HomeMy WebLinkAbout232-12 RESOLUTIONRESOLUTION NO. 232-12
A RESOLUTION TO APPROVE THE COOPERATIVE AGREEMENT
BETWEEN THE CITY OF FAYETTEVILLE AND THE NORTHWEST
ARKANSAS REGIONAL PLANNING COMMISSION REGARDING
WAYFINDING PROGRAM IMPLEMENTATION AT A POTENTIAL COST
OF APPROXIMATELY $125,000.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves
the cooperative agreement between the City Of Fayetteville and the Northwest Arkansas
Regional Planning Commission regarding Wayfinding Program Implementation at a potential
cost of approximately $125,000.00 and authorizes Mayor Jordan to sign this agreement attached
to this Resolution.
PASSED and APPROVED this 4th day of December, 2012.
APPROVED:
ELD iiipplirAN, Mayor
ATTEST:
By: ,
SONDRA E. SMITH, City Clerk/Treasurer
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Jeremy Pate
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
12/4/2012
City Council Meeting Date
Agenda Items Only
Development Services
Division
Action Required:
Development Services
Department
Approval of a Resolution for a Cooperative Agreement between the City of Fayetteville and the Northwest Arkansas
Regional Planning Commission regarding a Wayfinding Program Implementation
Cost of this request
Account Number
Project Number
Category / Project Budget
$
Program Category / Project Name
Funds Used to Date Program / Project Category Name
Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
akei
D8p artmerlt Dir or
City Attorney
US11,11,-` Previous Ordinance or Resolution #
Date
Original Contract Date:
04 16i 1011— Original Contract Number:
Date
-A,i CA- , , 1 l til- 2c CL.
Finance and Internal Services Director Date
Chief of
Date
Received in
Mayor's Office
Revised January 15, 2009
a'�.�ville
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
www.accessfayetteville.org
CITY COUNCIL AGENDA MEMO
To: Mayor Jordan, City Council
Thru: Don Marr, Chief of Staff �Q
From: Jeremy Pate, Development Services DirectorLl'
Date: November 15, 2012
Subject: Wayfinding Program Implementation — Cooperative Agreement with NWARPC
RECOMMENDATION
Staff recommends approval of a resolution approving a Cooperative Agreement between the City and
Northwest Arkansas Regional Planning Commission (NWARPC) regarding Wayfinding Program
Implementation. The purpose of this resolution is to establish the terms of the agreement with NWARPC to
coordinate the efforts, including procurement, contracting, and financial management activities, to implement a
multi -jurisdictional wayfinding program in Northwest Arkansas.
BACKGROUND
In 2011 a grant was awarded to the Northwest Arkansas Council from the Walton Family Foundation to pay for the
design of a regional wayfinding program involving the cities of Fayetteville, Springdale, Lowell, Rogers, Siloam
Springs, Eureka Springs and Bella Vista. The grant also funds the fabrication and installation of signs for a pilot
project to one destination per city. The funding for the pilot project for each city (not to exceed a total of $350,000)
is contingent upon each city providing certain commitments. Each city, in order to receive the benefit of the
comprehensive design and pilot project, must:
1) Complete the wayfinding program (for each respective city) by December 31, 2017, or earlier
2) Participate in the surveys by the Northwest Arkansas Council to help gauge success of the program
3) Agree to comply with the maintenance plan for the wayfinding system
City staff has been working, at the direction of the Mayor, to coordinate the City's efforts in this program
through the NWA Council and all of the other participating cities for over a year. Wayfinding programs guide
travelers to major public civic, cultural, visitor and recreational destinations, therefore this program is seen to be
of economic benefit for our citizens and visitors, much as the success of other cities' wayfinding programs have
proven. Over a series of iterations, a final design plan, standards for fabrication and installation, protocol for
inclusion of new destinations in the future, and maintenance responsibilities have been developed, with each
city's input. By mid-December, commitments from all cities must be received, in order to remain on schedule to
issue a request for bids in January and have the pilot project fully installed by July 2013. The most efficient and
effective manner to bid a project that involves seven different cities is to organize through one entity; the
NWARPC has agreed to be that entity, due to the fact that they already coordinate many programs throughout
the region involving the same cities and are subject to same terms of notification and contracting with which
each city complies.
THE CITY OF FAYETTEVILLE, ARKANSAS
DISCUSSION
The subject agreement involves a comprehensive wayfinding system, including contract procurement,
fabrication and installation, and short to long term maintenance of the installed wayfinding signs.
BUDGET IMPACT
Approximately $125,000 is currently estimated to be the City's portion of the total cost. Other funding sources
include the A&P Commission and the grant for the pilot project. Final costs will be determined at the time of
the bid, and the decision of whether to implement the program fully in one installation or phase it over time will
be made based upon those factors and available funds.
RESOLUTION NO.
A RESOLUTION TO APPROVE THE COOPERATIVE AGREEMENT
BETWEEN THE CITY OF FAYETTEVILLE AND THE NORTHWEST
ARKANSAS REGIONAL PLANNING COMMISSION REGARDING
WAYFINDING PROGRAM IMPLEMENTATION AT A POTENTIAL COST
OF APPROXIMATELY $125,000.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves
the cooperative agreement between the City Of Fayetteville and the Northwest Arkansas
Regional Planning Commission regarding Wayfinding Program Implementation at a potential
cost of approximately $125,000.00 and authorizes Mayor Jordan to sign this agreement attached
to this Resolution.
PASSED and APPROVED this 14th day of December, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Cooperative Agreement Between the City and the Northwest Arkansas Regional
Planning Commission Regarding Wayfinding Program Implementation
I. Purpose
The purpose of this agreement is to establish the terms for the Northwest
Arkansas Regional Planning Commission (NWARPC) to coordinate efforts,
including procurement, contracting, and financial management activities, to
implement a multi -jurisdictional wayfinding program in Northwest Arkansas.
II. Background
In 2011, the Northwest Arkansas Council, a nonprofit organization, applied for
and received a grant from the Walton Family Foundation for the design of a
regional wayfinding program inclusive of the cities of Fayetteville, Springdale,
Lowell, Rogers, Eureka Springs, Siloam Springs and Bella Vista. The Walton
Family Foundation further agreed to fund the fabrication and installation of a
pilot program, a stem of signage directing to each city's downtown area,
provided each city commit to the grantee (NWA Council), that they would
complete the wayfinding program, as designed by MERJE Design, by December
of 2017. All cities have made their commitment to the grantee, and the grantee
has accepted those commitments.
The Northwest Arkansas Council subsequently entered into an agreement with
the NWARPC, for the Commission to be the procurement, contracting, and
financial management entity for the wayfinding program. The Northwest
Arkansas Council will provide funds to the NWARPC, in an amount not to exceed
$349,800, for the fabrication and installation of signs for the "pilot" project. The
actual amount shall be based on the amount quoted by the successful bidder,
subject to the concurrence of the Regional Wayfinding Committee.
The remainder of the City's wayfinding program—the commitment beyond the
pilot project—may be implemented concurrent with the pilot project, or staged
over a period of time not to exceed 5 years. The NWARPC will act in a like
capacity on each city's behalf, in regard to wayfinding program implementation
commitments beyond the pilot project. Each city will provide the requisite
amount of funds, as per the successful bidder's quote, for completion of the
program in their jurisdiction. The schedule for implementation for the post -pilot
portion of the wayfinding program, including staging if applicable, shall, along
with the funding amount, be subject to acceptance of each city.
In the procurement and contracting process, the Northwest Arkansas Regional
Planning Commission will request a price for the fabrication and installation of
the pilot project, as well as a price for the installation of the remainder of the
City's program. Such will be done in a manner so as to accommodate each city's
respective schedule of implementation.
III. The City Agrees:
A. To participate in the pilot project, and to complete at its expense, its portion
of the remainder of the wayfinding project, as designed by MERJE Design, by
December of 2017.
B. To provide funds to NWARPC in the requisite amount, as per the successful
bidder's quote, for completion of the post -pilot project portion of the
program within the City's jurisdiction. Provided, the schedule for
implementation for such portion, including staging if applicable, shall, along
with the funding amount, be subject to acceptance of the City.
C. That the Mayor, or his designee, shall represent the City on all matters
associated with this effort.
D. That it may be subject to the reimbursement of costs incurred by NWARPC.
E. That the NWARPC is serving only as a procurement, contracting, and
financial management entity for the pilot, as well as the extended project.
F. That they will not hold the NWARPC liable for damages resulting from
disputes arising between the contractor and the City.
G. That they will not hold the Northwest Arkansas Council liable for damages
resulting from disputes arising between the contractor and the City.
H. To adhere to the management and maintenance strategy described in the "NWA
Regional Wayfinding Program Management and Maintenance Strategy" attached
to this document as Exhibit A.
IV. The Northwest Arkansas Regional Planning Commission Agrees:
A. To act as the procurement, contracting, and financial management entity on
behalf of all cities involved in the wayfinding program.
B. In the procurement process, to request pricing for the fabrication and
installation of the pilot project, as well as for the installation of the remainder
of the City's wayfinding program commitment—with such to be done in a
manner so as to accommodate the City's schedule of implementation.
C. To coordinate all activities associated with the pilot, as well as the extended
wayfinding project with the Regional Wayfinding Steering Committee, and to
obtain their concurrence on contractor selection.
D. That the schedule for implementation for the post -pilot project portion of
the program, including multi-year staging if applicable, shall, along with the
funding amount, be subject to acceptance of the City.
E. They are not responsible for individual disputes between the contractor and
the city regarding the details of the project.
F. To serve as the central point of contact and manager of the wayfinding
system as described in the "NWA Regional Wayfinding Program Management
and Maintenance Strategy" attached to this document as Exhibit A.
V. Arkansas Freedom of Information Act
City contracts and documents, including internal documents and documents of
subcontractors and sub -consultants, prepared while performing City contractual
work are subject to the Arkansas Freedom of Information Act (FOIA). If a FOIA
Request is presented to the City, or to the NWARPC, each party will do
everything possible to provide the documents in a timely manner as prescribed
in the FOIA (A.C.A. 25-19-101 et seq.). Only legally authorized photocopying
costs pursuant to the FOA may be assessed for this compliance.
VI. Changes, Modifications, or Amendments:
Changes, modifications, or amendments to this agreement shall be subject to
approval by the parties hereto in advance of the change.
In Witness Whereof, the City and the Northwest Arkansas Regional Planning Commission
have executed this agreement by their respective authorized representatives, having been
authorized to do so by appropriate resolution.
Northwest Arkansas Regional Planning Commission
Witnessed By:
ATTACHMENT A
The City of Fayetteville agrees to manage and maintain their portion
of the Northwest Arkansas Regional Wayfinding System according to
the guidelines set forth in the Management and Maintenance
Strategy.
The City of Fayettevillefurther agrees that the Northwest Arkansas
Regional Planning Commission shall serve as the central point of
contact and forum to address issues arising from the Management
and Maintenance Strategy and to make alterations to the strategy
should the need arise.
L ona Irriciftel
Author -zed Representative Title
Si nature
DRAFT
For Discussion Purposes Only
NWA REGIONAL WAYFINDING PROGRAM
MANAGEMENT AND MAINTENANCE
STRATEGY
November 5, 2012
mere
120 N. Church Street
Suite 208
West Chester. PA -19380
T 484.266.0648
www.merjedesign.com
ENVIRONMENTS & EXPERIENCES
NWA REGIONAL WAYFINDING PROGRAM
OVERALL SYSTEM OVERSIGHT
DRAFT
For Discussion Purposes Only
STRATEGY AND
ADMINISTRATION
NWA REGIONAL
PLANNING COMMISISION
DAY TO DAY
MANAGEMENT &
COORDINATION
MUNICIPALITY
PUBLIC WORK
PHYSICAL
MAINTENANCE & REPAIR
MUNICIPALITY
PUBLIC WORKS
CONTRACTOR
mere
11:1: 11 1 11 l 1:1
NWA Regional Wayfinding Program
NWA REGIONAL WAYFINDING PROGRAM
MAINTENANCE FLOW CHART
DAY-TO-DAY MAINTENANCE PROCESS FOR
REPAIR OR REPLACEMENT OF EXISTING SIGNS
SIGN BECOMES
DAMAGED
LOCAL
WAYfIND1NG
MANAGER
Loea1 Dept of
Public Works
CONTRACTOR
City Public Works & Staff
Monitor Sign Program
WAYRNDING MANAGER: City: Duality Control
Person appointed by the Contract: Fabrication and Installation
municipality to be the main point
of contact for repairs end ether
issues arising with the
waylinding system
LONG TERM MAINTENANCE PROCESS FOR
ADDITION, SUBTRACTION or ALTERATIONS
TO THE SYSTEM (annual)
CHANGE TO
SYSTEM
BECOMES
NECESSARY
NWA
REGIONAL
PLANNING
COMMISSION
(NWARPC)
DESTINATION
Identifies Need
DESTINATION
Submit Request to
WAYFINDING MANAGER
Based On Program Criteria
NWA Regional
Planning Commission
Reviews Request
rneI ue
11 ► •
11: 1 1:
NWA Regional Wayfinding Program
MANAGEMENT AND MAINTENANCE
SHORT TERM GENERAL MAINTENANCE (0 — 4 years)
• Planning and Design: Minor corrections and adjustments to help the system operate efficiently. This
may include additional signs, or adjustments based on new circulation patterns.
• Physical Maintenance (Materials): Cleaning once a year and typical wear and tear repairs - new panels,
tightening of fasteners, replacement parts due to vandalism or auto damage.
• Physical Maintenance (Locations): Relocation of problem sign locations.
LONG TERM GENERAL MAINTENANCE (5 — 9 years)
• Planning and Design: Additions and Deletions of Destinations/Messages and overall routing review,
based on physical changes to the City.
• Physical Maintenance (Materials): Materials begin to fade, warranties expire and amore concentrated
effort is required to maintain the system and its components. New panels, replacement parts, and sign
replacement may be required.
• Physical Maintenance (Locations): Relocation may be necessary based on new routing or circulation.
SYSTEM LIFE SPAN (10 — 15+ years)
• Planning and Design: Complete review of the system and its effectiveness based on new destinations
that may have opened or attractions which have closed. In addition new circulation/routing and
construction projects may effect the system. Design elements may be reviewed for consistency with City
identity and marketing initiatives.
• Physical Maintenance (Materials): Materials begin to reach their life span, full sign replacement may be
necessary for some signs if they have not been maintained in the past. •
• Physical Maintenance (Locations): Relocation may be necessary based on new routing or circulation.
MAINTENANCE GUIDELINE MATRIX
Management and Maintenance Strategy
November 5, 2012
0-4 Years
5-9 years
10-15+ years
Design and Planning
Design: General
Evaluation of positive
and negative aspects of
the system.
Planning; City In-house
maintenance based on
new request and
circulation/destination
updates..
Design: General
Evaluation ofpositive
and negative aspects of
the system.
Planning: Contract with
a consultant to analyze
major changes to the City
and necessary system
adjustments. 1 or 2
updates possible during
this time period.
If the system has not been
analyzed since
implementation, amajor
updating is likely to be
needed. Outside
consultants will be
required to review and
inventory the system, as
well as make suggested
changes based on new
circulation, destinations,
etc.
Vandalism
Annual cleaning/repair.
Stickers and graffiti are
most common.
Cleaning solvents and
Goo -Gone are typical
products utilized.
Parts replacements and
full sign replacement as
needed.
Cleaning solvents and
Goo -Gone are typical
products utilized.
Parts replacements / full
sign replacement as
needed.
Cleaning solvents and
Goo -Gone are typical
products utilized.
Cleaning Schedule
Annual Cleaning
Annual Cleaning
Annual Cleaning.
Management /
Administration
Weekly coordination
transitioning to quarterly
coordination between City
and fabricator during year 1
and 2. Day-to-day
monitoring of the system,
Annual coordination
between City and
fabricator. Day-to-day
monitoring of the system,
based on Public Works
observations, safety
Annual coordination
between City and
fabricator. Day-to-day
monitoring of the system,
based on Public Works
observations, safety
Management and Maintenance Strategy
November 5, 2012
Management and Maintenance Strategy
November 5, 2012
based on Public Works
observations, safety issues
and citizens reports.
issues and citizens
reports.
issues and citizens
reports.
Breakaway Product:
Transpo
Maintenance Free -
Covered under Warranty
for 3 years.
Maintenance Free -
consider general review
as part of yearly
inspection process.
Maintenance Free -
consider general review
as part of yearly
inspection process.
Reflectivity Life Span:
3M High Intensity
Diamond Grade
Covered under warranty
for 5-7 years
Covered under warranty
for 5-7 years.
Reflectivity may be
effective beyond the
warranty period.
Individual signs may
require sheeting to be
replaced during this time
Reflectivity becomes less
effective. if not previously
replaced. 10 — 15 years is
the maximum lifespan.
Custom Color Life Span:
3M High Intensity
Diamond Grade
Covered under warranty
for 3 years.
Color generally
maintained beyond
warranty period, depends
on direction sign panel is
facing.
_period
Fading may begin
depending on the
direction sign panel is
facing. Individual signs
may require sheeting to
be replaced during this
time period
Fading occurs, if not
previously replaced. 10 -
15 years is the maximum
lifespan.
General Materials:
Aluminum Sign Panels &
Posts
Specifications require 5
year fabricator warranty
for workmanship.
General wear-and-tear
maintenance required.
General wear-and-tear
maintenance.
General wear-and-tear
maintenance.
Painted Surfaces
Covered under
manufacturers warranty.
General maintenance and
touch-up will be
required.
Warranty expires.
Typically color holds up
beyond warranty period.
Fading may begin
depending on the
direction sign panel is
facing. Individual signs
may require individual
parts to be replaced
during this time period
Fading occurs — based on
direction- sign panel is
facing — 10 — 15 years is
the maximum lifespan to
expect.
Sign Panels / Fasteners
Specifications require 5
year fabricator warranty
for workmanship.
General repairs and
replacement due to auto
incidents or vandalism.
Inspect welds and
fasteners for connection
integrity.
Quantity of repairs
increases, if not
maintained previously.
Inspect welds and
fasteners for connection
integrity.
Consider full inventory of
system and repairs based
on consistency of
maintenance and up-keep
over the years.
Brackets/ Fins / Details
Specifications require 5
year fabricator
warranty.
General repairs and
replacement ofparts due
to auto incidents or
vandalism. Inspect welds
and fasteners for
connection integrity.
Quantity of repairs
increases, if not
maintained previously.
Inspect welds and
fasteners for connection
integrity.
Consider full inventory of
system and repairs based
on consistency of
maintenance and up-keep
over the years.
Concrete Footers
Maintenance free.
Inspect structural
integrity — similar to any
construction project.
Maintenance free.
Inspect structural
integrity — similar to any
construction project.
Maintenance free.
Inspect structural
integrity — similar to any
1 construction project.
Management and Maintenance Strategy
November 5, 2012