SCOPE OF PROPOSALS Town of Shelburne Request for Proposals: Exit 26 and Ohio Road Signage Design and Specifications The Town of Shelburne invites proposals for Exit 26 and Ohio Road Signage design and specifications in accordance with the Terms of Reference provided later in this document. GENERAL INFORMATION FOR PROPONENTS 1) Questions & Clarifications It is the Proponent s responsibility to clarify any details in question not mentioned in this document prior to submitting their proposal. Questions relating to this proposal must be received before 4 PM on June 6, 2014 and can be emailed to the attention of Jerry Locke, Manager of Community and Economic Development at jlocke@town.shelburne.ns.ca Questions received after this date and time will not receive a response. Questions will be answered within forty-eight (48) hours of receipt (weekends excepted). Responses to all questions will be shared with all known Proponents via email to ensure a level playing field. Any modifications to this document will be in the form of an addendum which will be issued to all known Proponents via email at least twenty-four (24) prior to the closing date. No modifications will be made during the final twenty-four (24) hours. 2) Delivery and Closing Date for Proposals Any change notices, appendices and addenda issued for this Request for Proposal shall be considered part of this proposal document. The proposal is to be submitted in a sealed envelope clearly marked with the proposal name, number and directed to the attention of the appropriate contact on or before the closing date and time. Proponents must submit one hard copy of the submission and a suitable electronic copy for distribution. Your proposal must be written in ink or type-written. Erasure, overwriting or strike-outs must be initialled by the person signing on behalf of the proponent. Fax or e-mail proposals are not acceptable. Proposals shall not be accepted after the closing date and time. Proponents may not make modifications to their proposals after the closing date and time. All proposals shall become the property of the Town. It is the responsibility of each proponent to submit all required documents as outlined in this Request for Proposal. Failure to quote on all options set out will disqualify your proposal.
Sealed proposals in an envelope, including the attached document (Schedule A ) should be clearly marked as to contents and will be received until 4 PM on June 6, 2014 Proposals will be opened immediately following the closing date detailed above and will be provided to the evaluation committee. 3) Selection Process The Town will not necessarily accept the lowest price or any proposal. Any implication that the lowest price or any proposal will be accepted is hereby expressly negated. The proposal will be awarded to one firm only. 4) Evaluation Criteria Each Request for Proposal will be evaluated by the Town to determine the degree to which it responds to the requirements as set out in this document. a) Completeness of submission and project appreciation This element is rated based on the document submitted and its indication of an understanding of the project requirements, the proponent s ability to provide all of the services required and addressing all other details requested in this proposal. b) Experience The Proponent s proven ability to provide the services required as well as the proponent s experience with similar projects c) Time Lines Time lines proposed to complete, submit and present project deliverables. d) Approach This element is used to evaluate the approach presented to achieve the required results. Initiative, detail of steps, style proposed, etc. c) References d) Price Proponent Completeness 15% Experience 20% Time Lines 10% Approach 20% References 15% Price 20% Total Points
5) Rejection of Proposals The Town reserves the right to reject any and/or all proposals received. The Town is not under any obligation to award a contract, and reserves the right to terminate the Request for Proposal at any time for any reason, and to withdraw from discussions with all or any of the Proponents who have responded. The receipt and opening of a proposal does not constitute acceptance of any proposal. 6) Reservation of Right Proponents will not have the right to change conditions, terms or prices of the proposal once the proposal has been submitted in writing to the Town, nor shall proponents have the right to withdraw a proposal once it has been processed through the official opening. 7) Governing Law Any contract resulting from this Request for Proposal shall be governed by and interpreted in accordance with the laws of the Province of Nova Scotia. 8) Indemnification and Insurance a) General Commercial Insurance Proponents shall, at his or her expense, obtain and keep in force during the term of this agreement, Commercial General Liability Insurance satisfactory to the Town, be written by an insurer licensed to conduct business in Nova Scotia and include but not be limited to the terms detailed in the Town s Procurement Policy. b) Workers Compensation Board Certificate of insurance for employees and/or contractors to ensure all individuals working on the project have current Workers Compensation Board Coverage. TERMS OF REFERENCE 1) Background Information Beginning with the Business District Revitalization Plan commissioned by the Town in 2011 and continuing through the development of the Ohio Road paving project in 2012 and a subsequent public meeting conducted in 2013, the Town has considered proposals for improved visitor/entrance signage on Highway 103, at Exit 26 (Ohio Road) and on the Ohio Road from Exit 26 to the intersection with Falls Lane. A significant amount of public feedback has been gathered toward this end. The Town of Shelburne wishes to engage a company to complete the required design work, related specifications and budget costing for a three-part project to address this subject. Additionally, preparation of the tender package for the project will be included, if the project is approved by Council to proceed.
2) Project Description The project includes preparation of all design and specification documents to present a number of proposals for development in the three identified projects: This will include: 1. Ohio Road approach to the Town core from Exit 26 2. Ohio Road Falls Lane intersection 3. Visitor information on the Ohio Road between exit 26 and Falls Lane 1. Review of the existing documentation and data on the subject and using information from that review in the design process. 2. Design options for consideration on each of the three project areas. This would include both traditional and electronic/interactive media where appropriate. All design features and proposed locations must comply with applicable regulations and requirements of the Nova Scotia Department of Transportation and Infrastructure Renewal and/or the Town of Shelburne. 3. Specifications and budget pricing on each option, providing a number of price points where applicable. 4. Availability to pick and choose from among the three identified projects and the options for each. 5. Estimates on costs for tender package development on each area, if the project is approved to proceed. 3) Project Deliverables This project will include the following deliverables: 1) Site visits and review of existing documentation 2) Detailed design documents (drawings and specifications) for all components of the project and any options presented for each. 3) Estimates for operating and maintenance costs for each option presented. 4) Session(s) with Town Council and senior staff to finalize design aspects. 5) Preparedness for managing all required documents for tendering each aspect of the project, if it is approved to proceed, including support during the tendering process and a review of tenders received. 4) Proposal Requirements Proponents are respectfully requested to provide the following in their proposals: - Understanding of the project; - Proposed project approach, methodology and work plan including time lines and deliverables; - Itemized budget and payment schedule (including HST and expenses) including rates of remuneration for each team member and the amount of time each team member will devote to a particular task; - CV's of all members of the project team, including area of expertise and previous relevant work experience;
- A company profile and description of corporate experience with successful similar projects and, three references. 5) Proposal Submission Please submit your proposal by 4 PM on June 6, 2014 to Jerry Locke, Manager of Community and Economic Development for the Town of Shelburne (contact details below). Jerry Locke Manager, Community and Economic Development Town of Shelburne 168 Water Street, PO Box 699 Shelburne, Nova Scotia B0T 1W0 6) Attachments 1. Schedule A - to be included in an RFP submission 2. Special Staff Report to Council Ohio Road Signage, December 4, 2013 meeting 3. Exit 26 signage Public meeting PowerPoint slides December 11, 2012 4. Exit 26 Signage meeting Survey 5. Town website survey 6. Ohio Road Project Survey 7. Business District Revitalization Plan Final Report April 2011 Town website link: http://bit.ly/1mtf8wm (98 pages 14.6MB)
SCHEDULE A Company Name: Address: Contact Information: Key Contact for Proposal: Name Email Business Phone Cell Phone Name of Request for Proposal: Number of Request for Proposal: Documents Attached:
Town of Shelburne Special Staff Report to Council Ohio Road Signage December 4 th, 2013 Meeting General Overview: This staff report is intended to inform Council of public feedback regarding visitor/entrance signage on Highway 103, at Exit 26 (Ohio Road) and on the Ohio Road from Exit 26 to the intersection with Falls Lane. This report is further intended to make recommendations concerning the aforementioned signage for Council s consideration. Background: Beginning with the Business District Revitalization Plan commissioned by the Town in 2011 and continuing through the development of the Ohio Road paving project in 2012 and a subsequent public meeting conducted in 2013, the Town has considered proposals for improved visitor/entrance signage on Highway 103, at Exit 26 (Ohio Road) and on the Ohio Road from Exit 26 to the intersection with Falls Lane. A significant amount of public feedback has been gathered and a summary of this feedback is attached. Analysis: Highway 103 Exit 26 is the main entrance for visitors to the Town of Shelburne. It is also the only Highway 103 exit located within the Town boundaries. There is a clearly identified need to improve signage on Highway 103, at Exit 26 (Ohio Road) and on the Ohio Road from Exit 26 to the intersection with Falls Lane, to enhance the experience of visitors to the Town and contribute to our local economy through the promotion of tourism. It should be noted that the owners of the Tim Horton s and Needs Fast Fuels locations at Exit 26 have previously expressed support for the installation of Town visitor/entrance signage on their properties adjacent to the Highway 103 right-of-way (as signage is not permitted on the right-of-way under Provincial regulations). Staff have considered the public feedback received in light of this goal, and have compiled findings in following four areas: HIGHWAY 103: Highway signs should indicate Shelburne Next 3 Exits ; Exit 25 = local traffic / industrial park, Exit 26 = Downtown (food, gas) [historical imagery; highlight festivals with removable drop down signs]; Exit 27 = Birchtown [highlight Black Loyalist Centre on drop down sign] EXIT 26 ENTRANCE SIGN: Clean-up area, plant historic/local foliage; illuminated sign(s) with historic relevance visible from both approaches. OHIO/FALLS SIGN: Directional signage indicating attractions, facing East up Ohio Road. VISITOR INFO KIOSK: Located at Tim Horton's, showing imagery and providing directions; consider similar kiosks for Exits 25 and 27. To move forward in implementing the findings outlined above, Council s direction and the allocation of funds in a future annual capital budget is required.
Financial Analysis: The implementation of the recommendations contained in this report will have significant financial implications. Each of the four areas outlined in this report will require the commitment of funds in a future year s capital budget. Estimation of these costs would be part of the annual budget process if the Council accepts the recommendations contained in this report. Recommendation: It is recommended that Council direct staff to contact the Provincial Department of Transportation and Infrastructure Renewal to inquire about changes to the Highway 103 signage for Shelburne and the process which would need to be followed to improve Highway signage in line with the findings outlined in this report. It is further recommended that the Council direct staff to write a letter to the Municipality of the District of Shelburne encouraging them to support these improvements. Additionally, it is recommended that Council direct staff to develop a draft Request for Proposals for the design and construction of entrance signage at Exit 26, based on the findings outlined in this report, for discussion at a meeting of Council prior to the Council s approval of an annual capital budget for the 2014/15 fiscal year. Additionally, it is recommended that Council direct staff to develop a draft Request for Proposals for the design and construction of directional signage at the intersection of Ohio Road and Falls Lane, based on the findings outlined in this report, for discussion at a meeting of Council prior to the Council s approval of an annual capital budget for the 2014/15 fiscal year. Additionally, it is recommended that Council direct staff to develop a draft Request for Proposals for the design and construction of a visitor information kiosk to be located on Ohio Road between Exit 26 and the intersection of Ohio Road and Falls Lane, based on the findings outlined in this report, for discussion at a meeting of Council prior to the Council s approval of an annual capital budget for the 2014/15 fiscal year. It is further recommended that the Council direct staff to write a letter to the Municipality of the District of Shelburne encouraging them to consider the installation of similar visitor information kiosks at Exit 25 and Exit 27. Respectfully submitted, Dylan Heide Chief Administrative Officer 2
EXIT 26 SIGNAGE PUBLIC MEETING Highway Signage Ohio Road Signage Visitor Information December 11 2012
From the East -Two Exits
From the East, Exit 25 is the featured exit Blue Signs
From the West, Exit 26 is the featured exit!? Blue Signs
Conflicting exits/information? Museums, Islands Park
Exit 25
Past Exit 25 -Heading West
Controlled access highway
Attractions signage Exit 26
Exit 26
Example Specific Attractions?
Example Specific Exits?
Discussion
Exit 26 signage 1. Exit 26 intersection 2. Ohio Road & Fall Lane intersection
Exit 26 Changes!
Fast Fuels - Before
Fast Fuels -After
Tim Horton s - Before
Tim Horton s - After
Hwy 103 right-of-way East side
Hwy 103 right-of-way West side
Discussion
Sample from Business District Revitalization Plan April 2011
Ohio Road/Falls Lane intersection -from Ohio Road
from Falls Lane (from the West)
Signage at the intersection
Welcome sign
Events sign
new location?
Discussion
Electronic events sign?
Visitor Information two possible locations? inside/outside?
Outside example - Lunenburg
Discussion
Thank You!
Exit 26 Signage Meeting Survey 1) 2) 3) On Highway Signage Exit 26 main exit; Shelburne next 3 exits. Features, historic waterfront, Osprey Arts Centre, festivals on blue highway sign. Priority Hospital, Police, Visitor Information. Entrance Signage Beautification; nice Welcome to Shelburne sign. Dory. Flowers, lights, flags. Signage in both directions (yes it can be accomplished). Ohio/Falls Intersection Sign Advertise downtown, historic waterfront; directional signage. Visitor Information Visitor Information near Exit 26. 4) 5) 6) 7) Gas, food, camping, hospital, VIC etc. Loop from Jordan. Shelburne next 3 exits. Tourist attractions... www Exit 26 main entrance (downtown). Do not overlook Exit 25. Lighthouses, history. Emphasize Osprey Arts Centre, Historic Waterfront (Dancers, Regiment) on blue highway sign dropdown. Full service signs at Exits 25 and 26. Historical gardens. Flowers. Grass only; keep it clean and neat. No flags. One sign on NEEDS property. Business District Revitalization Plan Sign = Excellent. Historic garden, flags (loyalist flag), Shelburne historic sign. Welcome to Shelburne. Downtown / Visitor Information ---> Signage straight ahead (from Ohio) at 3-way stop: total information and directions (eg. Hospital, RCMP, Museums, etc.). Kiosk; Loyalist. Impulse stop. Consider Wifi. Simple signage, no clutter. 1 st choice for Kiosk = Tim's property; 2 nd choice = fire well on Ohio Road. Page 1
Exit 26 Signage Meeting Survey 8) Shelburne next 3 exits, loop exits? Exit 26 is downtown! Special events signs dropdown on blue highway signs. Clean up area. Historic gardens. Directional signage; avoid too much clutter. Pictorial direction signs around area. Need some signage/kiosk when pulling off Exit 25. Kiosk on Ohio Road. Kiosks should also direct to VIC. Page 2
1) 2) 3) 4) Town Website Survey EXIT 25 ATTRACTIONS EXIT 26 ATTRACTIONS SRHS, "Downtown" Tim's Uncle Sid's Spencers SHYC, Marine Island Park Terminal Campground,SHYC, Marine Terminal, Historic District Former oxbow motel, access to high school Tim Horton's; Needs; Access to western Shelburne EXIT 27 ATTRACTIONS Birchtown Black Loyalists Black Loyalist Settlement and Museum Access to Birchtown; Black Loyalist Heritage Society Location of Tourist Information Kiosk On Needs Fast Fuels or Tim Horton's premises Exit 26 Car Pool Lot On Needs Fast Fuels or Tim Horton's premises On Needs Fast Fuels or Tim Horton's premises 5) 6) 7) 8) 9) The Oxbow None Company and tourism signs shelburne mall, farmers dairy treat, schools, mechanic service,food,hospital /medical centre,banking, Tim Horton's and the flag poles with the Dory Services on Ohio Rd, and more direct entry into Town. Company and tourism signs fuel, mechanic service,food, provincial campground, greenhouses, lodging, information, library, museums, historic district, town offices, banking, hospital/medical centre, Nothing really... None Company and tourism signs black loyalist landing/museum, Roseway beach, cnr trail On Needs Fast Fuels or Tim Horton's premises On Needs Fast Fuels or Tim Horton's premises Exit 26 Car Pool Lot Exit 26 Car Pool Lot Pull-off further down Ohio Road coming into town
10) Pull-off further down Ohio Road coming into town 11) 12) 13) none Tim Hortons none...but it is the best exit for the black united loyalist museum in Birchtown... Dept of Transport exit. Rural area, travel through 2 school zones now 30km. Local traffic to High School and or Mall. Easy to give directions coming into town, direct route to town centre. Main exit Ease of directions for Black Loyalist Heritage site and Shore Road. Exit 26 Car Pool Lot On Needs Fast Fuels or Tim Horton's premises Pull-off further down Ohio Road coming into town 14) 15) 16) Mall Main Entrance to town and services. Tim Hortons and gas stations Never really considered this an exit to Shelburne; but to Birchtown On Needs Fast Fuels or Tim Horton's premises Exit 26 Car Pool Lot Pull-off further down Ohio Road coming into town 17) 18) 19) 20) The Mall Tim Horton's, Spencer's schools, Sobey's/mall, arena Nothing, except they get me into town closest to wherever I'm coming from or going to. Tim Horton's, Gas stations, Spencer's Rural areas Black Loyalist society, beaches (Roseway, Round Bay, etc) On Needs Fast Fuels or Tim Horton's premises On Needs Fast Fuels or Tim Horton's premises On Needs Fast Fuels or Tim Horton's premises On Needs Fast Fuels or Tim Horton's premises
21) 22) 23) 24) 25) Oxbow Motel Tim Hortons Birchtown/Ingomar On Needs Fast Fuels or Tim Horton's premises Ox-Bow Motel TIm Hortons Black Loyalist Exit 26 Car Pool Lot Center... On Needs Fast Fuels or Tim Horton's premises On Needs Fast Fuels or Tim Horton's premises This is the main exit Again, not a real exit On Needs Fast Fuels or Tim into town and is into town but an exit Horton's premises within the town to get to town. boundaries. I would expect to see more development on the Ohio Road. As of now this is the one exit into town that looks like Shelburne is a place that is actually "happening". 26) Sobeys Mall Tim Horton's, Gas. coming into town Birchtown On Needs Fast Fuels or Tim Horton's premises Needs/Tim's: 16 Carpool Lot: 6 Ohio Road: 4
Ohio Road Project Survey Gateway Signage Location & Visibility Gateway Signage Features Both Halifax and Yarmouth. Illuminated, Free-standing features, Connect 1) with Shelburne's unique history. Both Halifax and Yarmouth. Illuminated, Provide visitor information, 2) Promote Town brand. Both Halifax and Yarmouth. Illuminated, Low-profile, Provide visitor 3) information, Connect with Shelburne's unique history. 4) Both Halifax and Yarmouth. Connect with Shelburne's unique history. Both Halifax and Yarmouth. Illuminated, Provide visitor information, 5) Connect with Shelburne's unique history. Illuminated, Low-profile, Provide visitor 6) information, Track visitor data. Both Halifax and Yarmouth. Low-profile, Connect with Shelburne's 7) unique history. Use imagery of historic waterfront / lighthouses. 8) 9) Both Halifax and Yarmouth. Both Halifax and Yarmouth. 10) 11) 12) Both Halifax and Yarmouth. Both Halifax and Yarmouth. 13) Both Halifax and Yarmouth. Low-profile. 14) Both Halifax and Yarmouth. Low-profile. Both Halifax and Yarmouth. 15) Emphasize Shelburne harbour, 3 rd finest in the world. Illuminated, Low-profile, Provide visitor information, Connect with Shelburne's unique history, Promote Town brand, Track visitor data. Illuminated, Connect with Shelburne's unique history. Illuminated, Provide visitor information, Connect with Shelburne's unique history. Illuminated, Free-standing features, Lowprofile, Provide visitor information, Connect with Shelburne's unique history. Page 1
16) 17) Both Halifax and Yarmouth. Both Halifax and Yarmouth. Illuminated, Low-profile, Connect with Shelburne's unique history, Promote Town brand. Provide visitor information. Give people a reason to come into town beyond Tim's. Both Halifax and Yarmouth. Illuminated, Free-standing features, Provide visitor information, Connect with Shelburne's unique history, Promote Town 18) brand, Track visitor data. Services: coffee, NSLC, groceries, hospital, accommodations, restaurants, theatre, SHYC, fuel (only icons needed). 19) Both Halifax and Yarmouth. Low-profile, Promote Town brand. 20) 21) Both Halifax and Yarmouth. Both Halifax and Yarmouth. Provide visitor information, Connect with Shelburne's unique history, Promote Town brand. Symbols for attractions; mention Osprey and SHYC. Illuminated, Free-standing features, Lowprofile, Provide visitor information, Connect with Shelburne's unique history, Promote Town brand, Track visitor data. 22) Both Halifax and Yarmouth. Illuminated, Free-standing features. 23) Both Halifax and Yarmouth. Key Findings All survey respondents indicated a preference for Exit 26 entrance signs visible from both the Halifax and Yarmouth approaches. A majority of survey respondents favoured illuminated entrance signs. A majority of survey respondents favoured signage connected to Shelburne's unique history. Survey respondent clearly indicated that the provision of visitor information at Exit 26 was an important consideration. Page 2