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Project Process Planning a Sign System
Plan (Continued)
C. Finalize Design & Wayfinding Masterplan
Objective: Finalize the wayfinding master plan, signage system standards, and
budget for programming and implementation.
Consultant / Contractor Tasks:
• Finalize the information hierarchy and terminology that will guide users
effectively from general to specific.
• Finalize the facility directory listing with associated check-ins.
• Prepare final sign type drawings with construction details.
• Create detailed orientation plans for signs and visitor guides.
• Prepare final artwork for all graphics assets developed.
• Finalize an implementation budget with estimated sign quantities.
• Produce physical sign samples.
• Create specifications documents for small projects.
• Develop a wayfinding training guide for staff.
Documentation:
• Information hierarchy
• Facility directory
• Signage system standards drawings showing all sign types, details,
mounting, and layouts
• Specifications including a 10 14 00
• The final budget for programming and implementation
• Wayfinding training guide
• Leadership/stakeholder presentation
• Physical sign samples
• Graphic assets for all designs created
VA Tasks:
• Review final planning documents.
• Determine the next steps for programming and implementation.
Approvals:
• VA approval of the wayfinding master plan and final planning documents.
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Project Process Planning a Sign System
Plan (Continued)
Next Steps
The next steps after the planning phase depend on the selected project approach,
available funding, and facility priorities.
When funding is available to implement the project (or a phase of it):
• If using the Design-Bid-Build Approach: Coordinate with contracting to
solicit proposals from qualified architectural signage firms on GSA Schedule
utilizing the statement of work, sign standard, and best value evaluation
criteria developed in the planning process.
• If using the Design-Build-Maintain Approach: Issue a task order to the BPA
holder for the programming and implementation when funding for the project
or a portion of the project becomes available. Task orders can also be issued
to implement the new sign standard in small and ongoing projects as the
facility works to adopt the new signage system fully.
Note: It is recommended to only begin the programming phase when funding is
available for implementation. Information and existing conditions quickly change,
rendering the programming data invalid after 6-12 months.
Section 1.1.3 21
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Project Process Planning a Sign System
Program
Location, Placement & Messaging
Objective: Determine the signage system's final locations, placement, and
messaging based on the signage system standards and wayfinding master plan
established in the planning phase.
Consultant / Contractor Tasks:
• Identify sign locations and survey for suitability (available space/existing
conditions, viewing distance, scale, ceiling height, etc.).
• Document all existing conditions for demolition (if applicable).
• Survey and meet with VA Staff to determine messaging for room id,
informational postings, and specialty / regulatory information.
• Program all messaging for directional signs based on the wayfinding master
plan.
• Prepare submittals, revise, and re-submit as necessary based on VA review.
Documentation:
• Message schedule
• Facility directory
• Location plan
• Submittal/fabrication drawings with installation details
• Elevation drawings for non-standard configurations or areas where multiple
signs are needed like front entries or lobbies
• Production-ready artwork for orientation maps, graphics, images, etc.
VA Tasks:
• Review the final sign location plan, message schedule, and drawings.
Approvals:
• VA approval of documents for implementation.
Section 1.1.3 22
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Project Process Planning a Sign System
Implement by Phase
Manufacture, Demolish & Install
Objective: Manufacture and install the new signage system.
Consultant / Contractor Tasks:
• Produce pre-production samples and submittals.
• Fabricate signage.
• Coordinate delivery, demolition, and installation activities.
• Mark items for demolition / removal.
• Conduct pre-installation walkthrough.
• Perform demolition and installation activities.
• Create a punch list report.
• Correct punch list items.
• Train VA staff on how to make updates to the system.
Documentation:
• Pre-production samples and submittals
• Punchlist report
• As built drawings, location plans, and message schedule
VA Tasks:
• Review pre-production samples and submittals.
• Review and confirm the punch list.
• Coordinate implementation with facility staff.
Approvals:
• Acceptance of installed project
• Receiving report
Section 1.1.3 23
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Project Process Planning a Sign System
Maintain
Objective: Keep the signage system current, ensure consistency across all
categories of wayfinding (appointment letters, visitors guide, etc.), and provide
staff/volunteers with wayfinding training.
Consultant / Contractor Tasks:
When using a Design-Bid-Build approach, the contract typically ends after
implementation. If using a Design-Build-Maintain approach with a BPA, the
consultant/contractor can assist in the following areas:
• Regularly evaluate the system for potential updates.
• Based on an upcoming facility change (department move, name change,
etc.) identify and perform updates to all applicable signs.
• Specify and implement signage for new construction or renovation projects.
• Provide consistent signage for future updates.
VA Tasks:
• Update appointment letters to use accurate and consistent nomenclature.
• Provide staff and volunteers with wayfinding training.
• Maintain the facility's signage system by consistently updating signs,
messages, and graphics.
• Ensure all future construction and renovations use the sign standards and
specifications developed in the planning phase.
Section 1.1.3 24
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Small Projects Planning a Sign System
1.1.4 SMALL PROJECTS
Existing signage systems will frequently require small projects including updating
and maintaining current signs and expanding the system with new signage and
wayfinding elements. If the system is not consistently maintained, its efficacy will
break down over time, negatively impacting patient experience, reducing the
return on investment, and shortening its lifecycle. When implementing small
projects, it is important to:
• Adhere to the facility's wayfinding master plan and signage system
standards.
• Identify a facility wayfinding / signage manager.
• Consult with an experienced design partner and architectural signage
vendor.
• Utilize an insert-based component signage system and use the same
manufacturer’s system throughout the entire facility.
• Document and track the existing signage system and all patient destinations
with associated check-in locations. This includes keeping an up-to-date
record of each sign's location, type, and message. A sign data management
system can assist in this effort facilitating more efficient, accurate, and
cohesive sign projects over the life of the system. Some EGD firms and
architectural signage companies offer these types of software platforms as
part of their service. Refer to Section 1.3 Signage & Wayfinding Technology
for more information.
The following are additional recommendations per project type:
Operational Updates
Operational updates include but are not limited to sign requests from specific
departments/staff, nomenclature changes, updates to policies and procedures,
and relocations.
• The facility wayfinding manager should have the authority to act as the
gatekeeper for requests to ensure consistency and prevent visual clutter.
Some requests should be solved by facility leadership and not by more
signs.
• Changes in nomenclature, policies, and service locations often require
updates to numerous signs located throughout the facility. If the change
requires updates to directional signs, it is recommended that the contractor
who programmed the system advise the facility on how the change should
be implemented. Otherwise, the logic and structure of the wayfinding system
can begin to break down, often resulting in laundry lists of departments
appearing sporadically on signs.
• A Design-Build BPA contract grants the facility access to a design partner
and architectural sign vendor who are familiar with the facility. These
partners can consistently program and implement requests in collaboration
with the facility. Other contractual options include issuing government
purchase card contracts for individual projects or separate GSA Schedule
procurements for projects exceeding the micro-purchase threshold.
Section 1.1.4 25
