View the complete RFP (as a PDF) at: https://kica.us/wp-content/uploads/2025/10/RFP_-Kiawah-Sign-Audit-and-Plan-Update.pdf

RFP Issue Date: Monday, Oct. 6, 2025
Intent to Bid or Not to Bid Notice Deadline: Wednesday, Oct. 22
Proposals Due: Friday, Oct. 24, 2025

I. INTRODUCTION

The Kiawah Island Community Association (KICA) is the master homeowners' association for Kiawah Island and is seeking proposals from qualified firms to conduct a comprehensive audit of existing Kiawah Island signage, as well as to update Kiawah's Master Sign Plan, which governs the design, placement, and types of signs throughout the Kiawah Island community. The selected firm will provide professional services to assess current signage, identify gaps or inconsistencies, and deliver a cohesive, updated Master Sign Plan that reflects Kiawah's branding, aesthetic, and functional needs.

II. PROJECT OBJECTIVES

1. Conduct a Targeted Audit of Existing Community Signs
   • Inventory existing signage (directional, regulatory, informational, amenity signage, etc.) within targeted locations on Kiawah Island, representative of the larger community.
   • Assess condition, consistency, visibility, compliance, and effectiveness
   • Identify signage gaps, redundancies, or necessary removals/replacements
2. Update and Expand the Master Sign Plan Document
   • Review the current Master Sign Plan (linked/provided upon request)
   • Last updated in 2020, compare two earlier versions of the Master Sign Plan document to identify applicable content that was unintentionally omitted from the current plan and should be reincorporated. Resolve inconsistencies with Kiawah stakeholders.
     • Incorporate approved content
3. Deliverables
   • Digital inventory and map of current signage within the targeted audit
   • Update and expand Master Sign Plan document (print-ready and editable formats)

III. SCOPE OF WORK

The selected firm will:

• Meet with Kiawah stakeholders to understand community goals and current signage context
• Visit Kiawah Island, South Carolina to document and assess existing signage
• Develop a comprehensive signage inventory (with photos and GIS/mapping if possible)
• Provide clear, actionable recommendations for updates, removals, or additions
• Present findings and proposed plan to Kiawah stakeholders
• Update the Master Sign Plan with new or revised sign specifications and usage guidelines

IV. PROPOSAL REQUIREMENTS

Interested firms must submit a proposal that includes:

1. Firm Overview
   • Background, size, relevant expertise, financials, key personnel, and legal history
2. Relevant Experience
   • Similar projects completed, especially for planned communities or municipalities
   • At least three client references
3. Approach & Methodology
   • Project understanding
   • Method for conducting signage audit
   • Approach to developing updated plan and design standards
4. Timeline
   • Estimated duration for each project phase
   • Indication of appropriate points for stakeholder engagement meetings and site visits
5. Fee Proposal
   • Total project cost, with a breakdown of fees by task or deliverable
   • Pricing workbook preferred
   • Service Provider's company will be responsible for all costs associated with participating in the Community Signage Audit and Update to the Existing Master Sign Plan.

V. SELECTION CRITERIA

Proposals will be evaluated based on:

• Qualifications and relevant experience
• Understanding of project goals
• Quality of proposal and proposed methodology
• Cost-effectiveness
• References and past performance

VI. SUBMISSION DETAILS

• Provide Notice of the Intent to Bid or Not to Bid: Wednesday, Oct. 22
• Submission Deadline: Friday, Oct. 24, 2025
• Format: PDF or digital submission

Provide notice and proposals to:

Leah Burris
Director of Communications
Kiawah Island Community Association
leah.burris@kica.us
843-768-9194

Questions may be directed to the above contact no later than Wednesday, Oct. 22.

VII. ADDITIONAL INFORMATION

• Site visits can be scheduled by request.
• The current Master Sign Plan is available here.
• Known additions, edits, and omissions to the Master Sign Plan are available here.
• KICA reserves the right to withdraw this RFP at any time prior to the due date with or without cause; KICA will not be liable for any reason of such withdrawal.
• KICA reserves the right to modify this RFP prior to the proposal due date by issuance of an addendum to this RFP, clearly marked as such and consecutively numbered Addendum 01, Addendum 02 and so on.
• KICA may accept or reject any or all responses, and may accept other than the lowest price proposal, or may make no selection at all.
• KICA reserves the right to award the work which is the subject of this RFP in whole or in part to one or more firms, and to negotiate with the preferred firm or firms following evaluation but prior to the award.
• Any deviations from these requirements as set forth in this RFP may result in your firm's proposal being considered non-responsive, resulting in a lower evaluation and possibly rejection of your firm's proposal.
• KICA reserves the right in the sole discretion of KICA to select the firm or firms which best represent the interests of KICA, and offer the overall best value to KICA.
• KICA reserves the right to seek further clarification from Service Providers after submission of proposals, and to request verification of data provided by Service Provider in their response.

Decision Timeline: KICA anticipates the following schedule for the selection process:

• Friday, Nov. 7 – Notification of shortlisted bidders
• By Friday, Dec. 5 – Presentations by shortlisted service providers
• Friday, Dec. 12 – Final decision communicated

Please note: KICA reserves the right to adjust this timeline as necessary.

• All Responses (including all rates, prices, costs, capabilities, etc.) must remain open for acceptance by KICA (i.e., valid) for a period of 6 months from the Response Due Date.
• If contracted:
  • The consultant will need to provide a certificate of insurance to include general liability insurance at $1 million or greater and workers' compensation at $500,000 or greater in order to work on KICA property.
  • The consultant will need to obtain a Town of Kiawah Island business license.