TOE Wayfinding RFP_FINAL 061025.pdf

PO Box 609 • 200 Broadway • Eagle, CO 81631 • www.townofeagle.org • 970-328-6354

Request for Proposals

Wayfinding Study and Implementation Plan

Town of Eagle, Colorado

SUBMITTAL DEADLINE

5:00 p.m. on Friday, July 11, 2025

Wayfinding Study and Implementation Plan The Town of Eagle invites qualified firms to submit proposals for a comprehensive, community-wide wayfinding study and implementation plan. This effort will include, but is not limited to, an audit, needs assessment, and development of an implementation plan to improve navigation, enhance visitor experiences, and support community identity.

Submissions will be accepted until 5:00 p.m. MST on Friday, July 11, 2025. Qualified firms should submit their response in PDF format by email.

Please submit bids to:

Nikki Davis Economic Development & Housing Specialist Nikki.Davis@townofeagle.org

(970) 328-9654

Proposals will be public information after bids are opened. Please direct all inquiries to Nikki Davis, Nikki.Davis@townofeagle.org or (970) 328-9654. Email is preferred.

The Town of Eagle Wayfinding Study and Implementation Plan is made possible with generous contribution from the Colorado Tourism Office (CTO), a division of the Office of Economic Development and International Trade

(OEDIT).

http://www.townofeagle.org/

I. Project Description This request for proposals (RFP) is being issued to obtain proposals from qualified firms to conduct a wayfinding study and develop a corresponding implementation plan. The purpose of this project is to establish a user-oriented, scalable, and aesthetically coherent signage system within the town of Eagle that facilitates navigation, strengthens community identity, and supports multimodal access across key nodes and corridors.

The selected firm will be responsible for analyzing existing conditions, identifying system deficiencies, and producing a coordinated signage and wayfinding framework that accommodates both vehicular and non-vehicular users. The plan should integrate best practices in human-centered design, legibility, accessibility (ADA compliance), durability, and scalability. It must also align with local planning documents, branding standards, capital improvement strategies, and future growth.

The geographic project area is the Town of Eagle proper. This includes approximately 1,400 acres of open space and 37 miles of recreational trails within the municipal boundary.

II. Background and Region Description The Wayfinding Study and Implementation Plan is identified as a Strategic Goal in the Town’s 2020 Strategic Plan.

Its purpose is to attract visitors, improve navigation, promote local businesses, and increase access to key destinations. By reinforcing a strong sense of place, the project is expected to support the local economy and enhance the quality of life for the community.

Located on the western slope of the Colorado Rockies, the town of Eagle is growing rapidly with a current population of approximately 7,500 residents. Situated along the I-70 corridor and just 30 minutes west of Vail and Beaver Creek ski resorts, Eagle offers both accessibility and a rich sense of small-town character. Its proximity to regional airports and world-class recreation destinations makes it an attractive location for visitors, residents, and businesses alike. Eagle is known for its extensive trail systems, outdoor recreation culture, and commitment to environmental stewardship. The town serves as a year-round basecamp for hiking, mountain biking, fishing, and river sports, and it hosts a variety of community events and festivals that celebrate its unique traditions and lifestyle.

Eagle’s built environment is evolving, with a focus on balanced and responsive planning, economic diversification, and placemaking that reflects its proud identity. As the community continues to grow, the Town remains committed to maintaining its welcoming, connected, and accessible character; values that are central to this Wayfinding Study and Implementation Plan.

III. Proposed Project Schedule

The Town of Eagle reserves the right to adjust this timeline or change these dates. Prospective contractors will be notified of any changes.

RFP Published: Friday, June 13, 2025 Submission Deadline: Friday, July 11, 2025 by 5:00 p.m. MST Submission Review & Contractor Selection: Monday, July 14 – Friday, July 25, 2025 Project Commencement: No later than August 11, 2025 Project Completion: April 30, 2026

IV. Scope of Services

The selected firm shall perform, at a minimum, the following tasks. Deviations, modifications, or additions to the tasks below may be proposed so long as they enhance the process and the final product and are accompanied by a cost estimate variable for review and consideration.

a. Project Management. A Project Management Plan will outline the approach to managing the project, including assigned personnel, schedule, review processes, progress meetings with Town staff and Boards, and full project close-out culminating in the Town Council approval hearing and the delivery of all final project documentation.

b. Existing Conditions Audit. A comprehensive inventory and spatial analysis of current signage and wayfinding elements (vehicular, pedestrian, trail, parking, transit, etc.), evaluating placement, visibility, redundancy, and condition. The audit should include mapping and photo documentation and must also incorporate a review of Appendix A (Town of Eagle Future Land Use Map) and Appendix B (Contributing Plans and Studies) to inform context and alignment with long-range planning efforts.

c. Needs and Gap Analysis. Identification of key destinations, decision points, navigation challenges, and information deficits based on stakeholder input, field observations, and user typologies (e.g., visitors, residents, delivery drivers, cyclists, etc.). Coordination may occur with the following agencies and advisory groups: Colorado Department of Transportation (CDOT), Core Transit, Eagle County, Town of Gypsum, and the Town of Eagle’s Economic Vitality Committee (EVC), Marketing & Events Advisory Committee (MEAC), Open Space & Recreation Advisory Committee (OSRAC), Sustainability Advisory Committee (SAC) and the Eagle Downtown Development Authority (DDA).

d. Community Engagement. Incorporate a community engagement process that ensures the project reflects local values, priorities, and user needs. Engagement efforts should be inclusive, accessible, and designed to gather input from a range of stakeholders such as residents, business owners, Town staff and Boards, and visitors. At a minimum, the process should include outreach, input-gathering, and coordination with Town staff at key milestones. The Respondent is encouraged to propose creative and context-appropriate methods for engagement and to demonstrate how community feedback will inform the final plan. Engagement may occur with the aforementioned agencies and advisory groups.

e. Wayfinding System Design Framework. Development of a signage hierarchy, messaging logic, location plan, and conceptual design palette that considers branding, context sensitivity, and scalability. This should include guidelines for sign types (directional, identification, regulatory, interpretive), materials, typography, color, iconography, and lighting (as applicable).

f. Implementation Strategy. A phased plan for fabrication and installation that includes site maps, engineering considerations, permitting needs, cost estimates, and potential funding mechanisms.

Recommendations should include a prioritization criteria, maintenance protocols, and integration opportunities with existing or planned infrastructure.

g. Deliverables. At the conclusion of the project, the selected firm will provide a complete Wayfinding Study and Implementation Plan, including but not limited to:

▪ A summary of findings, recommendations, and community engagement

▪ Conceptual design elements that reflect Eagle’s identity

▪ A prioritized implementation strategy with estimated costs

▪ GIS-compatible data and mapping to support decision-making

▪ Presentation materials for Town Council review and adoption

▪ All final files and documentation in editable and shareable formats

The Town welcomes innovative formats or supplemental materials that enhance usability and implementation.

V. Project Parameters

a. Project Timeline. The Town requests that a finalized draft of the Plan be completed and ready for Town Council consideration and approval by March 31, 2026. Per the CTO grant contract, the Performance Period shall conclude no later than April 30, 2026.

b. Cost and Fee Arrangement. The total project budget is $25,000. Per CTO guidelines, ineligible expenses include food and alcohol; CTO-paid opportunities (advertising, co-op marketing); general administrative costs (personnel, office supplies, website maintenance); items for resale or gift cards; travel (except for trade show attendance); entertainment, hospitality, social or amusement activities; donations, sponsorships, charitable contributions, and promotional giveaways. Per the CTO grant contract, funds shall be incurred no later than April 30, 2026.

c. Design Compliance. Proposed signage and wayfinding elements must comply with applicable local, state, and federal standards. Designs should consider ADA accessibility, MUTCD guidelines (as applicable), and the Town’s branding and land use regulations. The selected firm is responsible for identifying relevant standards and ensuring recommendations align with regulations and reflect Eagle’s character.

VI. Submittal Requirements

Proposals should include the following items. Please limit submissions to no more than seven pages, excluding references, and in PDF format.

a. Company Profile. Please provide a brief description of your company and experience. Please include office location, business years, company size, owner information, and primary contact information.

b. Methodology and Approach. Please explain the firm's approach to ensuring the project's success relative to the Scope of Services.

c. Comparable Projects. Please provide examples of up to three similar projects completed in the last five to seven years, with project description, budget, location, and client.

d. Staff / Team Background. Please provide a summary of the professional experience of the specific staff who will be assigned to this project.

e. References. Please provide three references with complete contact information.

VII. Selection Criteria

The selected firm will demonstrate a history of successful projects that reflect community needs and timely delivery of final products. Submissions will be evaluated on the following:

a. Project Methodology. Demonstration of clarity toward understanding project goals, outcomes, and deliverables based on RFP; thoroughness of proposed project approach, timeline, and budget.

b. Team Qualifications. Demonstration of professional experience by select personnel, or proposed subcontractors, based upon prior education, training, and/or direct application to work domains.

c. Proposal Cost. Description of comprehensive costs (direct and indirect) associated with the project, with demonstration of team’s ability to complete all tasks within the allocated budget.

d. Relevant Experience. Demonstration of subject-matter experience by firm/team personnel on similar projects of scope/scale. Evidence of public / elected official engagement.

e. Community Engagement. Procedural attention towards community engagement as suggested under Section IV.d.

f. Proposal Quality. Adherence to submittal requirements, ease of document legibility, organization, etc.

The Town of Eagle reserves the right to reject any or all responses, submissions, and proposals and to waive informalities or deficiencies therein, to negotiate with any or all respondents or others for more favorable terms or prices, and to award a contract at the Town's sole discretion, with or without negotiation. The selected firm will perform all services in accordance with the executed contract and under the Town’s rules, regulations, and oversight.

Appendix A.

Appendix B.

Contributing Plans and Studies

Document Name and Active Link Year Completed

Town of Eagle Strategic Plan 2020

Elevate Eagle Comprehensive Plan 2020; Am. 2021

Eagle Ranch Neighborhood Wayfinding Master Plan (prepared by Eagle Ranch HOA, not the Town) 2016

Land Use and Development Code, Chapter 4.16 – Signs 2023

Town of Eagle Economic Development Plan 2023

Town of Eagle Net Zero Action Plan 2023

Town of Eagle Open Space and Trails Master Plan 2022

Haymaker Trailhead Master Plan 2020

Eagle Downtown Development Authority Plan of Development 2022

Town of Eagle Downtown Parking Study 2021

East Eagle Sub Area Plan (contains elements for an Eastern Gateway) 2021

Grand Avenue Corridor Plan 2022 - Present

Safe Streets 4 All: Eagle Comprehensive Safety Action Plan 2025 (Underway) https://www.townofeagle.org/DocumentCenter/View/16287/Strategic-Plan-?bidId= https://www.townofeagle.org/DocumentCenter/View/17074/2021-Amended-Elevate-Eagle-Comprehensive-Plan https://www.townofeagle.org/DocumentCenter/View/21067/Eagle-Ranch-Wayfinding-Master-Plan-2016 https://library.municode.com/co/eagle/codes/code_of_ordinances?nodeId=COOR_TIT4LAUSDECO_CH4.16SI https://www.townofeagle.org/DocumentCenter/View/19262/Eagle-Economic-Development-Plan-2023-https://www.townofeagle.org/DocumentCenter/View/18980/2023-Eagle-Net-Zero-Action-Plan https://www.townofeagle.org/DocumentCenter/View/17879/FINAL_EagleOSTPlan_FullPlan_072822 https://www.townofeagle.org/DocumentCenter/View/16173/Haymaker-Trailhead-Campus-Master-Plan---Final?bidId= https://downtowneagle.org/wp-content/uploads/2024/05/DDA-Plan-of-Development-FINAL.pdf https://www.townofeagle.org/DocumentCenter/View/17154/Downtown-Eagle-Parking-Study_Final-Report_October-2021_Issued https://www.townofeagle.org/DocumentCenter/View/17145/Adoption-Plan---East-Eagle-Sub-Area-Plan-EESAP---October-2021_Signed?bidId= https://www.townofeagle.org/938/Grand-Avenue-Corridor-Plan