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Consideration of request by Parks and Forestry Superintendent to waive the Request for Proposal process for production and installation of a sign for Firefly Grove Park and approval of a Level Three fund transfer of donated funds to the Firefly Grove Park project budget
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Submitted by:
Alex Krutsch - Parks and Forestry Superintendent
Department:
Public Works
A. Issue
Waterstone Bank has expressed interest in sponsoring a monument sign for a new city park being constructed at 116th and Gilbert on the City’s west side. Staff is seeking approval to waive the RFP process for production and installation of the sign, and a Level Three fund transfer of donated funds to the park’s project budget.
B. Background/Options
The City is currently constructing Firefly Grove Park at the intersection of 116th Street and Gilbert Avenue. Planning for the park began in 2022 with construction expected to occur in several phases over many years. However, with the allocation of ARPA funds, grant funding, partnerships with the Tourism Commission and private business the park project is now fully funded with Firefly Grove Park expected to open in late spring of this year.
As funding was secured and the project scope grew it was realized that an entry sign had not been included in the initial project budget. Staff felt that a proper entry sign would enhance the visitor experience in a very practical way, making the park easy to find, but also by creating a sense of place in the community. With that in mind, and knowing sponsorship would be needed, Innovative Signs was contracted to create a conceptual design and an accompanying project budget that could be shared with potential donors. The concept that was created is included in the agenda packet and the budget for production and installation was estimated at $50,000. Innovative Signs was chosen based on past successful projects they have completed for the parks department.
I am pleased to share with the Committee that Waterstone Bank has agreed to sponsor the monument sign at Firefly Grove Park at the $50,000 level. A letter of intent from Waterstone Bank is included in the agenda packet.
At this time staff is seeking approval to waive the RFP process for production and installation of the sign and a level three fund transfer of donated funds to the parks’s project budget.
Given Innovative Signs experience with the project as the designer staff feel that Innovative is best positioned to produce and install the sign as it has been represented to Waterstone Bank. In addition, estimated lead time for the sign is 8 weeks. Allowing staff to enter into contract directly with Innovative Signs allows enough time for the sign to be produced and installed for the opening of the park in late May.
Approval of the level three fund transfer is needed to move donated funds from a revenue account where they will be received to the project’s expense account.
C. Strategic Plan (Area of Focus)
Priority Area 5: Quality of Life
D. Fiscal Impact
This project is being fully funded by private donation from Waterstone Bank in the amount of $50,000. No fiscal impact to the City is anticipated.
E. Recommendation
Staff is recommending approval to waive the RFP process for production and installation of a monument sign at Firefly Grove Park and a level three fund transfer allowing donated funds to be transferred to the park’s project budget.