Golden Isles Gateway SignageRFPFINALDRAFT

Golden Isles Gateway Signage Initiative Request for Proposals 1.0 Introduction The Golden Isles Convention and Visitors Bureau (CVB) invites a qualified firm or team of firms with experience and qualifications to permit, design and build two monumental welcome signs at key entrances to the Golden Isles region of Glynn County, Georgia along the I-‐95 corridor. Proposers shall use the conceptual plans located in Appendix A as design guidelines. The Golden Isles Gateway Signage Initiative is part of an effort by the Golden Isles CVB to improve the collective branding of and wayfinding to Glynn County’s islands—St Simon’s Island, Sea Island, Jekyll Island, Little St Simon’s—and Historic Brunswick. The gateway signs will further a community-‐wide branding initiative started by the CVB in 2011. The initiative intended to differentiate the Golden Isles from other beach destinations by promoting its historic, cultural, environmental, and economic assets. The Conceptual Plans for the two gateway signs project the regional brand via the Golden Isles logo, the selection of appropriate local materials and finishes, and landscape selections that showcase the region’s natural beauty. The Golden Isles are a nationally significant center for luxury and environmental tourism as well as an important regional economic hub. Glynn County—with a year-‐
round population of more than 81,000—is home to one of the East Coast’s busiest ports. The resort islands themselves attract millions of visitors each year and have been famous for more than 100 years. 2.0 Scope of Services We require TWO signs to be fully designed, permitted, constructed and installed on two privately owned parcels of land located at the north and south “gateways” to the Golden Isles along Interstate 95 using the attached conceptual plans as guidelines (Exhibit A). The sites for the two signs have already been conceptually selected, but require further feasibility consideration. The two sign locations are as follows: 1. Just north of Exit 42 along I-‐95 2. Just south of Exit 26 along I-‐95 It is the responsibility of the proposing team to review each site prior to developing a response to this proposal. The project will also require the landscaping of roadsides and medians in the vicinity in accordance with the conceptual plans. 2 Project teams may include (but are not limited to) project managers, attorneys, landscape architects, architects, general contractors, civil engineers, surveyors, legal representatives and entitlement consultants. Applicants have flexibility with regards to specifications and materials, but must keep both the intentions of the conceptual plan and budgetary constraints into consideration. The project is anticipated to take place over three phases as follows: Phase 1: Design Specifications & Document Drafting • Creation of detailed final design documents and specifications. • Drafting of final construction documents based on conceptual plans. Phase 2: Permitting & Legal • Coordination between the CVB, landowners and authorities including but not limited to Glynn County, Georgia DOT and Federal DOT in order to obtain needed permits. • Coordination and drafting of legal agreements between landowners and relevant parties related to signage easements. Phase 3: Site Preparation & Construction • Preparation of sites including any clearing, grading, cut and fill. • Landscaping and planting. • Construction and erection of signs. 3.0 Proposal Contents Submissions must include responses to each of the following items so that the CVB may make an informed decision on the selection of a contracted company. 3.1 Team Profile Provide profiles and histories of all companies composing the team. Highlight specifically any relevant experience, i.e. the construction, design or permitting of regional monumental welcome signs. 3.2 Team Leader and Organizational Structure Proposals shall indicate a lead firm and point of contact as well as an organizational flowchart. This flowchart should illustrate task delegation to as well as the hierarchy of responsibility between team members. 3.3 References from Similar Projects If applicable, provide THREE examples of previous regional gateway signs (or similar monumental signs) members of your team have designed, constructed or installed, including for each: • A photograph of the finished work and • Name, email address and telephone number of the key point-‐of-‐contact for the project. 3.4 Budget: Total Costs for All Phases Include a detailed budget for all phases on both sites. Include separate line items breaking down costs for: • Site Work (including grading, clearing, cutting, filling, etc.); • Landscaping (including all planting, seeding, mulching, etc.); • Design Services (including surveying, civil engineering, structural engineering, landscape architecture, etc.); • Sign Construction (including material and labor estimates); and • Other Consultant Services (including legal and entitlements). Note that if applicable, Proposers must provide a firm, fixed budget for anticipated travel costs within their budget. The CVB will not accept the notion that “Travel expenses will be billed at cost.” The CVB has a fixed budget and is unable to accommodate overages. 3.5 Warranty Provide a statement describing the level to which the Company will guarantee the integrity of the sign. 3.6 Timeline Projected timeline for Phases 1 & 2 once the contract is awarded. This timeline should include major milestones and review points. 4.0 Proposal Submission 4.1 Submission Date Guidelines Submit two bound copies of your proposal, with a subject line referencing the Golden Isles Gateway Signage Initiative RFP to: Turnberry Consulting Attention: Josh Martin PO BOX 20992 Charleston, SC 29413 3 4 One electronic copy in Adobe PDF format should also be submitted via email to: [email protected] and [email protected]. Hard copies of your proposal package must be received no later than 5:00pm October 24, 2014. Electronic copies must be received no later than 5:00pm on the same date. Proposers are solely responsible for ensuring that proposals are delivered as required. Delays caused by any delivery service, including postal service providers, will not be grounds for an extension of the proposal submission deadline. 4.2 Registration We strongly encourage proposer teams who plan to submit a proposal to register their intent via email by October 3, 2014. By registering, proposer teams will have the benefit of receiving any clarifications or amendments to the RFP document. Those who choose not to register may not receive any notices of changes or amendments to the RFP document. Interested teams should register by sending a note to [email protected]. 4.3 Questions & Additional Information Forward any questions concerning this RFP via email to the contact address above in Section 4.2. Please note that we will only accept questions via email, and we must receive them prior to noon on October 3, 2014. In the event that a question results in refinements to the RFP, we’ll send clarification to those proposer teams who completed the registration process. Decisions to extend or vary the proposal submission date may be made at the discretion of the CVB. 4.4 Pre-‐Bid Meeting A Pre-‐Bid Meeting will be conducted on Wednesday, October 1, 2014 at 1.00PM at the office of Golden Isles Convention and Visitors Bureau, located at 1505 Richmond Street, Brunswick, GA 31520. 5 5.0 Proposal Evaluation 5.1 Evaluation Criteria Representatives of the CVB will evaluate proposals using a framework that addresses experience, timeframe for completion, warranty of the work, and budget. The evaluation team will base their evaluation on information in the proposer team’s proposal, information from any subsequent oral interviews, reference checks and other pertinent factors. Evaluation criteria and their relative importance are as follows: Qualifications and Experience 50% Overall team experience level 0-‐5 Points Style & Design of previous projects 0-‐5 points Comprehensiveness of consultant team 0-‐5 points Regional Project Experience 0-‐5 points Monumental Sign Construction, 0-‐5 points Permitting & Entitlement Experience Project Budget and Timeline 40% Total Budget and Timeline 0-‐15 points Travel & Reimbursables 0-‐5 points Warranties or Guarantees 10% Warranties/Guarantees on project 0-‐5 points work The CVB reserves the right to disqualify bids that, in its opinion, do not demonstrate sufficient resources and expenses to adequately complete the project requirements. The CVB will NOT consider RFP responses that inadequately address the deliverables itemized in Section 3.0. The CVB may choose to interview certain teams to clarify issues. Teams are advised that only complete submissions shall be reviewed and evaluated. However, the CVB may deem it necessary to request additional information. 6.0 Additional Conditions 6.1 Confidentiality Confidentiality of records and information relating to this work shall be maintained at all times. All correspondence, documentation, and information provided by CVB to any proposer team member in connection with, or arising out of this RFP or the acceptance of any proposal: • Remains the property of the CVB; • Shall be treated as confidential; • Shall not be used for any purpose other than for replying to this RFP, and for fulfillment of any related subsequent agreement. 6 All correspondence, documentation, and information provided to the CVB by any proposer or team member in connection with, or arising out of this RFP, and the submission of any proposal will become the property of the Golden Isles Convention and Visitors Bureau. Proposers are advised to identify in their proposal material any scientific, technical, commercial, proprietary, or similar confidential information, the disclosure of which could cause them injury. Any information in the proposers’ submissions that is not specifically identified as confidential may be treated as public information. All correspondence, documentation, and information provided to the evaluation team may be reproduced for the purposes of evaluating the proposer’s submission to this RFP. 6.2 Conflict of Interest Statement In its proposal, the proposer shall disclose to the CVB any potential conflict of interest that might compromise the performance of the work. If such a conflict of interest does exist, the CVB may, at its discretion, refuse to consider the proposal. If, during the proposal evaluation process or the negotiation of the agreement, the proposer is retained by another client giving rise to a potential conflict of interest, then the proposer will so inform the CVB. If the CVB requests, then the proposer will refuse the new assignment or will take such steps as are necessary to remove the conflict of interest concerned. 6.3. Non-‐collusion
A proposer shall not discuss or communicate, directly or indirectly, with any other Proposer or their agent or representative about the preparation of the proposals. Each proposer shall attest that its participation in the RFP process is conducted without any collusion or fraud. If the CVB discovers there has been a breach of this requirement at any time, the CVB reserves the right to disqualify the proposal or terminate any ensuing agreement. 6.4. The CVB Rights Relative to the RFP
This RFP does not constitute an offer of any nature or kind whatsoever by the CVB to the Proposers. The CVB does not bind itself to accept any proposals and may proceed as it determines, in its sole discretion, following receipt of the proposals. The CVB reserves the right to accept any proposal in whole or in part or to discuss with any proposer, different or additional terms to those envisaged in this RFP or in such proposers proposal.
7 The CVB has the right:
• To cancel the RFP at any time without liability whatsoever to any proposer; • To reject any or all of the proposals; • If only one proposal is received, elect to accept or reject it; • Not to accept the lowest fixed fee amount; • To alter the schedule; RFP process, procedures or objective of the project or any other aspect of the RFP, as it may determine in its sole and absolute discretion; or • To negotiate with one or more Proposers to reach a final agreement for the services.
It is the nature of this RFP process that this RFP and/or the proposal in response to the RFP will not constitute a binding agreement, but will only form the basis for the finalization of the terms upon which the CVB and the chosen proposer will enter into a final agreement (the “Agreement”), and does not mean that the proposal is necessarily totally acceptable in the form submitted. After the selection of a proposal, if any, the CVB has the right to negotiate with the proposer and, as part of that process, to negotiate changes, amendments or modifications to the proposal without offering the other proposers to the right to amend their proposals. 6.5 Proposer’s Cost All costs and expenses incurred by a proposer related to the preparation or presentation of its proposals shall be borne by the proposer. The CVB is not liable to pay such costs and expenses or to reimburse or to compensate a proposer under any circumstances. 6.6 Delays The CVB shall not be responsible for any delays or costs to the proposers associated with any reviews or the approval process. 6.7 Funding The award of any contract shall be conditional upon funding availability. 6.8 Payments
The proposer shall provide a breakdown before its first invoice detailing all work. The breakdown shall be approved by the CVB. Every invoice shall include a running total of the current amount, the amount billed to date, the amount to complete and the original upset limit. Each invoice shall reference the purchase order provided for these works.
Payments to the proposer shall be on a monthly basis upon an invoice being submitted by the proposer to the CVB. All payment terms shall be net thirty days. 8 6.9 Errors and Omissions It is understood and acknowledged that while the RFP includes specific requirements, a complete review and recommendation is required. Minor items not herein specified but obviously required shall be provided as if specified. The proposer shall satisfy himself/herself as to the extent of the work required and shall provide all services required to complete the intent of the project. Any misinterpretation of requirements within this proposal shall not relieve the bidder of the responsibility of providing the services as aforesaid.
6.10 Influence
No person, company, corporation or organization shall attempt in any way, either in private or in public, to influence the outcome of any of the CVB’s purchasing or hiring process. Any person, company, corporation or organization that attempts to influence the outcome of the CVB’s purchasing or hiring process shall be disqualified, and the person, company, corporation or organization may be subjected to exclusion or suspension from this or other works with the CVB.
6.11 Indemnity
The proposer agrees to indemnify and save harmless the CVB from any claim or demand arising as a result of the performance or non-‐performance of this contract by the proposer, and without limiting the generality of the foregoing. 6.12 Contract Preparation
The proposer shall be responsible for preparing the first draft of the legal agreements, which shall be subject to the review and approval of the CVB and its counsel. Once the form of Agreement is agreed to by all parties and their counsel, following execution by all parties, the CVB will issue a purchase order to the proposer.
6.13 Proposal Payment
There shall be no direct payment for the preparation and submission of proposals or to attend interviews in response to this request for proposal.
6.14 Negotiations
The CVB may award the Agreement on the basis of initial offers received, without discussion. Therefore, each initial offer should contain the proposer’s best terms/information, including all required documentation as listed.
The CVB reserves the right to enter into negotiations with the selected proposer. If the CVB and the selected proposer cannot negotiate a successful agreement, the CVB may terminate the negotiations and begin negotiations with the next selected Proposer. This process will continue until an agreement has been executed or all proposers have been rejected. No proposer shall have any rights against the CVB arising from negotiations.
6.15 Authorization
9 Legal Name of Lead Company:______________________________________________________________ Name: _________________________________________________________________________________________ Authorized Signature: _______________________________________________________________________ Address: ______________________________________________________________________________________ Telephone: ____________________________Dated: _______________________________________________ These terms of reference shall be signed and bound or accompany the submitted proposal. For further information regarding the Request for Proposal please contact the individual listed in Section 4.2.
Exhibit A 10

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