2020 Clarke Systems Monument Health Proposal

PROPOSAL

Monument Health

353 Fairmont Boulevard, Rapid City, SD 57701

1857 Walnut Street, Allentown, PA 18104 | Phone: 800-331-1891 | Fax: 610-434-9868

Wayfinding

PROJECT PARTNERING

There is an art to wayfinding. It takes time and attention-to-
detail to perfect it.
It also requires a commitment to careful observation, intelligent
questioning and a studied awareness of a facility’s environment
— as well as the residents, customers, staff and/or visitors who
frequent it — in order to deliver effective results.
While, in truth, signs represent only one aspect of the wayfinding
picture, they do indeed play a critical role in the success of
a program. The sign professionals at Clarke Systems have
extensive experience in planning the interior wayfinding signs
for major facilities including government, corporate, medical and
educational campuses.
There is more to wayfinding than meets the eye: environmental
cues, spatial relationships, regulatory requirements, the
characteristics of the user population and more. For that reason,
it is important to consider wayfinding options at the beginning of
the project when the knowledge learned from the process actually
helps plan a more successful outcome for the facility itself.
For over 30 years, we have collaborated with our sign trade
partners and the architects, graphic and interior designers,
facilities managers, contractors, planners, and building owners
in their markets, to plan and implement effective sign programs.
We welcome the opportunity to work together on a wayfinding
program and we’re committed to focusing our complete
resources on helping you achieve success.

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Table of Contents

Cover Letter 5

Project Team 7

Wayfinding Experience 10

Portfolio of Work 12

Project Management 16

Sign Program Development 17

Proposal 19

Scope of Work Option One 21

Scope of Work Option Two 23

Proposed Timeline 26

Calendar 29

Terms and Conditions 31

Corporate and Team Data 33

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Charles Kelly, Jr.
President and Owner
Clarke Systems
1857 Walnut Street
Allentown, PA 18104

March 5, 2020

Dave Ellenbecker
Vice President, Facilities Management
Monument Health
2925 Regional Way
Rapid City, SD 57701

Good Afternoon Dave,
Thank you for considering the suggestion of Clarke Systems by Pride Neon.
Our recent trip provided great insight within a short time. For the sake of clarity, we understand your
immediate requests are: (1) to receive an “apples to apples” quote reflecting the summary of Shannon Leigh
Design and (2) provide our solutional interpretation of what we learned during our visit that is challenging
your overall interior sign program.
Furthermore, we understand your timeline to be the following: construction to reach substantial completion
by mid-June with handover by September 1st. Therefore, all wayfinding development work is to take
place mid-summer. A tall order, but one we can accomplish with a quick decision to proceed. The prompt
commitment coupled with our manufacturing ability, distributor-level relationship with the prime product
provider in the facility (Vista), and our trade business model tying us to both Pride Neon and if helpful,
Unique Signs will allow us to meet this schedule.
After your review, we would welcome another opportunity to discuss our suggested direction and timeline,
as well as answer any questions you may have.
The team at Clarke Systems is looking forward to working with you and the staff at Monument Health/Rapid
City. I hope our proposal positions us to do just that and that we can assist with making a difference every
day for your patients and visitors.

Best regards,

Charles Kelly, Jr.

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Project Team

CHARLES J. KELLY, JR. Owner/President

Charlie has been in the sign business for 30+ years and has served as a member
of the Quality Control Board of the Government Services Administration
(GSA). He has been a regular presenter at the International Sign Association’s
annual Sign Expos and other professional gatherings. Having grown up
in the national sign industry, he entered the family business full time after
college graduation and gained experience in all areas, from manufacturing
to sales and marketing. In the mid-90s the company was sold to a British
international sign company, and Charlie stayed on as General Manager of the
US Division. He remained at the head of the company when it was again sold
to an American-based manufacturer and in 2003 bought the architectural sign division. Since then, Charlie
has expanded the company to include wayfinding consulting, sign program design, project management,
installation, and ancillary services. He has earned a GSA contract, produced substantial sign programs for
significant government installations, and become a trusted sign consultant. His wayfinding presentation for
the International Sign Association EXPO was accredited by AIA for continuing professional education. He
has written articles on wayfinding for national sign trade publications and is frequently interviewed by other
writers covering the topic.
As company president, he assumes overall responsibility for the successful completion of the project and
the satisfaction of the stakeholder.

EDUCATION
BA – Business, Muhlenberg College - Allentown, PA

AFFILIATIONS
International Sign Association (ISA)
United States Sign Council (USSC)
Society of Experiential Graphic Designers (SEGD)

COMPUTER SKILLS:
Proficient in Microsoft Office Suite

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Project Team

ROXANNE VERRASTRO Project Designer & Manager

With a strong background in the design industry, Roxanne has vast knowledge
of the entire built environment. In May 2013, Roxanne joined Clarke Systems
and continues to play a pivotal role in coordinating both domestic and
international projects in the healthcare, higher education, government, and
private sectors. As leader of the Design Department, Roxanne and her team
are responsible for creating submittal presentation drawings from concept
through production. These submittals include detailed sign types, as well as
complete message schedules and labeled floorplans, which are easy for the
client, production personnel, and installer to understand. Roxanne offers
creative wayfinding options that help direct individuals throughout a facility along with solutions to all
aspects of a project. She is the timekeeper of the project - from beginning to end - familiar with all related
details, and responsible for communications between the client, production team, and installer(s).
EDUCATION & CERTIFICATIONS
Associates Degree in Applied Science – Interior Design, Northampton Comm. College – Bethlehem, PA
BA – Marketing, Muhlenberg College – Allentown, PA
Construction Specification Institute (CSI): Certified Construction Contract Administrator (CCA)
CSI: Construction Document Technologist (CDT)
Current Treasurer of CSI Chapter
Former President of CSI Chapter
COMPUTER SKILLS
Auto-Cad Technologist Certificate
Microsoft Office Suite
Adobe Creative Suite
Workzone

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Project Team

GEOFF GEIS Operations Director

Geoff joined the Clarke Systems team in 2016. While Geoff has an extensive 25-year business background
encompassing finance, portfolio management and financial consulting, the primary focus of his work activity
includes analyzing companies to help them streamline their practices by improving logistics and creating
efficiencies. His strengths are in developing processes and protocols for production, administration,
and sales initiatives. He will assure that a project is fully coordinated between the project manager and
the manufacturing and on-site installation teams, meeting all specifications and budgets for product
manufacturing, quality control and on time delivery.
EDUCATION
Fenwick High School – Oak Park, IL
BS – Finance, Boston College – Boston, MA
COMPUTER SKILLS
Microsoft Office Suite

SUE SHOEMAKER Lead Estimator and Business Manager

Sue started her career as an assistant in the Accounting Department in 1983. Over the last 35 years, she
has excelled in several different roles, including Accounting Manager and Sales Support/Customer Service
Manager, eventually becoming Clarke Systems Business Manager. As the business administrator, Sue
oversees invoicing, bid review, quote development, and project proposals.

EDUCATION
Emmaus High School – Emmaus, PA
Accounting, Income Tax and Business Law Studies, Cedar Crest College – Allentown, PA
COMPUTER SKILLS
Proficient in Microsoft Office Suite

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Recent Wayfinding Experience

GOVERNMENT

• Herbert R. Temple Jr. Army National Guard Readiness Center: Arlington, VA. 250,000 square foot
building housing 2,500 employees.

• U.S. Customs and Border Protection Headquarters: Ronald Reagan Building, Ground Level, Washington,
DC. Approximately 40,000 square feet of space housing 2,500 employees.

• T he Air National Guard Readiness Center: Joint Base Andrews, MD. 250,000 square foot building
housing 1,200 employees.

• Federal Aviation Administration Headquarters: Orville Wright Federal Building, Washington, D.C.
Approximately 500,000 square feet of space housing 4,000 employees.

• M EPS – Military Entrance Processing Station: Omaha, NE. 19,000 square foot building. Knoxville, TN
and Denver, CO.

• N ational Science Foundation Headquarters: Alexandria, VA. Approximately 660,000 square feet of
space housing 2,100 employees.

• N ational Institute of Standards and Technology: Gaithersburg, MD.
• U. S. Department of Homeland Security Headquarters: Nebraska Avenue Complex, Washington, DC.
• Defense Information Systems Agency: Fort Meade, MD. Seven building office campus housing more

than 4,000 employees.
• Department of Transportation: Washington, DC. 2.1 million square foot complex housing more than

5,000 employees.
• Patent & Trademark Office: Madison Building Alexandria, VA.

CORPORATIONS

• McCormick & Co: Baltimore, MD. 339,000 square foot building housing more than 2,100 employees.
• Wade Clark Mulcahy, Attorneys: Philadelphia, PA. Approximately 60 employees in a high rise office suite.

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Recent Wayfinding Experience (continued)

COLLEGE/UNIVERSITY

• DeSales University: Center Valley, PA. Suburban campus with 480 acres housing 2,350 students and 330
employees.

• PA College of Health Sciences: Lancaster, PA. More than 1,750 students and a staff of more than 300 on
a 320,000-square-foot environmentally friendly campus.

HEALTHCARE

• B arnabas Health System: Multiple locations throughout New Jersey.
• Bermuda Hospitals Board: 264,000 square foot facility housing 1,800 employees and 327 beds in private,

semi-private, and public wards treating over 34,000 patients annually.
• Geisinger Bloomsburg Hospital: 72-bed facility in Bloomsburg, PA.
• Keesler Air Force Base Medical Center: Biloxi, MS. 170,000 square foot facility housing more than 20

departments consisting of clinical, surgical, administrative support and minor ancillary support spaces.
• Navy Medicine West Facility, US Naval Hospital: Agana, Guam. 281,000 square foot facility housing

42 beds, two cesarean section rooms, improved diagnostic and ancillary capabilities such as MRI and CT
scanning suites.
• Parkland Hospital: Dallas, TX new 2.8 million-square-foot campus with 870 single-patient rooms.
• Summit Medical: MD Anderson Cancer Center. Multiple locations throughout their health network in
New Jersey.
• US Naval Hospital: Camp Foster, Okinawa, Japan. 443,000 square foot facility housing 1,000 staff
members and 1,100 patients.

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Portfolio of Work: Sign Samples

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Portfolio of Work: Bermuda Hospitals Board

13

Portfolio of Work: PPL Arena

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Portfolio of Work: Hauppauge Public Library‎

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Project Management

Working with Clarke Systems, you will have access to a full-service, knowledgeable staff capable of
handling all aspects of visual communications projects. We are respected for our quality workmanship,
outstanding customer service, timely fulfillment of orders/projects, and attention to detail. Owner/
President Charles Kelly, Jr. has been a leader in the sign industry for over 30 years and has served as a
member of the Quality Control Board of the Government Services Administration (GSA). He has been a
regular presenter at the International Sign Association’s annual Sign Expos and other professional groups.
Where required, all of our signs are compatible with and meet the standards of the Americans with
Disabilities Act (ADA), HIPPA, NFPA, and ANSI and can be adapted to meet local government regulations.
Our sign products are composed of aluminum and plastic elements which are recyclable, and many offer
paper insert options, making them a desirable green solution for sustainability requirements and minimal
maintenance demands.
Committed to teamwork, Clarke Systems cooperates in lockstep with all stakeholders with whom we
collaborate on signage and visual communications projects. We time our work in concert with their start or
completion schedules.
We are adept at handling foreign language requirements and working within government directed
processes. We are available to communicate as necessitated by diverse time-zone projects. We pride
ourselves on our logistic management capabilities and our prompt turnaround when asked to assist
customers with a time-sensitive challenge.

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GENERAL PROCESS

Sign Program Development

In each of the cases highlighted in the summary of recent projects, there were unique elements to the
design plan that required a custom approach. However, while each sign project has specific requirements,
the typical Clarke Systems approach to a facility-wide project includes the following:

1 Assign a project coordinator 6 Develop budget and timeline, if required

2 Hold “Sign Task Force” meeting with all 7 Present samples
stakeholders 8 Manufacture upon receipt of approvals
9 I nstall signs on pre-determined schedule
3 C onduct site review based on architect’s/ 10 Train client’s internal staff on sign
designer’s/owner’s plans
management, if necessary
4 D etermine or validate design solutions
and sign locations 11 B ring project to a close with complete
reporting
5 Capture relevant data in prepared report
and sign map

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PROPOSAL

Monument Health

353 Fairmont Boulevard, Rapid City, SD 57701

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OPTION ONE

MONUMENT HEALTH

Scope of Work

APPLES TO APPLES

SUMMARY OF SL OFFERING:

1. Universal Wayfinding: Information Design

a. New wayfinding vocabulary

i. New protocol for navigating

ii. Numbering methodology

iii. Vocabulary

1. January 2020 survey to be shared

b. (1) Site meeting

2. Sign program Development and Enhancement

a. Development of sign types and landmarks

b. New entrances

c. (1) Site meeting

3. Wayfinding

a. Renovations

b. Public areas

c. (1) Site meeting

4. Parking Lot Design and On-Call Service

a. Services available but not included

All above include design services, schematics, documentation, project management. All sign fabrication
and implementation will be completed between Clarke Systems, Pride Neon, Unique Signs and / or your
in-house graphics department.

Total fee for above: $645,000

See Terms and Conditions on page 22.

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OPTION TWO

MONUMENT HEALTH

Scope of Work

SOLUTIONAL INTERPRETATION: THE CLARKE SYSTEMS WAY

We believe at the heart of your wayfinding challenge is fragmented ownership between the facility and
corporate which translates into the lack of a unifying voice and direction. Clarke Systems will bring the
unity you are seeking by owning the leadership role through project management, design, process, and
documentation – a methodology that allows us to build cost savings today. We will galvanize a team and
develop solutions and processes that will ensure a successful sign program for years to come.

Over the next year, we will engage in regular meetings and quarterly visits to establish a solid foundation
and framework for success - all the while remediating the parallel issue at hand: a disconnected wayfinding
program. The following outline summarizes our program structure. It is an early interpretation of a success-
plan and will be modified accordingly as we become immersed in Monument Health’s sign program challenge.

1. Clarke Systems to assume all program management

a. Deflect for in-house management, it will be our focus

i. Govern the program

ii. Quick and decisive responses

iii. Own the process and save staff time-lost on unfamiliar issues

b. Apply product principles consistently

c. Educate staff within the hospital

d. Assure on-time delivery

i. Avoidance of rush fees

2. Identify and create a sign team made up of members from:

a. Plant Ops

b. Marketing

c. Safety

d. Quality

3. Develop new sign requirement approval process

a. Intranet based solution, parallel with in-house task ordering system

i. Identify reason for sign

1. Sub-level management approval

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OPTION TWO
(continued)

MONUMENT HEALTH

Scope of Work

SOLUTIONAL INTERPRETATION

3. Develop new sign requirement approval process (continued)

b. Steps

i. Sub-level management must agree

ii. Multi-step process (clear but effort required)

4. Sign manual management

a. All changes during a given year incorporated

i. Interior

ii. Exterior

b. Terminology and naming culture

c. Support brand management

d. Create/control/validate numbering program

5. Design elements by area and landmark(s) to improve patient and visitor experience

a. Color palettes for inserts and naming

b. Fonts

c. Imagery/landmark development including elevators

6. Prioritize issues at hand

a. Plan current effort

i. Wayfinding

ii. New entrance(s)

iii. General requests

b. Awareness/support/planning of efforts to come

i. New construction and renovations

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OPTION TWO
(continued)

MONUMENT HEALTH

Scope of Work

SOLUTIONAL INTERPRETATION

7. Oversight of outsourcing: best use of resources
a. Clarke Systems
b. Pride Neon
c. Unique Signs
d. Monument health in-house marketing print shop
8. Create cloud-based sign solution
a. Identify common area signs into a database
b. Map sign locations
c. Improve response time of future changes
d. Assure all signs modified accordingly, as changes are required
9. Oversight of code related sign requirements
a. ADA
b. NFPA
c. CMS
10. Broad program goals:
a. Minimize costs
b. Timely responses
c. Assure continuity
d. Training

Total fee for above: $585,000

See Terms and Conditions on page 22.

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Proposed Timeline (See calendar on page 23)

1. Proposal Acceptance By: March 31, 2020
2. File Sharing: April 1st – 3rd
3. File Prep By Clarke Systems: April 6th - 17th
4. Site Visit: April 21st, 22nd, 23rd
a. Temporary sign review
b. New wayfinding planning
c. Lock in scope of work: Connecting the old to the new
5. Wayfinding Design (WFD): Level 1, North-South/South-North
a. Temporary signs submittal: April 27th – May 8th
b. Complete V.1 submittal May 25th.
6. Revisions and Approval for Temporary Signs - May 15th
7. Temporary Sign Production/Install Week of May 25th
8. V.1 Permanent Sign Submittal April 27th – June 30th
9. Webinar: New Permanent WFD V.1 Submittal - May 27th
a. Paths (public vs authorized personnel only)
b. Departmental mapping
c. Department and services terminology
10. Permanent WFD V.1 Submittal Revisions Moving Into Permanent V.2 Submittal

Completed By June 10th
11. Web Presentation: New Permanent WFD V.2 Submittal – June 12th
12. Permanent WFD V.2 Submittal Revisions Moving Into Permanent V.3 Final Submittal

Completed By June 19th
13. Production of Test Signs Using Details of Permanent V.3 Submittal – Week of June 22nd
14. Site Visit and Review of Temp Signs and Projected Budget June 29th and 30th
a. Group meeting, walk-thru, critique
15. Consider Site Visit/Review Findings, Develop Modifications if Necessary and Begin Release of

Orders to Production
16. Production/Install of Permanent Signage: July 1st – September 1st

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Simultaneous Efforts to the Previous Page Timeline

1. Establish a Formal Sign Program Team at Monument Health
2. Create Sign Request Protocol System for Monument Health Employee Use
3. Understand Monument Health/Rapid City Construction Renovation Schedule Through 2021
4. Develop and Present a Wayfinding Education Program
5. Develop Cloud-Based Sign Solution (Limited to Sign Program Team)
6. Review and Consider All Patient Touchpoints that Affect Patient Visit (Website, Scheduling,

Reception, etc.)

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Monument Clarke Systems Clarke Systems MH & CS
Health Temporary Signs Permanent Signs Meetings

MARCH 2020 APRIL 2020

S U N D AY M O N D AY T U E S D AY W E D N E S D AY T H U R S D AY F R I D AY S AT U R D AY S U N D AY M O N D AY T U E S D AY W E D N E S D AY T H U R S D AY F R I D AY S AT U R D AY
1 2 3 4 5 6 7 1 2 3 4

8 9 10 11 12 13 14 File Sharing

5 6 7 8 9 10 11

15 16 17 18 19 20 21 File Prep

12 13 14 15 16 17 18

22 23 24 25 26 27 28 19 20 21 22 23 24 25

29 30 31 Site Visit

Acceptance 26 27 28 29 30

Temp Signs
Submittal

MAY 2020 JUNE 2020

S U N D AY M O N D AY T U E S D AY W E D N E S D AY T H U R S D AY F R I D AY S AT U R D AY S U N D AY M O N D AY T U E S D AY W E D N E S D AY T H U R S D AY F R I D AY S AT U R D AY
1 2 1 2 3 4 5 6

3456789 COMPLETE V1
SUBMITTAL
7 8 9 10 11 12 13

Temp Signs COMPLETE V2 Webinar
Submittal SUBMITTAL

10 11 12 13 14 15 16 14 15 16 17 18 19 20

Revise Approve COMPLETE V3
Temp Sign Submittal Temp Signs SUBMITTAL
21 22 23 24 25 26 27
17 18 19 20 21 22 23

Manufacture TEST V3
Temp Signs SUBMITTAL
28 29 30
24 25 26 27 28 29 30
Site Visit
COMPLETE V1 SUBMITTAL Webinar V1 SUBMITTAL & Budget

Install
31 Temp Signs

JULY 2020 AUGUST 2020

S U N D AY M O N D AY T U E S D AY W E D N E S D AY T H U R S D AY F R I D AY S AT U R D AY S U N D AY M O N D AY T U E S D AY W E D N E S D AY T H U R S D AY F R I D AY S AT U R D AY
1 2 3 4 1

567 Manufacture 9 10 11 2345678
Perm Signs

8

12 13 14 15 16 17 18 9 10 11 12 13 14 15

19 20 21 22 23 24 25 16 17 18 19 20 21 22

26 27 28 29 30 31 23 24 25 26 27 28 29

Install Perm
30 31 Signs

September 1 Turnover/Grand Opening

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Terms and Conditions

This proposal is a fixed-fee proposal except for travel expenses. Travel expenses will be charged as follows:

Flights and Hotel: cost plus 10% (Typical flight $600 per person, Typical hotel $150, receipts to be provided.
Per Diem: $ 125, charged per person and per day. Days calculated based on date travel begins to date of return
Services requested outside of this proposal will be required to be in writing and will be followed up with an
estimate and submitted for client approval.
Upon review and consideration of this proposal, please sign the authorization section below and submit an
official purchase order and 30% deposit from your organization within five business days.
Changes or Cancellations Should you need to change or cancel an order, please notify us immediately
by phone and confirm in writing the same day either by e-mail or fax. Be sure you have confirmation from
Clarke Systems that the cancellation has been received. Please note that you will be billed for all non-stock
materials either on order or in process as well as any completed goods, professional services rendered and
expenses accumulated in the act of fulfilling the original order.
Intellectual Property The Intellectual Property (IP) laws of the United States apply. The ownership of all
Intellectual Property created by us for your project/program resides with Clarke Systems regardless of the
format of those materials – electronic, dimensional, paper, presentations, etc. until paid in its entirety. Such
information as relates to this project may not be disclosed or distributed in any manner without our prior written
permission until paid in its entirety. Likewise, Clarke Systems agrees to respect your IP in the same manner.
Promotional Opportunities Once products produced are in the marketplace, all parties involved can use
photos of all or some elements of the program for promotional purposes. No endorsement will be implied
without prior permission.
Confidentiality It is understood that information exchanged in the course of doing business together is
proprietary to each respective company and as such will be treated confidentially.
Disputes Clarke Systems is a registered trademark of PMA 13, Inc. doing business in Allentown, PA. As
such, should any dispute arise that cannot be settled amicably in the process of doing business with each
other, that dispute will be submitted for arbitration in the State of Pennsylvania and settled in accordance
with the laws of the Commonwealth of Pennsylvania. The prevailing party in any legal dispute is entitled to
reasonable reimbursement of costs and attorney fees.
Representation It is assumed that the signatory to this agreement has the full legal authority to enter into
a binding agreement for your company.

Authorization Signature: ___________________________________________

Printed Name: ___________________________________________________

Title: ____________________________________________________________

Date: ___________________________________________________________

Final approval of the proposal will be conveyed by the issuance of a Monument Health
Purchase Order - to be issued within five business days of signing above.

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Corporate Data

1857 Walnut Street
Allentown, PA 18104

P: 800-331-2891
F: 610-434-9868

www.clarkesystems.com

Business Size: Small

Fed ID: 04-3748473
NAICS: 339950

Team Data

Charles Kelly, Jr., Owner/President
[email protected]
Cell: 610-349-6458

Roxanne Verrastro
[email protected]
Cell: 610-390-2761

Geoff Geis
[email protected]
Office Phone: 800-331-2891

Sue Shoemaker
[email protected]
Office Phone: 800-331-2891

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1857 Walnut Street, Allentown, PA 18104 | Phone: 800-331-1891 | Fax: 610-434-9868