2002-24920 Reso
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RESOLUTION NO. 2002-24-920
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ISSUE REQUEST FOR PROPOSALS NO. 48-01/02 FOR
PLANNING, DESIGN, BIDDING AND CONSTRUCTION
ADMINISTRATION SERVICES FOR A CITYWIDE
WAYFINDING SIGNAGE SYSTEM
WHEREAS, a comprehensive signage system is vital to a tourist-oriented
community, enabling visitors to navigate and orient themselves easily, to project a
consistent image for the City, to ease vehicular congestion, to promote walking and
mass transit; and
WHEREAS, the Mayor and City Commission adopted Resolution No. 2000-
24222 on December 20, 2000, appropriating funds, in the amount of $16,000 from the
General Obligation Bond Program as a City match to the funds allocated by the Miami
Beach Visitor and Convention Authority for a Citywide Signage Program Analysis
conducted by the Society of Environmental Graphics Design (SEGD) and the Florida
International University School of Architecture and Design; and
WHEREAS, the Society of Environmental Graphics Design (SEGD) and the
Florida International University School of Architecture and Design completed a Citywide
Signage Program Analysis and assisted the City Administration to develop a broad
outline for a Coordinated Wayfinding and Identity System; and
WHEREAS, the City intends to enter into an agreement with the Florida
Department of Transportation and the Miami-Dade County Department of Public Works
wherein the City will assume responsibility for management of directional signs in the
public right-of-way, subject to pre-approved design standards; and
WHEREAS, funds are available for implementation of the wayfinding signage
program, including $400,000 from the Convention Center, and $600,000 from Parking
funds; and
WHEREAS, the next step is to issue a Request for Proposals from environmental ..
graphic design firms to provide professional services for planning, design, bidding and
construction administration services for a citywide wayfinding sign age system.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorizes the Administration to issue Request for Proposals No.
48-01/02 for planning, design, bidding .and construction administration services for a
Citywide wayfinding signage system.
PASSED AND ADOPTED this
Attest:
~o p~~
CITY CLERK
APPRoveD AlTO
fORM & LANGUAGI
.FOREXEcunOM
MAYOR
Attachment A
Outline ofRFP for Citywide Wayfinding Sign age System
Background and Introduction
The City of Miami Beach, the Miami Beach Visitor and Convention Bureau, and
stakeholders representing major attractions and facilities throughout Miami Beach have
partnered to create a wayfinding and identity system for the city. This wayfinding system
will be designed to project a consistent image for the city; ease vehicular congestion;
promote walking and mass transit; and be sustainable as well as expandable.
The goals of this program are:
. To create a consistent wayfinding and identity system across a range of sign and
publication mediums.
. To create a wayfinding system that focuses on directing to parking garages and major
destinations.
. To improve wayfinding and visitor information on events in the city.
. To establish wayfinding links to city bike and pedestrian trails.
. To promote Miami Beach's cultural and arts identity.
. To establish ongoing administration and maintenance of the system.
Over the last six months the City of Miami Beach has developed an agenda, budget and
conceptual framework for a citywide sign system. This program is meant to capitalize and
integrate recommendations made to date.
Scope of Services
The City of Miami Beach is seeking the services of a qualified environmental graphics
design firm to provide professional services for the planning, design, installation and long-
term maintenance of a graphically unified family of directional and identification signs
developed to guide motorists and pedestrians on streets throughout Miami Beach. The
family of signs will initially encompass the following and will be capable of expansion to
other signage and graphic needs in the City of Miami Beach:
1. District gateway signs for entrances to the city and major business and cultural districts
2. District directional signs that include information leading to municipal garages and lots
3. Destination directional signs that direct visitors to cultural attractions, public beaches,
shopping districts and major government buildings
4. Trailblazer directional signs
5. Pedestrian wayfmding map and signs
6. Pedestrian/bicycle trail signs
7. Arrival signs marking the entrance to parking facilities and major cultural institutions
8. Street name signs for arterial streets and neighborhood residential streets
9. Consistent city map for handouts in parking facilities, kiosks and attractions.
."
Draft RFP for Wayfmding Signage System
Page 1
Attachment A
The following is an outline of the specific items that will be required to be completed. Each
consultant is asked to provide a more detailed work description of the Scope of Services to
demonstrate their level of interest and understanding of the project. Consultants are
encouraged to submit specific recommendations for completing the required work that would
help distinguish individual proposals. The proposals must include all items that the
consultant feels are necessary to complete the project regardless as to whether it is listed in
the RFP. The proposal is not limited to the principal tasks as described below. Failure to
address any of the areas listed below must include an explanation as to the reason for the
omission and must be justified by the consultant.
Phase One - Wayfinding Signage Master Plan
The first phase of the project includes a review of planning work accomplished to date;
design of all proposed prototype signs including purpose, message, size, format, typography,
color, support mechanism, etc.; preliminary route schedules based upon destination criteria
provided by the City; preliminary estimate of quantity and cost of each sign. This phase will
also include review and approval of the master plan by City of Miami Beach stakeholder
groups and the Historic Preservation Board and Design Review staff. The consultant will
also prepare Graphic Standards for the application to the Florida Department of
Transportation (FDOT) and Miami-Dade County Public Works Department for a citywide
Sign District Permit in coordination with the City of Miami Beach. The consultant will
address the elements that the FDOT will require for signage approval: design, planning
standards, and a methodology/schedule for sign cleaning and replacement. The City of
Miami Beach will address other management and financing issues for FDOT approval.
Phase Two - Final Design and Bid Documents
This phase includes for all sign types: final design, fabrication and construction
documentation; route plan leading to all major destinations based upon destination criteria,
sign message schedule; sign location plans; cost estimates; assembly and field testing of
sample signs; specifications for on-going sign replacement and maintenance; and preliminary
permit approval. This phase will require final approval of all proposed signs by the Historic
Preservation Board or the Design Review staff. The City will authorize the consultant to
proceed with final design only for portions of the signage program with construction funding
available. Currently, the construction budget is estimated to be $750,000.
Phase Three - Bidding and Award Services
The consultant will assist the City to identify qualified bidders; clarify plans and bid
documents, if necessary; and submit a written evaluation of bids received for sign fabrication
and installation.
Phase Four - Construction Administration
The consultant will be responsible for reviewing the fabrication and installation of the signs;
to certify that work is done according to the bid documents; to approve change orders, and
approve payments to the contractor.
Draft RFP for Wayfmding Signage System
Page 2
Attachment A
The City reserves the right to apply, modify or use the materials, processes and designs
funded and developed in this project for other uses at a future date. Consultants will not be
held liable for any design modifications and changes subsequent to contract completion.
The Proposal is limited to those items developed as part of this project and does not include
the proprietary materials; designs and processes that a consultant could bring into use on the
project that were developed without the project's funding.
Proposal Requirements
Proposals shall include at a minimum the following elements, in this order, with tabbed-
labeled dividers. Faxed proposals will not be accepted.
A. INTRODUCTION - An introductory letter on firm letterhead indicating name of firm,
contact person, phone, fax, e-mail, type of business entity, and a short statement
summarizing the strengths of the firm/team as it relates to this project.
B. EXPERIENCE - A description of the firm's relevant experience and capabilities, with
a description of comparable projects including, contact names, phone numbers, dates,
budget and outcome.
C. PROJECT TEAM - Project team organization, names and resumes (5 pages
maximum) of team members including those consultants who will manage and
perform the work.
D. WORK PLAN - A clear description of how the consultant will complete the scope of
services and the format to be used for communication and presentation. This should
include but not be limited to:
. Description of base information needed and provided for the completion of the
project.
. A description of the specific approach to the project, and the strategy 10
establishing priorities, managing conflicting opinions and obtaining consensus.
E. COST - Provide a breakdown of the cost for each phase and component of the study.
Provide hourly rates and conditions for any additional work beyond the scope of work
specified.
Draft RFP for Wayfmding Signage System
Page 3
Attachment A
Selection Criteria
An evaluation Committee, appointed by the City Manager, will meet to evaluate each
response in accordance with this RFP. If further information is desired, respondents may be
requested to make additional written submissions or oral presentations to the Evaluation
Committee. However, the City of Miami Beach reserves the right to select the consultant
based on the original response submitted.
The Evaluation Committee shall base its recommendations on the following factors:
1. demonstrated record of accomplished work on signage system design and planning for
municipalities (30 points)
2. understanding of sign hardware including fabrication, installation, ongoing maintenance
and DOT standards (10 points)
3. project approach and methodology (25 points)
4. project team organization and accessibility (10 points)
5. estimated cost of services (25 points)
Responsibilities
Consultant responsibilities include performing all work as outlined in this request. In order
to develop plans, the consultant shall obtain input as necessary from the City, FDOT, utility
companies, railroads, federal, state and local agencies, community organizations,
representatives and key property owners as required.
The City will oversee the project through the Working Group, which will include members
of City staff and stakeholders. The City Manager will be responsible for appointing Working
Group members.
All existing City planning studies and applicable resources will be made available for use by
the consultant. A list of information available through the City will be provided at the pre-
proposal meeting.
All meetings with the City staff, Working Group, other public agencies, community
organizations, stakeholders, etc. to gather information will be included in the proposed cost
of the study.
Draft RFP for Wayfmding Signage System
Page 4
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
~
Condensed Title:
Authorization to issue an RFP for design of a Citywide Wayfinding Signage System
Issue:
Should the Commission authorize the Administration to issue an RFP for planning, design bidding and
construction administration services for a citywide signage system?
Item Summa /Recommendation:
Approve the resolution authorizing the Administration to issue an RFP for environmental graphic designers.
This is the next step after completion of the FlU Wayfinding Study and successful meetings with the FDOT
concerning a special "Signage District" for the City of Miami Beach. The recommended wayfinding signage
system will initially encompass the following and will be capable of expansion to other signage and graphic
needs in the City of Miami Beach:
1. District gateway signs for entrances to the city and major business and cultural districts
2. District directional signs that include information leading to municipal garages and lots
3. Destination directional signs that direct visitors to cultural attractions, public beaches, shopping districts,
major government buildings and visitor centers
4. Roadway route signs and markers
5. Pedestrian wayfinding map and signs
6. Pedestrian/bicycle trail signs for South Beach
7. Arrival signs marking the entrance to parking facilities, major visitor attractions and cultural institutions
8. Street name signs for arterial streets and neighborhood residential streets
9. Consistent, sim Ie ci ma for handouts in arkin facilities, kiosks and attractions.
Adviso Board Recommendation:
Study approved by Miami Beach Convention and Visitors Authority, December 14, 2000
Financial Information:
Amount to be expended:
D
Finance Dept.
Amount
Source of
Funds:
Si n-Offs:
AGENDA ITEM
DATE
C7L
7-/0-02-
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.cLmiami-beach.f1.us
COMMISSION MEMORANDUM
Mayor David Dermer and Date: July 10, 2002
Members of the City Commission
Jorge M. Gonzalez \ .~
City Manager 0 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ISSUE REQUEST FOR PROPOSALS NO. 48-01/02 FOR PLANNING,
DESIGN, BIDDING AND CONSTRUCTION ADMINISTRATION SERVICES
FOR A CITYWIDE WAYFINDING SIGNAGE SYSTEM.
ADMINISTRATION RECOMMENDATION
To:
From:
Subject:
Adopt the Resolution
ANALYSIS
A comprehensive signage program is vital to any tourism-oriented community. Enabling
visitors to easily navigate and orient themselves and take full advantage of what the city
has to offer will add greatly to visitor satisfaction. From the moment travelers enter our city,
a systematic signage system would "route" them to points of interest and link neighborhood
to neighborhood. A comprehensive signage system will address pedestrian needs and
improve the city's "walkability" as well as providing information to vehicular traffic.
On December 20, 2000, the Mayor and Commission adopted Resolution 2000-24222
appropriating funds, in the amount of $16,000, from the $92 million General Obligation
Bonds Series 2000 as a City match to the $16,000 allocated by the Miami Beach Visitor
and Convention Authority for a citywide signage program analysis. The VCA funds were
allocated to support the cost of a signage course at the FlU School of Architecture, with the
students conducting an inventory and analysis of signage needs for Miami Beach. The
City bond funds were specifically earmarked to offset costs for a forum, with
representatives from the Florida Department ofTransportation (FDOT) and representatives
from the Department of Transportation in other cities where a progressive wayfinding
system has been established.
The FlU student inventory and analysis provided an excellent database for this project.
Subsequently, City staff continued to coordinate with the Society for Environmental Graphic
Design (SEGD) which planned and coordinated the FlU project, and also retained the
services of the Foundation for Architecture. With their assistance, staff outlined basic
elements of the signage system and successfully obtained FOOT approval to move forward
with an application for a municipal "Signage District". This signage district concept is
modeled after similar districts in Philadelphia and other cities, wherein the city produces a
Signage System Manual that contains graphic standards, sign location and installation
standards and long term maintenance and management standards. The intent is for FDOT
Wayfinding Signage System
Commission memorandum
July 10, 2002
Page 2
and Miami-Dade County Public Works to approve the Signage System Manual and enter
into an agreement with the City to delegate responsibility for implementing the signage
system according to the standards in the Manual.
The next step is to issue a Request for Proposals from environmental graphic design firms
for the detailed planning and design of the signage system. The scope of services will
include:
Phase One - Wavfinding Signaae Master Plan
The first phase of the project includes a review of planning work accomplished to date;
design of all proposed prototype signs including purpose, message, size, format,
typography, color, support mechanism, etc.; preliminary route schedules based upon
destination criteria provided by the City; preliminary estimate of quantity and cost of each
sign. This phase will also include review and approval of the master plan by City of Miami
Beach stakeholder groups and the Historic Preservation Board and Design Review staff.
The consultant will also prepare Graphic Standards for the application to the Florida
Department of Transportation (FDOT) and Miami-Dade County Public Works Department
for a citywide Sign District Permit in coordination with the City of Miami Beach. The
consultant will address the elements that the FDOT will require for signage approval:
design, planning standards, and a methodology/schedule for sign cleaning and
replacement. The City of Miami Beach will address other management and financing
issues for FDOT approval.
Phase Two - Final Desian and Bid Documents
This phase includes for all sign types: final design, fabrication and construction
documentation; route plan leading to all major destinations based upon destination criteria,
sign message schedule; sign location plans; cost estimates; assembly and field testing of
sample signs; specifications for on-going sign replacement and maintenance; and
preliminary permit approval. This phase will require final approval of all proposed signs by
the Historic Preservation Board or the Design Review staff. The City will authorize the
consultant to proceed with final design only for portions of the signage program with
construction funding available. Currently, the construction budget is estimated to be
$750,000.
Phase Three - Biddina and Award Services
The consultant will assist the City to identify qualified bidders; clarify plans and bid
documents if necessary; and submit a written evaluation of bids received for sign
fabrication and installation.
Phase Four - Construction Administration
The consultant will be responsible for reviewing the fabrication and installation ofthe signs;
to certify that work is done according to the bid documents; to approve change orders, and
approve payments to the contractor.
The wayfinding signage system will initially encompass the following and will be capable of
expansion to other signage and graphic needs in the City of Miami Beach:
1. District gateway signs for entrances to the city and major business and cultural districts
Wayfinding Signage System
Commission memorandum
Ju/y 10, 2002
Page 3
2. District directional signs that include information leading to municipal garages and lots
3. Destination directional signs that direct visitors to cultural attractions, public beaches,
shopping districts, major government buildings and visitor centers
4. Roadway route signs and markers
5. Pedestrian wayfinding map and signs for South Beach
6. Pedestrian/bicycle trail signs
7. Arrival signs marking the entrance to parking facilities, visitor attractions and cultural
institutions
8. Street name signs for arterial streets and neighborhood residential streets
9. Consistent city map for handouts in parking facilities, kiosks and attractions.
Fundina
A total of $1 million has been identified to fund this signage program including professional
design fees, fabrication and installation of the signs. The funding includes $400,000 from
the Convention Center Signage Project and $600,000 from parking enterprise funds. The
Administration hopes to offset some of the parking funds with a grant from the Visitor and
Convention Bureau. After the specific quantity, location and cost of all signs is determined
during the design phase, the amount of funding from each source will be adjusted
accordingly and RDA funds will be used to cover the costs for signs within the
Redevelopment Districts. Resort Tax funds may be an additional source offunding. There
will also be annual costs of maintenance, replacement and administration of the signage
system, estimated to be $50,000 - $60,000 annually. Typically in other cities that have
similar wayfinding signage systems, the annual operating costs are shared by all of the
destinations (public and private) that are named on the signs. An outside management
contract may be appropriate.
The Administration also proposes to enter into a contract with the Society for
Environmental Graphics Design (SEGD) for a fee of $1 0,000 plus $1,600 in expenses. The
SEGD staff will continue to guide the negotiations with FDOT on the Signage District,
including preparation of the permit application and manual of technical specifications.
Funding is available for this contract from the Series 2000 GO Bonds previously
appropriated in Resolution 2000-24222 for the wayfinding signage forum with FDOT. A
previous contract with the Foundation for Architecture was completed for $11 ,500 from the
Off-Street Parking Operations Fund. The Planning Department will continue to coordinate
this project.
CONCLUSION
At this time, the City Administration is requesting authorization to issue an RFP. Funding
will be appropriated at the time of award. The signage system will require a minimum of 18
months for implementation.
JMG:CMC:JG:JAM
Attachments
T:\AGENDA\2002\JUL 1002\CONSENT\Wayfinding Sign RFP memo.doc