Instructions relative to each part of the response to this RFP are defined in the remainder of this section. Failure to closely follow the proposal format shall be cause for rejection of the proposal.

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Executive Summary (Document One, Section 1)
This part of the response to the RFP should be limited to a brief narrative describing how your company (and possibly subcontractors) is qualified for this project. The summary should contain as little technical language as possible and should be oriented toward non-technical personnel. 
 

The Executive Summary should not include cost quotations. If the proponent utilizes any third party subcontractors, information for those subcontractors must be submitted in the following sections as well.

 

Company Background (Document One, Section 2)
Proponents must provide the following information about their company so that the Commission can evaluate the proponent’s ability to support commitments set forth in the response to the RFP. The Commission, at its option, may require a proponent or subcontractor to provide additional documentation to support and/or clarify requested information.
 

The proponent should describe the company and any subcontractor’s background including:

• How long the company has been in business

• A brief description of the company, including past history, present status, etc. 

• Company size and organization

• Location of company headquarters

• Please identify specific proponent and subcontractor representatives that will be assigned to this project, their roles and backgrounds 

 

Project Experience (Document One, Section 3)
The proponent shall provide a list of similar projects that were designed, fabricated or installed within the past five years and include photos of these projects. Ground sign experience is preferred.

 

Client References (Document One, Section 4)
Include in your proposal a list of three or more customers for whom the proponent has provided ground signs. The Commission is particularly interested in local government or Business Improvement District examples. 

 

Information must include the following:

• Name of client with contact person with phone and email address

• Description and date of service that the proponent provided

• Any photos of work provided

 

Consultation Plan, Timeline and Pricing (Document Two, Section 1)
The proponent must provide, as part of the response, a detailed community/stakeholder consultation plan, timeline and all pricing associated with the consultation. The community/stakeholder consultation should determine: how the community sees itself today; how the community would like to see itself represented today and into the future; and what landmarks and/or elements it would like to see highlighted.  The consultation should engage the community/stakeholders in the process through in-person events, online surveys and with meeting with the Board and membership of the Commission. No additional charges shall be made. Prices quoted should include all costs for meetings, design time, and presentation to Board of Directors or Project Committee (excluding any venue rental, printing / mounting of presentation materials or reports, food and drink or AV support costs). If a subcontractor will be used during the design process, please include contact information and services performed by the subcontractor. 

 

Design Plan, Timeline, and Pricing (Document Two, Section 2)
The proponent must provide, as part of the response, a detailed design plan, timeline and all pricing associated with design. No additional charges shall be made. Prices quoted should include all costs for meetings, design time, and presentation to Board of Directors or Project Committee. If a subcontractor will be used during the design process, please include contact information and services performed by the subcontractor. 

 

Fabrication & Installation Plan, Timeline, and Pricing (Document Two, Section 3)
The proponent must provide, as part of the response, a detailed plan for the fabrication and installation including a timeline. Due to the unknowns of the sign design it is unlikely that any proponent will be able to respond with a per unit cost. Please respond with your hourly rates regarding fabrication and installation. Please include any additional fees or rates that would be associated with fabrication and installation. If a subcontractor will be used during the fabrication and installation stage, please include contact information and services performed by the subcontractor. Implementation will not occur until all contract(s) are signed.

 

Contract Terms and Conditions (Document Two, Section 4)
The proponent is to state any exceptions to the conditions listed and add any conditions/terms deemed important by the proponent. Any forms and contracts the proponent proposes to include as part of any agreement resulting from this proposal must be submitted as part of the proposal. This requirement includes, but is not limited to, the following types of forms: licensing agreements, maintenance contracts, and systems support agreements. Inclusion of contracts does not imply acceptance of that contract format and/or verbiage by the Commission.

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Budget
The overall budget for all elements of the project is $35,000. Proponents must retain at least $12,000 of the $35,000 project budget for fabrication and installation.  If a proponent would like to contribute more to the project, their in-kind contribution would be recognized by the Commission on its website.