will not provide secure indoor storage but will provide an exterior staging area approximately 30 feet by 60 feet, with the contractor responsible for security and safety of materials. Installation work has no weekday or weekend restrictions, though an installation schedule must be coordinated with BHSU and any changes communicated within three working days. Project-specific stamped structural calculations or engineered footing drawings are not required as a blanket requirement; however, where required by applicable building code or the Authority Having Jurisdiction, contractors must provide such documentation. A one-year warranty on fabrication, graphics, finishes, and installation is required.
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| File | Type | Posted |
|---|---|---|
| Amendment 1.pdf | ||
| Wayfinding Signs RFP - BHSU (1).pdf |
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Wayfinding RFP #26RFP19977
Questions & Answers
Q - Is this project taxable?
A - It will be tax exempt.
Q - Are the specified manufacturers mandatory, or may we quote alternate manufacturers?
A - The approved manufacturer section lists "knotwood in color kwila or approved equal". Alternate manufacturers need approved. The "alternate approved material", such as 6x6 structural-grade wood, can be bid as an alternate post and assembly, but the vendor's base bids should include the primary aluminum post construction.
Q - The design intent shows a parking sign, but the quantity is not specified in the documents. Could you please confirm if this is included in the scope of work?
A - Section 3 of the RFP lists the signs and number of signs to be included in the proposals. Parking signage is not in this project's scope.
Q - Is there a specific budget allocated for this job? If so, could you share the budget range?
A - We are requesting proposals based on the scope of work outlined in the RFP and will evaluate the proposed costs as part of the selection process.
Q - Has this project been previously bid? If so, could you share the previous bid tabulations for our reference?
A - This project has not been previously bid.
Q – I came across the listing for this RFP and was able to view the posted document, however it says that this is an "invite-only" event - is this open for bidding?
A – Yes, this is open for bidding. Here is the link:
https://postingboard.esmsolutions.com/3444a404-3818-494f-84c5- 2a850acd7779/eventDetail/19977 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpostingboard.esmsolutions.com%2F3444a404-3818-494f-84c5-2a850acd7779%2FeventDetail%2F19977&data=05%7C02%7CBarbara.Mustard%40sdsmt.edu%7C23222f86f14e439892ae08df1e3f9820%7C867083e60b14435f9b4e8be26f01d84e%7C0%7C0%7C639262930626541536%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=gCRnxxV2izQF2wt%2BGnUpaUcEzuKC7nVPqBnPS8thZXY%3D&reserved=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpostingboard.esmsolutions.com%2F3444a404-3818-494f-84c5-2a850acd7779%2FeventDetail%2F19977&data=05%7C02%7CBarbara.Mustard%40sdsmt.edu%7C23222f86f14e439892ae08df1e3f9820%7C867083e60b14435f9b4e8be26f01d84e%7C0%7C0%7C639262930626541536%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=gCRnxxV2izQF2wt%2BGnUpaUcEzuKC7nVPqBnPS8thZXY%3D&reserved=0
Q- Please provide the required footing/foundation details for the Building, Parking, and Vehicular signs, including footing depth and diameter, concrete requirements, reinforcement, required frost depth, post anchoring method, and the specified manufacturer/model for the ground protector system.
A - The Wayfinding Design Guide does not provide prescriptive footing dimensions, footing depth or diameter, reinforcement requirements, concrete specifications, post embedment, or a specified manufacturer/model for the footing ground protector system. The contractor shall provide footing and anchorage appropriate for the sign installation and applicable code requirements. Footing and anchorage details shall be included with the contractor's shop drawing submittal for review and approval.
Q - Are engineered footing drawings or stamped structural calculations required for any of the sign installations?
A - Project-specific stamped structural calculations or engineered footing drawings are not required for all sign installations as a blanket requirement. Where structural engineering or sealed calculations/drawings are required by the applicable building code, Authority Having Jurisdiction (AHJ), or other applicable regulatory requirements, the contractor shall provide the required documentation.
Q - Which specific locations, and how many locations, require breakaway couplers?
A - All 10 vehicular signs will require breakaway couplers as they are in the vehicle right-of-way. Alternative pricing can be submitted for the use of structural grade wood post in lieu of aluminum, in which case the required break away rating can be achieved by cross drilling post perpendicular to direction of traffic per FHA requirements.
Q - The Building Sign documents appear to conflict regarding the required post material.
PDF page 30 identifies the posts as “Wood-like Aluminum Posts,” while PDF page 33 specifies natural weathering Corten steel as the primary post/structure material and 6" x 6" structural-grade wood as an approved alternate. Please confirm the required post/structure material bidders should use as the basis for fabrication and pricing.
A - Basis bid should include "Wood-look Aluminum 6x6 Post" Knotwood or similar.
Alternative pricing can be submitted for using a 6x6 structural wood post in lieu of aluminum.
Q - For Vehicular Signs, PDF page 52 describes a “wood-textured aluminum backing/wood-like sign structure,” while PDF page 56 specifies a fully enclosed welded aluminum sign cabinet with a powder-coated wood-grain finish. Please clarify whether these are intended to be the same component, or whether a separate wood-grain aluminum backing/structure is required in addition to the welded aluminum cabinet.
A - These are intended to be the same component. The intent is to have a welded aluminum cabinet or similar aluminum panel with a wood grain finish matching the woodgrain used in other sign types.
Q - Please identify which existing signs are to be removed, the quantity, and whether removed signs are to be disposed of or returned to BHSU.
A - Removal of 24 existing building signs and 5 existing vehicular signs shall be included in the base bid. Contractor shall be responsible for removal, disposal, patching/repair, and site restoration associated with sign removal. Contractor shall provide a unit price per sign for additional or reduced quantities if the final quantity differs from the quantities identified above.
Q - Please confirm that Parking Post and Parking Breakaway sign faces are aluminum panels, despite portions of the RFP referring generally to powder-coated metal panels.
A - Both are to be "Wood-look Aluminum"
Q - Please confirm whether Phase 1 includes any electrical work or illuminated signage.
Section 3.5 references electrical connections, while the signage shown appears to be non-illuminated.
A - Phase 1 does not include electrical work or illuminated signage. All signage included in Phase 1 is intended to be non-illuminated.
Q - Please confirm responsibility for private utility locating, permits, traffic control, and right-of-way approvals for Vehicular and Breakaway sign installations.
A - The contractor shall be responsible for coordinating private utility locating and obtaining permits and approvals required for the contractor's work, including applicable right-of-way and traffic-control requirements.
Q - Please confirm the quantity of existing signs to be removed and whether removal includes disposal, patching, surface repair, or site restoration.
A - Removal of 24 existing building signs and 5 existing vehicular signs shall be included in the Base Bid. Contractor shall be responsible for removal, disposal, patching/repair, and site restoration associated with sign removal. Contractor shall provide a unit price per sign for additional or reduced quantities if the final quantity differs from the quantities identified above.
Q - I may be missing it, but do you have a count on the PARKING signs?
A – The parking signs are not part of this project.
Q – Would your team consider our ImageLOC® sign technology as an acceptable option for this project? ImageLOC® is our proprietary aluminum sign panel system that carries a standard 10-year warranty on structural integrity and UV color fading. The panels are digitally printed using our proprietary imaging process and are designed for long-term outdoor durability providing vivid, high-resolution graphics while maintaining a low lifecycle cost. They are also available in custom shapes and configurations commonly used for wayfinding, interpretive, and campus signage applications.
A – You should bid the project as design and specified. If you want to add an option for your ImageLOC signage, it can be included in your proposal as an alternate.
Q – We are exploring a partnership with an outside company for portions of this project.
Given the coordination required, would there be any opportunity to request an extension beyond the current submission deadline, or is the October 15 due date firm?
A – BHSU does not plan to change the proposal deadline.
Performance, Payment, and Bid Bonds
Q - Are Performance, Payment, and Bid Bonds required for this project?
A - 100% performance & payment bond, and 5% bid bond.
Prevailing Wage Scale
Q - Are prevailing wage requirements applicable to this contract?
A - No
Q - If applicable, what is the governing wage determination?
A - N/A
Project Budget
Q - Is there a publicly advertised budget or government estimate available for this project that can be shared?
A - We are requesting proposals based on the scope of work outlined in the RFP and will evaluate the proposed costs as part of the selection process.
Q - Payment Terms & Schedule Can you please confirm progressive payment by percentage completion of work, based on a mutually approved Schedule of Values, with progress evidenced through photographs or other documentation such as shop drawings, engineering, material procurement, phases of manufacture, bonds, project management, logistics, and installation?
A - Yes, progressive pay requests can be made after evidence of work or after proof of contractor/vendor ownership with proof of insurance.
Warranty
Q - What is the minimum warranty duration required for fabrication, graphics, finishes, and installation?
A - 1 Year
Prototypes / Samples
Q - Are there any requirements for samples, mock-ups, or prototypes for this project?
A - Samples should be submitted as part of the submittal process.
Work Hours
Q - Are there any restrictions on installation hours on weekdays/weekends?
A - No
Q - Are there any campus blackout dates (e.g., commencement, move-in, athletic events)?
A - Possibly, depending on campus events and activities.
Q - How much advance notice is required before work begins at each location?
A - An installation schedule should be prepared for BHSU prior to any on campus work starting. Changes to that schedule should be communicated to BHSU within 3 working days.
Sales Tax
Q - Is BHSU exempt from South Dakota sales and use tax for this project?
A - Yes, this project is tax exempt.
Storage / Staging Location
Q - Can BHSU provide one secure indoor storage room of approximately 10' × 10' with key access?
A - No
Q - Can BHSU provide one exterior staging area of approximately 30' × 60', preferably in a parking lot or another area close to the majority of sign locations?
A - Yes. The contractor/vendor is responsible for the safety and security of the signage and storage area.
Installation Substrates
Q - Can you provide a breakdown of the installation substrates for ground-mounted signs (e.g., soil, concrete sidewalk, brick pavers, asphalt, etc.)?
A - All sign locations are located within a soil substrate.
Q - Alternatively, can BHSU provide photographs of each sign location?
A - No. A site visit can be coordinated with BHSU by contacting Kyle Nelsen at kyle.nelsen@bhsu.edu
Engineering Requirements
Q - Do shop drawings and foundation/footer drawings require review and stamping by a structural engineer licensed in the State of South Dakota?
A - This has already been answered from a previous question.
Traffic Control
Q - Are all sign locations within the BHSU campus, or are any located within a public (city or state) right-of-way?
A - Vehicular signage may fall within a right-of-way.
Q - Does BHSU have preferred standards or specific requirements for traffic control?
A - No
Q - If not, is traffic control per industry standards with standard safety measures acceptable?
A – Yes
Clarification on Parking Signage – Phase 1 BOQ
Q - Since Parking Signage is detailed in the Design System Guide (Attachment I) but omitted from the Phase 1 Bill of Quantities (Section 3.0 / Attachment III), should Parking Signage be excluded from our Phase 1 lump-sum cost proposal?
A – The parking signs are not part of this project
Existing Sign Removal & Disposal
Q - How many existing signs require removal under Section 3.0?
A - Removal of 24 existing building signs and 5 existing vehicular signs shall be included in the Base Bid. Contractor shall be responsible for removal, disposal, patching/repair, and site restoration associated with sign removal. Contractor shall provide a unit price per sign above.
Q - Does BHSU intend to retain ownership of the removed signs, or should the contractor dispose of them?
A - Per section 3.0.4 for the RFP, BHSU has decided that the contractor should dispose of them.
Q - Will the installation require prevailing wage rates?
A - No
Q - Is bonding required?
1. Bid Bond
2. Performance & Payment Bond
A - 100% performance & payment bond, and 5% bid bond.
Q - The posts have ground protectors (escutcheon covers) that protect the signposts.
Typically for signs like this, they are on a 2” high concrete pedestal above grade so that if they are hit by shovels or plows, it doesn’t ruin the post. The drawings do not indicate a pedestal. Is this something that the university would be interested in?
A - We are good with placing these on a 2" pedestal but would still like the posts to be set in a bolted base bracket to allow for future post replacement.
Q - Are there any prototypes that we made prior to this bid being released? Or are there any section details that can be provided. I want to be sure I’m looking at the sign panel to sign post connection properly. The panel can be done a couple different ways.
A - Shop drawings of the sign construction are to be submitted prior to fabrication.
Q - Thick gauge (1/4” alum.) metal can be used but we would need to have the panel rolled to create the curved look show on the “Building Signage” section of Page 3. Keep in mind that the posts are 6” deep. A thin panel may look strange with all of that depth.
Q - Fabricating a 3"-4” deep or even a 6” deep cabinet will fill the space much better.
A - A 6" cabinet is acceptable for the vehicular sign core/structure panel so long as the wood-like finish can be matched. Thick gauge aluminum should be used for the outer top and bottom panels. For the building signs, a +/-3" cabinet construction could be considered depending on final aesthetics and durability. Pricing can be submitted for each option.
Q - Will permits be required?
A - No
Q - What will the normal business hours look like for the installation?
A – There is no restriction on weekdays and weekends
Q - Are there any photos and location drawings for the signs that need to removed?
Removal of existing signs is not a problem, but I’m just trying to understand how many signs we will be taking down and disposing.
A - Removal of 24 existing building signs and 5 existing vehicular signs shall be included in the Base Bid. Contractor shall be responsible for removal, disposal, patching/repair, and site restoration associated with sign removal. Contractor shall provide a unit price per sign above.
Q - Please confirm that there are no internally lit signs (all signs are non lit)
A - There are no lit signs as part of this RFP.
Q - Removal is included in our scope of work per the bid documents. Would you be able to provide pictures of the existing signage, and confirm the quantities of each sign type that is existing to be removed?
A - Removal of 24 existing building signs and 5 existing vehicular signs shall be included in the base bid. Contractor shall be responsible for removal, disposal, patching/repair, and site restoration associated with sign removal. Contractor shall provide a unit price per sign for additional or reduced quantities if the final quantity differs from the quantities identified above.
Q - Instead of powder coated aluminum, would a Matthews 2 part epoxy automotive paint process be an acceptable alternate? This is the industry standard for paint applications
A - The proposal should provide a price for the project as designed and specified. If there is an alternate contractor/vendors would like to present, it can be included in their proposal as an alternate.
Q - Can you confirm the total quantity of sign posts that will require breakaways? (within the ROW).
A - Only the 9 vehicular signs will require breakaway post couplers.
Q - Knotwood is spec'd for some of the sign posts, however it is very expensive and the wood grain look can be achieved with alternate methods that are more cost effective while maintaining the design intent and longevity of Knotwood. Would this alternate method be acceptable? If awarded, samples would be provided prior to production.
A - The proposal should provide a price for the project as designed and specified. If there is an alternate contractor/vendors would like to present, it can be included in their proposal as an alternate.
Q - For the Village Square signage, the spec provided is to use a collar clamp. Given the surface area of the sign, a collar clamp would likely only last a year or two with the twisting that happens with the wind load. If we proposed an alternate method, should we propose that as an alternate?
A - The proposal should provide a price for the project as designed and specified. If there is an alternate contractor/vendors would like to present, it can be included in their proposal as an alternate.
Q - For the building signage, is the intent with the "Metal Fasteners" meant to be a design element, or are these panels meant to be removable/replaceable?
A - The intent is for the sign panel to be replaceable if damaged using the metal fasteners.
Fasteners should be tamper resistant and match the overall sign design aesthetics.
Q - In regard to the samples, can you provide more information about the samples that would be required as a submittal? For example, are you just looking for paint/finish samples, or are you looking to have prototypes made (will any fabrication time be required for the samples outside of paint/vinyl/wood grain finishes)?
A - Fabrication is not required. Samples of materials and finishes will be required.
Q - I do not see anything about stamped engineered drawings. Can you confirm that this is not to be included with the bid? We do in-house engineering and shop drawings, but to have those drawings stamped is an additional cost.
A - Project-specific stamped structural calculations or engineered footing drawings are not required for all sign installations as a blanket requirement. Where structural engineering or sealed calculations/drawings are required by the applicable building code, Authority Having Jurisdiction (AHJ), or other applicable regulatory requirements, the contractor shall provide the required documentation.
Q - Please confirm that there are no prevailing wage/union requirements for this project.
A – There are no prevailing wage rates
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