RFP 24_CD03_ Wayfinding and Gateway Signage D.pdf

CITY OF MILTON REQUEST FOR PROPOSALS

(THIS IS NOT AN ORDER)

RFP Number:

24-CD03

RFP Title:

Wayfinding and Gateway Signage Design and Masterplan

Due Date and Time: August 23, 2024, by 2:00 pm EST

*Link for virtual announcement of proposals received in response to this RFP will be posted as a “Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct

Number of Pages: 48

ISSUING DEPARTMENT INFORMATION

Issue Date: August 1, 2024 City of Milton Community Development Department 2006 Heritage Walk Milton, GA 30004

Phone: 678-242-2500

Website: www.miltonga.gov

INSTRUCTIONS TO OFFERORS

Electronic Submittal: **Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov/finance/bids-rfps

If you have not registered as a vendor via BidNet we encourage you to register. There is no cost to join, and you will be notified of any potential bid opportunities with the City of Milton as well as other agencies who are part of the Georgia Purchasing Group.

Mark Envelope/Package:

RFP Number: 24-CD03 Name of Company or Firm Special Instructions:

Deadline for Written Questions

August 12, 2024, by 5:00 PM EST

Submit questions online via the BidNet Direct procurement portal at www.miltonga.gov/finance/bids-rfps

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address: Authorized Offeror Signatory:

(Please print name and sign in ink)

Offeror Phone Number: Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE

http://www.miltonga.gov/ http://www.miltonga.gov/finance/bids-rfps

2 | RFP 24-CD03

TABLE OF CONTENTS

Offeror’s RFP Checklist

Disclosure Form

Proposal Letter

Contractor Affidavit and Agreement (E-Verify)

Schedule of Events

Section 1: Project Overview and Instructions

Section 2: RFP Standard Information

Section 3: Scope of Services

Section 4: Offeror Qualifications

Section 5: Cost Proposal

Section 6: Evaluation Criteria

Section 7: Standard Contract Information

Sample Standard Contract

3 | RFP 24-CD03

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton

1. Read the entire document. Note critical items such as: mandatory requirements; supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. Attend the pre-qualifications conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. Take advantage of the “question and answer” period. Submit your questions to the procurement officer by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website at http://www.miltonga.gov/finance/bids-rfps will include all questions asked and answered concerning the

RFP.

5. Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The submittals are evaluated based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.

8. Check the website for RFP addenda. Before submitting your response, check the City’s website at http://www.miltonga.gov/finance/bids-rfps to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document and be sure to submit all required items on time. Late submittal responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s response.

http://www.miltonga.gov/finance/bids-rfps%20to

4 | RFP 24-CD03

CITY OF MILTON DISCLOSURE FORM

MUST BE RETURNED WITH PROPOSAL

This form is for disclosure of campaign contributions and family member relations with City of Milton officials/employees.

Please complete this form and return it as part of your RFP package when it is submitted.

Name of Offeror

Name and the official position of the Milton Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.)

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Milton Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Milton and your relation:

5 | RFP 24-CD03

RFP# 24-CD03

PROPOSAL LETTER

We propose to furnish and deliver all the deliverables and services named in the Request for Proposals (24-CD03) Wayfinding and Gateway Signage Design and Masterplan.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications.

By our written signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the City.

PROPOSAL SIGNATURE AND CERTIFICATION

I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign for my company. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect.

Authorized Signature Date

Print/Type Name

Print/Type Company Name Here

6 | RFP 24-CD03

CONTRACTOR AFFIDAVIT AND AGREEMENT

STATE OF GEORGIA

CITY OF MILTON

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

E-Verify Number

Date of Authorization

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (city), (state).

Name of Contractor Signature of Authorized Officer or Agent

Wayfinding and Gateway Signage Design And Masterplan Name of Project

City of Milton, Georgia Name of Public Employer

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON

THIS THE DAY OF ,20 .

NOTARY PUBLIC

[NOTARY SEAL]

My Commission Expires:

7 | RFP 24-CD03

SCHEDULE OF EVENTS

Task Date

Issue RFP August 1, 2024

Site Visit (recommended, but not mandatory) n/a

Deadline for Questions August 12, 2024, by 5:00 p.m. EST

Answers Posted by the City (Addendum)

On or about, August 15, 2024

Proposals Due By 2:00 p.m. EST on August 23, 2024

Award Contract October 7, 2024 (proposed)

NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.miltonga.gov/finance/bids-rfps ) FOR ADDENDA AND SCHEDULE UPDATES.

8 | RFP 24-CD03

SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS

1.0 BACKGROUND AND STATEMENT OF INTENT

The City of Milton seeks to enhance its identity and navigability by implementing a comprehensive wayfinding and gateway signage plan as outlined in the City’s 2040 Comprehensive Plan.

The City is requesting proposals from highly qualified firms for consultant planning services to prepare the Wayfinding and Gateway Signage Plan, including but not limited to research, analysis, public engagements, design, and plan development which includes signage types, styles, and location master planning.

This is a phased project and the City is requesting proposals at this time for Phase 1: Signage Masterplan and Design.

The recently completed branding study laid the foundation for implementation of wayfinding, gateways and ‘district’ signage, reflective of Milton’s brand to be incorporated within the overall branding strategy.

This project aims to develop distinct gateway signage strategy, incorporate landscape design elements, and ensure effective communication during infrastructure changes, particularly the Georgia Department of Transportation’s (GDOT) ongoing road construction in the Deerfield District.

All Offerors must comply with all general and special requirements of the RFP information and instructions enclosed herein.

1.1 SINGLE POINT OF CONTACT

From the date this Request for Proposals (RFP) is issued until a Contractor is selected, Offerors are not allowed to communicate with any City staff or elected officials regarding this procurement except at the direction of Honor Motes, Procurement Manager. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is:

Procurement Office: Honor Motes, Procurement Manager Address: 2006 Heritage Walk, Milton, GA 30004 Telephone Number: 678-242-2507 E-mail Address: honor.motes@miltonga.gov

1.2 REQUIRED REVIEW

A. Review RFP.

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the procurement office identified above via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

mailto:honor.motes@miltonga.gov

9 | RFP 24-CD03

B. Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must submit their questions via the solicitation link on BidNet Direct, the procurement portal on the City’s website, on or before 5:00 PM (EST) on August 12, 2024. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

C. City’s Answers.

The City will provide an official written answer to all questions on or about August 15, 2024.

The City's response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be posted alongside the posting of the RFP at http://www.miltonga.gov/finance/bids-rfps . Offerors must sign and return any addendum with their RFP response.

D. Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the City’s standard contract. Much of the language included in the standard contract reflects requirements of State law. Requests for exceptions to the standard contract terms, or any added provisions must be submitted to the procurement office referenced above by the date for receipt of written/e-mailed questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal written addendum issued for this RFP and will apply to all Professionals submitting a response to this RFP.

E. Mandatory Requirements.

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements. The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non- responsive.

1.3 NON-DISCRIMINATION

All qualified applicants will receive consideration without regard to age, handicap, religion, creed or belief, political affiliation, race, color, sex, or national origin.

1.4 SUBMITTING PROPOSALS

Offerors must organize their qualifications into sections that follow the following format.

For the purposes of the RFP, the term “company” shall refer to the prime respondent of this RFP, or in other words, the company with whom the City will contract.

Proposals shall be submitted in two (2) separate files, one containing the technical proposal and the other containing the cost proposal. The City will score all technical proposals before evaluating the costs.

http://www.miltonga.gov/finance/bids-rfps

10 | RFP 24-CD03

Offerors must organize their proposal into sections that follow the following format. This RFP is for one proposal that includes all potential phases of this project.

A. Submittal Requirements.

Proposals shall include the following:

1. City of Milton request for proposal cover page (information entered and signed: first page of this document)

2. City of Milton Disclosure form (signed)

3. City of Milton Proposal letter (information entered)

4. Contractor Affidavit and Agreement (eVerify)

5. Technical Proposal:

a. No more than ten (10) pages (resumes and references can be added as an appendix and do not count towards the 10-page limit).

b. Cover page(s), table of contents, tabs, and required forms do not count toward the page limit

c. Minimum of 11-point font

Each Technical Proposal Shall Contain:

a. Company Profile: Name, brief profile, and year established. Include information for any consultants/subconsultants that will be used as well.

b. Project Team: Information about the makeup of the team, specifically the personnel to be assigned to each type of project. For example, including but not limited to the following possible tasks: writing of code revisions, creation of area plan(s), conducting public outreach meetings, etc. Include a brief resume of the proposed individual(s) to be assigned to the above listed projects. If more than one person is identified in the proposal to serve the required functions, then a project lead should be indicated. List the current commitments of each team member with anticipated end dates.

c. Experience and References: Provide a summary of at least four (4) projects but no more than eight (8) projects with services of a similar nature within the last five (5) years and include any innovative features of projects or delivery methods. Include project references with names, contact email address, phone numbers, and team members involved.

Information for each referenced project shall be limited to two (2) standard pages.

Referenced projects shall be either executed or underway for adoption. The included projects should be from the US of similar caliber to the study area.

Additionally, referenced projects should reflect characteristics comparable to those of Milton.

11 | RFP 24-CD03

Specific Project Experience:

• At least four (4) project examples involving wayfinding signage graphics, design, and fabrication drawings;

• At least two (2) project examples involving architectural design and wayfinding signage;

• Brief description of services provided (brief scope, size, cost, etc.) and specific role in the project (professional services, construction, etc.);

• Photos representative of the completed project.

For each project, the Consultant shall provide the following information:

Reference Information:

• Project title and location (City and State);

• Name of agency;

• Agency contact, including contact name, phone number, email address, mailing address;

• Project manager (to be relevant, the project manager shall be currently on the proposed team for this project);

• Other key personnel from the Consultant’s team involved with the project and their role;

• Project beginning and ending dates.

Work Plan:

• Provide a preliminary schedule for completion or timeline from contract award to work completion, noting major milestones (for Phases listed under Scope of Work)

d. The proposal should demonstrate the consultant’s knowledge of needs and objective of work proposed under this RFP. Well-qualified candidates will demonstrate knowledge and experience working with public or managed community entities and describe their approach to garnering community involvement and engaging stakeholders.

6. Pricing (See Section 5.0)

7. Applicable Addenda Acknowledgement Forms (if necessary)

Offerors must organize their proposal into sections that follow the format of Section 1.4 and Section 5.0.

B. Failure to Comply with Instructions.

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any qualifications that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

12 | RFP 24-CD03

C. Electronic Submittal Required and Deadline for Receipt of Proposals.

Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov/finance/bids-rfps by 2:00 PM on August 23, 2024.

Proposals will be opened at approximately 2:30 p.m. and names of Firms will be announced. *Link for virtual announcement of proposals received in response to this RFP will be posted as a “Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct.

D. Late Proposals.

Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure proposals are submitted via the BidNet Direct procurement portal by the designated time. Late proposals will not be accepted.

1.5 OFFEROR'S CERTIFICATION

By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.6 COST OF PREPARING PROPOSALS

A. City Not Responsible for Preparation Costs.

The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the Offeror. The City is not liable for any expense incurred by the Offeror in the preparation and presentation of their proposals.

B. All Timely Submitted Materials Become City Property.

All materials submitted in response to this RFP become the property of the City of Milton and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Offeror resulting from this RFP process.

SECTION 2: RFP STANDARD INFORMATION

2.0 AUTHORITY

This RFP is issued under the authority of the City of Milton. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria. The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.1 OFFEROR COMPETITION

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

13 | RFP 24-CD03

2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

A. Public Information.

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of qualifications has passed, and the award has been made, with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City of Milton; (3) any company financial information requested by the City of Milton to determine vendor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

B. Procurement Officer Review of Proposals.

Upon opening the submittals received in response to this RFP, the procurement office will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2(A) above, providing the following conditions have been met:

1. Confidential information is clearly marked and separated from the rest of the submittal.

2. An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each submittal containing trade secrets. Please contact Honor Motes, Procurement Manager, for additional information.

Information separated out under this process will be available for review only by the procurement office, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS

A. Initial Classification of Proposals as Responsive or Nonresponsive.

Proposals may be found nonresponsive at any time during the evaluation process or contract negotiation, if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the qualification is not within the specifications described and required in the RFP. If a qualification is found to be nonresponsive, it will not be considered further.

B. Determination of Responsibility.

The procurement office will determine if an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of nonresponsive.

14 | RFP 24-CD03

C. Evaluation of Proposals.

The evaluation committee will evaluate the remaining proposals and recommend whether to award the contract to the highest scoring Offeror or, if necessary, to seek discussion/negotiation to determine the highest scoring Offeror. All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses. These scores will be used to determine the most advantageous offering to the City.

D. Completeness of Proposals.

Selection and award will be based on the Offeror’s proposals and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

E. Opportunity for Discussion/Negotiation and/or Oral Presentation/Product Demonstration.

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to Milton, Georgia to discuss technical and contractual aspects of the submittal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

F. Best and Final Offer The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more offerors if additional information is required to make a final decision.

Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

G. Evaluation Committee Recommendation for Contract Award.

The evaluation committee will provide a written recommendation for contract award.

H. Request for Documents Notice.

Upon concurrence with the evaluation committee’s recommendation for contract award, the procurement officer may issue a “Request for Documents Notice” to the highest scoring Offeror to obtain the required insurance documents, contract performance security, and any other necessary documents. Receipt of the “Request for Documents Notice” does not constitute a contract and no work may begin until a contract signed by all parties is in place.

15 | RFP 24-CD03

I. Contract Negotiation.

The procurement officer and/or city department representatives may begin contract negotiation with the responsive and responsible Offeror whose submittal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring Offeror.

J. Contract Award.

Contract award, if any, will be made to the highest scoring Offeror who provides all required documents and successfully completes contract negotiation.

2.4 RIGHTS RESERVED

While the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Milton to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

1. Modify, cancel, or terminate this RFP,

2. Reject any or all proposals received in response to this RFP,

3. Select an Offeror without holding interviews,

4. Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any submittal,

5. To request further documentation or information, and to discuss an RFP submittal for any purpose to answer questions or to provide clarification,

6. Award a portion of this RFP or not award any portion of this RFP if it is in the best interest of the City not to proceed with contract execution; or

7. If awarded, terminate any contract in accordance with the terms and conditions of the contract if the City determines adequate funds are not available.

16 | RFP 24-CD03

SECTION 3: SCOPE OF PROJECT

3.0 PROJECT DESCRIPTION

Background:

The City of Milton’s Comprehensive Plan 2040 defines what the City wants to achieve as a community, and one of the City’s visions that is clearly stated and shared by the community is having a strong sense of community and place. During the comprehensive plan planning process, several key themes related to placemaking and branding surfaced. As a result, a key project identified is the implementation of wayfinding, gateways, park/trails, and ‘District’ signage that reflects Milton’s brand.

City of Milton Comprehensive Plan 2040:

https://www.miltonga.gov/home/showpublisheddocument/5494/637756853396130000

In 2024, the City of Milton approved a branding study to improve and enhance all areas of Milton to define a city-wide brand. The study established a brand system that includes updating logo sets, creating messaging, brand extensions, and marketing.

Branding Study:

https://www.dropbox.com/scl/fi/z1i8ersawysb8cvpnu0qm/Milton-Council-Work-Session-3- 18.pptx?rlkey=9kzy2iizkfaox0aadqe55ojv4&dl=0

BrandTouch Directory:

https://www.dropbox.com/scl/fo/1672q92gzvxyp2bef6et9/h?rlkey=fjan93anwzt38qbtk9p86 fbk9&dl=0

In addition, the City has a standard design for the wayfinding signage system in Downtown Crabapple that was implemented in 2016 that includes vehicle directional, pedestrian directional, pedestrian directional/information board, banners, historic markers, and street sign toppers.

Milton Downtown Wayfinding:

https://www.miltonga.gov/home/showdocument?id=7711

Since the aforementioned plans are relevant to this project, the themes and design elements in the Branding Study and Milton Downtown Wayfinding shall be integrated into the development of the wayfinding and gateway signage plan.

As a way to realize Milton’s goals for placemaking and branding, the City is searching for a qualified consulting firm or multi-disciplinary professional team (Consultant) with expertise, experience, and resources to prepare the City’s wayfinding and gateway signage plan.

Further, the main objectives outlined below defines the specific measurable actions to achieve the overall goal:

https://www.miltonga.gov/home/showpublisheddocument/5494/637756853396130000 https://www.miltonga.gov/home/showpublisheddocument/5494/637756853396130000 https://www.dropbox.com/scl/fi/z1i8ersawysb8cvpnu0qm/Milton-Council-Work-Session-3-18.pptx?rlkey=9kzy2iizkfaox0aadqe55ojv4&dl=0 https://www.dropbox.com/scl/fi/z1i8ersawysb8cvpnu0qm/Milton-Council-Work-Session-3-18.pptx?rlkey=9kzy2iizkfaox0aadqe55ojv4&dl=0 https://www.dropbox.com/scl/fo/1672q92gzvxyp2bef6et9/h?rlkey=fjan93anwzt38qbtk9p86fbk9&dl=0 https://www.dropbox.com/scl/fo/1672q92gzvxyp2bef6et9/h?rlkey=fjan93anwzt38qbtk9p86fbk9&dl=0 https://www.miltonga.gov/home/showdocument?id=7711

17 | RFP 24-CD03

Objectives:

1. Provide a comprehensive wayfinding and gateway strategy for concept and fabrication design to establish a “sense of place.”

2. Identify strategic locations optimal for installation of gateway and wayfinding signage throughout the City of Milton through location master planning.

3. Design gateway signage that is consistent with the branding and architectural themes unique to Milton.

4. Parks signage and internal park wayfinding signage for trails and park amenities.

5. Design temporary signage during GDOT construction phases to improve aesthetics in the district and minimize wayfinding disruptions to residents and businesses along the corridor.

To further understand the City of Milton from an overall perspective, the following plans required review:

• The City developed a park and recreation master plan in 2019 that includes a system-wide approach for accomplishing short and long-term goals, initiatives, and strategies for both passive and active parks.

Comprehensive Parks and Recreation Master Plan:

https://www.miltonga.gov/home/showpublisheddocument/2726

• The City adopted a Milton Community Trail Prioritization Plan which summarizes the planning process that was completed to guide the implementation of trail, sidepath, and sidewalk projects throughout the City of Milton over the next ten years and beyond.

Milton Community Trail Prioritization Plan:

https://www.miltonga.gov/home/showpublisheddocument/2859/637329280499070000

• The City approved the latest Comprehensive Transportation Plan in 2023, which outlined a prioritized program of Milton’s existing and future transportation needs and infrastructure investments which aims to enhance the quality of life of its residents and those who travel around Milton.

Comprehensive Transportation Plan 2023:

https://www.miltonga.gov/home/showpublisheddocument/7274/638374721123030000

• Much of the Study Area was originally built prior to the formation of the City in 2006.

When the City of Milton was established, they categorized the Study Area into 8 different character areas namely, Birmingham, Arnold Mill, Central Milton, Deerfield, Bethany, Crabapple, Milton Lakes, and Sweetapple. (*See pages 142-163: City of Milton Comprehensive Plan 2040 for narrative and development patterns).

https://www.miltonga.gov/home/showpublisheddocument/2726 https://www.miltonga.gov/home/showpublisheddocument/2859/637329280499070000 https://www.miltonga.gov/home/showpublisheddocument/2859/637329280499070000

18 | RFP 24-CD03

One of the biggest challenges in the region is State Highway 9, which is under construction for road widening. The State has been planning to expand this roadway to increase the level of service from 2 lanes to 4 lanes. Even though the construction is still underway, the City desires to implement additional beautification to maintain elements that reflect Milton’s overall character area, and this will include wayfinding and gateway signage.

Coordination of GDOT construction schedules may present a challenge and these projects commonly extend. The City of Milton is unable to determine the final timeline of the project and which sections along the district will be impacted at any given time. Given this, it is important to coordinate with GDOT contractors regarding placement of temporary signage within work zones during construction. As the road widening project is one that could span 3 years, or possibly longer, quality temporary signage is a critical element to maintain the integrity of Milton’s character and branding and achieve the goals of the wayfinding/gateway signage initiative.

3.1 SCOPE OF WORK

The City of Milton desires to create a wayfinding and gateway signage plan that incorporates prior planning efforts as referenced above. Strategic planning is required as you develop the plan specifically when choosing locations for the signage. Public engagement is expected to be at the core of the process. The Consultant is expected to engage in ongoing consultation with the City of Milton staff project team for guidance on public meetings and charettes, this includes presentation of project progress and concept plan to the City Council, Design Review Board, and Planning Commission.

Location Identification and Signage Masterplan

1. Identify optimal locations where wayfinding signage and gateway features are needed that align with traffic patterns, city landmarks, city parks, passive and active, trails, city greenspaces, and community hubs, resulting in a signage masterplan.

2. Identify types of wayfinding signage and gateway features needed, resulting in design templates and design specifications for directional, freestanding, banner, monument, gateway, right-of-way, parks and trails, character areas, and all other identified signage.

3. Review city plans as outlined in the Project Description.

Design Development of the Plan

1. Develop a unified design theme for gateway and wayfinding signage that reflects Milton’s heritage and forward-looking values.

2. Develop fabrication drawings for all types of signage.

3. Create consistency with Milton’s existing gateway and wayfinding strategy as reflected in the Crabapple district.

19 | RFP 24-CD03

4. Incorporate the use of sustainable, low-maintenance and durable materials suitable for local weather conditions and environmental considerations. Deliver a comprehensive maintenance and sustainability plan for the long-term upkeep of signage.

5. Design signage regarding special events communications in each district.

6. Incorporate the recently completed Placemaking and Branding study in the development of gateway and wayfinding planning for cohesion and integrity of the Milton brand.

7. Integrate the design elements of Milton Downtown Wayfinding signage in designing the wayfinding signs such as vehicle directional signs, pedestrian directional signs, pedestrian directional/information boards, and banners for all districts in Milton.

8. Design of park entry signage and internal park wayfinding signage for active parks, passive parks, and greenspaces.

9. Design a temporary signage plan during construction phases to ensure effective traffic management and community guidance.

10. Provide detailed design documents for all signage.

11. Provide cost estimation for wayfinding and gateway signage, as well as land acquisition.

Presentations and Public Engagement:

1. Ensure transparency and ongoing communication with the public through updates provided to city staff project team that can be shared on the City’s website, local media, social media channels, and public meetings.

2. Facilitate community engagement sessions, as needed, to gather input, address concerns, and foster community support for the project.

3. Present the Wayfinding and Gateway Signage Plan to the Design Review Board (two meetings) for courtesy review and final review.

4. Present the Wayfinding and Gateway Signage Plan to the Planning Commission

(two meetings) to gather feedback.

5. Present to Parks and Recreation Advisory Board for the park-related signage following approval by the Design Review Board (two meetings).

6. Present the Wayfinding Signage Plan to City Council (1 Work Session and 1 Council

Meeting) for feedback and approval.

20 | RFP 24-CD03

SECTION 4: OFFEROR PROPOSALS

4.0 CITY’S RIGHT TO INVESTIGATE

The City may make such investigations as deemed necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.

4.1 OFFEROR INFORMATIONAL REQUIREMENTS

Firms interested in providing the services described in this RFP should be able to demonstrate experience in the areas described in Section 3.

21 | RFP 24-CD02

SECTION 5: COST PROPOSAL

MUST BE RETURNED WITH PROPOSAL ~ IN A SEPARATE FILE

RFP 24-CD03, Wayfinding and Gateway Signage Design and Masterplan

The Offeror’s cost proposal shall be signed by an authorized agent of the company. All pages of the Cost Proposal must be returned with the proposal. There is no maximum page limit to Section 5.

The undersigned Offeror, having familiarized themselves with the work required by the RFP, the bid documents, the site where the work is to be performed, all laws, regulations, and other factors affecting performance of the work, and having satisfied itself/himself/herself of the expense and difficulties attending performance of the work; Hereby proposes and agrees, if this bid for the above named project is accepted to enter into a contract to perform all work necessary to the successful completion of the contract; and to supply all required submittals as indicated or specified in the RFP and the bid documents to be performed or furnished by bidder for the total contract price of:

*Price - Provide the breakdown of cost for key tasks ~ Use your own form for breakdown and return with this Cost Proposal*

Print Total Price: $ _______________________________________________

Print Total Price in Words: _______________________________________________________

Print/Type Company Name Here:

Authorized Signature Date

Print/Type Name

Print/Type Title

22 | RFP 24-CD02

SECTION 6: EVALUATION CRITERIA

6.0 EVALUATION CRITERIA

The evaluation committee will review and evaluate the proposals according to the following criteria:

• A selection team for the City will initially evaluate and score all submittals received.

• Proposals not meeting the minimum requirements and those who are non-responsive will not be considered.

• Cost Proposals will be reviewed after the technical review process.

The City reserves the right to award the contract to the most responsible and responsive proposal that the City determines provides the best value with price and other factors being considered.

Proposal Evaluation Criteria:

Qualifications of the Design Team 25 pts.

• Organizational strength and stability

• Education and experience of the assigned staff

• Availability of key personnel and access to required technology

Work Plan 35 pts.

• Methodology to manage the project

• Innovative approach to the project

• Clear understanding of the needs of the project and solutions

• Proposed milestones and schedule

Related Projects and References 25 pts.

• Experience and technical competence on similar projects

• Previous experience with Wayfinding and Gateway signage projects

• Previous experience developing signage design and fabrication documents

• Quality of example work product

• Ability to meet the schedule

Price (Section 5.0) 15 pts.

**Interviews, if needed, will only be considered from the short-listed firms from the technical evaluation**

23 | RFP 24-CD02

Total Possible Points Available are 100 points.

1. Interviews and Product Demonstration

If applicable, short-listed Vendors will be invited to make a presentation to City of Milton.

At this time, they can provide live demonstrations and discuss the benefits with the City. A question and answer will follow the presentation.

2. Final Ranking

Upon completion of the interviews and demonstrations, the evaluation committee will rank the short-listed proposals based on a combination of the evaluation scores and presentation scores. The top-ranked proposal will be recommended for contract award, pending successful negotiations.

SECTION 7: STANDARD CONTRACT INFORMATION

7.0 STANDARD CONTRACT

The City’s standard contract is attached to this document as Appendix A. Offeror should notify the City of any terms within the standard contract that preclude them from responding to the RFP. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard contract will be addressed in any formal written addendum issued by the procurement officer in charge of the solicitation. The City reserves the right to address any non-material, minor, insubstantial exceptions to the standard contract with the highest scoring Offeror at the time of contract negotiation.

7.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included in any resulting contract. The City’s standard contract, attached as Appendix A, contains the contract terms and conditions which will form the basis of any contract negotiated between the City and the highest scoring Offeror. The contract language contained in Appendix A does not define the total extent of the contract language that may be negotiated. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

7.2 SUBCONTRACTOR

The highest scoring Offeror will be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposals. The City reserves the right to approve all sub-contractors. The Contractor shall be responsible to the City for the acts and omissions of all sub-contractor or agents and of persons directly or indirectly employed by such sub-contractor, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document, or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

24 | RFP 24-CD02

7.3 GENERAL INSURANCE REQUIREMENTS

See sample contract.

7.4 COMPLIANCE WITH WORKERS’ COMPENSATION ACT

The Contractor is required to supply the City of Milton with proof of compliance with the Workers’ Compensation Act while performing work for the City. Neither the Contractor nor its employees are employees of the City. The proof of insurance/exemption must be received by the City of Milton within ten (10) working days of the Request for Documents Notice and must be kept current for the entire term of the contract.

CONTRACTS WILL NOT BE ISSUED TO OFFERORS WHO FAIL TO PROVIDE THE

REQUIRED DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.

7.5 COMPLIANCE WITH LAWS

The Contractor must, in performance of work under this contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting by the Contractor subjects subcontractors to the same provision.

The Contractor agrees that the hiring of persons to perform the contract will be made based on merit and qualifications and there will be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin by the persons performing the contract.

7.6 CONTRACT TERMINATION

See sample contract.

SAMPLE CONTRACT

SAMPLE CONTRACT ONLY ~ DO NOT RETURN WITH PROPOSAL

PROFESSIONAL SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this day of , 20 (the “Effective Date”), by and between the CITY OF MILTON, GEORGIA, a municipal corporation of the State of Georgia, acting by and through its governing authority, the Mayor and City Council (hereinafter referred to as the “City”), and , a , (herein after referred to as the "Consultant"), collectively referred to herein as the "Parties."

WITNESSETH:

WHEREAS, City desires to retain Consultant to provide certain services in the completion of a Project (defined below); and

WHEREAS, City finds that specialized knowledge, skills, and training are necessary to perform the Work (defined below) contemplated under this Agreement; and

WHEREAS, Consultant has represented that it is qualified by training and experience to perform the Work; and

WHEREAS, Consultant desires to perform the Work as set forth in this Agreement under the terms and conditions provided in this Agreement; and

WHEREAS, the public interest will be served by this Agreement; and

WHEREAS, Consultant has familiarized itself with the nature and extent of the Agreement, the Project, and the Work, and with all local conditions and federal, state, and local laws, ordinances, rules, and regulations that may in any manner affect cost, progress, or performance of Work.

NOW, THEREFORE, for and in consideration of the mutual promises, the public purposes, and the acknowledgements and agreements contained herein, and other good and adequate consideration, the sufficiency of which is hereby acknowledged, the Parties do mutually agree as follows:

I. SCOPE OF SERVICES AND TERMINATION DATE

A. Agreement. The Agreement shall consist of this Professional Services

Agreement and each of the Exhibits hereto, which are incorporated herein by reference, including:

Exhibit “A” – City Solicitation Documents Exhibit “B” – Consultant Response/Proposal Exhibit “C” – Scope of Work Exhibit “D” – Contractor Affidavit Exhibit “E” – Subcontractor Affidavit Exhibit “F” – Key Personnel

B. Project Description. The “Project” at issue in this Agreement is generally described as:

C. The Work. The Work to be completed under this Agreement (the “Work”) includes, but shall not be limited to, the work described in the Scope of Work provided in Exhibit “C”, attached hereto, and incorporated herein by reference. Unless otherwise stated in Exhibit “C”, the Work includes all material, labor, insurance, tools, equipment, machinery, water, heat, utilities, transportation, facilities, services, and any other miscellaneous items and work necessary to complete the Work. Some details necessary for proper execution and completion of the Work may not be specifically described in the Scope of Work, but they are a requirement of the Work if they are a usual and customary component of the contemplated services or are otherwise necessary for proper completion of the Work.

D. Schedule, Completion Date, and Term of Agreement. Consultant understands that time is of the essence of this Agreement and warrants and represents that it will perform the Work in a prompt and timely manner, which shall not impose delays on the progress of the Work. The term of this Agreement (“Term”) shall commence as of the Effective Date, and the Work shall be completed, and the Agreement shall terminate, on or before (provided that certain obligations will survive termination/expiration of this Agreement). If the Term of this Agreement is longer than one year, the Parties agree that this Agreement, as required by O.C.G.A.