UOM-RFP-2026-3339 Page 1 of 37

The University of Montana

REQUEST FOR PROPOSAL (RFP)

(THIS IS NOT AN ORDER)

RFP Number: UOM-RFP-2026-3339

RFP Title: Comprehensive Signage and Wayfinding Modernization for Helena College

RFP Response Due Date and Time:

May 26, 2026 2 p.m. Mountain Standard Time

Number of Pages: 37

ISSUING AGENCY INFORMATION

Michelle Wunder Procurement Officer Email: Michelle.Wunder@umontana.edu

Issue Date: 04/28/2026

University of Montana

Business Services—Procurement Lommasson Center 236

Missoula, Montana 59812

Website:

https://spb.mt.gov/eMACS-Resources

INSTRUCTIONS TO OFFERORS

The State of Montana has a new vendor registration and bids/proposals system (eMACS). This system provides vendor registration and electronic bid notification to all registered vendors. Please visit https://spb.mt.gov/eMACS-Resources to register and to learn more about the new system!

RFP Number: UOM-RFP-2026-3339 RFP Due Date: 05/26/2025

Special Instructions:

IMPORTANT: OFFERORS MUST COMPLETE AND

SUBMIT THIS COVER SHEET WITH SUBMISSION.

ALSO REVIEW STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address:

(Name/Title)

(Signature)

Print name and title and sign (electronic verified signature). By submitting a response to this RFP, offeror acknowledges it understands and will comply with the RFP specifications and requirements.

Offeror E-mail Address:

Offeror Phone Number:

mailto:jody.parrow@umontana.edu

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INSTRUCTIONS TO VENDOR

The above COVER SHEET must be filled out and attached.

The COVER SHEET must be digitally signed and attached to your response. Bidder's bid must be signed by an individual authorized to legally bind the offeror. The Bidder's signature guarantees that the bid has been established without collusion. Bidder shall provide proof of authority of the person signing the IFB upon the University's request.

Questions related to this bid should be asked on or before May 11, 2026 through the eMACS Q&A Board.

Please be sure you certify and submit your bid when it is completed. If you need assistance with the bidding software or to verify your bid has been completely submitted, please contact the eMACS help-desk at 1-406-444-2575 or via email at eMACS@mt.gov

(The rest of this page left intentionally blank) mailto:eMACS@mt.gov

UOM-RFP-2026-3339 Page 3 of 37

UNIVERSITY OF MONTANA - HELENA COLLEGE STANDARD TERMS AND CONDITIONS

By submitting a response to this invitation for bid, request for proposal, limited solicitation, or acceptance of a contract or purchase order, the vendor agrees to acceptance of the following Standard Terms and Conditions and any other provisions that are specific to this solicitation, contract, or purchase order.

BIDS/PROPOSALS/SOLICITATIONS:

1. ACCEPTANCE/REJECTION OF BIDS, PROPOSALS, OR LIMITED SOLICITATION RESPONSES: The University reserves the right to accept or reject any or all bids, proposals, or limited solicitation responses, wholly or in part, and to make awards in any manner deemed in the best interest of the University. Bids, proposals, and limited solicitation responses will be firm for 30 days, unless stated otherwise in the text of the invitation for bid, request for proposal, or limited solicitation.

2. ALTERATION OF SOLICITATION DOCUMENT: In the event of inconsistencies or contradictions between language contained in the University’s solicitation document and a vendor’s response, the language contained in the University’s original solicitation document will prevail. Intentional manipulation and/or alteration of solicitation document language will result in the vendor’s disqualification and possible debarment.

3. DEBARMENT: The Contractor certifies, by submitting this bid or proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. If the Contractor cannot certify this statement, attach a written explanation for review by the University.

4. FAILURE TO HONOR BID/PROPOSAL: If a bidder/offeror to whom a contract is awarded refuses to accept the award (PO/contract) or fails to deliver in accordance with the contract terms and conditions, the department may, in its discretion, suspend the bidder/offeror for a period of time from entering into any contracts with the University of Montana.

5. LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from further consideration. It shall be solely the vendor’s risk to ensure their bid is posted in eMACS before the posted close time.

6. RECIPROCAL PREFERENCE: The University of Montana applies a reciprocal preference against a vendor submitting a bid from a state or country that grants a residency preference to its resident businesses. A reciprocal preference is only applied to an invitation for bid for supplies or an invitation for bid for non-construction services for public works as defined in section 18-2-401(9), MCA, and then only if federal funds are not involved. For a list of states that grant resident preference, see https://spb.mt.gov/Vendor-Resources/Preferences .

7. SOLICITATION DOCUMENT EXAMINATION: Vendors shall promptly notify the University of any ambiguity, inconsistency, or error which they may discover upon examination of a solicitation document.

PURCHASE ORDERS/CONTRACTS:

8. ACCESS AND RETENTION OF RECORDS: The Contractor agrees to provide the department, Legislative Auditor, or their authorized agents, access to any records necessary to determine contract compliance. (Section 18-1-118, MCA).

The Contractor agrees to create and retain records supporting the services rendered or supplies delivered for a period of eight years after either the completion date of the contract or the conclusion of any claim, litigation, or exception relating to the contract taken by the University of Montana or third party.

9. ASSIGNMENT, TRANSFER AND SUBCONTRACTING: The Contractor shall not assign, transfer or subcontract any portion of the contract without the express written consent of the department. (Section 18-4-141, MCA.)

10. AUTHORITY: The attached bid, request for proposal, limited solicitation, contract, or purchase order is issued under authority of Title 18, Montana Code Annotated, and the Administrative Rules of Montana, Title 2, chapter 5.

11. CHANGES IN WORK or INCREASE IN CONTRACT/PURCHASE ORDER AMOUNT: Prior approval must be obtained in the form of a contract addendum or purchase order adjustment from University Procurement Services. A https://spb.mt.gov/Vendor-Resources/Preferences

UOM-RFP-2026-3339 Page 4 of 37 request by the Contractor or the University Department representative shall be accompanied by an itemized statement, which details all costs that would be incurred to effect the change. Contractor shall provide a complete statement of all actual costs to be incurred for each requested change. This information will be approved by the University Department and sent to the University of Montana Procurement Services for the contract addendum to be signed by both parties and/or the purchase order to be adjusted.

12. COMPLIANCE WITH LAWS: Contractor shall, in performance of work under this Contract, fully comply with all applicable federal, state, or local laws, rules, regulations, and executive orders including but not limited to, the Montana Human Rights Act, the Equal Pay Act of 1963, 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. Contractor is the employer for the purpose of providing healthcare benefits and paying any applicable penalties, fees and taxes under the Patient Protection and Affordable Care Act [P.l. 111-148, 124 Stat. 119]. Any subletting or subcontracting by Contractor subjects subcontractors to the same provisions. In accordance with 49-3-207, MCA, and Executive Order No. 04-2016 Contractor agrees that the hiring of persons to perform this Contract will be made on the basis of merit and qualifications and there will be no discrimination based on race, color, sex, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, political or religious affiliation or ideas, culture, creed, social origin or condition, genetic information, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, military service or veteran status, or marital status by the persons performing this Contract.

13. COMPLIANCE WITH WORKERS' COMPENSATION ACT: Contractor shall comply with the provisions of the Montana Workers' Compensation Act while performing work for the University in accordance with 39-71-401, 39-71-405, and 39- 71-417, MCA. Proof of compliance must be in the form of workers' compensation insurance, an independent contractor's exemption, or documentation of corporate officer status. Neither Contractor nor its employees are University employees. This insurance/exemption must be valid for the entire contract term and any renewal. Upon expiration, a renewal document must be sent to the University of Montana, Procurement Services, 32 Campus Drive, Missoula, MT 59812-2304.

14. CONFIDENTIALITY: Contractor agrees that information not generally known to the public to which the Contractor has been or will be exposed as a result of the Contractor’s work with and for the University is confidential information that belongs to the University. This includes information developed by the Contractor, alone or with others, or entrusted to the University by its customers or others. The University’s confidential information includes, without limitation, information relating to the University’s trade secrets, know-how, procedures, purchasing, accounting, marketing, sales, customers, distributors, and employees. Contractor will hold the University’s confidential information in strict confidence and will not disclose or use it except as authorized by the University for the University’s benefit. Contractor also acknowledges and agrees not to disclose, and has not been asked to disclose, confidential information learned from prior individuals or companies. The confidentiality provision of this agreement shall survive after the Contractor’s services to the University ends, regardless of the reason it ends, and shall be enforceable regardless of any claim the Contractor may have against the University.

15. CONFORMANCE WITH CONTRACT: No alteration of the terms, conditions, delivery, price, quality, quantities, or specifications of the contract shall be granted without University Procurement Services prior written consent. Product or services provided that do not conform to the contract terms, conditions, and specifications may be rejected and returned at the Contractor’s expense.

16. CONTRACTOR: The Contractor is an independent contractor or a business providing services for the University of Montana. Neither the Contractor nor any of his employees are employees of the University of Montana or any agency or division thereof, nor will they be considered employees of the University of Montana under any subsequent amendment to the contract or purchase order unless otherwise expressed.

17. DISABILITY ACCOMMODATIONS: The University does not discriminate on the basis of disability in admission to, access to, or operations of its programs, services, or activities. Individuals who need aids, alternative document formats, or services for effective communications or other disability related accommodations in the programs and services offered are invited to make their needs and preferences known to this office. Interested parties should provide as much advance notice as possible.

18. FORCE MAJEURE: Neither party is responsible for failure to fulfill its obligations due to causes beyond its reasonable control that make the contract impossible, impracticable, or frustrate the purpose of the contract, including but not limited to: acts or omissions of government or military authority; acts of God; government or court orders, guidelines, regulations or actions related to communicable diseases, epidemics, pandemics, or other dangers to public health;

materials shortages; transportation delays; fires; floods; labor disturbances; riots; wars; terrorist acts; or any other

UOM-RFP-2026-3339 Page 5 of 37 causes, directly or indirectly beyond the reasonable control of the nonperforming party, so long as such party uses its best efforts to remedy such failure or delays if reasonable to do so. A party affected by a force majeure condition shall provide written notice to the other party within a reasonable time of the onset of the condition. A force majeure condition excuses a party’s obligations under this contract, unless the parties mutually agree that the obligation is merely suspended because of the condition.

19. HOLD HARMLESS/INDEMNIFICATION: The Contractor agrees to protect, defend, and save the University, its elected and appointed officials, agents, and employees, while acting within the scope of their duties as such, harmless from and against all claims, demands, causes of action of any kind or character, including the cost of defense thereof, arising in favor of the Contractor's employees or third parties on account of bodily or personal injuries, death, or damage to property arising out of services performed or omissions of services or in any way resulting from the acts or omissions of the Contractor and/or its agents, employees, representatives, assigns, subcontractors, except the sole negligence of the University, under this agreement

20. INVOICES: Except where stipulated otherwise on the purchase order, address all invoices to:

Accounts Payable 32 Campus Drive Missoula, MT 59812-2304 or send via email to montana.invoices@trustflowds.com. Invoices sent via email must meet these requirements:

a. All invoices must reference the purchase order number.

b. All invoices must have a unique invoice number – 15 max. characters and a number is preferred.

c. All invoices may state their remittance address.

d. All invoices must be PDF attachments with scan image quality of at least 300dpi.

e. UM will accept multiple PDF attachments in a single email.

- Each invoice must be a single PDF.

- One PDF equals one invoice.

- UM will not accept multiple invoices within the same PDF attachment.

f. Do not send correspondence to montana.invoices@trustflowds.com as any text or additional information in the email will be discarded.

21. PAYMENT TERM: All payment terms will be computed from the date of delivery of supplies or services OR receipt of a properly executed invoice, whichever is later. Unless otherwise noted in the solicitation document, the University is allowed 30 days to pay such invoices.(See section 17-8-242 MCA).

22. REDUCTION OF FUNDING: The University must terminate this contract if funds are not appropriated or otherwise made available to support the University's continuation of performance in a subsequent fiscal period. (See section 18-

4-313(4), MCA.)

23. REFERENCE TO PURCHASE ORDER: The purchase order number MUST appear on all invoices, packing lists, packages, and correspondence pertaining to the contract. If the number is not provided, the University is not obligated to pay the invoice.

24. REGISTRATION WITH THE SECRETARY OF STATE: Any business intending to transact business in Montana must register with the Secretary of State. Businesses that are incorporated in another state or country, but which are conducting activity in Montana, must determine whether they are transacting business in Montana in accordance with sections 35-1-1026 and 35-8-1001, MCA. Such businesses may want to obtain the guidance of their attorney or accountant to determine whether their activity is considered transacting business.

If businesses determine that they are transacting business in Montana, they must register with the Secretary of State and obtain a certificate of authority to demonstrate that they are in good standing in Montana. To obtain registration materials, call the Office of the Secretary of State at (406) 444-3665, or visit their website at http://sos.mt.gov.

If you are conducting business under your own full legal name, you do not need to register with the Secretary of State.

mailto:montana.invoices@trustflowds.com http://sos.mt.gov/

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25. SEVERABILITY CLAUSE: A declaration by any court, or any other binding legal source, that any provision of the contract is illegal and void shall not affect the legality and enforceability of any other provision of the contract, unless the provisions are mutually dependent.

26. SHIPPING: Supplies shall be shipped prepaid, F.O.B. Destination, unless the contract specifies otherwise.

27. SUBCONTRACTS: The Contractor may not transfer, assign or subcontract this contract or resulting purchase order or any interest therein without the express written approval of the University of Montana. In the event a subcontract is authorized by the University, the Contractor will inset in any subcontract the clauses set forth in this contract and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts which they may enter into together with a clause requiring this insertion in any further subcontracts that may in turn be made.

28. TAX EXEMPTION: The University is exempt from Federal Excise Taxes (#81-6001713 ).

29. TECHNOLOGY ACCESS FOR BLIND OR VISUALLY IMPAIRED: Contractor acknowledges that no University funds may be expended for the purchase of information technology equipment and software for use by employees, program participants, or members of the public unless it provides blind or visually impaired individuals with access, including interactive use of the equipment and services, that is equivalent to that provided to individuals who are not blind or visually impaired. (18-5-603, MCA.). In addition, Contractor acknowledges that such information technology equipment and software will provide equal and effective access to all individuals in accordance with federal and state laws and regulations, including, but not limited to the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, and Section 508 of the 1973 Rehabilitation Act. Contractor must meet the accessibility standards of WCAG 2.0 Level AA for web-based technology and Section 508 of the Rehabilitation Act and the Americans with Disabilities Act for other Electronic Information Technology; and warrants that any technology provided complies with these standards and any applicable current federal and state disability laws.

30. TERMINATION OF CONTRACT: Unless otherwise stated, the University may, by written notice to the Contractor, terminate the contract in whole or in part at any time the Contractor fails to perform the contract.

31. U.S. FUNDS: All prices and payments must be in U.S. dollars.

32. VENUE: This solicitation/bid/proposal/contract/purchase order is governed by the laws of Montana. The parties agree that any litigation concerning this solicitation/bid/proposal/contract/purchase order must be brought in the District Court for Missoula County, State of Montana, and each party shall pay its own costs and attorney fees. (Section 18-1-401, MCA.)

33. WARRANTIES (NON-INFORMATION TECHNOLOGY): The Contractor warrants that the products offered conform to the specifications requested, are fit and sufficient for the purpose manufactured, are of good material and workmanship, and are free from defect. The Contractor further warrants that the products are new and unused and of the latest model or manufacture, unless the University specifies otherwise. Exceptions will be rejected.

34. WARRANTY FOR INFORMATION TECHNOLOGY SERVICES: The Contractor warrants that it performs all services using reasonable care and skill and according to its current description (including any completion criteria) contained in this contract. University agrees to provide timely written notice of any failure to comply with this warranty so that the Contractor can take corrective action.

35. WARRANTY FOR SOFTWARE: For a period of ninety (90) days from the date of receipt of software, the Contractor warrants that: (i) the unmodified software will provide the features and functions, and will otherwise conform to all published documentation including on the Contractor's website; and (ii) the media upon which the software is furnished will be free from defects in materials and workmanship under normal use and service.

36. WARRANTY FOR INFORMATION TECHNOLOGY HARDWARE: The Contractor warrants that hardware provided is free from defects in materials and workmanship and conforms to the specifications. The warranty period for provided hardware is a fixed period commencing on the date specified in a statement of work or applicable contract. If the hardware does not function as warranted during the warranty period and the Contractor is unable to either: i) make it do so; or ii) replace it with one that is at least functionally equivalent, University may return it to the Contractor for a full refund.

37. WARRANTIES (INFORMATION TECHNOLOGY SPECIFIC)

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The parties agree that the warranties set forth above do not require uninterrupted or error-free operation of hardware or services unless otherwise stated in the specifications.

These warranties are the University’s exclusive warranties and replace all other warranties or conditions, express or implied, including, but not limited to, the implied warranties or conditions of merchantability and fitness for a particular purpose.

38. COOPERATIVE PURCHASING

Under Montana law, public procurement units, as defined in 18-4-401, MCA, have the option of cooperatively purchasing with State of Montana. Public procurement units are defined as local or state public procurement units of this or any other state, including an agency of the United States, or a tribal procurement unit. Unless the bidder/offeror objects, in writing, to the University of Montana prior to the award of this contract, the prices, terms, and conditions of this contract will be offered to these public procurement units. However, The University of Montana makes no guarantee of any public procurement unit participation in this contract.

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SCHEDULE OF EVENTS

EVENT DATE

RFP Issue Date ....................................................................................................................................... April 28, 2026

Pre-Proposal Conference Call .................................................................................................................... May 6, 2026

Deadline for Receipt of Written Questions ................................................................................................. May 11, 2026

Deadline for Posting Written Responses to the State’s Website ................................................................. May 15, 2026

RFP Response Due Date ........................................................................................................................ May 26, 2026

Intended Date for Contract Award ................................................................................................................. June 2026

NOTICE

From the issuance date of this RFP until a Contractor(s) is selected and the selection is announced, offerors are not allowed to communicate with any University staff or officials regarding this procurement, except at the direction of Michelle Wunder, the designated representative of The University of Montana Procurement Services. Any unauthorized contact may disqualify the offeror from further consideration.

Procurement Officer: Michelle Wunder

E-mail Address: Michelle.Wunder@umontana.edu mailto:jody.parrow@umontana.edu

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DEFINITIONS

The following terminologies shall be used throughout this Request for Proposal:

Business Services - Procurement - Used herein to refer to an office of Business Services at the University of Montana - Missoula.

Campus – May refer to University of Montana (Missoula); Montana Technological University (Butte), University of Montana Western (Dillon), and Helena College University of Montana (Helena). Missoula College (Missoula) is an ancillary campus. Context will determine which location or if all are corporately considered.

Contract - Used herein to refer to the contract, agreement, purchase order, and/or other documents generated by the final award.

Contractor - Used herein to refer to the company, firm, vendor, or corporation receiving the final award.

MCA - Montana Code Annotated, codified statutes of the State of Montana.

Offeror, Responder, Proposer, and Vendor - Used herein to refer to the company, firm, or corporation formally submitting a response to this RFP. When the contract is awarded, these terms shall be understood to mean the firm, individual, or corporation receiving the award

Part, section, subsection – Used herein to refer to various parts of this document designated by roman numerals, alphabetic, and integer indicators.

Response or proposal - Used herein to refer to a written proposal to provide services, products and/or equipment in accordance with this RFP.

RFP - Request for Proposal, used herein to refer to this document or the bid event referenced by this document.

University - University of Montana consists of four campuses: University of Montana-Missoula, located in Missoula, Montana; University of Montana Western, located in Dillon, Montana; Montana Technological University, located in Butte, Montana; and Helena College University of Montana, located in Helena, Montana.

Helena College – Helena College University of Montana– The two campuses located in Helena, Montana, include the Donaldson Campus and the Airport Campus.

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PROJECT OVERVIEW AND INSTRUCTIONS

1.1 PROJECT OVERVIEW AND INSTRUCTIONS

The University of Montana – Helena College (hereinafter referred to as “the University”) is soliciting signage firms with design & build expertise to include wayfinding, design, manufacturing and installation of architectural grade interior and exterior signage. The firm selected must have the ability to provide a full range of services or to team with subcontractors necessary to complete wayfinding analysis/planning, design, manufacturing and installation of all required interior and exterior signage.

INSTITUTIONAL PROFILE

The University of Montana comprises four primary campuses and several affiliate campuses. These are the University of Montana-Missoula, Montana Technological University, University of Montana Western, and Helena College University of Montana.

Helena College University of Montana. Helena College University of Montana is a two-year institution that offers 28 degrees and certificates across trades, technical, and general education fields. In addition, the College provides personal enrichment courses and customized workforce training that serve students and employers throughout the Helena community. Helena College supports a diverse community by providing the paths and tools necessary for learners to achieve their educational and career goals and aspires to empower students through impactful, affordable, lifelong education. Through strong partnerships with local industries, Helena College prepares students for high-demand careers while supplying businesses with a skilled workforce.

Helena College maintains two campuses in Helena, Montana. The Donaldson Campus serves as the main facility, housing most administrative and student support services as well as academic programs in general education, IT & programming, accounting & business, nursing, and cosmetology, in addition to seamless transfer pathways for students pursuing general education transfer degrees. The Airport Campus, located two miles away, provides hands-on training in automotive technology, aviation maintenance technology, Computer Numerical Control (CNC) machining, diesel technology, welding and metal fabrication, metals technology, and fire and emergency services.

1.2 CONTRACT TERM

The contract term shall take effect on the bid award date, and end one year later, unless terminated earlier in accordance with the terms of the contract. (Mont. Code Ann. § 18-4-313). In no event a contract as a result of this RFP is not binding on the University unless the University’s authorized representative signature and the University’s Business Services - Procurement Officer’s signature approving the form of the contract has signed it. The legal counsel's signature approving the legal content of the contract does not constitute an authorized signature. The parties may mutually agree to a renewal of this contract at one-year intervals, or any interval that is advantageous to the University. This contract, including any renewals, may not exceed a total of seven (7) years, at the University's option.

1.3 SINGLE POINT OF CONTACT

From the date this Request for Proposal (RFP) is issued until an offeror is selected and the selection is announced by the procurement officer, offerors shall not communicate with any University staff or officials regarding this procurement, except at the direction of Michelle Wunder, the procurement officer in charge of the solicitation. Any unauthorized contact may disqualify the offeror from further consideration. Contact information for the single point of contact is as follows:

Procurement Officer: Michelle Wunder Address: Business Services-Procurement Services, Lommasson Center, Missoula, MT 59812

E-mail Address: michelle.wunder@umontana.edu

The University assumes no responsibility for any interpretation or representations made by any of its officers or agents unless interpretations or representations are incorporated into a formal written addendum to the solicitation.

1.4 REQUIRED REVIEW

mailto:michelle.wunder@umontana.edu

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1.4.1 Review RFP. Offerors shall carefully review the instructions, mandatory requirements, specifications, standard terms and conditions, and contract set out in this RFP and promptly notify the procurement officer identified above in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP. In this notice, the offeror shall include any terms or requirements within the RFP that preclude the offeror from responding or adding unnecessary cost. Offerors shall provide an explanation with suggested modifications. The notice must be received by the deadline for receipt of written or e-mailed inquiries set forth below in Section 1.4.2. The University will determine any changes to the RFP.

1.4.2 Form of Questions. Offerors having questions or requiring clarification or interpretation of any section within this RFP must address these issues in writing using the State of Montana’s eMACS system at http://bids.mt.gov/ on or before May 11, 2026 2:00PM MDT. Offerors are to submit questions using the Vendor RFP Question and Answer section in the eMACS system at http://bids.mt.gov/ for this RFP. Clear reference to the section, page, and item in question must be included in the offeror’s questions. Questions received after the deadline may not be considered.

1.4.3 University's Response. The University will provide a written response by May 15, 2026 2:00PM MDT to all questions received by May 11, 2026 2:00PM MDT. The university's response may be by a written addendum or an answer in the eMACS Question and Answer section of the eMACS system by the close of business on the date listed. A prerequisite on the State of Montana’s eMACS system may be required to confirm you have read the eMACS Question and Answer section at http://bids.mt.gov/ for this RFP. Any other form of interpretation, correction, or change to this RFP will not be binding upon the University.

1.5 PRE-PROPOSAL CONFERENCE/CONFERENCE CALL

An optional Pre-Proposal Conference/Conference Call will be conducted on May 6, 2026 at a time announced on the Q&A Board of the RFP event in eMACS. Instructions will be provided in that announcement. Offerors are encouraged to use this opportunity to ask clarifying questions, obtain a better understanding of the project, and to notify the University of any ambiguities, inconsistencies, or errors discovered upon examination of this RFP. All responses to questions during the Pre-Proposal Conference/Conference Call will be oral and in no way binding on the University. Participation in the Pre-Proposal Conference/Conference Call is optional; however, it is advisable that all interested parties participate.

1.6 GENERAL REQUIREMENTS

1.6.1 Acceptance of Standard Terms and Conditions/Contract. By submitting a response to this RFP, offeror accepts the standard terms and conditions and contract set out in the Prerequisite Content of the eMACS bid system.

Much of the language included in the standard terms and conditions, and contract reflects requirements of Montana law.

Offerors requesting additions or exceptions to the standard terms and conditions, contract terms, shall submit them to the procurement officer listed above by the date in Section 1.4.2. A request must be accompanied by an explanation of why the exception is being sought and what specific effect it will have on the offeror's ability to respond to the RFP or fulfil the contract. The University reserves the right to address nonmaterial requests for exceptions to the standard terms and conditions and contract language with the highest scoring offeror during contract negotiation.

The University shall identify any revisions to the standard terms and conditions and contract language in a written addendum issued for this RFP. The addendum will apply to all offerors submitting a response to this RFP. The University will determine any changes to the standard terms and conditions and/or contract.

1.6.2 Resulting Contract. This RFP and any addenda, the offeror's RFP response, including any amendments, a best and final offer (if any), and any clarification of question responses shall be incorporated by reference in any resulting contract. The University's contract contains the contract terms and conditions which will form the basis of any contract between the University and the highest scoring offeror. 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 University, will govern in the same order of precedence as listed in the contract.

1.6.3 Omitted.

1.6.4 Understanding of Specifications and Requirements. By submitting a response to this RFP, offeror acknowledges it understands and will comply with the RFP specifications and requirements.

1.6.5 Omitted.

http://bids.mt.gov/

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1.6.6 Offer in Effect for 120 Days. Offeror agrees that it may not modify, withdraw, or cancel its proposal for a 120-day period following the RFP due date, or receipt of best and final offer, if required.

1.6.7 Prime Contractor/Subcontractors. 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 proposal. The University reserves the right to approve all subcontractors. The Contractor shall be responsible to the University for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created because of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the University.

1.7 SUBMITTING A PROPOSAL

1.7.1 Organization of Proposal. Offerors must follow this “Instructions to Vendor” under the “Prerequisite Content” in the State of Montana eMACS system. Offeror must attach documents when directed by the “Instructions to Vendor”. Proposal pages must be consecutively numbered.

1.7.2 Failure to Comply with Instructions. Offerors failing to comply with these instructions may be subject to point deductions. Further, the University may deem a proposal nonresponsive or disqualify it from further consideration if it does not follow the response format, is difficult to read or understand, or is missing requested information.

1.7.3 Multiple Proposals. Offerors may, at their option, submit multiple proposals. Each proposal shall be evaluated separately.

1.7.4 Late Proposals. Regardless of cause, the University shall not accept late proposals. Such proposals will automatically be disqualified from consideration. (See Administrative Rules of Montana (ARM) 2.5.509.)

1.8 COSTS/OWNERSHIP OF MATERIALS

1.8.1 University Not Responsible for Preparation Costs. Offeror is solely responsible for all costs it incurs prior to contract execution.

1.8.2 Ownership of Timely Submitted Materials. The University shall own all materials submitted in response to this RFP.

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RFP STANDARD INFORMATION

2.1 AUTHORITY

This RFP is issued under the authority of section 18-4-304, MCA (Montana Code Annotated) and ARM 2.5.602 (Administrative Rules of Montana). 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. The University shall use only the evaluation criteria outlined in this RFP.

2.2 OFFEROR COMPETITION

The University encourages free and open competition to obtain quality, cost-effective services and supplies among offerors. Whenever possible, the University designs specifications, proposal requests, and conditions to accomplish this objective.

2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.3.1 Public Information. Subject to exceptions provided by Montana law, all information received in response to this RFP, including copyrighted material, is public information. The exceptions to this requirement are: (1) bona fide trade secrets meeting the requirements of the Uniform Trade Secrets Act, Title 30, chapter 14, part 4, MCA, that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the University; and (3) other constitutional protections. See section 18-4-304, MCA.

2.3.2 Procurement Officer Review of Proposals. Upon opening the proposals received in response to this RFP, the procurement officer in charge of the solicitation reviews the proposals for information that meets the exceptions in Section 2.3.1 above, providing the following conditions have been met:

• Confidential information (including any provided in electronic media) is clearly marked and separated from the rest of the proposal.

• The proposal does not contain confidential material in the cost or price section.

• An affidavit from an offeror's legal counsel attesting to and explaining the validity of the trade secret claim as set out in Title 30, chapter 14, part 4, MCA, is attached to each proposal containing trade secrets. Counsel must use the State of Montana “Affidavit for Trade Secret Confidentiality” form in requesting the trade secret claim. This affidavit form is available on the OneStop Vendor Information website at: http://vendor.mt.gov or by calling (406) 444-2575.

Information separated out under this process will be available for review only by the procurement officer, the evaluator/evaluation committee members, and limited other designees. Offerors shall pay all of its legal costs and related fees and expenses associated with defending a claim for confidentiality should another party submits a “right to know” (open records) request.

2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS

2.4.1 Initial Classification of Proposals as Responsive or Nonresponsive. The University shall initially classify all proposals as either “responsive” or “nonresponsive,” in accordance with ARM 2.5.602. The University may deem a proposal nonresponsive if: 1) any of the required information is not provided; 2) the submitted price is found to be excessive or inadequate as measured by the RFP criteria; or 3) the proposal does not meet RFP requirements and specifications. The University may find any proposal to be nonresponsive at any time during the procurement process. If the University deems a proposal nonresponsive, it will not be considered further.

2.4.2 Determination of Responsibility. The procurement officer will determine whether an offeror has met the standards of responsibility consistent with ARM 2.5.407. An offeror may be determined nonresponsible at any time during the procurement process if information surfaces that supports a nonresponsible determination. If an offeror is found nonresponsible, the procurement officer will notify the offeror by mail. The determination will be made a part of the procurement file.

2.4.3 Evaluation of Proposals. An evaluator/evaluation committee will evaluate all responsive proposals based on stated criteria and recommend an award to the highest scoring Offeror. The University reserves the right to accept or reject any or all proposals, wholly or in part, and to award multiple vendors, if necessary, if deemed in the best interest of the University. The evaluator/evaluation committee may initiate discussion, negotiation, or a best and final offer. In scoring against stated criteria, the evaluator/evaluation committee may consider such factors as accepted industry http://vendor.mt.gov/

UOM-RFP-2026-3339 Page 14 of 37 standards and a comparative evaluation of other proposals in terms of differing price and quality. These scores will be used to determine the most advantageous offering to the University. If an evaluation committee meets to deliberate and evaluate the proposals, the public may attend and observe the evaluation committee deliberations.

2.4.4 Completeness of Proposals. Selection and award will be based on the offeror's proposal and other items outlined in this RFP. Proposals may not include references to information such as Internet websites, unless specifically requested. Information or materials presented by offerors outside the formal response or subsequent discussion, negotiation, or best and final offer, if requested, will not be considered, will have no bearing on any award, and may result in the offeror being disqualified from further consideration.

2.4.5 Omitted.

2.4.6 Omitted.

2.4.7 Best and Final Offer. Under Montana law, the procurement officer may request a best and final offer if additional information is required to make a final decision. The University reserves the right to request a best and final offer based on price/cost alone. Please note that the University rarely requests a best and final offer on cost alone.

2.4.8 Evaluator/Evaluation Committee Recommendation for Contract Award. The evaluator/ evaluation committee will provide a written recommendation for contract award to the procurement officer that contains the scores, justification, and rationale for the decision. The procurement officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring in the evaluator's/evaluation committee’s recommendation.

2.4.9 Request for Documents Notice. Upon concurrence with the evaluator's/ evaluation committee's recommendation, the procurement officer will request from the highest scoring offeror the required documents and information, such as insurance documents, contract performance security, an electronic copy of any requested material (e.g., proposal, response to clarification questions, and/or best and final offer), and any other necessary documents.

Receipt of this request does not constitute a contract, and no work may begin until a contract signed by all parties is in place. The procurement officer will notify all other offerors of the University's selection.

2.4.10 Contract Execution. Upon receipt of all required materials, a contract incorporating the Standard Terms and Conditions listed in the State of Montana eMACS system in the “Prerequisite Content”, as well as the highest scoring offeror's proposal, will be provided to the highest scoring offeror for signature. The highest scoring offeror will be expected to accept and agree to all material requirements contained in this RFP. If the highest scoring offeror does not accept all material requirements, the University may move to the next highest scoring offeror or cancel the RFP. Work under the contract may begin when the contract is signed by all parties.

2.5 UNIVERSITY'S RIGHTS RESERVED

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

• Cancel or terminate this RFP (section 18-4-307, MCA);

• Reject any or all proposals received in response to this RFP (ARM 2.5.602);

• Waive any undesirable, inconsequential, or inconsistent provisions of this RFP that would not have significant impact on any proposal (ARM 2.5.505);

• Not award a contract, if it is in the University’s best interest not to proceed with contract execution (ARM 2.5.602); or

• If awarded, terminate any contract if the University determines adequate funds are not available (section 18-4-313, MCA).

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SECTION 3: SCOPE OF PROJECT

3.0 SCOPE OF PROJECT

Helena College seeks a qualified signage firm with design & build expertise to include wayfinding, design, manufacturing and installation of architectural grade interior and exterior signage. The firm selected must have the ability to provide a full range of services or to team with subcontractors necessary to complete wayfinding analysis/planning, design, manufacturing and installation of all required interior and exterior signage.

3.1 FACT FINDING, PROJECT PLANNING and SITE INSPECTION

Kick-off visit: The initial site visit will include a meeting with campus stakeholders representing professional staff, administrators, students, and community representatives to discuss observations, concerns, expectations and ideas. This trip will also be used to gather plans, imagery, and current graphics standards. From this meeting the firm will:

• Set timelines/schedule for all project deliverables and phases;

• Establish need for project phasing and budget preparation;

• Confirm expectations;

• Request any needed information (site plans, graphic standards, elevations, etc.); and

• Discuss all code related information:

Accessible Entry Signage

Other ADA and accessibility issues

• Collect and discuss terminology development and application; and

• Review stakeholder feedback and analytics to inform redesign priorities.

3.2 GENERAL PROVISIONS

Vendors are expected to conduct a thorough site survey for both campuses and project review with campus representatives. Survey and review pedestrian and vehicular traffic flow in and around the campus to include what are considered to be “key decision points” and review all potential signage locations and site conditions. Assess future plans for physical improvements and changes to the facility/campus, evaluate all existing signage/graphics, and discuss brand alignment. Vendors will produce a detailed survey and review data report to define and include:

• Conduct stakeholder interviews and user research to define goals, audiences, and key performance indicators;

• Develop a modern, responsive design aligned with Helena College’s brand;

• Wayfinding Survey and Sequence;

• Provide an index to re-number all designed spaces for efficiency, growth, and logical order (academic space planning)

• Survey and review of all parking/entry relationships;

• Define all Parking, Building and Entry Identification;

• All proposed signage systems must fully comply with the:

o Americans with Disabilities Act (ADA) 2010 Standards for Accessible Design, specifically Section 703;

o International Building Code as adopted by Montana; Montana Code Annotated Title 50, Chapter 60;

o Applicable National Fire Protection Association (NFPA) standards;

o All other applicable federal, state, and local accessibility and building code requirements.

o Vendor shall provide detailed compliance documentation and certification for all proposed signage elements; and o Montana University System (MUS) Requirements.

• Review and discuss campus access and traffic concerns;

• Intuitive wayfinding and user-friendly interfaces;

• Complete the project within a mutually agreed timeline, from kickoff to go-live. The vendor must propose a detailed project schedule including key milestones (e.g., discovery, design, development, mock-ups, installation) and final delivery date;

• Establish milestone-based checkpoints to assess progress and performance against expectations. These may include completion of stakeholder interviews, delivery of site reports, and prototype/mock-up approval. Helena College reserves the right to review and approve each milestone before proceeding to the next phase.

DESIGN DEVELOPMENT:

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• Develop a written report of fact-finding results. This report will outline potential aesthetic avenues, discuss relationship of wayfinding components to overall corporate branding effort, propose sign type vocabulary and include a first draft of the campus destination list.

• Based on the fact-finding documentation, the firm will develop an initial conceptual approach and best practices recommendations. The firm will include potential sign types, appropriate sizes, and graphics.

• Develop entire vocabulary of sign typology and hierarchy using report results and presentation feedback as the guide.

WAYFINDING DOCUMENTATION:

1. Develop the first draft of the signage and wayfinding…