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Overview:
Hudson River Health Care (HRHCare) is a 45-year old non-profit health care organization in the process of rebranding in need of new signage, wayfinding, and brand experience graphics throughout the network.
Background and Scope
HRHCare merged with another community health center, Brightpoint Health, in December 2018. The new joint organization serves patients in the Hudson Valley, New York City, and Long Island. The rebrand will include a new visual identity and a new name for the joint organization.
Only signage firms with significant portfolios will be considered for this project. Please only apply if you have experience in sizeable regional signage projects, including rebranding, with over 30 locations. Experience in the health care field preferred, but not essential.
We are accepting environmental graphic rebrand proposals until 5 pm on July 15th, 2020. Our RFP process is designed to be fast but thorough.
Extra attention paid to quality and robust client-facing project management. Successful permit experience in a diverse range of municipalities, from Hudson to New York City to Southampton, is required. Lighting capabilities, including spotlighting, is a plus.
Signage Roll-out Plan
The new brand is scheduled to launch September 15th. 3-4 locations need to be fully rebranded with new signage, wayfinding, and brand experience graphics for the launch. The 3-4 locations will include 1-2 locations in each of our regions: Hudson Valley, New York City, and Long Island. We will be having launch events at these locations. The locations will be selected by executive leadership in July.
Following the brand launch, the remainder of the locations will be fully rebranded in a phased approach by October 2021.
Instructions:
Please carefully review the below information. Email your scope of work as per the below to efetterhoff@hrhcare.org and tdorman@hrhcare.org. Please include scope of work and complete budget for a full environmental graphic rebrand of the health center network.
HRHCare prioritizes companies who have been certified as Minority and Women Owned Business Enterprises (“M/WBE”.) M/WBEs are strongly encouraged to apply.
Health Centers
All 53 locations throughout the Hudson Valley, New York City, and Long Island require updated environmental graphics.
See separate PDF list of exterior signs by location.
Time Frame
We are prepared to start the location details planning phase of the signage rebrand immediately with emphasis on the priority locations. Design direction will be given immediately. Brand launch is September 15, 2020.
Questions
Individual questions regarding this RFP will be responded to only as follows:
Questions regarding requirements and scope of work will be accepted up to 5:00 pm EST Tuesday, May 26, 2020, via email only, to efetterhoff@hrhcare.org and tdorman@hrhcare.org with “Question: RFP for Marketing Services” in the subject line. Answers to questions received by this deadline will be posted on this webpage below the RFP. Telephone calls and/or requests for a solicitation will not be accepted.
Review and Live Presentation
Per agency responses, we will contact 3-4 finalists to present to the HRHCare team.
Timeline
- RFP Release: June 24nd
- Question Period: June 24th-July 1st
- Response to Questions Released: Week of July 6th
- RFP Responses Due: July 15th by 5 pm
- Interviews: Mid-July
- Selection: End of July
Response Requirements (minimum requirements)
For ease and efficiency of review, HRHCare has specified the numbering protocol below for bidders. Please follow this numbering protocol exactly, and do not re-number, insert numbers, or otherwise modify the sequence. Responses that do not follow this numbering order will not be considered.
- Company profile
- Name of the business, contact person, and contact information: Provide the address, telephone, mobile telephone number, e-mail address, and web address, as applicable.
- List of subcontractors. If applicable, provide company name, contact person, address, and telephone number, and intended percentage of work to be performed by any subcontractor.
- Qualifications
- Provide a brief description of your firm, including its founding and history; number of employees; service areas; and, awards or other forms of recognition.
- Describe your work process and how your firm would approach this project from discovery to project management to production and installation. Please describe your approach to the entire life cycle of the project.
- Special consideration: Describe your firm’s approach to project management. How will you manage the various aspects of this project including planning, site details, design, HRHCare approvals, landlord approvals, production, installation, etc?
- Special consideration: Describe the experience with and knowledge of large rebranding projects among your firm’s personnel, in the context of their careers.
- Special consideration: Describe the experience with and knowledge of the health care space among your firm’s personnel, in the context of their careers.
- Special consideration: Does your firm specialize in lighting for exterior signage? If so, please describe your services related to lighting.
- Experience and ability to perform this work
- Describe the approach your firm would undertake to successfully complete the tasks described in the Scope of Work
- Provide examples of relevant work and / or case studies.
- Provide a minimum of three (3) client references (name, email address, phone, website).
- Provide a list of personnel who would be dedicated to the HRHCare project, along with their experience.
- Cost
- Provide a schedule of fees for all relevant services described in the Scope of Work for the Signs by Location document including signs, design, permitting, installation, etc.
- Additionally, please provide a complete budget for the Signs by Location document. Provide an overall budget for Location Sign Types and a cost per Sign Type.
- Additional Questions
- Please address how the pandemic has changed your approach to signage and wayfinding. Has your process or recommendations changed given the various implications to health and safety, lifestyle, the economy, health care, and beyond?
Please closely follow the requirements for the responses noted above. It is the responsibility of the bidders to provide all required materials in the required form and format. Responses that are not in the required form and format will not be considered.
Thank you
Thanks for your interest!
Scope of Work Guidelines for Hudson River Health Care
Signage Rebrand
- Location details
- Obtain external signage, internal wayfinding, and brand experience needs, along with required measurements, and necessary photos for each location
- Compile local Authorities Having Jurisdiction (AHJ) permit requirements
- Design
- Implement signage, wayfinding, and brand experience system using the new HRHCare brand identity for each location. Provide a design lookbook for each location.
- Ensure all signage, including lighting, is compliant with local AHJ requirements
- Develop and maintain environmental graphics brand book
- Permitting
- Secure all necessary permits for each location
- Fabrication
- Fabricate all signs, wayfinding, and brand experience materials
- Installation
- Coordinate deliveries and installations with operations site leads and facilities team
- Install signage, wayfinding, and the brand experience at all locations
- Directly manage all aspects of installation process, including having a senior firm team member in person during installation at all locations
- Remove all packaging, crates, garbage, etc. from the deliveries and installations from the premise upon completion. No large crates can be left on site.
- Remove existing signage, wayfinding, and brand experience graphics from the premise.
Hudson River Health Care Signage Rebrand Process Questions
Please attach answers following your scope of work
- HRHCare team and environmental design development
- The HRHCare team will consist of a small team including our Chief of Communications, Director, Marketing and Communications Planning, Design Lead, and Project Coordinator. How would your agency work with our team to run the environmental design rebrand process?
- Design Scenario
- The new HRHCare brand has been developed by a branding firm. If selected, how will your firm implement the new brand direction across the HRHCare many unique locations and environments?
- Project Management
- Please describe your project management system in detail, including what technology will be used, team member roles in the project management process, and any other important areas of your system. Be sure to describe the complete project management lifecycle of the rebrand project.
- The HRHCare team utilizes Asana to manage design projects. Does your team have experience using Asana? Are you open to integrating aspects of the signage project management into the HRHCare Asana platform?
- Timeframe
- Can your firm commit to having complete signage, wayfinding, and brand experience graphics in place at 3-4 locations (at least 1 in the Hudson Valley, 1 in New York City, and 1 on Long Island) by September 15th?
- Please describe in detail how you will manage this project timeline given the variable aspects such as local permitting and the production process?
- What is the realistic timeline for this project given its size, scope, and geographical reach?
- How will your team ensure the project stays on track and is delivered on time?
Environmental Graphics Program Requirement Details
Hudson River Health Care, (HRHCare) is seeking proposals from qualified designer/fabricator/installation firms (Proposers or Contractors) to provide exterior signage, interior wayfinding, and brand experience services to its network of health centers and various locations distributed over three New York State regions hereinafter called the “Project”. The Proposer that receives the highest score will be awarded the Work.
The delivery method for this Project is commonly known as “Design / Build” (D/B). Based on provided graphics and design concepts, the Contractor will:
In accordance with the design concepts provided, design exterior signage, internal wayfinding, and brand experience compliant with the Concepts and the local Authorities Having Jurisdiction (AHJ). Unless specifically noted otherwise, signage should be scaled to meet the maximum allowable dimensions permitted by the AHJ’s and to meet the aesthetic criteria of the site and structure. The minimum viewing distance for signs should be assumed at 80’ with the overall dimensions of the sign commensurate with the text legibility at that distance. All wayfinding and required signage must be ADA compliant.
Provide HRHCare with a preliminary submission depicting the signage, wayfinding, and brand experience in situ and identifying the materials, colors, patterns, and textures of materials and lighting. Preliminary submittals will include orthographic and site plan drawings of the proposed signs and graphics as well as a photorealistic rendering of the sign and graphics at the site location in elevation. Following review of the Initial Submittal, HRHCare may take no exception to the submittal and authorize the Contractor to proceed or may request a second submittal reflecting HRHCare comments, which may include a change in sign or graphic type and dimensions. Where sign types are identified in this RFP, it is for conceptual and selection purposes only. Actual signage and graphics will be determined by HRHCare in consultation with the Contractor following award.
Where required by the AHJs, the Contractor will engage an appropriately licensed design professional to design the sign and its subcomponents as required to obtain necessary approvals.
Obtain necessary approvals, permissions, and certifications, including but not limited to those from AHJ’s.
Provide final submittals for HRHCare’s review prior to fabrication.
Cooperate with HRHCare, their agents, contractors, landlords, design teams, and tenants in coordinating the signage and installation for each site.
Modifications to sign type and design may be requested by HRHCare following award as site-specific conditions and regulations are identified. Proposal values will be adjusted to reflect modifications. Proposers are required to adhere to all of HRHCare’s requirements.
About Hudson River Health Care
Hudson River Health Care (HRHCare) provides quality comprehensive primary, dental, preventive, and behavioral health services to all who seek it, regardless of insurance status and ability to pay.
HRHCare is a New York 501(c)3 tax-exempt, not-for-profit, federally qualified health center (FQHC), funded under Section 330 of the Public Health Service Act as administered by the U.S. Department of Health and Human Services, Health Resources and Services Administration, Bureau of Primary Health Care, to operate Community and Migrant Health Centers, Health Care for Homeless and Public Housing Primary Care Programs. Governed by a consumer-majority board of directors, it represents the communities it serves.
Locations: Health Centers & Offices
Region 1: Hudson Valley
Westchester / RocklandCounties
Haverstraw Health Center
31 W Broad Street, 3rd Floor, Haverstraw, NY 10927
Nyack Health Center
84 North Highland Avenue, Nyack, NY 10960
Peekskill Jeannette J. Phillips Health Center
1037 Main Street, Peekskill, NY 10566
Peekskill Office
1200 Brown Street, Peekskill, NY 10566
Tarrytown Office
55 South Broadway, Tarrytown, NY 10591
Spring Valley Health Center
2 Perlman Drive, Suite 101, Spring Valley, NY 10977
Yonkers Park Care Health Center
2 Park Avenue, Yonkers, NY 10703
Yonkers Valentine Lane Health Center
503 South Broadway, Yonkers, NY 10705
Dutchess / Columbia & Greene Counties
Amenia Health Center
3360 Route 343, Amenia, NY 12501
Beacon Health Center
6 Henry Street, Beacon, NY 12508
Dover Plains Health Center
3174 Route 22, Dover Plains, NY 12522
Fishkill Facilities Office
1072 Route 9, Fishkill, NY 12524
Hudson Health Center
750 Union Street, Hudson, NY 12534
Poughkeepsie Health Center
75 Washington Street, Poughkeepsie, NY 12601
Poughkeepsie Family Partnership Health Center
29 North Hamilton Street, Poughkeepsie, NY 12601
Orange / Sullivan / Ulster Counties
Goshen Alamo Health Center
888 Pulaski Highway, Goshen, NY 10924
Kingston Health Center
1240 Ulster Avenue, Suite 104, Kingston, NY 12401
Middletown Health Center
24 Union Street, at Access: Supports for Living, Middletown, NY 10940
Monticello Health Center
23 Lakewood Avenue, Monticello, NY 12701
Monticello Health Center (Dentistry)
19 Lakewood Avenue, Monticello, NY 12701
New Paltz Health Center
1 Paradies Lane, New Paltz, NY 12561
Walden Wallkill Valley Health Center
75 Orange Avenue, Walden, NY 12586
Region 2: New York City
Bronx
The Hub Family Health Center
459 E. 149thStreet, Suite 202, Bronx, NY 10455
Inwood Health Center
1543-1545 Inwood Avenue, Bronx, NY 10452
Thrivebx@Brightpoint
328 E. 150thStreet, Bronx, NY 10451
Westchester Square Health Center
2510 Westchester Avenue, Suite 202, Bronx, NY 10461
Townsend Health Center
1765 Townsend Avenue, Bronx, NY 10453
Brooklyn
The Alpha School
2400 Linden Boulevard, Brooklyn, NY 11208
Bedford Avenue Health Center
1669 Bedford Avenue, Brooklyn, NY 11225
Church Avenue Family Health Center
2412 Church Avenue, Brooklyn, NY 11226
Manhattan
Sidney R. Baer, Jr. Health Center at Fountain House
347 W. 37thStreet, 7thFloor, New York, NY 10018
Brightpoint Headquarters
71 W. 23rdStreet, 8thFloor, New York, NY 10010
Brightpoint Administrative Team
373 Park Avenue South, New York, NY 10016
Brightpoint Health Home (Manhattan)
248 W. 35thStreet, 11thFloor, New York, NY 10001
Queens
Matilda Raffa Cuomo Health Center (Sutphin Health Center)
105-04 Sutphin Boulevard, Jamaica, NY 11435
Brightpoint Health Home (Queens)
89-31 161stStreet, 10thFloor, Queens, NY 11432
Staten Island
Bay Street Family Health Center
57 Bay Street, 1stFloor, Staten Island, NY 10301
Bay Street Outpatient Addiction Treatment Center
56 Bay Street, 6thFloor, Staten Island, NY 10301
Community Health Action of Staten Island (CHASI) Health Care Coordination
56 Bay Street, 4thFloor, Staten Island, NY, 10301
CHASI Next Step Resource & Recovery Center
56 Bay Street, 1stFloor, Staten Island, NY 10301
CHASI Health Care Management (Health Home and SI Cares)
56 Bay Street, 3rdFloor, Staten Island, NY 10301
CHASI Community Food Pantry
2134 Richmond Terrace, Staten Island, NY 10302
CHASI Harm Reduction Health Hub
166 Port Richmond Avenue, Staten Island, NY 10302
CHASI Administration
26 Bay Street, 4thFloor, Staten Island, NY 10301
CHASI Prevention & Intervention
26 Bay Street, 2ndFloor, Staten Island, NY 10301
Region 3: Long Island
Suffolk County
Amityville Maxine S. Postal Health Center
1080 Sunrise Highway, Amityville, NY 11701
Brentwood Health Center
1869 Brentwood Road, Brentwood, NY 11717
Coram Elsie Owens Health Center
82 Middle Country Road, Coram, NY 11727
Greenport Health Center
327 Front Street, Greenport, NY 11944
Huntington Health Center
55 Horizon Drive, Huntington, NY 11743
Patchogue Health Center
501 North Ocean Avenue, Patchogue, NY 11772
Riverhead Health Center
300 Center Drive South, Riverhead, NY 11901
Shirley Marilyn Shellabarger Health Center
550 Montauk Highway, Shirley, NY 11967
Southampton Kraus Family Health Center
330 Meeting House Lane, Southampton, NY 11968
Wyandanch Martin Luther King, Jr. Health Center
1556 Straight Path, Wyandanch, NY 11798
Sustainability and Environment
HRHCare seeks to employ sustainable design, energy-efficient, green methods & materials, such as environmentally responsible, energy-efficient lighting. HRHCare’s goal is for all projects to meet or exceed Gold standards for certification under LEED For Health Care LEED. LEED certification is not included in the Project.
Insurance Requirements
Proof of Insurance, shall not be terminated or expire without thirty (30) days written notice, and are required to be maintained in force until completion of the contract. The Contractor shall require all subcontractors used in the performance of this contract to name HRHCare as an additional insured.
Following are the standard types and minimum amounts:
General Liability: $1,000,000; per occurrence for bodily injury, personal injury and property damage liability; HRHCare additional insured or
Commercial General Liability: $3,000,000; combined single limit bodily and property damage liability per occurrence; HRHCare additional named insured.
Comprehensive Automobile Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and aggregate; HRHCare additional insured.
Errors and Omissions Liability (Required where Design Professionals are engaged): $1,000,000; combined single limit bodily and property damage liability per occurrence and $3,000,000 aggregator,
Professional Liability (Required where Design Professionals are engaged): $1,000,000; per occurrence and aggregate.
Workers Compensation: statutory limits or,
Self Insurance Program: a State Approved Program in an amount and form that meets all applicable requirements of the Labor Code of the State of New York.
Environmental Liability: $500,000; per occurrence and aggregate; HRHCare Additional Insured.
Owner’s Liability: 100% of the insurable value of the work, Builder’s Risk, Extended coverage for Vandalism and Malicious Mischief, if required; HRHCare additional named insured.
Fire Insurance With Extended Coverage: 100%of insurable value the work; Builder’s Risk, Extended coverage including Vandalism and Malicious Mischief, if required; HRHCare Additional Insured.
Failure to provide proof of insurance or failure to maintain insurance as required in this bid, or bylaw; is grounds for immediate termination of the contract. In addition, the awarded bidder should be liable for re-procurement costs and any other remedies under law.
- Indemnification and Insurance Requirements
- Indemnification
- The Contractor agrees to indemnify, defend and hold harmless HRHCare and its authorized officers, employees, agents, consultants and volunteers for many and claims, actions, losses, damages, and/or liability arising of this Contract for many cause Whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred by HRHCare on account of any claim, therefore except where such indemnification is prohibited by law.
- Additional Named Insured
- All policies, except for the Workers Compensation, Errors and Omissions, and Professional Liability Policies, shall contain additional endorsements naming HRHCare and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder.
- Waiver of Subrogation Rights
- The Contractor shall require the carriers Of the above-required coverages to waive all rights of subrogation against HRHCare, its officers, employees, consultants, agents, volunteers, Contractors and Subcontractors.
- Policies Primary and Non-Contributory
- All policies required above are to be primary non-contributory with any insurance or self-insurance programs carried or administered by HRHCare.
- Proof of Coverage
- The Contractor shall immediately furnish certificates of insurance to HRHCare Procurement Department administering the Contract evidencing the insurance coverage, including the endorsements above required, prior to the commencement of performance of services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department. Contractor shall maintain such insurance from the time Contractor commences performance services hereunder until the completion of such services. Within Sixty (60) days of the commencement of this Agreement, the Contractor shall furnish certified copies of the policies and all endorsements.
- InsuranceReview
- The above insurance requirements are subject to periodic review by HRHCare. HRHCare’s Risk Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not needed to protect the interests of HRHCare. In addition, if the Risk Manager determines that here to fore, unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Risk Manager is authorized but not required, to change the above insurance requirements, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against HRHCare, inflation, or any other item reasonably related to HRHCare’s risk. Any such reduction or waiver for the entire term of the Agreement and any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this Agreement. Contractor agrees to execute any such Amendment Within thirty (30) days of receipt.
- Indemnification
Compliance
The Contractor shall be appropriately licensed in each jurisdiction to perform the Work and is solely responsible for complying with the codes, rules, regulations, and requirements of Authorities Having Jurisdiction. Where the AHJ requires the Contractor to be bonded, the costs of the Contractor’s bond is solely the responsibility of the Contractor. The Contractor shall prepare materials for and make all presentations to the AHJ’s as required to complete the Work for each site. Costs of permits, fees, and other regulatory charges not described herein, will be paid directly by HRHCare upon notice by the Contractor.
There are no Liquidated damages applied to the Project.
Response to Questions:
- Understanding the new HRHCare brand identity, brand goals, and brand guidelines will help to provide the most accurate cost proposal and how various brand components would translate into the sign package for the roll-out. When will the branding package be made available?
The branding guidelines will be available to the awarded firm immediately following the award. The chosen firm will need to take the general brand guidelines and develop signage brand guidelines, with economies of scale in mind for all [total number of branded sites including administrative sites] in our non-profit health center network. - Please provide a list of all known sign-types you will require to be designed, and all photos of existing signs at all locations especially the first three locations being done in September.
Please see the Sign Type excel file. Those are all the current sign types. We have included photos for a selection of sites below. - Upon award, will we have access to the vector artwork files of all brand identity elements?
Yes. Please note that these do not include vectors of signage. - Will accurate floorplans and architectural drawings be provided for all locations in digital CAD format?
What elevation drawings are available for each location?
What structural drawings are available for each location?
Yes, these items will be provided to the selected firm. - Will the brand launch locations for 9/15/20 include both exterior AND interior signage and branding? Who is responsible for the removal of the existing signage at these locations?
Yes, the brand launch locations require full exterior signage, internal wayfinding, and brand experience graphics. The full network will be re-signed over the coming 12 months on a rolling basis. - Is there any general direction available on interior sign scope and/or sign types,? E.g. general idea of feature areas, interior sign type list, code signage, wayfinding, etc.
Please see the photos below of existing wayfinding for reference. Additionally, some health centers have large displays, for example, in Peekskill, we have designated areas dedicated to our Founding Mothers. - Are changeable modular sign systems an option to be considered for interior wayfinding signage?
Yes - To make the proposed schedule is HRHCare willing need to approve signage designs from concept drawings only. Is this acceptable?
No. - Is HRHCare able to approve design concepts by the end of July? Giving the team 6 weeks to fabricate, permit, and install.
Yes. - If needed would HRHCare accept temporary banners for the 3 launch sites in September, if permitting does not allow for final sign types in the installed per the schedule?
No. - Can the brand signage be changed out during normal working hours?
Yes. - What are the typical operation days/hours at an HRHCare location?
8am-6pm Although every health center has unique hours including early mornings, evenings, and weekend hours. - Does installation need to be union?
No - Would HRHCare accept a bid that presents a range of costs?
Depending on the approach we will consider a cost range. - Will HRHCare supply photos of current signage?
See below for a sample. HRHCare will share all available photos with the awarded firm. - Will HRHCare supply existing sign quantities for each location?
Yes, that information has already been provided on the Signs by Locations file. Although we will be open to the recommendations of the awarded firm, therefore sign quantities are subject to change. - When will the name and brand be finalized?
The brand is finalized. The name is scheduled to be approved in early July. - Will the brand guideline be completed at that time?
Yes, the brand guidelines are completed. Signage brand guidelines will need to be developed by the selected firm based on the current approved brand identity system. - Shall the elements for design be limited only to those sign types shown in the list provided?
No, other sign types may be identified during location surveys. - Is sizing for sign types identified limited to dimensions shown in the list provided?
No, we are open to recommendations, keeping in mind economic considerations and economies of scale. - Is there a preference on page format (i.e. 8 ½” x 11”, etc.) and/or page limit for the proposal?
No
Please note: The Scope of Work has been updated to include removal of existing signage, wayfinding, and brand experience graphics from the premise.
