Economic Development Office: RFP- Wayfinging Design-Build

CITY OF MANCHESTER
Economic Development Office
One City Hall Plaza
Manchester, NH 03101
REQUEST FOR PROPOSALS
City of Manchester, New Hampshire
For
Wayfinding Design-Build RFP
Proposals due by:
BID DUE DATE: Tuesday, June 9, 2026, until 2:00 p.m.
Pre-bid meeting, Wednesday, May 6, at 10:00 a.m. via ZOOM
Bid Number FY26-050-51
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PURPOSE OF THE PROJECT:
The purpose of this Request for Proposals is to procure a qualified design-build team or partnerships to
address the city's desire to effectively welcome, guide, and inform residents, business owners, and
visitors using parking, downtown wayfinding, and gateway signage.
GENERAL SCOPE:
The City of Manchester is seeking proposals from qualified design-build firms or partnerships to provide
comprehensive services for the design and installation of a wayfinding and gateway signage system.
Manchester is a vibrant, diverse community that blends the character of a small-to-mid-sized city with the
amenities of a full-service urban center. As the largest city north of the Greater Boston metropolitan area,
it serves as a regional hub for commerce, culture, and transportation. It is an attractive place to live, work,
and visit, offering a strong and growing economy, a wide range of employment opportunities, and a high
quality of life. Residents and visitors alike benefit from short commutes, walkable neighborhoods, and
close proximity to New England's natural beauty.
Centrally located in New Hampshire, Manchester provides convenient access to major destinations
including Boston, New York City, Canada, the Lakes Region, and the Atlantic coast, making it a strategic
and appealing hub for residents, businesses, and visitors alike.
The City also recognizes a persistent perception of limited parking availability in the downtown. A key
goal of this project is to address that perception by improving navigation and visibility of existing parking
resources. The wayfinding system should help residents and visitors more easily locate available parking
while creating a welcoming and intuitive experience throughout the downtown. In doing so, the project
aims to enhance overall accessibility, support local businesses, and improve the customer experience for
those visiting and exploring the city.
Proposals must be signed by the bidder with their full name and address and be enclosed in a sealed
envelope. The sealed envelope shall be marked with the name and address of the bidder and entitled:
FY26-050-51 Wayfinding Design-Build RFP
and addressed to Director of Economic Development, One City Hall Plaza , Manchester, New Hampshire
03101. If the proposal is forwarded by mail, the sealed envelope containing the proposal and marked as
above must be enclosed in a second envelope, which shall be addressed to the Director of Economic
Development, One City Hall Plaza, Manchester, New Hampshire 03101. All mailed proposals should be
sent by registered mail to ensure delivery.
Any proposal received after the deadline will not be considered.
A virtual pre-bid meeting will be held on Wednesday, May 6, at 10:00 a.m. via ZOOM to present
the RFP and answer questions on its content. Interested bidders must register for the pre-bid
meeting by contacting Sandra MacMullin, Administrative Assistant for the Economic Development
Office at 603-792-6669 or smacmullin@manchesternh.gov to be added to the bidders list.
The City reserves the right to waive any formality and may consider as informal any proposal not
prepared and submitted in accordance with these provisions. The City reserves the right to accept any
proposal or reject any or all proposals if it is deemed to be in the public interest to do so.
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Bids are considered public documents and may be reviewed by others, including competitors.
The City of Manchester reserves the right to negotiate with the apparent low bidder for their proposal to
be within available funding limits.
Questions regarding FY26-050-51 Wayfinding Design-Build RFP shall be submitted in writing to Sandra
MacMullin, Administrative Assistant for the Economic Development Office at
smacmullin@manchesternh.gov.
WAYFINDING SIGNAGE PROJECT TASKS & SCOPE OF SERVICES:
Signs must support:
Pedestrian, vehicular, and cyclist navigation
Consistent identity & branding
Parking access & turnover
First impressions & sense of arrival
Economic vitality
Visual clarity and sidewalk space efficiency
The scope of services shall include, but not be limited to, performing the following tasks:
Phase One - Downtown Wayfinding & Parking Signage
Task 1: Site Conditions Analysis for Phase One and Two
o Conduct a comprehensive field survey of proposed signage locations
o Analyze existing signage for visibility, redundancy, and effectiveness
o Recommend signage consolidation or removal where applicable
o Recommend signage locations based on site analysis and suggested locations provided in
Exhibit A. However, the City is open to changes.
Task 2: Conceptual Design Development
o Develop at least two (2) conceptual signage system designs
o Establish a consistent design standard including dimensions, materials, typography, colors,
and mounting options
o Incorporate federal and state standards (MUTCD) where required
Task 3: Fabrication and Installation
o Create detailed fabrication-ready "as-built" specifications and plans
o Coordinate timelines for production and field installation
o Approve final cut sheets and installation maps for city review
o Include installation and old-sign removal timeline and costs
o
Install an estimated twenty-five (25) wayfinding signs in areas including Elm, Bridge,
Canal, Commercial, Granite, Amoskeag Streets, and surrounding areas
o
Install an estimated twenty (23) parking lot and directional signs in areas including
Elm, Bridge, Canal, Commercial, Granite, Franklin, Amoskeag Streets, and surrounding
areas
Phase Two - Gateway, Welcome, and Park Signage
Task 1: Conceptual Design Development
o Develop at least two (2) conceptual signage system designs
o Establish a consistent design standard including dimensions, materials, typography, colors,
and mounting options
o Incorporate federal and state standards (MUTCD) where required
o Designs should integrate artistic, pedestrian, and vehicular elements to establish a visual
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identity, as well as all relevant branding and conceptual design elements in task 1.
Task 2: Fabrication and Installation
o Create detailed fabrication-ready "as-built" specifications and plans
o Coordinate training for Traffic Division on chosen sign standards
o Coordinate timelines for production and field installation
o Approve final cut sheets and installation maps for city review
o Include installation and old-sign removal timeline and costs
o Install an estimated three (3) primary gateway signs one in the area of Exit 8 via
Wellington Road and one at Granite Street. Locations TBD
o Install an estimated two (2) Park Signs one at Derryfield Park at Bridge Street and
Highland Street and one Livingston Park at Route 3 and Red Coat Lane.
The City of Manchester has provided Exhibit A with these bid specifications for the identification of
suggested sign locations for the wayfinding sign project.
The City of Manchester has provided Exhibit B with these bid specifications as recommended brand
standards for the wayfinding sign project. Sign renderings are for illustrative purposes only and were part
of a branding campaign.
Pricing should include all design, fabrication, removal and replacement, installation, and reimbursable
costs, as well as per-unit pricing for the Downtown Wayfinding & Parking Signage Task.
GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS
All proposals must be made on the blank Proposal Form included herein as Exhibit C. Whenever, in bid
forms, an article is defined by using a trade name or catalog number, the term "or approved equal", if not
inserted, shall be implied.
No Proposal will be considered unless it is accompanied by a bid security in the form of a bid bond or
certified check in the amount of ten percent (10%) of the total bid price, made out in favor of the City of
Manchester. All bid securities will be released upon deliverance of a signed Contract or, if no Contract
award is made, within forty-five (45) days after the opening of the Proposals, unless forfeited as herein
stipulated.
A Performance Bond and a Labor and Material Payment Bond, preferably executed on AIA Bond Form
Number A311, in an amount equal to the total Contract price, of a surety company satisfactory to the
Purchasing Agent, will be required of the successful bidder to ensure completion of the work and the
proper fulfillment of the conditions of the Contract. The total Contract price shall mean the total bid price
as stated in the Proposal based on the estimated quantities of the various items of work.
Responding firms must provide adequate content along with their completed Proposal Form, including all
information related to their proposed total cost for each task included in their proposal, any optional
services, and exclusions from their bid.
Proposals may be submitted for any or all items under consideration. The City reserves the right to award
the contract on an individual task or all tasks.
The bidder will clearly outline all items included in the base bid price for each task, as well as the costs
for all proposed options.
Proposals that do not contain prices for all items which are called for or which otherwise are not in
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conformity with this Notice may be rejected. Prices stated are to be "FOB, delivered to destination,
including all shipping costs".
Any bidder may withdraw their proposal prior to the scheduled time for the opening of proposals upon
presentation to the Director of Economic Development of a request, in writing, to do so with written
confirmation of receipt and acceptance.
All transportation charges, including expenses for freight, express transfer, mail, etc., shall be prepaid and
be at the expense of the vendor.
The city is exempt from payment of Federal Excise Taxes on the articles not for resale, and Federal
Transportation Tax on all shipments. Upon application, the exemption certificate will be furnished with
the Purchase Order when required.
A project timeline and estimated delivery lead time on signage manufacture and installation shall be
included in the bid submission content.
All payment terms shall be specified.
Bids will be opened publicly, read into the record, and communicated to all bidders.
Preference will be given to those design-build teams who demonstrate a capacity to meet the City of
Manchester target schedule and budget with a feasible construction/installation start date by August 2026
and a construction completion date of December 2026.
Ownership of Subsequent Products: Any product, whether acceptable or unacceptable, developed under a
contract awarded as a result of this RFP is to be the sole property of The City unless stated otherwise in
the contract.
Conformance with Statutes: Any contract awarded as a result of this RFP must be in full conformance
with statutory requirements of The City of Manchester.
Amending or Canceling: The City reserves the right to amend or cancel this RFP, prior to the due date if it
is in the best interest of The City, or to correct inaccuracies resulting from clerical errors.
Rejection for Misrepresentation: The City reserves the right to reject the proposal of any vendor for
misrepresentation.
Contract Format: The successful Selected Vendor will be required to sign a Professional Services.
Selected Vendor is to provide The City with ninety (90) days written notice of any proposed changes to
subcontractor(s).
The resulting Contract may be modified only by written amendment, which has been executed and
approved by the appropriate parties from The City and Selected Vendor.
The City may terminate the Contract without cause by giving the Selected Vendor sixty (60) days written
notice before the effective termination date.
If for any reason, the Selected Vendor fails to make a delivery date, the Selected Vendor shall be assessed
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Liquidated Damages of $1,000.00 per week, or portion thereof, until the production, revision or delivery
date is met. If the Selected Vendor foresees an event beyond its reasonable and normal control and
properly notifies The City of such an event-in writing-The City may allow the Selected Vendor to exceed
a production, revision or delivery date with no Liquidated Damages assessed.
The contracted firm shall agree to hold the City harmless from all losses, costs, or damage caused by its
acts or those of its agents, and before signing the contract, will produce evidence satisfactory to the
following types and to the limits specified below, naming the City of Manchester as additional insured.
Certificate of such insurance shall be filed with the City Risk Manager when the contract is executed.
Workers' Compensation coverage with Statutory Limits and Employers Liability for all employees with
limits of $500,000 per incident; and in case any work is sublet, the Contractor shall require the sub-
contractor similarly to provide coverage for the latter's employees unless such employees are covered by
the protection afforded the Contractor.
Automotive Liability insurance with minimum limits of liability for bodily injury in the amount of
$1,000,000 for each occurrence and minimum limits of liability for property damage in the amount of
$50,000/$100,000 aggregate.
General Liability insurance with minimum limits of liability for bodily injury in the amount of $1,000,000
for each occurrence and minimum limits of liability for property damage in the amount of
$50,000/$100,000 aggregate, or a combined single limit of $500,000 for each occurrence, including
completed operations, shall be required.
City of Manchester is not liable for any cost incurred by any Firms prior to the execution of an agreement
or contract created as a result of this RFP. The City shall not be liable for any costs incurred by the
selected consultant that are not specified in the contract.
PROPOSAL REQUIREMENTS
Interested design-build teams should submit a paper copy and an electronic copy of their Proposal, which
includes the design-build response to each of the following criteria.
The format for information to be submitted includes the information set forth below.
A. Cover Page
Name of Firm
Firm's address
Firm's telephone number
Firm's federal tax identification number
Name, title address, telephone number, fax number, and email address of contact person
authorized to contractually obligate the Firm on behalf of the Firm.
Interested design-build teams should submit a paper copy and an electronic copy of their Proposal, which
includes the design-build response to each of the following criteria:
B. Firm's qualifications to undertake this project
C. Documented experience with budgets, estimating, scheduling, and project cost control
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D. List of projects that demonstrate the firm's capabilities
E. List of recently completed work of similar type and size projects, with client contact information for
projects
F. Organization of team, flow chart illustrating all team members, their responsibilities, and profiles of
key personnel who would be involved in the project
G. All subcontractors and their roles identified
H. A written description of Quality Assurance/Quality Control (QA/QC) procedures that will be used for
design and engineering
I. Statement of current workload and ability to absorb the project
J. List of business references other than those listed above, including contact information
K. Project proposed schedule including timeline of tasks, anticipated deliverables timeline, and
installation dates
L. The schedule should anticipate a review period for each milestone from all partners and an adequate
time for communication with the City of Manchester for feedback before finalizing the milestone
deliverable.
M. A detailed description of project approach outlining key issues, processes, and deliverables for each
task described in the Scope of Services including costs
N. Cost proposal to be itemized by tasks identified in the Scope of Services, including all design and
construction fees on a not-to-exceed.
O. Introduction. A brief statement of the Firm's understanding of the scope of the work to be performed.
P. A confirmation that the Firm meets the appropriate state licensing requirements to practice in the State
of New Hampshire if applicable.
Q. A confirmation of whether, within the past five years, the Firm has been involved in any lawsuits,
formal claims, or regulatory actions alleging defective work, professional negligence, or failure to
meet industry standards.
R. A confirmation that, if awarded the contract, the Firm acknowledges its complete responsibility for the
entire contract, including payment of any and all charges resulting from the contract.
S. Any other information that the Firm feels appropriate.
T. Proposed Compensation. The funding for the selected firm will be through the American Rescue Plan
Act (ARPA). This funding source requires that the Selected Vendor comply with certain conditions in
the performance of services, which will be identified in Exhibit D Award Terms and Conditions.
The Selected Vendor shall abide by all applicable Federal, State, and Local laws, ordinances,
regulations, rules, codes, standards and the like in the performance of these services. Local firms
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including minority and women owned businesses shall be given "maximum feasible opportunity" to
participate in contract and subcontracts resulting from the proposed project.
U. Provide the firm's general fee structure for providing identified services. Where applicable, provide
unit prices for deliverable items described in the Scope of Services. Any final price per task will be
subject to a cost reasonableness determination and final negotiation.
V. For tasks that lack a definable work product, provide fully-loaded hourly rates for responsible
personnel. The estimate of costs and person hours per work item must be an exhibit in the consultant
proposal and must be represented as a "cost not to exceed".
W. Provide other pricing information if applicable.
SUBMISSION REQUIREMENTS
Firm shall submit one (1) original proposal along with a digital copy in a sealed envelope or other
container by 4:00 pm on Wednesday, May 6, 2026 at the following location: City of Manchester
Economic Development Office, One City Hall Plaza, Manchester, NH 03101
Proposals must be received in the above office by the specified time stated above. All proposals will be
time-stamped when accepted. Emailed or faxed proposals will not be accepted. Proposals received after
the deadline will be returned unopened. Firms may be required to make creative presentations, if
requested.
A copy of your current certificate of insurance for professional liability.
State any conflicts of interest the firm or key employees may have regarding these services. Provide a
mitigation plan for any conflicts. The City of Manchester may, in its sole discretion, shall determine
whether a conflict disqualifies a firm or whether a mitigation plan is acceptable.
Firms should have a current registration in the System for Award Management
(https://www.sam.gov/SAM/). Service provider and its Principals may not be debarred or suspended nor
otherwise on the Excluded Parties List System (EPLS) in the System for Award Management (SAM).
Include verification that the service provider as well as its principals are not listed (are not debarred)
through the System for Award Management (www.SAM.gov). Enclose a printout of the search results
that includes the record date. This clearance information should be included in the Firms Proposal. The
clearance in the Selected Vendor's proposal must be re-verified prior to award. Federal awarding agencies
may relax the timing of the requirement for active SAM registration at time of allocation in order to
expeditiously issue funding. At the time of award, the requirements of 2 CFR 200.206, Federal
awarding agency review of risk posed by recipients, continue to apply. Current registrants in SAM with
active registrations expiring between April 1, 2021 and September 30, 2021 will automatically be
afforded a onetime extension of 180 days. (2 CFR 25.110)
All information requested must be submitted. Failure to submit this information at time of bid will render
the proposal non-compliant and will result in a disqualification.
SELECTION CRITERIA
All proposals will be evaluated for responsiveness to the RFP by a Selection Committee made up of
representatives of The City.
The City of Manchester reserves the right to accept or reject any or all proposals. All proposals become
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the property of the City. The City of Manchester shall evaluate and score each proposal in terms of:
Proposal Evaluation Criteria (100 Points Total)
o Project Understanding & Approach
Demonstrated understanding of project goals, challenges, and stakeholders
Clarity and feasibility of proposed methodology
Approach to community engagement and stakeholder input
Integration of accessibility, inclusivity, and user experience principles
o Experience, Qualifications & Design Excellence
Experience with municipal or downtown wayfinding systems
Successful completion of similar projects (scale and complexity)
Qualifications of key personnel
Strength of portfolio (branding, signage systems, placemaking)
Ability to create cohesive, intuitive wayfinding systems
Sensitivity to local identity, culture, and built environment
Innovation and creativity in design solutions
Quality of references
o Technical Approach & Implementation
Knowledge of materials, fabrication, and durability
Understanding of permitting, ADA compliance, and regulatory requirements
Integration with existing infrastructure
Maintenance and lifecycle considerations
o Project Management & Timeline
Realistic and detailed project schedule
Project management structure and communication plan
Ability to coordinate with municipal departments and partners
o Cost Proposal & Value
Clarity and completeness of budget
Cost reasonableness relative to scope
Demonstrated value (not just lowest cost)
o Local Knowledge & Community Connection
Familiarity with the city or similar communities
Plan for engaging local stakeholders and businesses
Inclusion of local partners or resources
The Selected Firm will be notified in writing. The City and the Selected Firm shall negotiate a contract
containing the terms in the RFP/proposal. If The City is unable to negotiate a satisfactory contract with
the first Selected Firm, The City may undertake negotiations with the next recommended Firm.
Proposed Timetable
o 4/24/2026: Request for Proposals Issued
o 5/6/2026: A virtual pre-bid meeting
o 5/13/2026: Deadline for Questions
o 5/20/2026: Response to Questions
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o 6/5/2026: Submission Deadline
o 6/8/2026 - 6/11/2026: Award Announcement
o 6/15/2026 - 7/3/2026: Contractual Process
Any questions or concerns regarding the RFP must be submitted in writing (email preferred) to: Jodie
Nazaka, AICP jnazaka@manchesternh.gov
Firms are expected to raise any questions, exceptions, or additions they have concerning the RFP
document prior to the submittal deadline. All questions submitted and any answers provided will be made
available to all other interested parties. If a Vendor discovers any significant ambiguity, error, conflict,
discrepancy, omission, or other deficiency in this RFP, the Vendor should notify the above-named
individual and request modification or clarification of the RFP.
Firm may be asked to participate in interviews with the Selection Committee to further explain or clarify
their proposals. Every reasonable attempt will be made to schedule each interview at a time and location
that is agreeable to all parties. Failure to interview on the date scheduled may result in rejection of the
proposal.
Firm may withdraw a proposal in writing at any time up to the proposal closing date and time. If a
proposal is withdrawn before the proposal due date, the Firm may submit modifications or another
proposal at any time up to the proposal closing date and time. All proposals shall become the property of
the City.
CITY RESERVATION OF RIGHTS
The City reserves the right to accept any proposal, in whole or in part, to negotiate further regarding any
terms of the proposal to achieve the best proposal as determined by the City at its sole discretion, and to
reject any or all proposals for any reason whatsoever, should it be deemed in the best interests of the City
to do so.
The City of Manchester reserves the right to negotiate with the awarded firm to implement the selected
proposal either in its entirety or through prioritization of tasks to be within available funding limits for the
project.
Negotiation, if undertaken by the City, is intended to result in a contract that is deemed by the City, in its
sole discretion, to be in the City's best interests. Any such negotiations will use the selected proposal as a
basis to reach a final agreement. Any and all such negotiations shall be binding upon the selected Vendor.
The City reserves the right to include in the contract for services other terms and conditions not
specifically set forth here, including, but not limited to, terms and conditions required by funding sources
and additional work which may be identified subsequent to the starting date of the contract.
The City reserves the right to waive or disregard any informality, irregularity, or deficiency in any
proposal received.
Any and all expenses incurred by the Selected Firm shall be the Firm's responsibility.
The City disclaims responsibility for any errors in the attached material or material obtained from the
City's website.
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