Township of Edwardsburgh Cardinal. Request for Proposals. Township 401/416 Signage Design, Build & Installation. Issue Date: July 27, 2017

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1 Township of Edwardsburgh Cardinal Request for Proposals Township 401/416 Signage Design, Build & Installation Issue Date: July 27, 2017 Closing Date & Time: August 22, :00 PM Closing Location: Township of Edwardsburgh Cardinal 18 Centre Street PO Box 129 Spencerville, ON K0E 1X0 Contact: Shelbi Deacon Community Development Coordinator x101

2 Background Through this Request for Proposal (RFP), the Township of Edwardsburgh Cardinal is seeking the professional services of a qualified company for the design, fabrication and installation of locational signage along Provincial Highways within the Township of Edwardsburgh Cardinal. In March of 2014, Council adopted new Township branding, after over a year of public consultation and committee discussions surrounding rebranding and marketing materials. New signage and marketing materials have been gradually introduced utilizing a phased-in, multiyear approach, as existing materials need replacement. The intent of this project is to replace and install new highway signage in line with the new branding at on and off ramps of highways 401 and 416 to highlight and promote settlement areas with a consistent look and feel throughout the Township. As mentioned, the municipality has taken a gradual approach to replacing signage with the new branding and that will continue with this project. It is anticipated that the two signs at Exit 12 on Highway 416 (Spencerville) will be replaced in 2017, and the two signs at Exit 730 on Highway 401 (Cardinal) will be replaced in The two sets of signs are expected to be identical in appearance. Proposal Validity Proposals shall remain valid and open for acceptance by the Township for a period of sixty (60) calendar days following the due date for receipt of submissions. Submission of Proposal Your proposal must be signed by an authorized official and submitted to the Municipal Contact noted below by , mail, fax or personal delivery no later than 4:00 p.m. on Tuesday, August 22, Under no circumstances will proposals received after the due date be considered. For clarity, if a proposal is submitted by , a confirmation reply will be sent as soon as possible prior to the closing of the tender. Attn: Shelbi Deacon, Community Development Coordinator sdeacon@twpec.ca Township of Edwardsburgh/Cardinal 18 Centre Street PO Box 129 Spencerville, ON K0E 1X0 Page 2 of 7

3 Staff Contact All inquiries regarding this RFP are to be directed to the individual identified below. All inquiries are to be in writing and received prior to 4:00pm on Tuesday August 8 th, 2017 by . If required, answers to questions will be posted on the Township website by 4:00pm on Thursday, August 10 th. Shelbi Deacon Community Development Coordinator sdeacon@twpec.ca x101 Project Description The Township requires the design, build and installation of signage at the on-ramps of highways 401 and 416, specifically at the Cardinal and Spencerville interchanges. Any general design specifications of signs can be found in Appendix B. The Township requires high quality, esthetically pleasing, durable and professional signage that is lit to ensure visibility at all hours. Lighting shall be provided by solar power. Landscaping may be included in the proposal. It is expected that the signage locations will be similar to the current positions. NOTE: the selected proponent will be responsible for obtaining locates for all signage locations through Ontario One Call as well as all necessary approvals and permits from the Ministry of Transportation. The successful proponent will be responsible for demolition and disposal of the existing signs. Timeline All Spencerville signs should be installed by November 1, Timeline is subject to change. Signs for the interchange at Cardinal will be installed at the earliest possible time based on seasonal parameters in the spring of Proposal Requirements Each proposal shall include: 1. Description of proposed signage material including but not limited to expected lifetime; 2. Guarantees the proponent shall provide written guarantees against material defects, bad workmanship, and incorrect installation and shall also be liable for replacement of the complete sign unit or any part of the sign unit installed for the specified warranty period, commencing from the date of installation; 3. The proposal shall clearly state the type of warranty and any performance and/or material exclusions; Page 3 of 7

4 4. At least two (2) references and examples which utilize the proposed signage material. Priority will be given to those examples that have been in place for 5+ years; 5. Scaled drawings of the proposed sign concept and any suggested landscaping plans. 6. Detailed pricing breakdown, including design, materials and installation costs for signage. All prices quoted by the successful proponent for this RFP shall remain fixed for the duration of the contract and shall exclude HST. Maximum pricing that will be considered is $25,000 per sign, including labour and materials. 7. Implementation timeline; 8. An outline of the proponent s billing procedures; 9. Proof of general and vehicle liability insurance with minimum $1,000,000 liability. Rights Reserved by the Township The Township will not be responsible for any costs incurred in the preparation and submission of proposals or selection interviews. Neither the lowest cost nor any proposal shall necessarily be accepted and the decision of the Township is final. Clarification/additional information may be requested on any bid. The Township also reserves the right to cancel this Request for Proposal at any time either before, during or after receipt of bids, without penalty or cost to the Township. This Request for Proposal and resulting proposals should not be considered a commitment by the Township to enter into any contract. Contract The Township will prepare a contract in consultation with the successful firm. The successful firm will not have the right to assign the contract nor any interest therein nor subcontract the performance of any service or the supply of any product without the express written consent of the Township. The respondent agrees to protect, defend, indemnify, and hold harmless the Township, its elected officials, agents and employees from and against any liability, damages, claims, suits, liens and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to any person or persons, or damage to the property or other rights of any person or persons, caused by the respondent s submittals. Respondent s obligation to protect, defend, indemnify and hold harmless, as set forth above, shall include any matter arising out of the actual or alleged unfair competition, disparagement of service, or other business tort of any type whatsoever, or any actual or alleged violation of professional regulations. All documents and material prepared pursuant to this RFP are the property of the Township. The Township shall have the unrestricted authority to publish, disclose, distribute, and otherwise use, in whole or in part, any reports, data, or other materials prepared under this process. Page 4 of 7

5 Terms and Conditions If a contract is to be awarded as a result of the RFP, it will be awarded to the proponent whose proposal, in the Township s opinion, provides the best potential value to the Township and who is capable in all respects to fully perform the contract requirements and the integrity to assure performance of the contract obligations. If the Township decides to award a contract based on a submission received in response to this RFP, the successful proponent will be notified of the intent to award in writing, and the subsequent execution of a written agreement shall constitute the making of a contract. Proponents will not acquire any legal or equitable rights or privileges whatsoever until the contract is signed by both parties. In the event of any inconsistency between the RFP and the contract, the contract shall govern. The Township reserves the exclusive right to determine the qualitative aspects of all proposals relative to the evaluation criteria. Proponents may not amend or withdraw their proposals after the closing date or time. Proposals will be evaluated as soon as practical after the closing time. Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) The Township of Edwardsburgh/Cardinal is subject to the Municipal Freedom of Information and Protection of Privacy Act, RSO 1990, c.m.56, as amended (MFIPPA) with respect to, and protection of, information under its custody and control. Accordingly, all documents provided to the Township in response to this Request for Proposal may be available to the public. Evaluation The Township will evaluate submissions at its sole discretion. RFP s will be evaluated based on the following: Design of signage & adherence/coordination with Township Branding Project understanding & submission requirement adherence Relevant experience and successes Personnel qualifications/references Adequate resources to complete the assignment Estimated cost/budget Schedules and timelines Project approach, creativity and innovation Page 5 of 7

6 Appendix A- Existing Signage Page 6 of 7

7 Appendix B- Relevant Design Information Font Information Used in Current Marketing Materials: Bold Serif font (Welcome to): Serifa 65 Bold Main sans serif font (Location Name): Univers Lt Std Light Serf Font (bottom writing): Serifa 45 light Colour Information Blue- Pantone 2756C Gold- Pantone 876C Logo Variations Current Township Boundary Signs Page 7 of 7