Request for Proposals to Design & Construct Signage within the Poplar Creek @ 59-90 Entertainment District Village of Hoffman Estates 1900 Hassell Road Hoffman Estates, IL 60169 Kevin Kramer Director of Economic Development 847.781.2662 Kevin.Kramer@HoffmanEstates.org
Project Overview The Village of Hoffman Estates is soliciting proposals from qualified firms for the planning, design, and implementation of a gateway and wayfinding signage system for the Poplar Creek at 59-90 Entertainment District (59-90). This signage should be designed to project a consistent image for the district; mark the major entrances to the district; improve navigation for all modes of travel; guide visitors to landmarks, facilities, and businesses; and be sustainable as well as flexible. The goals of this program are: To create a consistent gateway and wayfinding system across a range of signage mediums To create gateway signage and a wayfinding system that directs visitors to landmarks, facilities, activity centers, and services, including, but not limited to, the Sears Centre Arena, Cabela s Foremost Outfitters, Marriott Chicago Northwest, the Village Green, Poplar Creek Crossing, Prairie Stone Crossing, Main Event, Duluth Trading Company, and any other major destinations which may develop in subsequent years. To reinforce the 59-90 identity as a premier business, entertainment, retail, dining, and recreational destination To establish an ongoing administration and maintenance plan for the system To design, fabricate, and install the new gateway and wayfinding signage within 18 months Kevin Kramer, the Director of Economic Development, 847.781.2662, kevin.kramer@hoffmanestates.org, will be the primary contact for the project. About the Poplar Creek at 59-90 Entertainment District The Village of Hoffman Estates promotes the opportunity for large-scale retail & entertainment-based development that would complement or be coordinated with the existing 11,000 seat Sears Centre Arena. The area located within the Prairie Stone Business Park, was originally conceived as an 800-acre high-profile corporate business park, designed to accommodate the move of Sears headquarters from downtown Chicago over two decades ago. With the construction of the Sears Centre Arena in 2006, the Village began efforts to establish a significant regional entertainment district and formally adopted the name Poplar Creek at 59-90 (59-90) as part of a branding effort. Advertisements, a logo and other artwork have been created and efforts have been taken to establish visual and name recognition for the District. Today there are over 10,000 employees based in the Prairie Stone Business Park. New tenants have moved into the park in recent years and with the market picking back up there is more interest in both the entertainment district land and the business park land. In addition to the arena, the entertainment district boasts a 185,000 s.f. Cabela s, over 1,000,000 s.f. of retail in three shopping centers with more than 75 stores and 27 restaurants, and the 295 room full-service Marriott Chicago Northwest. In 2015, several new projects came on the horizon that will make signage even more important. Two new projects began construction, Main Event a 50,000 s.f. family entertainment center and Duluth Trading Company a 14,500 s.f. workwear apparel retailer, and both have expressed interest in added signage. The Windy City Bulls (the Chicago Bulls D-League affiliate) now call the Sears Centre home and will begin their season in November 2016. Finally, the www.59-90.com website was updated last year to reflect the ever changing district and provide potential visitors a unified, clearinghouse for all things 59-90. The Challenge The Village is working to establish the area around the Sears Centre Arena as a regional entertainment district and is looking for signage to welcome and guide visitors. With new projects under construction this year and several more already invested in the area the Village has received feedback that more entry and wayfinding signage is necessary since many uses are off the main roads. Currently, the Village has installed temporary gateway and wayfinding signage to guide visitors but these signs are very static and not flexible to new development. Additionally, [2]
the roadways within the business park and entertainment district can be difficult to navigate due to the curved boulevards and the vast spaces in between destinations. Because it can be difficult to navigate once a visitor exits I- 90, the Village would like to let those customers know they have arrived at their entertainment district but also direct them to their specific location. Since the Village owns the Sears Centre Arena there is a vested interest in helping to direct customers, consumers, fans, teams, coaches and any other visitors throughout the district and, in particular, to the Sears Centre; permanent gateway and wayfinding signage should do just that. Project Description The Village of Hoffman Estates is soliciting proposals from qualified firms for the planning, design, and implementation of a gateway and wayfinding signage system for the Poplar Creek at 59-90 Entertainment District. New and renovated signs should guide the public (motorists, bicyclists, and transit users) on streets throughout the district. Since only about two-thirds of the projected development in the district has been built to date, the signage plan will need to be flexible so as to incorporate new sites as the area continues to develop. Project Management The Village will lead the project and will be the client. Kevin Kramer, the Director of Economic Development, 847.781.2662, kevin.kramer@hoffmanestates.org, will be the primary contact for the project. The Village will invite appropriate stakeholders to meetings as appropriate. Since none of the potential gateway sign locations are on Village right-of-way, stakeholders will include the Hoffman Estates Park District, Conor Commercial, the Prairie Stone Property Owner s Association, and other property owners within the area. Scope of Services The following is an outline of the specific items that are required as part of this project. Each proposer is asked to provide a detailed work description of the Scope of Services to demonstrate their level of understanding of the project and methodology for project completion. The proposals must include all items that the proposer feels are necessary to complete the project regardless as to whether it is listed in the RFP, including but not limited to the items found in the Proposal Requirements section of this document. Phase I: Gateway Signs There are three main entry points into 59-90 so the Village is looking to construct up to three large gateway signs with both a digital and static component. The intent of the signs are to welcome visitors and let them know they have arrived to the district and to advertise for the businesses within 59-90. See Exhibit A for a map of the district with the potential locations highlighted. Technical Specifications Signs The Proposer must construct and install the signs in accordance with the following standards and requirements: Provide electronic message signs at sizes appropriate for the vehicular-scale use and legibility at speeds up to 50 mph. The proposer should submit information on the different sizes of digital message displays available and the different high definition resolution options. There will be one primary sign which is larger with two secondary signs which may be smaller in proportion. The signs must be illuminated using LED panels The signs must be able to withstand temperatures ranging from -40 F to 120 F and rain, snow, high winds and other hazardous weather conditions. The sign must have a kinetic, digital portion but also include a static portion where the 59-90 logo and other company stake holder logos can be affixed. These static logos should be permanent but replaceable. Software (OS)/ Sign Management The software used to display and manage content on the new signs, and support services relating to the software, must satisfy the following requirements: [3]
The software must operate on PC platforms or be browser based. Software must allow multiple users to program and manage messages and images for display on the LED panels via the internet and wireless communication. Software upgrades must be provided and performed at no additional charge for the life of the signs. Training must be provided for at least 5 staff members regarding the operation of the software, either online or in person. The contractor must furnish the user manuals regarding the operation of the software. Warranties Please address the type of warranty and maintenance services you can offer. Notwithstanding any manufactures warranties, the proposer must provide at least a five year warranty on the signs and all work and services necessary to construct and install the gateway signs, which warranty shall begin on the date the installation of the first sign and software are completed and accepted by the Village. The proposer must warrant the LED panels and software for at least five years, which warranty shall begin on the completion of installation date for each sign accepted by the Village. Proposers should provide pricing and detail for any additional warranties that may be available. Phase II: Wayfinding Signs The second phase of the 59-90 sign project involves designing, and possibly fabricating and installing, wayfinding signs throughout the district to guide patrons to their desired destinations, like visual milestones to confirm their direction of travel. Currently, temporary wayfinding signs exist throughout the park, but with the construction of new gateway signs and the development of several key parcels within the district the Village would like to explore the option of new wayfinding signs as well. Design The wayfinding signs should be designed with themes and elements of the main gateway signs. They should have the 59-90 logo and be flexible enough to change the destination should any businesses open or close. Most of all the design should be clear and concise so as not to further confuse a patron seeking their destination. The size, design, materials and locations are all up for discussion based on Phase I of the project. Location The temporary wayfinding sign locations are subject to review and do not need to remain. As such, the proposer should be prepared to provide input as to the proper location of each sign to best guide patrons throughout the district. Installation The installation of the signs will be based upon the design and materials used. For the purposes of this RFP please include both the design and installation of Phase II as separate line items. Submittal Guidelines Timeline* Distribute RFP: April 4, 2016 RFP Response Deadline: May 6, 2016 Complete Review of Proposals: May 20, 2016 Round of Interviews: May 31, 2016 Committee Approval: June 13, 2016 Board Approval of Proposal: June 20, 2016 Project Start: June 21, 2016 *All dates are subject to change depending upon meeting schedules. [4]
Proposal Requirements Please include the following in your response. Cover letter: An introductory letter indicating the name of the firm and team composition, contact person and information, and a short statement summarizing the strengths of the team as it relates to this project. Relevant Experience: A description of the firm s relevant experience and capabilities, with description and images of comparable projects. Description of Scope: A clear description of how the proposer will complete the scope of services, including project milestones, meetings and deliverables. Provide an estimated timeline for design, survey, fabrication and installation, based on the scope of services. Design & Materials: An initial design for the primary location (1) and a complete bill of materials to be used for this project. References: Please provide names and contact information (phone and email) for three individuals who can speak to the firm s past performance on similar projects, preferably governmental entities. Fees: Fee details should be broken down by phase and include hourly rates, estimated hours by person and travel expenses. Submittal Procedures All questions regarding this RFP should be directed to: Kevin Kramer Director of Economic Development Village of Hoffman Estates 1900 Hassell Road Hoffman Estates, IL 60169 847-781-2662 kevin.kramer@hoffmanestates.org Submission of Proposals Proposers must deliver four hard copies of their completed proposals and email a digital copy to the contact set forth above. The sealed proposal package and the outside cover of each proposal must state the RFP title and the proposer s name. Proposals must be received no later than 5:00 p.m. on Friday, May 6, 2016 ( Deadline ). Proposals will not be opened publically. Proposals submitted after the Deadline may not be opened. No oral, telephone or facsimile proposals will be considered. The Village reserves the right to reissue this RFP with modifications if a suitable vendor is not found. All proposal responses will be compiled and a short list of vendors will be selected for an interview. Terms & Conditions Proposals submitted are offers only, and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the firms submitting proposals. Issuance of this RFP does not obligate the Village to pay any costs incurred by a proposer in its submission of a proposal or conducting any necessary studies or creating any necessary designs for the preparation of that proposal or for procuring or contracting for the services to be furnished under this RFP. A proposer may withdraw its proposal, either personally or by written request, at any time prior to the Deadline for submittals. No proposal shall be withdrawn for 60 days after the date set for opening proposals. Proposals shall be subject to acceptance during this period. The Village reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the City and to the public; to reject the proposal with the lowest cost to the City; to accept any item of [5]
any proposal; to reject any and all proposals; and to waive irregularities and informalities in any proposal submitted or in the RFP process; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Firms should not rely upon, or anticipate, such waivers in submitting their proposal. [6]
Exhibit A: Gateway Sign Location Map 3 2 1 [7]