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HomeMy WebLinkAboutORDINANCE 5884113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Ordinance: 5884 File Number: 2016-0287 WAYFINDING SIGNS, POLES AND APPURTENANCES: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF WAYFINDING SIGNS, POLES AND APPURTENANCES FROM ARCHITECTURAL GRAPHICS, INC., IN AN AMOUNT NOT TO EXCEED $122,930.98, AND TO APPROVE A BUDGET ADJUSTMENT. WHEREAS, on December 4, 2012, the City Council passed Resolution No. 231-12 and Resolution No. 232-12 approving the City's participation in a cooperative wayfinding program in Northwest Arkansas; and WHEREAS, the original phases of the wayfinding sign program were competitively bid through the Northwest Arkansas Regional Planning Commission and Architectural Graphics, Inc. was awarded the contract for fabrication and installation of the signs throughout the region; and WHEREAS, in order to remain consistent with existing, previously installed signs across the Northwest Arkansas area, including Fayetteville, the purchase of additional wayfinding signs, poles and appurtenances from Architectural Graphics, Inc. for the next phase of the wayfinding sign program is necessary. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances constitute an exceptional situation where competitive bidding is deemed not feasible or practical, and therefore waives the requirements of formal competitive bidding and authorizes the purchase of wayfinding signs, poles and appurtenances from Architectural Graphics, Inc., in an amount not to exceed $122,930.98. Page 1 Printed on 6122116 Ordinance: 5884 File Number: 2016-0287 Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to the agenda packet. PASSED and APPROVED on 6/21/2016 Attest: { Sondra E. Smith, City Clerk 7N�s Treasurer .�`��'' Y �.' G� �� . FAYETTEVILLE:�, • shANc-, • �.w`' 40 11I� 111 Page 2 Printed on 6122116 City of Fayetteville, Arkansas 113 West Mountain Street i Fayetteville, AR 72701 (479) 575-8323 Il I Text File File Number: 2016-0287 Agenda Date: 6/21/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C 3 WAYFINDING SIGNS, POLES AND APPURTENANCES: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF WAYFINDING SIGNS, POLES AND APPURTENANCES FROM ARCHITECTURAL GRAPHICS, INC., IN AN AMOUNT NOT TO EXCEED $122,930.98, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on December 4, 2012, the City Council passed Resolution No. 231-12 and Resolution No. 232-12 approving the City's participation in a cooperative wayfinding program in Northwest Arkansas; and WHEREAS, the original phases of the wayfinding sign program were competitively bid through the Northwest Arkansas Regional Planning Commission and Architectural Graphics, Inc. was awarded the contract for fabrication and installation of the signs throughout the region; and WHEREAS, in order to remain consistent with existing, previously installed signs across the Northwest Arkansas area, including Fayetteville, the purchase of additional wayfinding signs, poles and appurtenances from Architectural Graphics, Inc. for the next phase of the wayfinding sign program is necessary. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l: That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances constitute an exceptional situation where competitive bidding is deemed not feasible or practical, and therefore waives the requirements of formal competitive bidding and authorizes the purchase of wayfinding signs, poles and appurtenances from Architectural Graphics, Inc., in an amount not to exceed $122,930.98. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to the agenda packet. City of Fayetteville, Arkansas Page 1 Printed on 612212016 Jeremy Pate Submitted By City of Fayetteville Staff Review Form 2,016-0287 �_rgistar File ID /1/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/1/2016 Engineering / Development Services Department Submitted Date Division / Department Action Recommendation: Waiving the requirements for formal competitive bidding for the purchase of wayfinding signs, poles and appurtenances not to exceed $122,930.98 and approving the associated budget adjustment. Budget Impact: 4470.9470.5212.00 and 2130.9132.5212.00 4470 Cap Improvement Const and 2130 Parking Account Number 13013.0001 and 15003.0001 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? Yes Fund Regional Wayfinding Signage Program/Spring Street Parking Deck Improvements Project Title Current Budget $ 147,366.00 Funds Obligated $ - Current Balance Item Cost $ 122,930.98 Budget Adjustment $ 16,747.00 Remaining Budget V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date: CITY OF ■ ay% ee�.e ARKANSAS MEETING OF JUNE 21, 2016 TO: Mayor and City Council - CITY COUNCIL AGENDA MEMO THRU: Don Marr, Chief of Staff Jeremy Pate, Development Services Director Chris Brown, City Engineer FROM: Alan Pugh, Staff Engineer DATE: June 1, 2016 SUBJECT: Waiving the requirements for formal competitive bidding for the purchase of wayfinding signs, poles and appurtenances not to exceed $122,930.98 and approving the associated budget adjustment. RECOMMENDATION: Staff recommends waiving the requirements for formal competitive bidding for the purchase of wayfinding signs, poles and appurtenances not to exceed $122,930.98 and approving the associated budget adjustment. BACKGROUND: In 2012 the City Council approved the City's participation in the Regional Wayfinding Program (resolution 231-12). Shortly thereafter the initial phases of the program were completed with signage installed throughout town. The City now desires to continue that program through the installation of additional signage. DISCUSSION: The original phases of the wayfinding sign program were competitively bid, and Architectural Graphics, Inc. (AGI) was awarded the contract for fabrication and installation of the signs throughout the region. In order to ensure the materials, including graphics, colors, pole styles, etc... match the existing signs it is recommended that they be produced by the same manufacturer as previous phases of the program. The warranty and quality control of the sign fabrication is also greatly enhanced by using the same contractor. Recently other municipalities had issues with materials produced by different manufacturers not matching the materials from the original program, which ultimately caused them to return to the original contractor after considerable expense. BUDGET/STAFF IMPACT: The City has received a quote for the production of the materials from AGI who completed the initial phases of the program. The total amount of materials is anticipated to cost up to $122,930.98, however, there is potential for the number of signs to be reduced slightly based on the overall program budget and actual cost of installation. This will be known after the bid process for the installation of the signs and could reduce the total amount spent on materials. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, Aft 72701 Of the total materials amount, up to $13,069.03 is anticipated to be funded by the parking budget and will cover the signs installed around the Spring Street Parking Deck. The remainder of the signs will be funded by the wayfinding program budget. However, it should be noted that two signs will be paid for by the University of Arkansas. These are signs 122 and 123 in the program; the total material cost for the U of A signage is anticipated to be $13,938.25. The proposed budget adjustment recognizes the revenue from the U of A and includes both the materials and an estimate for installation. All numbers listed above include tax and are for the materials only. The installation for all signs is planned to be bid separately. The wayfinding sign project was approved by the City Council as a CIP project, spanning the 2015-2016 budget years. Staff has saved significant funds by designing the wayfinding plan internally, thereby allowing more of the funds to be utilized on the signs themselves. Attachments: Budget Adjustment Materials Quote Message Schedule Wayfinding Sign Map Resolution 231-12 it a, V) ) 1 x 7 SL Q N tlY Q 0Q W CD6 iD T 7L C4 (n CY t] N C N ai w W 7 e +^ r N a� r cn N L ® @ IA L'1 @' ax {n• X x Q co u 0 uj U) tp a C] n o 0 a o & U] W ti u7 O � N to C7 C CIS a � 3 Q 0 p v cs s re tm cm m a L' � Q � "--' w N rzi Q 4 Q 0 o 0 G Q W m w i1? a v o V� C9 to VD 60 cr a LLI //(yD �i A a. L ate+ d P Q N Q 9Q0' p FD 'C W _& 15 E 7 ¢ C d Qca a N N cl p V Cfl 7 u} i0 - ❑1 •� C eo ill @ fa 3 3 a J J J G� � @ z e r r C A` W 3 C3, yA 4) y N m 0 L L �F N Q a m c CD N Y m Y N 7 m F t6 a C U a�i 4°� a at O cq c 7 as c a 3 L a L a L m c CL d c I Q fl. C e CD LO Ln 0 CD N @ 7 Q to C acc co VD C 0 1� ? 4L 6 ❑, ly d' S Architectural Graphics, Inc. AL AP� 2655 International Pkwy PO. P.O. Boxox 91 9175 Virginia Beach, VA 23450 (757)427-1900 Quotation To City of Fayetteville 125 W Mountain Street Fayetteville, AR 72701 ATTN: Jeremy Pate Phone: (479) 575-8265 Reference No.: 16892 Date: 01-Jun-16 Job Ref: Fayetteville, AR Wayfinding Estimated Delivery: See Note 2 From Receipt of approved shop drawings Salesman: William Clark 100 0 VDIR.3- install only- did not quote - - 101 1 VDIR.3- new pole and third panel (material only) 5,286.00 5,286.00 103 1 VDIR.2- new panel (material only) 546.00 546.00 104 1 VDIR.2- new panel (material only) 546.00 546.00 118 0 VDIR.1- install only- did not quote - - 122 1 VDIR.3-ALT- NEW SIGN 6,350.00 6,350.00 123 1 VDIR.3-ALT- NEW SIGN 6,350.00 6,350.00 124 1 VDIR.3-ALT- NEW SIGN 6,350.00 6,350.00 125 1 VDIR.3-ALT- NEW SIGN 6,350.00 6,350.00 126 1 VDIR.3-ALT- NEW SIGN 6,350.00 6,350.00 228 0 VDIR.6- install only- did not quote - - 231 0 VDIR.5- install only- did not quote - 232 0 VDIR.5- install only- did not quote - 241 0 VDIR.6- NEW SIGN - 242 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 243 0 VDIR.6- NEW SIGN - - 244 0 VDIR.6- NEW SIGN - - 245 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 246 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 247 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 248 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 249 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 250 0 VDIR.6- NEW SIGN - - 251 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 252 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 253 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 254 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 255 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 256 0 VDIR.6- NEW SIGN - - 257 1 VDIR.6- NEW SIGN 5,158.00 5,158.00 501 1 PDIR.2- 2 new vinyl arrows (material only) 39.00 39.00 Please refer to the above Reference Number when placing your order. Quotation subject to terms and conditions on last page of this quote.. 1 of 3 PA:G]- I I Quotation Architectural Graphics, Inc. 2655 International Pkwy PO. Box 9175 Virginia Beach, VA 23450 (757)427-1900 To. City of Fayetteville 125 W Mountain Street Fayetteville, AR 72701 ATTN: Jeremy Pate Phone: (479) 575-8265 Reference No.: 16B92 Date: 01-Jun-16 Job Ref: Fayetteville, AR Wayfinding Estimated Delivery: See Note 2 Salesman: William Clark 504 1 PDIR.2- 2 new vinyl arrows (material only) 39.00 300 1 PARK.1- NEW SIGN 5,166.00 301 1 PARK.1- NEW SIGN 5,166.00 302 1 PARK.2- NEW SIGN 394.00 303 1 PARK.2- NEW SIGN 394.00 304 1 PARK.2- NEW SIGN 394.00 305 1 PARK.2- NEW SIGN 394.00 Material Installation Delivery / Mobilization Permits Acquisition Engineering State AR 9.75% Tax Grand Total Notes and Qualifications: From Receipt of approved shop drawings 39.00 5,166.00 5,166.00 394.00 394.00 394.00 394.00 112,010.00 included 10,920.97 122,930.97 t In the event taxes are required; and the rate and or amount shown is different than required, AGI will adjust accordingly on the invoice. 2 Final completion time will be negotiated at time of award of project. 3 AGI corporate policy requires 50% deposit and signed quotation with all orders to implement production. 4 Delivery of material is based on one trip to the job site with quantities as listed above. Additional pricing will be required should quantities change. 5 Material pricing based on quantities listed above. If quantities should change, additional pricing will be required. 6 AGI uses the finest materials and protective coatings on their brass, bronze, and copper products, but due to their inherent nature we are unable to offer any warranty. 7 AGI's quotation for this project is inclusive of all items listed only and does not include any such item that is not shown above. if for any reason AGI does not include pricing for those items not shown, client may request to have additional pricing to include those items into quotation. B Client responsible f ac acy of all messages. Arch I Grp 'cs trrf;� —. Accepted B vL�— By: T Ross 17vmas. Assistant Estimator Date: JAI — Date: 6/1 /2016 erms and Conditions Please refer to the above Reference Number when placing your order Quotation subject to terms and conditions on Iasi page of this quote. 2 of 3 / r%�Gj I I Quotation Architectural Graphics, Inc. 2655 International Pkwy P.O. Box 9175 Virginia Beach, VA 23450 (757)427-1900 To City of Fayetteville 125 W Mountain Street Fayetteville, AR 72701 ATTN: Jeremy Pate Phone: (479) 575-8265 Reference No.: 16892 Date: 01-Jun-16 Job Ref: Fayetteville, AR Wayfinding Estimated Delivery: See Note 2 From Receipt of approved shop drawings Salesman: William Clark PRICES: Prices quoted are subject to receipt of signed quotation no later than 30 days from date of quotation. TERMS: All accounts shall be net 10 from invoice date with payment in full being made during this period. In the event timely payment is not made, a 1- 112% service charge per month after 30 days on the unpaid balance will be levied, and appropriate collection procedures will be initiated. In the event that there is a default of payment of any amount due, and your account is placed in the hands of an agency or attorney for collection or legal action, you will be charged an additional fee equal to the cost of collection including agency and attorney fees and court costs incurred and permitted by law governing these transactions. PROGRESS PAYMENT: In the event this project, due to circumstances beyond the seller's control, span a period of 60 days or more for 100% completion, buyer agrees to make progress payments in accordance with seller's monthly invoices. Such request for progress payment will be based in the value of signage either installed or stored at jobsite and invoiced on the first of each month. Bayer agrees to pay progress payments within 10 days after receipt of invoice. RETAINAGE: If circumstances should arise prohibiting the seller to complete this project due to conditions beyond its control on the scheduled timely basis, the buyer shall withhold at Its discretion a proportionate amount of funds equal to the signage to be completed. Under no circumstances will the buyer withhold payment over and above the value of the incompleted signage and will follow the payment terms as detailed above, CANCELLATIONS: Orders based on this quotation cannot be cancelled or specifications changed without seller's consent and upon terms which will protect seller against all losses and liabilities incurred. DELAYS: Seller shall not be liable for any default or delay caused by government directives, priorities, regulations, requests, orders or requisitions, or by embargoes, fires, strikes, work stoppages, accidents to machinery or equipment, delays of carriers or shortage of labor or material, or for any other cause whatsoever interfering with or impeding production or delivery of the products ordered, Our promises of delivery are made in good faith, and we will do everything possible to fulfill them. However, if we are unable to meet a scheduled delivery date, we shall not be liable for additional transportation charges incurred by your request to use a faster means of transportation. CLAIMS: Claims for defective goods must be made within (48) hours after installation or delivery, whichever occurs first. Seller will not accept backcharges or return of any goods without sellers written authority. ARBITRATION AND LITIGATION: This Contract and Bill of Sale shall be deemed negotiated, made, and performed within the Commonwealth of Virginia and shall be enforceable solely within the jurisdiction of the Commonwealth of Virginia, Controversies arising under this Bill of Sale and Contract shall be determined either by binding arbitration within the Commonwealth of Virginia upon Terms and Conditions agreed upon by both parties to this Bill of Sale, or by litigation deemed properly brought either in the U District art for the eastern district of Virginia in Norfolk, Virginia, or in the Circuit Court of the City of Virginia Beach, Virginia. / 1 Client Initials & Date Z� AGI Initials & Date 6/1/2016 r Please refer to the above Reference Number when placing your order. Quotation subject to lem s and conditions on last page of this quote. 3 of 3 CITY or �y-T4e-v 1T ��� City of Fayetteville Wayfinding Phase III Message Schedule ANSAS 5/17/2016 CIP: 13013 Alas I AGi laf Pritrdg Sign No, Sign Type Cry- Sheet No. Message Location Comments 100 VDIR.3 I Fayetteville Re plat# Chamber of Commerce ChamberofCornmerce West bound CenterST panel with Chamber of LlLxary between East and Block Commerce panel from sign 103 e- visitors Centel 101 VDIFO I Fayetteville southbuund Block Replace pale and add 31d Fayetteville bist. Court between tenter and message panel Chamber of f- VS Distncit Courthouse Mountain Commerce) M Chamber of Commerce 103 VDIR.2 1 Fayetteville Westbound Center Replace chamber of Commerce E- city Hall between Block and Panel with City Hall <- Library Church 104 VDIR.2 1 Famteville Southbound Church Replace Chamber of Commerce `- City Hall between Center and Panel with City Hall -> Library Mountain 1.13 VDIR.1 1 Fayetteville Corner Stadium and Remove Sign and Pole, return to Clinton House Museu m Vitginia City 122 MR.3 ALT I Fayetteville Northbound College r Univ. ofArkansas approaching Oickson Blank 123 -VDIR.3ALT I Fayetteville ollege ..t Univ. of Arkansas apprDathinga7icksan approach Blank 124 VDIFO ALT I Fayetteville Westbound Wedington -r Swe Davis Park At 5atlrm Blank 125 VDDR3 ALT 1 Fayetteville Northbound Crossover 8-10 feet ROW behind sidewalk f- Botanical Garden 61pnk at Botanical Garden Entrance according to G1S 126 VWR.3 ALT I Fayetteville Southbound Crossover - BotanlcalGaiden at Botanical Garden it Lake Fayctievl Ile Entrance Total 100 Series 10 Sign No. Sign Type City, Sheet No. Message Location commentx 228 VDJR.6 1 Fayetteville r-- Gullry park Eastbound Sign and pale In storage, install Botanlca! Garden Wire approachingWira only oad Road r Wke Fayetteville 231 VDRR,S 1 Fayetteville Sign a e, ROinstall i Botanical Garden Northbound crossover .8 Feeett ROW only., 6.8 behind at Zion sidewalk Lake Fayetteville 232 VDIRS 1 Fayeett"lle 5outhl�oundCrossover Sign and pole instorage,install Downtown Square at lion only —� take Fayetteville 242 VDIR.6 1 Fayetteville -, Regional Plat NW corner Cato Springs Possible revision to VVIR.3ALT --r Ressler Mountain and Judge Cu mm Ings due to ditch Blank 245 V(]IR.6 I Fayetteville " Unuversit yafArkansas Northbound Razorback Commerce District at I Sth Street - . Walker park 246 VDIR.6 1 Fayetteville Commerce Dirtrlct €aschound 15th Street Walker Park at South School a• Downtown Square 247 VDIRS 1 Fayetteville —i Downtown Square Westbound 15th Street RelocaieHwy 718 Sign toeast r - Drake Nold at South school side of parking lot drive r-- An Museum 248 VDIR.6 1 Fayetteville e- University of Arkansas 'Eastbound MLrc at _- Bulldog Stadium Stadium Blank 249 V0I11.6 1 Fayetteville University of Arkansas westbound MILK at -: Bulldog Stadium Stadium Blank 251. VDrR.6 1 Fayetteville .> Lake Fayetteville westbound Huntsville at -> Botanical Garden Crossover Commerce District 252 VDIR.b 1 Fayetteville I Unlverglq of Arkansan 'Southbound Garland at $•10 ice6 of ROW behind .- Downtown Square Wedington/North sidewalk acowdIng to GlS -r Bryce Davis Park 253 VDIR.6 1 Foyettevflle i uptown District Northbound College at App 7 feet ROW behlod back of S Lake Fayetteville Township curb according to GIS --> Gulley Park 254 VDiR-6 1 Fayetteville i UnwerSily of Arkansas Southbound College at Downtown Square Township .- Gulley park 255 VDIR-6 1 Fayetteville Oowtown Square westbound Mission at University of Arkansas Crossover -> take Fayetteville M VDIR.6 1 Fayetleville e- Uptown District Narthbr nd Crossover Lake Fayetteville attoyce Botanira l Garden Total 200 Series 15 Sol PDIlt2 i Downtown MoMpie Meshes Sky Corner mountain Revise chamber of Commerce and Block Directional arrow (bath sides paint east), all others remain same 504 POIR.2 1 Downtown Multiple Messages. NE Corner of East and Revise Chamber of Commerce Center Directional arrow (both sides punt South), all others remain same Totsl500 Series 2 300 PARK.2 1 Spring St. Spring Street parking located on SPOIJI Street at Deck entrance to dock 301 PARK.) 1 SprtngSt 5pimgStreet Parking located on School Street at Deck entrance to deck 302 PARK.2 1 t= P Corner of Dickson and Parking symbol with directronai School arrow TP be installed by City 303 PARK.2 1 y P Corner of West and Parking symbol with directional Spring arrow To be installed by City 304 PARK.2 1 t„ P Corherol Dicksanand Pay king symbol with d irect ionaI School arrow To be installed by City 305 PARK.2 1 _, P Corner of West and Parking symbol with dlrectionaI Spring arrow To be Installed by City Total 300 Series 6 RESOLUTION NO.231-12 A RESOLUTION TO EXPRESS THE FAYETTEVILLE CITY COUNCIL'S INTENT TO IMPLEMENT THE REGIONAL WAYFINDING PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l: That the City Council of the City of Fayetteville, Arkansas hereby expresses its intent to implement the Regional Wayfinding Program as discussed in the memo from Development Service Director Jeremy Pate and authorizes Mayor Jordan to sign the proposed Commitment Letter to the Northwest Arkansas Council (attached as Exhibit A). PASSED and APPROVED this 41h day of December, 2012. APPROVED: By ATTEST: riy: Pu.t Gc y v j _ SO ' DRA E. SMITH, City Clerk/Treasurer Draft Commitment Letter to the NWA Council (using Fayetteville as a example) Mike Malone President and CEO NWA Council 4100 Corporate Center Drive, Suite 205 Springdale, AR 72762 Dear Mr. Malone: I'm writing on behalf of the City of Fayetteville to express our commitment to the regional wayfinding system. As you know, the Walton Family Foundation awarded a grant to the Northwest Arkansas Council, through the fiscal sponsorship of the Endeavor Foundation, in late 2011. According to the terms of the grant, the Foundation agreed 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 Foundation also agreed to fund the fabrication and installation of signs for a pilot project, or stem of signage, to one destination per city. The funding for the pilot project for all seven cities is not to exceed $350,000, and will not be released until the city provides a commitment to the grantee (NWA Council) that they will complete the remaining portion of the project within a five-year time frame. This letter is intended to provide this commitment. Based on current cost estimates, the City of Fayetteville plans to fabricate and install theremaining portion of our city's wayfinding program at the same time as the pilot project. According to the terms of the grant, the expected installation of the pilot project is no later than July of 2013. The Northwest Arkansas Regional Planning Commission plans to submit a request for proposal of behalf of all the cities in January of 2013. The winning bid will be selected by the Regional Wayfinding Steering Committee, which contains representatives of all seven cities participating in the project as well as a representative from Northwest Arkansas Regional Planning. Fayetteville's expectation is that all of the signs planned for Fayetteville will be fabricated and installed at the same time and therefore will be completed by July of 2013. Should there be any unexpected delays, we will inform the Council promptly. The City of Fayetteville and the Fayetteville Advertising and Promotion Commission will both contribute to the cost of the program. Fayetteville's wayfinding program is detailed in "Exhibit A" that is attached to this document. Exhibit A indicates the pilot project signs as "Phase I", and the remainder of the signage as "Phase I1", !!EXHIBIT The cost estimates for the City of Fayetteville are also attached as Exhibit B. MERJE Design, the designers hired to for the programing phase of the system, provided these estimates to the City of Fayetteville. In the event that the selected bid comes in higher than the estimated costs, Fayetteville may need to reconsider installing the program at one time, and implement a phasing plan. If such circumstance occurs, Fayetteville commits to completing the wayfinding program as described in Exhibit A, by December 31, 2017, within the 5 year period described by the grant. We further agree to keep the Northwest Arkansas Council informed of any unexpected delays in the fabrication and installation of the project. Please let me know if you have any questions. Sincerely, t 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 Jeremy Pate Development Services Development Services Submitted By Division Department Action Required: Cost of this request Category / Project Budget Program Category / Project Name Account Number Funds Used to Date Program / Project Category Name Project Number Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached Previous Ordinance or Resolution # A72tyGirtmek►i Director Date t Original Contract Date: �Sa 1,)t Z- Original Contract Number: ,ciq6Gtomey I Dote 4CLA C�- e e kel 2012 w lt% iI / �s'�•� Finance and Internal Services Director Date Received in City /( /S,✓ Clerk's Office �— Comments: Date Received in3(fj Mayor's Office Dated Revised January 15. 2009 Li�Llevile �. CITY COUNCIL AGENDA MEMO To: Mayor Jordan, City Council Thru: Don Marr, Chief of Staff �Q From: Jeremy Pate, Development Services Director v` Date: November 15, 2012 THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPDNDENCE Subject: Wayfinding Program Implementation — Commitment to the NWA Council RECOMMENDATION Staff recommends approval of a resolution to express the City's commitment to implement the Regional Wayfinding Program, pursuant to a grant award to the Northwest Arkansas Council for this program, and subject to the terms discussed herein. 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 installation, must: 1) Complete the designed wayfindingprogram (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 Completion of Program: The City agrees to complete the wayfinding program, identified in the attached Message Schedule and Sign Location Plans, no later than December 31, 2017. 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. 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. These documents are all attached. Based on current cost estimates, the City of Fayetteville, with the Mayor and Council's input, plans to have all of the wayfinding program fabricated and installed at the same time as the pilot project, rather than phase it over the next five years. The expected installation of the pilot project is no later- than July 2013. If approved, the Northwest Arkansas Regional Planning Commission will submit a request for proposal on behalf of all the participating cities in January of 2013. The winning bid will be selected by the Regional Wayfinding Steering Committee, which contains representatives from all seven cities, as well as NWARPC. The City's expectation is that all of the signs planned for Fayetteville will be fabricated and installed at the same time and therefore completed by July 2013. THE CITY OF FAYETTEVILLE, ARKANSAS The City of Fayetteville and the Fayetteville Advertising and Promotion Commission will both contribute to funding the program. The final Wayfinding Program is detailed in the attached Message Schedule, and an illustrative plan entitled Sign Location Plans; these constitute the comprehensive plan to which the City commits. Cost estimates as the plan currently calls for are attached, provided by MERJE, the design team hired for the programming phase of the system. In total, the full program is estimated at approximately $314,500, with 20% of that, or $64,000 paid for by the Walton Family Foundation as the pilot project. Also attached are the Design Development drawings of the signs themselves (including one of each participating city, to show the collaborative design approach undertaken). In the event that the bid comes in higher than estimated costs, the City may need to reconsider installing the program at one time, and instead implement a phasing plan. If that occurs, Fayetteville remains committed to completing the wayfinding program as described in the Message Schedule and Sign Location Plans by December 31, 2017 at the latest. Surveys: The City agrees to conduct surveys at locations selected in agreement with the NWA Council, designed to gauge the success of the wayfinding program. Surveys will be provided by the NWA Council, with input solicited from each participating city. Three survey phases are anticipated — Pre -project, Early Success, and One-year Post Pilot Completion surveys. All of these surveys are designed to guage the success of the provided grant, and will also provide data for each city's use in understanding the effectiveness of the cities' investment in this program. Maintentance Agreement. The City agrees to adhere to the attached regional wayfinding maintenance agreement, entitled Management and Maintenance Strate,Qy. The participating cities worked with MERJE, the design team, to create an overall system oversight diagram, maintenance flow chart and short-term, long -tern and system life span management and maintenance plans for the wayfinding program. The plan identifies issues to address such as vandalism, cleaning, life span of the color in the products, sign panels and fasteners, etc. The Transportation Department, who will be tasked with the physical maintenance of the wayfinding signs, will retain a copy of the maintenance plan for implementation. nTcrTic.crniv City staff has been excited to work on this important regional project, another example — like the Razorback Greenway Trail — of leveraging public and private funds to accomplish common goals that unite the region. 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 EXPRESS THE FAYETTEVILLE CITY COUNCIL'S INTENT TO IMPLEMENT THE REGIONAL WAYFINDING PROGRAM 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 expresses its intent to implement the Regional Wayfinding Program as discussed in the memo from Development Service Director Jeremy Pate and authorizes Mayor Jordan to sign the proposed Commitment Letter to the Northwest Arkansas Council (attached as Exhibit A). PASSED and APPROVED this 141h day of December, 2012. APPROVED: By: _. LIONELD JORDAN, Mayor ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurer NWA Regional Wayfinding Program Message Schedule City of Fayetteville, Arkansas Wayfinding & Signage Program NWA REGIONAL WAYFINDING SYSTEM MESSAGE SCHEDULE Third Submittal 23 July 2012 SIGN COUNT SUMMARY MERJE I ENVIRONMENTS AND EXPERIENCES 120 N. Church Slreel Suite 208 West Chester, PA 19380 484 266.0648 ..:�:1 aner,Miecugn mm (:Sena: City of Fayetteville, Arkansas 1,Mil C NW Arkansas Regional Wayfinding and Signage Program Siun type Ou.nlm/, Descrirrlian VDIR.1 6 VDIR.2 8 VDIR.3 8 VDIR.4 2 VDIR.5 11 VDIR.6 14 f rajccc No-: 5ubmitwl, Third Rase: 06/29/2012 1 SIGN MESSAGE SCHEDULE MERJE I ENVIRONMENTS AND EXPERIENCES Client: City of Fayetteville,. Arkansas 12o N, Church Street Suite 288 West Chester, PA 19380 Projec<: NW Arkansas 484.266 0648 w jnerjedesign,com Regional Wayffnding and Signage Program 111j,w LucatowNo.: Sig]' TV" City.: Shunt No.: irluxsago: 2 100 VDIR.3 I FAYETTEVILLE Visitors Center A Chamber of Commerce A Library 2 101 VDIR.2 I FAYETTEVILLE c 11S District Courthouse A Fayetteville Dist Court 2 102 VDIR.1 I FAYETTEVILLE > Fayetteville Dist Court 2 103 VDIRL2 I FAYETTEVILLE a Chamber at Commerce r Library 2, 104 VDIR,2 I FAYFITEVILLE c Chamber of Commerce a Library 2 105 VDIR 2 1 FAYETTEVILLC a Downtown Square > Visitors Carper Project No.: Subsnitt2Tt Third [)a re: 06/2912017 Comments: Locate a minimum 25 ft from interstictioii of Black Ave. Locate a minimum 25 ft Irom intersection of Mountain St. Locate a Minimum 25 ft from intersoclion of flock St. Locate a minimum 25 ft from intersocirim of Church Ave. Locate a minimum 25 It from intersection of Wuntafn Ave. Locate a min mtun 25 It from intersection of Block Ave. SIGN MESSAGE SCHEDULE MERJE r ENVIRONMENTS AND EXPEMENCES Client: Cityof Fayetteville. Arkansas 'Projmt No.: tiZO N. Church SNeel Smile oe Submirtal: Third Vnnxt Chester. Pp 193$0 Pr©jc�:r. NW Arkansas 404.766.0648 Regional Waylinding antl Signage Program Darr. 0612912012 .vww.,seeriedrreign.cwn Phan LatallontlP.: SignTyPOI ply.: 5healNo Messaper cammnnts: 1 106 VDIR.3 1 FAYETTEVUE 25 mph zone (changes to VDiR.3) C Downtown Square Locate! 7 foot 6 inchss south of pedestrian Ifht post, aligned, prior <Visilurs to intersection of Center St. Cantar Note: remove existing TODS Visitor ^ Walton Info signs. Arts tenter 1 107 VDIR.3 1 FAYETTEVILLE 25 mph zone ;changes toVDIR.31 > Downtown Square Locate 7 foot 0 inchos north of podestrian light post, aligned, prior > Visitors to Intersection of Cnntnr St. Centel Note: remove existing TDDS Visitor Literary Into signs. 2 lag VDIR.3 I FAYETTEVILLE 25mph zone {changes to VDIR.3l c Dickson St District Locate at feast log it south of into rsocIitin of DickscnSt. 0r < Walton apprpx. 50 It from UA sign ►'201. Arts Center (Recommend UA sign ►701 to locate ^ Satanical at least 50 it from intersection of Gordan Dickson SO 1 109 VDIR.3 1 FAYETTEVfLLE 25 mph zone (changes to VDIR.31 a Dickson St District Locale 5 It north of tree grate. aligned, prior to first Baptist Walton Church paroling lot entry. Arts Center (Recommend UA sign #20g to locate ^ Downtown at least 50 It front intersection of Square Dickson SO 2 110 QIR,1 t FAYETTEVILLE Locate on right hand side of Poner lid, just north of t1w Deane St ^ Gary Kamp€an fntersection, Park Traffic heading north on Potter Rd will stop at intersection of Ileane St The sign must be positioned so as to be seen from that point. Fa SIGN MESSAGE SCHEDULE MERJE I ENVIRONMENTS AND EXPERIENCES Clicnt: City of Fayetteville, Arkansas Projcct No.; 120 N. Church Street Suite 208 Sulamjtlal:Thlyd West Chester, PA 1938e Projecr: NW Arkansas www.meriedefign.com www.merjedesi9n•com Regional Waylinding and Signage Program I)Itc: 06/2312012 Fhme LocaltonND.e Sign Type: 01"';' Sheet No: MP$saee: C'url"Iewt 2 111 VDIR.1 I FAYETTEVILLE Porter Rd changes into Mt Comfort Rd. Locate at least 50 It from A Gary Hampton imersection of Shiloh Dr. Park 2 112 VD1R,3 I FAYETTEVILLE 25 mph zone > Dickson St Locate at least 50 It from District intersection of (711 College Ave. > Downtown Square A Botanical Garden 2 113 VDIR,3 1 FAYETTEVILLE 25mph zone < Downtown Locate at least 50 R from Square intersection of 171) College Ave, > Uptown Note: Trim back trees at this District location. A University of Arkansas 2 114 VDIR1 I FAYETTEVILLE Locate approx. 100Itfrom intersection of (45) Mission Blvd„ <Botanical on the property line. Garden < Lake Fayetteville 2 115 VDIR.3 1 FAYETTEVILLE Locate a minimum 25 It fronr intpr lection of School Ave. > Library A Downtown Square A Visitors Center 3 SIGN M!~SSAGLESCHEDULr MERdE I ENVIRONMENTS AND EXPERIENCES Client: Citp.ol Fayel.lavilie, Arkansas Prpject A1o.: Ego N. Chu:ch So wI SOIL2ee Submirnl: Third West Choatar. PA IBM Projecr. NW Arkansas 40C20.0040 Regional Wayflnding and Signage Program Date: OU2942012 www.merledegion.com Phase wc;wms o,h :Sign Type. 01v stwhc r`r(.1.: Mvuana. CarMsiefls 2 116 V#I111.Y 1 FAYETUMLLE Locate n mmta nnn 75It Irom irnarsocuon of Block. Avtt. < Downtown Square 'Welton Arts Center 2 117 VDIR.1 1 FAYETTEVILLE Locate a minimum 25Itfrom intersecton of Clinton/Stone St. z Clinton House Museum 2 118 VDIR.1 1 FAYETTEVILLE Locate a minimum 25 it from intersection of Stadium/Virgiaia A Clinton House Ave. Museum 2 119 VDIR,2 1 FAYETTEVILLE Replace existing sign lotration with Holt:nmb Elementary School > Gary Hampton message. Park > Holcomb Elementary 2 120 VDIR.2 1 FAYETTEVILLE Locate atleast20Uftfrom intersection of (265) Crossover Rd. t Botanical Garden > Downtown Square 2 121 VDIR.I i FAYETTEVILLE Locate at least 100 ft from intersection of 1711 Cottage Ave. > Lake Fayetteville 4 SIGN MESSAGE SCHEDULE MERJE I ENVIRONMENTS AND EXPERIENCES Client. City of Fayetteville, Arkansas Project No.: 120 N. Church Street Suite 20e Submittal: Third West Chester, PA 1e3Bo Project NW Arkansas asa.2s6.ojed Regional Wa lindin and Si na a Program g y 9 9 9 9 Dare' 06/29/2012 www meriedesign.com 116y5e LocationNu: Sign type: Cry,: Sheet No,: tJsssage: Comments: 1 200 VDIR.5 1 FAYETTEVILLE Coordinate location with AHDT; can existing and new signs be < University of consolidated into 1 location? Add Arkansas green panel with "Farmington' - right arrow? < Downtown Square If not to above, then: locate new sign on right side of roadway, 100 It south of existing sign "West 62 Right Lane" with "Right Lane Must Turn Right" panel. 1 201 VDIR.5 1 FAYETTEVILLE Coordinate location with AHDT; can existing and new signs be < University of consolidated into 1 location? Add Arkansas green panel with "Farmington"- left arrow? < Downtown Square Locate across Futrall Drive, aligned With center of exit roadway. Sign must face exit roadway. 202 VDIR.5 } FAYETTEVILLE Locate sign 110 It south from existing "South 540" and "North 540" > University of sign cluster, located south of Arkansas intersection of (MLK Jr Blvd) Main St S Downtown Square 1 203 VDIR.6 f FAYETTEVILLE Replace current "Clinton House Museum" TODS sign at Wendy's <University of restaurant, only locate sign 5 feet Arkansas from edge of property (TODS sign too close to driveway entry). A Clinton House Museum (Recommend UA sign #403to locate at the current "35 mph" sign ^ Downtown location. Move'35 mph" sign to new Square Iocation.1 I 204 VDIR,6 i FAYETTEVILLE Replace existing TDDS Visitor Info Sign, only locate at least 3 feet after < Library utility wood pole. <Visitors ;Sign locations ?04and 205will be Center approx, 115 feet apart from each other.) < Downtown Square 5 SIGN :'vIFSSA(,;1; SCE IH)t]I.F MERJE I ENY1HOWAErrrS ANO EXPERIENCES City of Fayetteville.. ArkartSas Propres Nn,: $2e N. Cl kwch so"t Sohl"tab 4ulanu,at' Third VacslCheovr.PA t?atu I"r+,yr.r. M1iW Arldnns,as a9J.2fi40rr�iA cw•mr. �✓ntlfjcaiv.ig r".ton" Tfergional Wayhoding and Sipage Program Oaty 06l2912012 Phase loeattonNo:: Sign Type- Oty.: Sheol, No.-: hhessaye; i:c"mrnrnl�: 2 205 VDIR.5 1 FAYETFEVILLF Locate approximately 125 It from intersection of (71) School Ave, at WriIke r fork laast3feet after trod utility wools pole. � AIlifb~fltital]( f4tnMINIS 1 206 VDIR.6 1 FAYEITI VILLE Locate 200 h from int©rsection of Martin Luther (ling Jr Blvd. c University of Arkansas n Library ^ Downtown square 1 207 VDIRA 1 FAYETTEVILLE Replace existing 35 mph sign location. Move 35 mph sign to now < Library location. (Up bight arrowl Visitors Center (Up Right a rrowl 0 own town Square 2. 20a VDIRA I FAYEfTEVILLE Locate at least 100 ft from intersection of (Martin Luther King > University of Jr Blvd.. Arkansas A Walker Park A Air/Military Museums 2 209 V018.5 I FAYMEVILLE I.*Cate atIII actZOO ftfrom imersochen of 151h Slreel. r Walker park I Air/Military Museums 6 SIGN MESSAGE SCI WDUI_I- MERM I ENVIRONr51EWS AN EXPERIENCES Client: City of Fayetteville. Arkansas Project No.: 170 N. Church Weet Sure 208 $uhmnalo Third MVust C6eeter, PA Ay3I?d NQoct:.NW Arkansas eaa.zss.or>da r+nvw.merJOd0:19n cprn Regional Wayffnd ng and Signage Program Dot" 06/2912012 Phase L6eaVcW4o.: Sig- TV Po: aly . ShnM N. . ratvcxapn: Comnrpnlz 2 210 VOIR.6 I FAYETTEVILLE Locate at least 100 ff from intersection of 15th SireeL > Walker Park A Downtovm Square " University of Arkansas 2 215 VDIR.6 I FAYET rEVILLE Locate atIaast 250 It from rrife rsectmri of Porter #id. <Gary Hampton Park A University of Arkansas A 0owntown Square 2 216 VbIRA 1 FAYETTEVILLE Locale at ieast 100 ft from intersection of Porrar Rd. > Gary Hampton Park 2 220 VDIR6 1 FAYETFEVILLE Locate at least 300It from intersection of Garland Ava. > University of Arkansas Note: Sign locates on severe slope. One leg must be shorter than other A Downtown Square (UA sign 1502 should be installed at least 2001t from inlarseclion of A Botanical Garland Ave.l Garden 2 221 VOIR.5 1 FAYETTEVILLE Lceato at feast 2.00 It from intersection of garland Ave. c University of Arkansas fUA sign s107 should he ia+stalled at least 100 ft from intersection of A Erary Hampton Garland Ave.) park 7 SIGN fvfl.SSAGIE SCHEDULE. MERJE I ENVIRONMENTS AND EXPEMENCE6 Cliens: City of Fayetteville, Arkansas Ile N. church Sheet ,Suite M Waal Chestar, FA 19300 Proi-C NWArkansas 404,266 0678 uroev. muriedesign,.o- Regional Waylinding and Signage Program Yhue LOestienN6,' Sign Tyne: oty. shca! fNio - Mcseagrr• 2 223 VDIR.6 I FAYETTEVILLE < University of Arkansas > Botanical Barden A Uptown District 2 225 VDIR.6 I FAYETTEVILLE > University of Arkansas A Dickson St District " Downtown Square 2 227 V011,13 I FAYETTEVILLE > Downtown Square > University of Arkansas Proper No,: Submltral: Third Date. 0612MO12 Comrnsnls, Locate at least200 ft Irom intersection of Noil h St. Note: Short posts required fur this Iocation. Sign must be mounted above wall in grass area. Replace existing sign. Locates apprix 125 ft Irom intersection of Norm St. Locate at leas l00It from mtersection of North St 2 228 VDIR,6 I FAYETTEVILLE Locate at least 100It fruin intersection of Old Wiro Rd. < Gulley Park (Up Right Arrowl Botanical Barden (lip Right Arrawl Lake Fayetteville 2 229 VDIR.5 1 FAYETTEVILLE Locate at least 200 It from intersoction o1(2651 Crossover Rd. d Botanical Garden c Lake Fayetteville 0 SIGN Iu1MAGE SCGHEFL L MER,fE 1 ENVIRONMENTS AND MICRIEMCES Clicnt: City of Fayetteville, Arkansas I'mi ac No- 120 k Church strcai stilho2as 5ubmivaf: Third W4aat�Ch, PA 193aa 1lrojcCt; NW Arkansas 484,2660648 Regional Wayfinding and Signapo Program Dote 06/2912012 wwwmcriedmrin com fntzsc LOCHWINO : SWn Type: oty.: Sheet No.: M46g39"; Cammante; 2 230 VDIR:5 1 FAYETTEVILLE Locate at least 1e0 ftIrom intersection of 145) luttslion Blvd. > Downtown Square > University of Arkansas 2 231 VDIR.5 I FAYMEUILLE locate atlaasr 20011 from mtersaction of Zion nd. Lake Fayetteville "Botanical Garden 2 232 VOIR.5 I FAYETTEVILLE Locate at least 100 It Irvm intersection of Zion Rd. > Lake Fayetteville A Downtown Square 2 235 VOIRA 1 FAYCTTEVILLE= Locate at feast 2,00 It from rntersecnon of Zion Rd. t Botanical Garden ^ Downtown Square AUniversity of Arkansas 2 236 VOIRA 1 FAYETIEVILLL Locate at least 100 ft from bntafSOO DO Lakeview Rd. > Lake Fayetteville SIGN eMESSACkSc IIH)IJI.i MnRJE t ENVIRONMENTS AND E%PERI£h1C£S t2e N. MUW, Slrei: r Sm?" M we61 Chaarer. PA 10M) 04..S0.0648 %%%"y.nt nAKJvxkrnnxam Phase LoaaliosNa; Sign Tvpe; 2 237 VDtR.6' ( fi, rtr GAyof Fayetteville. Arkansas I'D*%t: NW Arkansas Tieglonal Wayfinding and SlylrflgO P109rtlm oty,: Shout No.: Aicssage. i t 240 VDIAS 1 FAYETTEVILLE t lake Fayettaville " fiotanical Garden " Downtown sgoore FAYETTEVILLE Chown House Musetmi A Visiiers Cantor " Downitown Square Prilimi: No.; Snlr�ni:taS' Tltfrri k)atc; 0$129/20 f 2 Cnmmonw. Locate at least M it from inionection Lakeview Rd. Locato at least 300It burn intersection of GarlandlPans Ave. Or 100 tout from UA sign -404. iRecamruaod UA sign #404 to Iacare at least 2Du it tram intersection of Garlandlfaris Ave.} 10 PHASE 1: ,Sign Types SIGN COUNT SUMMARY MERJE I ENVIRONMENTS AND EXPERIENCES 120 N. Church Street Suite 208 West Chester, PA 19380 484.266.0648 ww .merjedesign com Sign Type Quantity. VDIR.3 3 VDIR.5 3 VDIR.6 5 Clicnc City of Fayetteville, Arkansas Projccr: NW Arkansas Regional Wayfinding and Signage Program Desc,iption PrOjccr No.: Submiaal: Third Dare: 06/29/2012 SIGN COUNT SUMMARY MERJE I ENVIRONMENTS AND EXPERIENCES 120 N. Church Street Suite 208 West Chester, PA 19380 484.266.0648 w ,rnerjedesign.com Sign Type G3iw nptl y VDIRA G VD I R.2 g VDIR.3 5 VDIRA 2 VDIR.5 8 VDIR.6 9 Oicr- City of Fayetteville, Arkansas Pmiell: NW Arkansas Regional Wayfinding and Signage Program Description Projrri No.: S,tbn,uMai! Third Dat, M12912012 1 �E w a o > N � rn m z o = - �1� J S m E LL C J G w V Cc C� z T m V sEq F s a w x z.t �E C7 0 o a a a Y V.J S 2 4#R1'eiC ii;Fi d I 1 I a 1 --°--- —M f--a----�.,..�.._.....�I O 1 ! � 1 1 •[ 11 �� � �� if L'i ! 1 r f:i N g� c ® D .r "AL p 1 d 1 1 Yy n I! I w D tit I 1 I I ! I 3 ! Vd _ r N z e } v �y �NA An e rn tl Eii vim 1111 INN i7l A.tRa�ras '�' � n a4elglorr4 t SgK n f SQtldlP M 281 E �� E ♦- ♦- W � rc �" a ¢4 S Y >. ro o j chi" - C7 O O a m d Y �✓ r ul Chi: i;f`l c+ o a �R �Q etL`-ale:, s5 _ E' :h n'3c =1r b4 A y a 6 B o F o5 „ a L UJ C -= a te❑ n w r a /ll .1 It a iu:i _J LL [1 03 T 1L. i Polyei Strd , a aj i;.4. w L z S Thompson S1 lip Q.::r'.��y NWA Regional Wayfinding Program Management and Maintenance Strate gy DRAFT For Discussion Purposes Only NWA REGIONAL WAYFINDING PROGRAM MANAGEMENT AND MAINTENANCE STRATEGY November 5, 2012 f--- f, --.A DRAFT For Dlgcanalan Purposes opty NWA REGIONAL WAYFINDING PROGRAM OVERALL SYSTEM OVERSIGHT ENGINEERING CONTRACTOR MUNiCIPAWY PUBLIC VVORK NWA REGIONAL WAYFINDING PROGRAM MAINTENANCE FLOW CHART DAY-TO-DAY MAINTENANCE PROCESS FOR REPAIR OR REPLACEMENT OF EXISTING SIGNS WAYFINDING 01 City Public Works & Staff J WAYfINOING MANAGER I City: Quality Control Monitor Sign Program i!j Patsan appaiMod by the IIf Contract: Fabrication and Installation municipality to be the moin point olcontactterropaasandothcr issues arising with the waylinding system LONG TERM MAINTENANCE PROCESS FOR ADDITION, SUBTRACTION or ALTERATIONS TO THE SYSTEM (annual) SUBMIT RE[IUEST DESTINATION DESTINATION Based On Program Criteria Identifies Need Submit Request to NWA Regional WAYFINOING MANAGER Planning Commission Reviews Request 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 offasteners, replacement parts due to vandalism or auto damage. • Physical Maintenance (Locations): Relocation ofproblent sign locations. LONG TERM GENERAL MAINTENANCE (5 — 9 years) • Planning and Design: Additions and Deletions of Destinations/Messagcs 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 ofthe system and its effectiveness based on new destinations thatmay 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 ifthey have not been maintained in the past. , • Physical Maintenance (Locations): Relocation may be necessary based on new routing or circulation. MAINTENANCE GUIDELINE MATRIX 0-4 Years 5-9 years 10-15+years Design and Planning Design: General Design: General Ifthe system has not been Evaluation ofpositive Evaluation ofpositive analyzed since and negative aspects of and negative aspects of implementation, amajor the system, the system. updating is likely to be needed. Outside Planning; City In-house Planning: Contract with consultants will be maintenance based on a consultant to analyze required to review and new request and major changes to the City inventory the system, as circulation/destination and necessary system well as make suggested updates.. adjustments. 1 or 2 changes based on new updates possible during circulation, destinations, this time period. etc. Vandalism Annual cleaning/repair, Parts replacements and Parts replacements / full Stickers and graffiti are full sign replacement as sign replacement as most common. needed. needed. Cleaning solvents and Cleaning solvents and Cleaning solvents and Goo -Gone are typical Goo -Gone are typical Goo -Gone are typical products utilized. Eyoducts utilized.products utilized. Cleaning Schedule Annual Cleaning,Annual Cleanine Annual Cleaning Management / Weekly coordination Annual coordination Annual coordination Administration transitioning to quarterly between City and between City and coordination between City fabricator. Day-to-day fabricator. Day-to-day and fabricator during year l monitoring ofthe system, monitoring ofthe system, and 2. Day-to-day based on Public Works based on Public Works monitoring ofthe system, observations, safe observations. safety Management and Maintenance Strategy November 5, 2012 based on Public Works issues and citizens issues and citizens observations, safety issues reports. reports. and citizens reports. Breakaway Product: Ma in ten anceFree- Maintenance Free- Maintenance Free - Transpo Coveredunder Warranty consider general review consider general review for 3 years. as part of yearly as part of yearly inspection process. inspection process. Reflectivity Life Span: Covered under warranty Covered under warranty Reflectivity becomes less 3M High Intensity for 5-7 years for 5-7 years. effective. if not previously Diamond Grade replaced. 10 — 15 years is Reflectivity may be the maximum lifespan. effective beyond the warranty period. Individual signs may require sheeting to be replaced during this time period Custom Color Life Span: Covered under warranty Fading may begin Fading occurs, if not 3M High Intensity for 3 years. depending on the previously replaced. 10 - Diamond Grade direction sign panel is 15 years is the maximum Color generally facing. Individual signs lifespan. maintained beyond may require sheeting to warranty period, depends be replaced during this on direction sign panel is timeperiod facing. General Materials: Specifications require 5 _ General wear -and -tear General wear -and -tear Aluminum Sign Panels & year fabricator warranty maintenance. maintenance. Posts far workmanship. General wear -and -tear maintenance required. Painted Surfaces Covered under Warranty expires. Fading occurs —based on manufacturers warranty. Typically color holds up direction sign panel is beyond warranty period. facing — 10 — 15 years is General maintenance and Fading may begin the maximum lifespan to touch-up will be depending on the expect. required. direction sign panel is facing. Individual signs may require individual parts to be replaced durine this time period Sign Panels / Fasteners Specifications require 5 Quantity of repairs Consider full inventory of year fabricator warranty increases, if not system and repairs based for workmanship. maintained previously. on consistency of General repairs and Inspect welds and maintenance and up -keep replacement due to auto fasteners for connection over the years. incidents or vandalism. integrity. Inspect welds and fasteners for connection integrity. Brackets/ Fins / Details Specifications require 5 Quantity ofrepairs Consider full inventory of year fabricator increases, if not system and repairs based warranty. maintained previously. on consistency of General repairs and Inspect welds and maintenance and up -keep replacement of parts due fasteners for connection over the years. to auto incidents or integrity. vandalism. Inspect welds and fasteners for connection integrity. Concrete Footers Maintenancefree. Maintenancefree. Maintenancefree. Inspect structural Inspect structural Inspect structural integrity — similar to any integrity — similar to any integrity — similar to any construction project. construction ro'ect. construction project. Management and Maintenance Strategy November 5, 2012 finding Program mates PAYETTEVILLE QTY UNIT PRICE TOTAL, FULLPROGRAM Vehicular Sign (6") 27 $6,200 $167,400 Vehicular Sign (4") 22 $4,800 $105,600 Kiosk 3 $4,500 $13,500 Pedestrian Signs (estimate) 10 $2,800 $28,000 TOTAL 62 $314,500 WALTON FOUNDATION Vehicular Sign (6") 8 $6,200 $49,600 Vehicular Sign (4") 3 $4,800 $14,400 WALTON FOUNDATION TOTAL 11 $64,000 20% MUNICIPALITY TOTAL 51 $250,500 80% .g Program Drawings 3 > O � w 3 � c � T T • � in z o u •� 5 c .Q ate,. 40 C 4 ! U r cl G C 0 2 O, E |! \\ \/ 2\ \j ��Y ! --... � ! {/ �) . � �i |! �| f -_ #\ m �\ !} � Ri _! k .s gg nay �Sl gg3 (Div l r k3 # age ?3 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division: Engineering Adjustment Number 2016 Dept.: Development Services Requestor: Chris Brown BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Recognize revenue for the University of Arkansas's Wayfinding (Phase III) signage contribution based on the attached email from Jay Honeycut. The actual contribution amount will be adjusted after the bid of the sign installation. COUNCIL DATE: 6/21 /201 6 LEGISTAR FILE ID#: 2016-0287 t3 ai-dal FeV/ 61V2016 7:36 AM Budget Director TYPE: DESCRIPTION: Date GLDATE: RESOLUTION/ORDINANCE I POSTED: TOTAL 16,747 16,747 v.20160125 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub AT Account Name 4470.9470.5212.00 16,747 13013 01 EX Signs 4470.0947.4420.00 - 16,747 13013 01 RE Payments by Property Owners C:\Users\Ismifh\AppDaia\\Roaming\L5\Temp\207ec313-2bbc-4fd7-937c.-474fQfb67bc7 1 of 1 NORTHWESTARKANsAs Democrat *mazette P BV. _ 6,07. F a ET 1 E IIIJ E. AFC, 12'70 • 479 -!700 AX1 , ..-6q5- 'fi ire"dVUi 1: 0v'A .ice (''>11 AFFIDAVIT OF PUBLICATION I Cathy Wiles, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. No. 5884 Was inserted in the Regular Edition on: June 30, 2016 Publication Charges $ 117.00 eccu, Cathy Wiles Subscribed and sworn to before me This'day of_)uUL , 2016. J86h[Lu Njis Notary Public My Commission Expires: %14 /2 7- 7Public AVIS gton County m# 12694247 res Jul 2, 2025 **NOTE** Please do not pay from Affidavit. Invoice will be sent. Ordinance:5884 File Number: 2016-0287 WAYFINDING SIGNS, POLES AND APPURTENANCES: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF WAYFINDING SIGNS, POLES AND APPURTENANCES FROM ARCHITECTURAL GRAPHICS, INC., IN AN AMOUNT NOT TO EXCEED $122,930.98, AND TO APPROVE A BUDGET ADJUSTMENT. WHEREAS, on December 4, 2012, the City Council passed Resolution No. 231-12 and Resolution No. 232-12 approving the City's participation in a cooperative wayfinding program in Northwest Arkansas; and WHEREAS, the original phases of the wayfinding sign program were competitively bid through the Northwest Arkansas Regional Planning Commission and Architectural Graphics, Inc. was awarded the contract for fabrication and installation of the signs throughout the region; and WHEREAS, in order to remain consistent with existing, previously installed signs across the Northwest Arkansas area, including Fayetteville, the purchase of additional wayfinding signs, poles and appurtenances from Architectural Graphics, Inc. for the next phase of the wayfinding sign program is necessary. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances constitute an exceptional situation where competitive bidding is deemed not feasible or practical, and therefore waives the requirements of formal competitive bidding and authorizes the purchase of wayfinding signs, poles and appurtenances from Architectural Graphics, Inc., in an amount not to exceed $122,930.98. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to the agenda packet. PASSED and APPROVED on 6/21/2016 Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 73753944 June 30, 2016 RECEIVED JUN 3 0 2016 CITY OF FAYETTEVILLE CITY CLERK'S OFFICE