RFP for Signage and Wayfinding Implementation

Request for Proposals (RFP) for
Signage and Wayfinding
Implementation for Cottage Grove
Service Center and Forest Lake Service
Center
RFP release date: April 13, 2026
Submission due date: May 4, 2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.washingtoncountymn.gov
Washington County is an equal opportunity organization and employer

Table of Contents
1. Introduction ...................................................................................................................................................... 3
1.1. Background Information........................................................................................................................... 3
1.2. County Authorized Representative .......................................................................................................... 4
1.3. Schedule ................................................................................................................................................... 4
2. Scope of Services ............................................................................................................................................... 4
2.1. Mandatory Services .................................................................................................................................. 4
2.2. Deliverables .............................................................................................................................................. 6
2.3. Other Requirements ................................................................................................................................. 6
2.4. Optional Services ...................................................................................................................................... 6
3. Proposal Content ............................................................................................................................................... 6
3.1. Cover Letter .............................................................................................................................................. 6
3.2. Qualifications and Experience .................................................................................................................. 7
3.3. Fee Schedule ............................................................................................................................................. 7
3.4. References ................................................................................................................................................ 7
3.5. Appendix A - County's Standard Terms and Conditions .......................................................................... 7
3.6. Conflict of Interest .................................................................................................................................... 7
4. Proposal Submittal ............................................................................................................................................ 7
5. Proposal Evaluation and Selection .................................................................................................................... 8
5.1. Evaluation Committee .............................................................................................................................. 8
5.2. Evaluation Criteria .................................................................................................................................... 8
5.3. Interview/Presentation ............................................................................................................................ 8
5.4. Final Selection ........................................................................................................................................... 8
5.5. Conditions of this RFP ............................................................................................................................... 8
6. Proposal Questions ........................................................................................................................................... 9
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Signage and Wayfinding Implementation
1. Introduction
The purpose of this Request for Proposals (RFP) is for Washington County to secure services for signage and
wayfinding implementation at Cottage Grove Service Center (13000 Ravine Pkwy S, Cottage Grove, MN
55016) and Forest Lake Service Center (19955 Forest Rd N, Forest Lake, MN 55025) based off the Signage
and Wayfinding Strategic Plan completed in 2025.
1.1. Background Information
Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,
including longtime residents, young professionals and families, and new immigrant communities. Over the
last 20 years, Washington County has experienced rapid growth from a rural, farming community to an
expanding urban area.
The County was established in 1849 and has the powers, duties, and privileges granted counties by state
law, codified in Minn. Stat. 373. The County serves an area of 423 square miles, with an estimated
population of 262,748. The County's fiscal year begins on January 1 and ends on December 31. The County is
governed by a five-member County Board of Commissioners representing separate districts. In addition, the
Offices of County Attorney and Sheriff are elected on a countywide basis.
The County offers a full range of services including property tax administration, law enforcement and
corrections, public works, parks, solid waste management, library, community health, county extension,
human resources, courts, and general administration. The County employs approximately 1,400 employees.
Washington County completed an Interior Signage and Wayfinding Plan in April 2025 to address navigation
challenges within county facilities. The plan identified key issues including inconsistent signage, lack of
service-based wayfinding, outdated information, and the transition to a self-service model without staffed
information desks.
The most critical challenge occurs at building entry ("ground zero"), where visitors must independently
identify services without clear direction or support.
The plan establishes a comprehensive wayfinding system that includes:
* A Services Directory organized by user needs (not departments)
* Welcome kiosks at entrances
* Standardized sign types and graphic elements
* Digital touchscreen integration
* Governance and maintenance framework
Washington County is now seeking implementation services for:
* Cottage Grove Service Center
* Forest Lake Service Center
The goal is to implement a consistent, accessible, and user-centered wayfinding system aligned with the
2025 plan.
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1.2. County Authorized Representative
The County Authorized Representative for this RFP is:
Whitney Libby, Project Manager
Whitney.Libby@washingtoncountymn.gov
1.3. Schedule
Washington County anticipates the following schedule:
Schedule Due Date
RFP Release Date 4/13/26
Questions Due 4/22/26
Addendum Release Date 4/27/26
Proposals Due 5/4/26
Notification of Award 5/8/26
Commencement Date June 2026
Completion Date June 2027
2. Scope of Services
The successful Consultant will have the ability to perform all the functions below. Consultants who cannot
provide the full range of requested services may submit a proposal, but must clearly note any services listed
in this request which would not be provided. Consultants are also encouraged to highlight any services for
which they possess particularly notable qualifications.
2.1. Mandatory Services
The successful consultant will have the ability to perform all the functions under mandatory services.
2.1.1 Site-Specific Implementation
The Consultant shall design and coordinate implementation of the signage and wayfinding system at:
* Cottage Grove Service Center
* Forest Lake Service Center
Design and implementation must align with the Washington County Signage and Wayfinding Plan (2025).
Appendix B.
2.1.2 Signage System Implementation
2.1.2.1 Welcome Kiosk Installation
* Design and installation of entry "Welcome Kiosk" at main entrances.
* Include:
Static Services Directory display
o
Integration with digital touchscreen system (not included in this scope)
o
* Kiosk serves as primary navigation point ("ground zero")
2.1.2.2 Service Directory Deployment
* Design and implementation of directory organized by:
Primary Service Categories
o
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Service Groups
o
Individual Services
o
* Must use:
Approved naming conventions
o
Icons and color system
o
Simplified, user-friendly language
o
2.1.2.3 Interior Sign Types Installation
Consultant shall design and coordinate installation of all required sign types, including:
* Overhead directional signs
* Wall-mounted directional signs
* Flag-mounted (projecting) signs
* Room identification signs
* Room service directories
All signage must follow plan standards for:
* Typography (Source Sans Pro)
* Icons and arrows
* Color coding
* Placement consistency
2.1.2.4 Alpha Room Designation System
* Replace department-based room naming with alpha designations (A, B, C, etc.)
* Ensure alignment with directories and digital systems
* Include corresponding room signage
2.1.2.5 Digital Integration (plan for future implementation)
* Support implementation of touchscreen wayfinding system at kiosks
* Integrate with:
Service directory structure
o
Multilingual display capability
o
* Coordinate with County IT and existing queuing systems
2.1.2.6 Translation & Accessibility Features
* Incorporate:
Universal icons
o
Simple English terminology
o
QR codes or translated content
o
* Ensure ADA compliance for all signage
2.1.2.7 Reduction of Sign Clutter
* Remove outdated, redundant, and temporary signage
* Replace with standardized system
* Provide designated areas for temporary signage (if applicable)
2.1.2.8 Consistency Across Locations
* Ensure both service centers follow identical:
Information hierarchy
o
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Signage and Wayfinding Implementation
Sign types and placement logic
o
Visual standards
o
2.2. Deliverables
2.2.1 Required Deliverables
* Site-specific signage plans (for both locations)
* Final sign message schedules (all sign content)
* Fabrication -ready design documents
* Installation plan of all signage elements
* Digital integration setup (plan for future implementation)
* Post-installation verification walkthrough
* As-built documentation
2.2.2 Optional/Recommended Deliverables
* Phased implementation plan
* Cost breakdown by sign type and location
* Maintenance guidelines aligned with governance plan
* Staff training materials (optional but valuable)
2.3. Other Requirements
* Consultant must ensure consistency with County branding and standards
* Must coordinate with:
Communications Team (for content integrity)
o
Building Services (installation)
o
IT (digital systems)
o
* Must design for:
Future adaptability
o
Ease of updates
o
* Must align with governance plan for ongoing signage management
2.4. Optional Services
The County may add the optional services listed below. Consultants shall clearly indicate if they provide
these services and highlight any particularly notable qualifications or experience with these services.
* Phase 2 digital touchscreen development
* Mobile wayfinding integration
* Translation system expansion
* Ongoing signage audit services
3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
3.1. Cover Letter
Introduce the Consultant submitting the proposal and state the Consultant's understanding of the services.
Include name, address, telephone number, and email address of the contact person(s), as well as the names
of any others participating in the proposal.
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3.2. Qualifications and Experience
Provide demonstrated qualifications and experience that proves the ability to perform the services and
meet the requirements of this RFP. Please include the experience of your firm and your proposed project
manager, including years of experience.
3.3. Fee Schedule
Provide all costs associated with the proposed contract for services in a complete and understandable form.
3.4. References
Provide three references for organizations currently utilizing your services that are similar in size and with
similar needs as Washington County. Include agency name, contact name, email address, phone number,
and a brief description of the services you provide.
3.5. Appendix A - County's Standard Terms and Conditions
Submit a signed Appendix A as the Consultant
to whom the contract is awarded shall be required to comply with the terms and conditions contained
therein.
3.6. Conflict of Interest
The Consultant must identify any potential conflict of interest it may have with the County or any other
party or entity that may be affected by the terms of this RFP and responsive proposals. The Consultant
agrees that, should any conflict or potential conflict of interest become known, it will immediately notify the
County of the conflict or potential conflict, and will advise the County whether it will or will not resign from
the other engagement or representation. Unless waived by the County, a conflict or potential conflict may,
in the County's discretion, require withdrawal or rejection of the Consultant's proposal.
4. Proposal Submittal
Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover letter,
table of contents, and appendices. The proposal must be combined as one document and the font shall be
no smaller than 11-point. All proposals must include Proposal Content set forth in Section 3 and be sent
electronically to the County Authorized Representative:
Whitney Libby, Project Manager
Whitney.Libby@co.washingtoncountymn.gov
Consultants must submit to the e-mail address above with a subject line clearly marked as Signage &
Wayfinding Implementation, no later than Monday, May 4 at 2:00PM. Late submittals will not be
considered.
All proposals, once submitted, become the property of the County. They will not be returned to the
Consultant. Submission of a proposal indicates acceptance by the Consultant
of the conditions contained in this RFP unless clearly and specifically noted in the proposal submitted and
confirmed in the contract between the County and the selected Consultant.
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5. Proposal Evaluation and Selection
The County will evaluate the information the Consultant provides in response to this RFP. Step one will
consist of a review to determine which proposals comply with all mandatory submission requirements. Non-
compliant proposals will, subject to the express and implied rights of the County, be disqualified and not
evaluated further. Step two will consist of scoring each compliant response based on the evaluation criteria
below.
5.1. Evaluation Committee
The evaluation committee consists of representatives of Washington County.
5.2. Evaluation Criteria
The criteria and assigned weight on which proposals will be evaluated are:
Evaluation Criteria Points
Expressed understanding of the services and requirements of 30
this RFP
Qualifications and Experience (firm and project manager) 30
Cost 20
References 20
Total 100
5.3. Interview/Presentation
During the evaluation process, the evaluation committee may at its discretion request Consultants for an
interview or to provide a presentation to the evaluation committee. Not all Consultants may be selected for
interviews/presentations.
5.4. Final Selection
The Consultant with the highest evaluated score will be selected. It is anticipated but not guaranteed that
the selection of a Consultant will be completed by May 8, 2026. Following notification of the selected
Consultant, it is expected a contract will be executed between both parties by June 2026.
5.5. Conditions of this RFP
* This RFP process does not obligate the County to award a contract or complete the services.
* The County reserves the right to waive any minor irregularities.
* The County reserves the right to reject any or all proposals.
* The County reserves the right to request additional information or clarifications from Consultants.
* The County reserves the right to interview any, all, or none of the Consultants.
* The County reserves the right to enter into a contract with more than one Consultant.
* If the RFP process concludes by withdrawal, cancellation or rejection of all proposals, the County
reserves the right to issue another RFP for this service.
* The County shall not be liable for any expenses incurred by the Consultant including but not limited
to expenses associated with the preparation and submission of the proposal.
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* Proposals submitted become a matter of public record. All data collected, created, received,
maintained, or disseminated for any purposes by the activities of the Consultant because of this RFP
is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as
amended, the Minnesota Rules implementing such Act now in force or as adopted, as well as
Federal Regulations on data privacy.
6. Proposal Questions
To notify the County of any inconsistency or ambiguity in this RFP and for all questions pertaining to this
RFP, all questions and notifications must be sent via e-mail by Wednesday, April 22, 2026 at 2:00PM to the
County Authorized Representative:
Whitney Libby, Project Manager
Whitney.Libby@co.washingtoncountymn.gov
Only written questions and notifications will receive responses. Washington County reserves the right to
disregard questions received after Wednesday, April 22, 2026 at 2:00PM. An addendum will be issued
through the same communication medium as this RFP was originally distributed no later than Monday, April
27, 2026.
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Appendix A - County's Standard Terms and Conditions
A contract will be prepared by Washington County upon selection of a firm. The following provisions must be
included in any contract and are non-negotiable.
I. Cost And Payment
The Contractor will provide to the County clear documentation of work completed, dates of work, and
location of work. Contractor invoice(s) will reflect charges in accordance with the Cost Proposal
provided. Contractor invoice(s) will be paid within 30 days of receipt of the invoices providing proper
documentation is presented. Payments made under this Contract shall be in the form of Automated
Clearing House (ACH), check, or Virtual Credit Card (VCC). The County may withhold payment for failure
to provide service to comply with any of the provisions of this agreement; no interest penalty shall
accrue against the County.
Charges such as, but not limited to, mileage reimbursement, fuel, trip or parking charges, consumable
incidental materials, etc. shall be included in the Contractor's overhead and included on the Cost
Proposal provided. These charges will not be reimbursed if labeled as "miscellaneous charges."
II. Nondiscrimination
The Contractor agrees to comply with the nondiscrimination provision set forth in Minnesota Statute
181.59 and not discriminate on the basis of race, creed, color, or national origin. The Contractor's failure
to comply with this requirement may result in cancellation or termination of the Contract, and all money
due or to become due under the Contract may be forfeited for a second or any subsequent violation of
the terms or conditions of this Contract.
III. Compliance with Law
The Contractor shall comply with all applicable Federal law, State statutes, Federal and State
regulations, and local ordinances now in effect or adopted during the performance of the services
herein until completion of said services. Failure to meet the requirements of the above shall be a
substantial breach of the Contract and will be cause for cancellation of this Contract.
IV. Possession of Firearms on County Premises
Unless specifically required by the terms of this Contract or the person it is subject to an exception
provided by 18 USC 926B or 926C (LEOSA) no provider of services pursuant to this Contract or
subcontractors shall carry or possess a firearm on County premises or while acting on behalf of
Washington County pursuant to the terms of this Contract. Violation of this provision is grounds for
immediate suspension or termination of this Contract.
V. Subcontracting and Assignment
The Contractor shall not enter into any subcontract for performance of any services contemplated under
this Contract; nor novate or assign any interest in the Contract, without the prior written approval of the
County. Any assignment or novation may be made subject to such conditions and provisions as the
County may impose. If the Contractor subcontracts the obligations under this Contract, the Contractor
shall be responsible for the performance of all obligations by the subcontractors.
VI. Subcontractor Prompt Payment
Pursuant to Minnesota Statute 471.425 subd. 4a., Contractor shall pay any subcontractors within 10
days of the Contractor's receipt of payment from the County for undisputed services provided by the
subcontractors. The Contractor shall pay interest of 112 percent per month, or any part of a month, to
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