Request for Proposals: #2480-95-26 Municipal Building Entrance Sign

Description: Date of Issue: October 14, 2026 The Village of Valemount is seeking proposals from qualified contractors to provide all labour, materials, equipment, design services, permits, and supervision necessary for the removal and disposal of the existing municipal entrance sign and the design, fabrication, supply, and installation of a new municipal entrance sign. The Village intends to create a welcoming gateway feature that reflects the character, culture, and identity of the community while providing a durable, attractive, and low-maintenance landmark for residents and visitors. Background The Village currently has an entrance sign located at: 735 Cranberry Lake Road The existing sign has reached the end of its useful life and is to be removed and disposed of. The Village wishes to replace it with a new entrance sign that creates a positive first impression of the community and serves as a prominent gateway feature. Scope of Work The objectives of this project are to: - Safely remove and dispose of the existing entrance sign and associated structures. (Current stone foundation is to stay. Only the wooden signage is to be replaced, including the wooden signage attached to the stone structure) - Design and construct a new entrance sign that reflects the municipality's branding and community identity. - Utilize durable and weather-resistant materials suitable for local environmental conditions. - Provide a sign requiring minimal ongoing maintenance. - Enhance community pride and visitor experience. - Complete the project in a timely and cost-effective manner. Existing Sign Removal - Protect existing infrastructure during demolition activities. - Remove the existing sign, foundations, supports, and associated materials. - Dispose of demolished materials in accordance with applicable regulations. - Restore the site following removal activities. Design Services - Review the project site. - Meet with Village representatives as required. - Develop one (1) conceptual design option, however additional will be accepted. - Prepare detailed design drawings and renderings. - Incorporate Village branding, logo, and community themes. - Provide material samples and specifications. - Revise designs based on Village feedback, if selected as proponent. Fabrication - Manufacture the approved sign design. - Supply all materials, hardware, supports, and structural components. - Ensure all materials are suitable for year-round outdoor exposure. - Fabricate the sign in accordance with approved drawings and specifications as per Village bylaws and policies. Installation - Supply and install all foundations and structural supports. - Complete site preparation and excavation as required. - Install all sign components. - Install electrical service and lighting, if applicable. - Complete all required landscaping restoration. - Conduct final inspections and ensure the sign is fully operational. Project Closeout - Provide record drawings. - Warranty documentation. - Maintenance recommendations. - Product manuals for lighting or electrical systems. - Final project inspection with Village representatives. Design Requirements - Include the wording "Welcome to the Village of Valemount" - Reflect the character and identity of the community. - Incorporate the municipal logo or branding elements. - Be visible day and night. - Be aesthetically appealing from both directions of travel where applicable. - Be designed to withstand local climate conditions. - Require minimal maintenance. The Village encourages proposals that include: - Natural stone elements. - Timber looking accents. - Metal construction. - Energy-efficient LED illumination. - Landscaping integration. - Opportunities for seasonal decorations or banners. Site Visit A non-mandatory site visit will be scheduled for 11:00 AM, October 27, 2026. Proposal Requirements Only complete submissions will be accepted. Partial submissions will not be considered. Submissions may be revised by written amendment, delivered to the email address, before the Closing Date. Should the proponent consider additional services and materials appropriate, it should be recommended in their quote. The Proponent is to cost these additional items separately. The proposal may include one or more quotations, must include estimated hours and timeframe involved and a letter of introduction, including name and address of Respondent and details of potential partnerships and business agreements contemplated for the project. Fees A fee schedule for the work is to be submitted along with the work program. The rates and total fees must be identified in the fee schedule. Any anticipated expenses are to be identified in the quote. The fee proposed will be considered the maximum upset fee by the Village, and any expenditures beyond that amount will require approval by the Village and will only be considered for increases in the scope of work proposed by or agreed to in advance by the Village. Payment Payment for the work will be made in payments upon completion of sections of work, satisfactory to the Village. Evaluation and Selection Criteria Proposals may be evaluated using the following criteria: - Design Concept 40% - Experience & Qualifications 20% - Project Schedule 20% - Budget 20% - Innovation 10% Clarification of this Request for Quote This is a request for proposals only and will not give rise to a Contract "A" (bid contract). The Village is free to negotiate with any of the proponents and that as a result of the negotiation process, the Village is not required to treat all proponents equally. This request for proposal process is NOT a tendering process. No legal relations are intended to arise from the RFP process. The Village is NOT contractually bound to any matters until such time as the Village has negotiated a separate contract that is totally independent of the RFP process. If a Proponent has any questions about the contents of the RFP, or about any matters relating to it the question must be directed in writing, and not orally, to the Village's representative at the contact address set out below, before 12:00pm Wednesday November 4, 2026. The Village's representative will answer all questions in writing, and will issue a copy of all questions and answers as addenda. The RFP process forms complex legal obligations. Any information obtained from any source other than the Village Representative is not official and should not be relied upon. Any uncertainty regarding the process, therefore, must be referred to the Village Representative. Village Representative The Village's representative on this project is Lori McNee, and all inquiries related to this 'Request for Quote' are to be directed to: Lori McNee, Director of Finance, Village of Valemount, PO Box 168 Valemount, BC V0E 2Z0. Email contacts listed in the RFP: rfp@valemount.ca and dof@valemount.ca. Telephone: 250 566 4435. Notice to Proponents - Liability: Proponents shall ensure that the Village, its officers, employees, and committee members, are saved harmless from any liability whatsoever arising out of proponent's performance or non-performance of the term of this Quote. - Proponent Responsibilities in Submitting Proposals: Each Proponent is solely responsible for the risk and cost of preparing and submitting its proposal in response to this RFP. By submitting its proposal to the Village, each Proponent represents and warrants that the information in its proposal is accurate and complete. - Confidentiality and Freedom of Information of Proposals: All submissions submitted to the Village become the property of the Village and may be disclosed as necessary to carry out the RFP process or as required by law including the Freedom of Information and Protection of Privacy Act. - Waiver and Allocation of Risk: The Village accepts no responsibility or liability for the accuracy or completeness of this RFP and proponents are solely responsible for obtaining their own independent advice and information. - Closing Date for Proposals: The closing date for proposals will be 12:00 p.m. on Wednesday, November 18, 2026. All proposals must be clearly marked with the name and address of the proponent and the 'Request for Quote' title. Proponents are responsible for ensuring that digital (email) delivery occurs within the deadline. Late proposals may not be accepted. Schedule (as stated in the RFP) - RFP Issued: October 14, 2026 - Site Visit: October 27, 2026 - Questions Deadline: November 4, 2026 - Response to Questions: November 11, 2026 - Proposal Closing: November 18, 2026 - Evaluation Period: November 19-27, 2026 - Council Meeting: December 8, 2026 - Award Notification: December 11, 2026 - Project Start: To be negotiated - Completion Date: April 30, 2027 Photos / Dimensions are included in the RFP (outside and inside dimensions, concrete ledge details, existing sign height).