RFP - Port Townsend Destination Signage & Wayfinding Plan

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The City is soliciting proposals from qualified consultants with experience in developing signage and wayfinding standards and implementation plans. A successful consultant will work with staff and community focus groups, assess existing wayfinding, and evaluate the visitor experience to develop a signage and wayfinding implementation plan and standards.

The City of Port Townsend, Washington (the “City”) requests interested parties to submit proposals for the above referenced Request for Proposals (RFP).

Background

Port Townsend is a small city on the Quimper Peninsula in Jefferson County, Washington with a population of just over 10,000 residents. It is the county seat of, and the only incorporated city in, Jefferson County. In addition to its natural scenery at the northeast tip of the Olympic Peninsula, the city is known for the many Victorian buildings remaining from its late 19th-century heyday, numerous annual cultural events, and as a maritime center for independent boatbuilders and related industries and crafts. The Port Townsend Historic District is a U.S. National Historic Landmark District. The city is home to Fort Worden State Park, which holds numerous cultural organizations in addition to state-managed lodging and camping. Fort Worden, along with the city's Downtown and Uptown commercial cores, form one of Washington's 25 state-designated Creative Districts. This designation recognizes areas whose identity and economy have a special emphasis on the arts.

Scope of Work

The goal for this project is to develop a plan that will provide standards for signage and wayfinding, primarily geared towards visitors to Port Townsend and highlighting tourism-related assets: business districts, transportation, the Creative District, and welcome signage. The plan will use styling derived from the City's Destination Brand, as well as Creative District branding, and the process will incorporate values and goals from Port Townsend's 20-year Comprehensive Plan. Recommendations should adhere to PortTownsend's existing sign code, with recommendations for where code updates could be made to accommodate the evolution of wayfinding and signage in the city. The planning process should involve the Lodging Tax Advisory Committee, its Signage and Wayfinding Subcommittee, the Equity, Access, and Rights Board,Stakeholder Focus Groups or other open and accessible stakeholder engagement opportunities, and relevant City staff.

At a high level, the City seeks to produce a Signage and Wayfinding Plan that includes the following:

• Assessment of existing signage and wayfinding for connectivity between commercial zones, transportation, and visitor guidance, including Creative District demarcation
• Assessment of Destination Brand recommendations for Signage and Wayfinding (Attachment A)

• Design standards
▪ Designs shall be easy to understand, translate, produce, install, and align with Destination Brand
▪ Should align with existing City branding requirements, where applicable
▪ Standards include options to be applied city-wide
• Multi-year implementation plan including:
▪ Hierarchy for strategic wayfinding and city-wide priority points for sign placement
▪ Phasing of signage and wayfinding implementation
▪ Strategy for addressing existing signage and wayfinding assets
▪ Key deliverables timeline
• Cost estimates (reference Attachment A – Sample Task Order Form)

Below is a preliminary scope of work for the Destination Signage and Wayfinding Plan that may be modified based on discussions with selected consultant or team. It outlines the primary tasks but is not intended to be complete.

Objectives: Provide clear objectives and goals for destination wayfinding and signage for the City of Port Townsend, including underlying principles and strategies for destination wayfinding and signage.

Assessment and Analysis:
• Engage advisory boards, staff, and stakeholders
• Analyze and evaluate the City of Port Townsend’s existing signage and wayfinding system as it
relates to the visitor experience and points of interest.
• Compile a comprehensive inventory of current signage and wayfinding for these areas.
• Identify system gaps or inconsistencies.
• Provide analysis of opportunities for signage and wayfinding that do not currently align with sign
code.
• Provide phased recommendations for addressing deficiencies, updating or removing existing
signage, and identifying opportunities for enhancement and future improvements.

Implementation Plan: Identify and prioritize opportunities and locations for wayfinding improvements, including recommendations for city-wide applications and integration that can be phased over time.

Design Standards:
Sign Types: Develop a categorized list of sign types based on use and intent.
Welcome Signage: Provide design recommendation for new City Welcome Sign or artwork at the Sims Way and Rainier Street Roundabout
Creative District Signage: Provide recommendation for Creative District signage to replace current "Art Markers"
Graphics: Use existing Destination Branding for typography, color palettes, iconography, and branding elements to ensure consistency and clarity.
Materials: Provide recommendations for durable, weather-resistant, and sustainable materials suitable for long-term outdoor use.
Accessibility Standards: Compliance with ADA and universal design best practices, including font size, contrast ratios, tactile elements, and placement for visibility and usability by all users.
Messaging: Include essential information requirements for each sign type, hierarchy of information, translations based on City of Port Townsend demographics and best practices.

Cost Estimate: Provide a cost estimate for each type of sign, design, fabrication, installation, and ongoing maintenance. Cost estimates under the contract will be authorized by Attachment A – Sample Task Order Form.
Local regulations: https://cityofpt.us/planning-community-development/page/signs

Term:
The City intends to enter into an agreement starting winter 2026 with a mutually agreed-upon end date, and no option for renewal.

Consultant Estimate:

Based on the above—outlined scope of work, the City estimates that total costs for this project, including community engagement, site analysis, a key deliverables timeline, not to exceed $25,000. With this estimate, please provided an itemized cost breakdown. (Attachment A – Sample Task Order Form)

Proposed Timeline:
The following table outlines the anticipated schedule for this RFP process. The City reserves the right to modify or reschedule milestones as necessary

Proposal Due Date/Time
TBD. The City must receive proposals no later than October 23, 20026.

Proposal Submittal Procedures:

Please email proposals to kgoodman@cityofpt.us
All costs for developing a response to this RFP are the obligation of the respondent and are not chargeable to the City. The respondent must bear all costs associated with the preparation of the submittal and of any oral presentation requested by the City. All responses and accompanying documentation will become property of the City and will not be returned. Proposals may be withdrawn at any time prior to the published close date, provided notification is received in writing to the below listed City agent(s). Proposals cannot be withdrawn after the published close date.

Proposals must include all information requested and meet all specifications and requirements outlined in this RFP. The following submittals must be part of your proposal; if any are not included, your proposal may be judged as non-responsive. A committee will evaluate the submitted proposals.
During the evaluation process, the City reserves the right to request additional information or clarification from firms responding to this RFP.

A complete response will include:
1. Executive Summary & Overall Approach – Summarize your proposal and include your firm’s qualifications and contact information.
2. Methodology – Explain your approach to assisting the City in advancing its goals and priorities.
3. Describe your project management approach and methodology for completing this project. Additionally, provide a description or vision of the anticipated final deliverable.
4. Describe your strategy for proposed public involvement/notification.
5. Qualifications and Project Lead & Team – Identify the individual you propose to assign as lead and all members of the project team. Include a statement of qualifications and/or resume for each member.
6. Experience – Describe your experience leading strategic initiatives and efforts to further your clients’ goals, preferably with cities. Experience should demonstrate how you have helped further your clients’ goals and priorities.
7. References – Include a list of references, with contact information, of at least three (3) current contracts, within the last three (3) years. Municipal references are preferred. The City reserves the right to contact references without prior notification.
8. Cost – Provide a price estimate for the tasks identified in the Scope of Work. (Attachment A) Price estimate may include number of hours, hourly rate of all named team members, and total cost of each task. Any expenses that are to be included as part of your proposal must be listed as separate line items and must include both the total anticipated expenses to be claimed and nature of the expenses (such as: office supplies, lodging, meals, etc.).
9. Work Samples – Provide samples of documents you have produced that are similar to the documents your firm would provide under this contract.

10. Business Name – Proposals must be made in the official name of the firm or individual under
which business is conducted (showing official business address) and must be signed by a person
duly authorized to legally bind the person, partnership, company, or corporation submitting the
proposal. A corporation must indicate place and date of incorporation.
11. Business License – Provide a statement to the effect that you understand and agree to obtain a City of Port Townsend business license as a requirement for performing these services. If your place of business is not located within the City limits, but you or your agents will be physically coming into the City to conduct business, call on clients, or provide services, you will need a Port Townsend business license.
12. Valid Time Period – Provide a statement indicating the number of calendar days the proposal shall be valid (the City’s minimum number of days is 60).

Selection and Award

All interested parties are requested to provide a response containing all required elements herein to the City by the deadline given. A selection panel comprising voting and non-voting members of the Lodging Tax Advisory Committee and the Committee’s staff liaisons will review and evaluate all proposals, with the intention of selecting a Consultant who provides a proposal that, in the opinion of the City, provides the best value (receives the highest score, as determined by the evaluation criteria listed below). If the selection panel; so chooses, respondents may be invited for an interview to supplement their submission. This panel’s decision will be approved by the City Manager before a contract is executed.

During evaluation, the City may consider the following:

• References – history of errors and omissions via reference checks
• Quality of previous performance
• Ability to meet contract deadlines
• Staff availability for the project
• Responsiveness to solicitation requirements
• Compliance with statutes and rules relating to contracts or services
• Strength and stability of the firm
• Technical experience and strength and stability of proposed subconsultants

The City reserves the right to reject any or all proposals and to waive any irregularities or information in the evaluation process. The final decision is at the City’s sole discretion and respondents to this request have no appeal rights or procedures guaranteed to them.

The City reserves the right to re-evaluate firms who were not originally short-listed at any time before the determination of a finalist is made. Upon notification of an intent to award, the City reserves the right to limit the period of contract development to thirty (30) days, after which time project award
may be rescinded. The City has the option not to award a contract at the end of this process.

Terms and Conditions:
The City reserves the right to amend terms of this RFP to circulate various addenda, or to withdraw the RFP at any time, regardless of how much time and effort firms may have spent on their responses. Terms of the agreement are outlined in this solicitation and include the following documents, which
are incorporated herein by this reference:
• This RFP
• Attachment A, Destination Brand Style Guide and Wayfinding Recommendations
• Attachment B, Professional Services Agreement (boilerplate)

Contracting notice:
Upon selection of Consultant, the City intends to enter into an agreement using its standard Professional Services Agreement which shall be used to secure these services. A copy of this document is attached, as Attachment C and will be the governing document. No changes or deviations from the
terms set forth in this document are permitted without the prior approval of the City.

Performance Criteria:
Consultant shall perform in accordance with the terms and conditions as stated herein and in accordance with the highest standards and commercial practices. Charges of poor performance/service against the Consultant shall be documented by the City and submitted to the Consultant for corrective action. Continued poor performance shall be deemed a breach of City requirements and shall be the cause for immediate termination of services.

Proposed Personnel:
Consultant agrees to provide all professional staff necessary to perform the scope of work, including key individuals named in Consultant's proposal. These key personnel shall remain assigned for the duration of the contract, unless otherwise agreed to in writing by the City. In the event Consultant proposes to substitute any key personnel, the individual(s) proposed must demonstrate similar qualifications and experience as required to successfully perform such duties. The City shall have the sole right to determine whether key personnel proposed as substitutes are qualified to work on the project. The City shall not unreasonably withhold approval of staff changes.

Insurance and Business License:
Consultant must maintain insurance and Port Townsend business license as outlined in the Professional Services Agreement (Attachment B). Prior to performing any services, Consultant shall provide the City a standard ACORD Form 25 Certificate of Insurance, naming the City as Additional Insured. Failure of the City to demand such certificate or failure of the City to identify a deficiency in the insurance documentation shall not be construed as a waiver of Consultant’s obligation to maintain such insurance.

Invoicing and Payment:
Consultant may invoice the City no more frequently than once per month for work completed. Invoices shall contain an itemized listing of all expenses. The City will make payment to Consultant within thirty (30) days after receipt and approval of said invoices.