City of River Falls Business Improvement District AGENDA February 14, 2017 at 8:30 a.m. Foster Conference Room City Hall 222 Lewis Street River Falls, WI 54022 CALL TO ORDER APPROVAL OF AGENDA/MINUTES FINANCIAL REPORT GRANT REQUESTS 1. Selah Vie Bistro & Coffee Cottage Sign OTHER BUSINESS 2. Wayfinding RFP 3. Postcard planning 4. Business Updates 5. Other Updates ADJOURN BID Board Chair: Joleen Larson 715-426-7776 joleenlarson@hotmail.com BID Staff: Amy Peterson, AICP 715-426-3425 apeterson@rfcity.org
City of River Falls Business Improvement District MINUTES January 10, 2017 at 8:30 a.m. Foster Conference Room - City Hall 222 Lewis Street River Falls, WI 54022 CALL TO ORDER Joleen Larson called the meeting to order at 8:32 a.m. Members present: Joleen Larson, Kerri Olson, Shari Frisbee, Terry McKay, Mike Miller, Chris Blasius. Members Absent: Lori Moran, Amy Halvorson, Mike Pepin Others present: Buddy Lucero, Brandy Howe, Amy Peterson Meeting Minutes The December 13, 2016 meeting minutes were reviewed. Blasius requested a modification regarding the application process and timeline language. Motion Blasius, second Miller to approve minutes with modification discussed; motion carried. Financial Report Financial reports were reviewed and stand. Larson noted that she purchased new banner brackets and will request the City install them when they take the Christmas decorations down. The group noted that 2017 tax funds are deposited in March. Grant requests 1. Darby LLC (Broz) M/S Miller/Blasius to approve $875 or 35% of final invoice amount. Work needed to be completed in an emergency situation. All in favor. Other Business Kinni Corridor Plan Update Lucero showed the group a short video and then went through a short presentation providing a summary of the Kickoff meeting, initial survey results, the upcoming Tech Talk and the website that will be ready in the near future. A short discussion on how to engage businesses in the process took place. Lake George Trail Updates Peterson provided information on the recently completed Lake George Trail, and provided updates on future trail construction that will take place in 2017. This year s construction includes the Lake George Trail from Heritage Park to Walnut St. as well as Heritage Park to Division. Business Updates Things have been quiet with the Holidays. Other Updates The 2017 postcard should be sent/delivered in March. They typically include funding information, but it would be good to include Kinni Corridor information as well this year. Peterson stated that the City has drafted the wayfinding RFP and is working through an internal review of the document. More discussion will take place at the February meeting. BID Board Chair: Joleen Larson 715-426-7776 joleenlarson@hotmail.com BID Staff: Amy Peterson, AICP 715-426-3425 apeterson@rfcity.org
Next Meeting Next meeting is February 14, 2017 at 8:30 a.m. in the Foster Room, City Hall. ADJOURNMENT M/S Miller/Blasius to adjourn, motion carried.
REQUEST FOR PROPOSALS Community Signage and Wayfinding Master Plan RFP Issue Date: February 17, 2017 Proposal Due Date: March 17, 2017
Table of Contents Invitation... 3 Community Background... 3 Project Objectives... 3 Project Background... 3 Scope of Work... 4 Submittal Requirements... 5 Consultant Selection and Evaluation Process... 6 Consultant Selection Schedule... 7 2 City of River Falls RFP Community Signage and Wayfinding Master Plan
Invitation The City of River Falls, Wisconsin, is seeking the services of qualified consultants with expertise in planning, graphic design, and municipal wayfinding to prepare a Community Signage and Wayfinding Master Plan. The purpose of the plan is to serve as a framework for phased implementation of an attractive signage system that establishes unified design standards for a citywide wayfinding and signage for municipal buildings, recreational facilities and the city-owned corporate park. Community Background River Falls is a growing community of 15,269 in northwest Wisconsin located within the eastern portion of the Twin Cities, MN metropolitan statistical area. The community is known as the City on the Kinni for its scenic location along the Kinnickinnic River, a Class one trout stream. River Falls is also home to a historic Main Street, the University of Wisconsin-River Falls (UWRF), and a host of recreational destinations. The City offers a fantastic quality of life with two large community parks, riverfront trail system, public swimming pool, public library, and an RV campground. City services include a public utility, police, fire, and ambulance. The City s slogan, City on the Kinni where life gets better and better is true to form. As demonstrated by our steady two percent annual growth rate, River Falls is a community that not only attracts newcomers and students to UWRF, but is also a community where natives stay or return to raise a family. Project Objectives The primary objective in preparing a Community Signage and Wayfinding Master Plan is to develop a framework to establish a functional system of community signage that embodies our unique character and effectively directs visitors to local amenities. Specific project goals include: Create community gateways that are welcoming, memorable, and set a positive tone for those entering the City for the first time. Develop a wayfinding system that allows visitors to comfortably navigate their way around the community. Establish an enduring design for municipal buildings, recreational facilities and the city-owned corporate parks. Eliminate sign redundancy and reduce visual clutter created by unneeded signs. Project Background In 2011, at the direction of City Council, City staff was asked to research community wayfinding systems and develop a plan to improve wayfinding in River Falls. Staff prepared a document titled Wayfinding in River Falls that was completed in late 2012. In preparing that document, a subcommittee was formed Stakeholder Advisory Group (SAG) with representatives from the River Falls Economic Development Corporation, River Falls Area Hospital, UWRF, River Falls School District, River Falls Chamber of Commerce and Tourism Bureau, local businesses, City staff 3 City of River Falls RFP Community Signage and Wayfinding Master Plan
and a representative from the City s Plan Commission, Design Review Commission, and the Downtown Business Improvement District. The SAG met multiple times in 2012 and identified goals and objectives for a sign program, created a list of destinations in the community, and developed a generalized cost estimate for proposed wayfinding. Unfortunately, the project lagged for lack of support and funding at that time. Renewed commitments of support by the City, the River Falls Chamber of Commerce and Tourism Bureau, and the Downtown Business Improvement District are now in line to move forward with plan development and implementation. Moving forward, the selected consultant will work closely with the City, stakeholders, and project partners to prepare the plan. The consultant will also be expected to work in concert with the City s communications staff to ensure compliance with the City of River Falls brand guidelines. Scope of Work This proposed scope of work is intended to be a general outline of the type of work we anticipate to be included in this planning process. It is not an all-inclusive description of the elements to be included in the plan or associated activities. We are relying on your professional expertise to guide the planning process, including the development of a logical and appropriate scope of work. In general, the scope of work should include the following components: 1. Inventory and Analysis Conduct a project initiation meeting with City staff to discuss the work plan, schedule, identify stakeholders, and reaffirm project goals. Participate in a driving tour with City staff to view existing signs, identify signage deficiencies, and become familiar with community facilities and points of interest. Prepare an inventory (or work with the City to update the 2011 inventory) of existing community signs and sign types complete with photo documentation and an inventory map. Review the City s Wayfinding in River Falls document, sign ordinance, and other pertinent planning documents to ensure compliance with City plans and regulations. Determine public outreach strategy, including at a minimum host meetings with stakeholders to discuss project progress, identify findings, and gain insight into key issues. 2. Develop Community Signage and Wayfinding Master Plan Prepare a master plan that documents findings of the inventory and analysis and key findings of stakeholder and public meetings. Identify signs to be removed and develop a strategy for new signage including the type, functionality, and appropriate placement throughout the City. Prepare a graphic rendering of each proposed sign type. Prepare a wayfinding system map for each wayfinding element. Provide phased approach to update all signage on a priority basis. 3. Schematic Design and Design Documentation Prepare a minimum of two schematic design concepts for wayfinding signage and community signage, including material, graphics, color palette, font selection, and a 4 City of River Falls RFP Community Signage and Wayfinding Master Plan
punctuation/grammar guide. Schematics should include, at a minimum, the following sign types: gateway, directional, pedestrian, park, trail, parking, destination identification, kiosk, banners, and community building, corporate park, and recreational facility signs. 4. Construction Documents Provide detailed, ready to bid construction documents and a phasing plan for installation, including fabrication techniques, materials, colors, lighting, and installation requirements. Provide an opinion of probable cost for the fabrication, installation, and maintenance for all sign plan components, including number of sign types and locations. Identify preferred (local where possible) construction subcontractors, if available. 5. Responsibilities of City Staff The City staff will be responsible for the following: Provide community plans, ordinances, maps, GIS information, and other data as needed. Provide all available information on current branding guidelines and existing community building and facility signs, colors, locations, etc. Ongoing stakeholder communication as well as meeting organization and correspondence. Submittal Requirements Proposals must be provided electronically. Proposals must be clear, succinct and not exceed 15 pages, excluding any addendum attachments. Only complete submittals will be considered for evaluation. All proposals and attachments will become part of the public record. Proposal content must include the following: 1. Cover Letter. 2. Firm Description. Describe your firm s areas of expertise, type of organization, length of time in business, number of employees, and other information that would be helpful in characterizing the firm. 3. Project Team. The names and qualifications of personnel in the firm who have worked on similar projects and would be made available to work on this project. Provide any specialized experience details as it pertains to this project. Identify the Project Manager who will be responsible for the day-to-day management of project tasks and who will be the key point of contact with the City. Identify any sub-consultants (if proposed) and describe their role in the project. 4. Scope of Work. Provide a succinct, but detailed description of the process and product that would be delivered based on the Scope of Work section of this RFP. 5. Project Schedule and Budget. Submit a schedule, itemized by task, for completing the scope of work. Include the following cost categories in tabular format. a. Labor Costs by: 1. Individual (name). 5 City of River Falls RFP Community Signage and Wayfinding Master Plan
2. Estimated hours by task. 3. Hourly rate and total cost. b. Overhead. Show as a percentage of labor costs. c. Other Direct Costs. Itemizations that may include but are not limited to: 1. Transportation. 2. Lodging and meal per diem. 3. Printing. 4. Communication. d. General Administrative Costs. Indicate base used and basis therefore, percentage and total. e. Total project budget. 6. Work Samples. Provide digital copies of one to two example work products that most closely match the product desired in this RFP (web links preferred if available). 7. References: Identify three (3) references from similar projects, including current contact information. A pre-proposal meeting is scheduled for February 24, 2017 at 10:00 a.m. in the lower level Training Room at City Hall, 222 Lewis Street, River Falls, WI. Those planning to submit proposals are encouraged to have reviewed the information herein and attend this meeting to seek clarifications or ask further questions regarding the RFP. Proposals must be submitted electronically by 4:00 p.m. on March 17, 2017, to be considered. No amendments to proposals will be accepted after this time. The City of River Falls reserves the right to accept or reject any or all proposals. Submit electronic proposals to: Brandy Howe, AICP Senior Planner City Hall, 222 Lewis Street River Falls, WI 54022 (715) 426-3425 bhowe@rfcity.org All costs incurred by the consultant in the preparation of the response to this solicitation, including presentations and/or participation in an interview, shall be borne solely by the respondent. Consultant Selection and Evaluation Process The City anticipates utilizing the following selection committee to make a recommendation to the Plan Commission and ultimately the City Council. Amy Peterson, Development Services Director Brandy Howe, Senior Planner Susan Reese, Plan Commission and Park and Recreation Advisory Board Mike Stifter, Operations Director Chris Blasius, Chamber of Commerce and Tourism Bureau; and Business Improvement District 6 City of River Falls RFP Community Signage and Wayfinding Master Plan
Each proposal will be evaluated based on its own merits. At a minimum, consultants should possess the following: Experience in the design of signage and wayfinding specification packages from conceptual design to fabrication and installation. Experience in leading collaborative processes with public and private stakeholders. Demonstrated experience in the design and implementation of signage and wayfinding systems. Other factors to be considered will include but not be limited to the following: Demonstrated ability to provide timely and quality deliverables. Experience of the project team and sub-consultants proposed to work on the project. Proven success of other projects. Customer satisfaction and references. Demonstrated understanding of the project. Experience and creativity in graphic design. Value of service relative to proposed costs. Quality and completeness of proposal. The City reserves the right to: Qualify, accept, or reject any or all proposers as deemed to be in the best interest of the City. Accept or reject any or all proposals and to waive irregularities or technicalities in any proposal when in the best interest of the City. Accept or reject any exception taken by the proposer to the terms and conditions of the RFP. Consultant Selection Schedule The following is the proposed schedule and key dates for finalizing a consultant contract. All dates are subject to change. Plan Commission Approval of RFP: February 7, 2017 RFP Issued: February 17, 2017 Pre-Proposal Meeting: February 24, 2017 Proposal Deadline: March 17, 2017 City Review of Proposals: March 20-31, 2017 Interviews (if the City elects to conduct interviews): March 27-31, 2017 Resolution Recommending Consultant by Plan Commission: April 4, 2017 Resolution authorizing Contract by City Council: April 25, 2017 Project Commencement: May 2017 7 City of River Falls RFP Community Signage and Wayfinding Master Plan