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HomeMy WebLinkAboutGrant Agreement with GVLT 6.23.2023 DocuSign Envelope ID:7143AO6C-357E-49C6-95D2-C33E5855400D UU4 EMANHIT Memorandum REPORTTO: Jeff Mihelich, City Manager reg ulli an, City ttorney FROM: Addi Jadin, Park Planning and Development Manager SUBJECT: Grant Agreement with Gallatin Valley Land Trust for Funding Toward Wayfinding Amendment to Agency Landscape and Planning, LLC Professional Services Agreement DATE: September 8, 2022 BACKGROUND: As the City and Gallatin Valley Land Trust (GVLT) embarked on the West Side Connections and Wayfinding Trails, Open Space and Parks (TOP) Bond Project funded in 2020, the scope of work was modified to reflect the amount of funding awarded. At the same time, the Active Transportation i elements of the Parks, Recreation and Active Transportation Plan (PRAT Plan) were being considered for addition into the desired deliverables from consultants. GVLT and the City applied for a State of Montana Tourism Grant and were not awarded funding that would have enabled the inclusion of a city-wide wayfinding component. Since that time, funds have been identified in the Engineering budget with a shortfall of approximately $6000. As part of their commitment to initiating a wayfinding plan with the City, GVLT has secured funding to contribute to the City-wide effort. The grant agreement clarifies terms for payment and responsibilities for the City and GVLT in ensuring the funding is used in accordance with the intention of the GVLT grant. 714eaasmdati6dk if firsandniendtuR tovi9geWncyarm>*l_apeeaitrcfl O� �r�2gWiffsl �d 11ef % on ithgnc Igh0on Spnsent agenda 9202 ATTACHMENTS: Attachments: rant outing heet Grant Agreement -GVLT Wayfinding.docx Exhibit A- Bozeman Wayfinding Scope and Fee 1 DocuSign Envelope ID:7143A06C-357E-49C6-95D2-C33E6855400D BOZ I ' MANMT City of Bozeman Grant Routing Cover Sheet This form is used in conjunction with Administrative Order 2014-01, adapting the Grant Application and Reception Policy. When a Department Director signs grant documents under this provision, they are certifying that they understand and will carry out the provisions of the grant and its impact on city operations and finances. All the required boxes must be initialed by the appropriate departments. Use a separate routing sheet for each phase of the grant process. Utilize assigned grant number for each phase for tracking purposes. GVLT Wayfinding Grant 2022-05 Grant Document Title: Grant#(Issued by City Clerk): CFDA it(applies to Federal grants) NA Grant Total: $6000_Grant Match: _�.+ $170K_ Department: Parks and Recreation Grant Project Manager: Addi Jadin,Park Planning and Dev Mgr Phase of Process: x❑Notice of Intent 1-1 Application Award/Contract Date Document Signed: 07/07/22 For all grants under 20,000 in Department Finance Office City Manager Original Signed value. Director Grant Documents to City Clerk Does not require approval on os ns Addi to submit Commission meeting agenda tM 11ncu8ignedby: after routing for NUC� city Manager and City Attorney sstao7Foanoznna... signature For all grants over$20,000 in Department Finance Office City Manager Original Signed value. Director Grant Documents to City Clerk *Department Director initials verify notification to City Commission and City Manager within 30 days of grant application. REQUIRES City Commission Approval DATE of COMMISSION MEETING: Presented by: 1-1 Consent Action Revised 10/27/2014 DocuSign Envelope ID:7143A06C-357E-49C6-95D2-C33E5855400D WAYFINDING GRANT AGREEMENT GALLATIN VALLEY LAND TRUST L' -- THIS AGREEMENT is made and entered into this222� day of JUA%k- , 207 by and between the City of Bozeman, Montana, a self-governing municipal corporation located at 121 N. Rouse Ave., Bozeman MT 59771 ("City") as GRANTEE and Gallatin Valley Land Trust("GVLT"), a Montana non-profit public benefit corporation with a mailing address of 212 S. Wallace Ave, Bozeman, MT as GRANTOR. GVLT and the City may also hereafter be referred to as "Parties". WHEREAS, on November 6, 2012, the voters of the City of Bozeman approved the creation of a bond fund for the acquisition, construction and maintenance of new parks, trails and open spaces in the City of Bozeman (the "TOP Bond Fund"); and WHEREAS, On October 13, 2020,the Bozeman City Commission adopted Commission Resolution No. 5221 which authorized the contribution of up to $99,612.51 from the TOP Bond Fund toward completion of the West Side Connections and Wayfinding Project ("Project") as proposed by the City of Bozeman Parks and Recreation and Engineering Departments with the GRANTOR, on the terms and conditions set forth in Commission Resolution No. 5221; and WHEREAS, the TOP Bond Fund contribution was reduced from the original request by the TOP Committee and City Commission;therefore,the Project scope was revised to identify additional funding sources, align with funding available, and to reflect initiatives underway; and WHEREAS, a parallel initiative to the Project identified by staff is the comprehensive Parks, Recreation and Active Transportation ("PRAT") plan underway which has received additional funding from the Transportation and Engineering Department Fiscal Year 2023 budget to include a city-wide Wayfinding Plan for active transportation; and WHEREAS, GRANTOR is able to provide private funding to contribute to the Wayfinding Plan thus fulfilling their in-kind matching component of the TOP Project. THE PARTIES AGREE: 1. The Grant. GRANTOR will grant and release to GRANTEE a sum of six thousand dollars ($6,000) (the "Grant") pursuant to the payment terms in Section 4. 2. Use of Grant Funds. Grant funds in the amount of six thousand dollars ($6,000) will be used by GRANTEE for the sole purpose of reimbursing expenses incurred by GRANTEE, Wayfinding Grant Agreement—GVLT Page 1 3 DocuSign Envelope ID:7143AOBC-357E-49C6-95D2-C33E5855400D Staff Instructions for Use and Expectation of Review Department Director - Fully understands the grant and its impact on city operations and finances and intends to carry out the grant provisions if awarded - Written notification to City Commission and City Manager if grant is over$20,000 - Coordinates with legal staff or applicable departments for all sub-recipient or related contractual documents associated with the grant Finance Office - Receives copies of grant documents and/or accounts for potential impact on city finances City Manager - Authorizing signature i City Clerk - Issues grant routing number j - Retains copy of original signed documents - Tracks grant documents by number Revised 10/27/2014 DocuSign Envelope ID;7143A06C-357E-49C6-95D2-C33E5855400D I as described in the Amended PRAT Plan Professional Services Agreement Scope of Work to be proposed to the City Commission attached hereto as Exhibit A (the "Wayfinding I Plan") and by this reference incorporated herein, 3. Term. The term of this Agreement will commence on the Effective Date and expire upon completion of the Wayfinding plan unless earlier terminated or extended as provided herein. i 4. Payment of Grant Funds a. Payment of Grant funds is contingent on GRANTEE entering into an amended scope of work for the Wayfinding Plan as agreed to by the City Commission. b. Upon City Commission approval of the amended scope of work, GRANTOR will pay the Grant funds, c. GRANTOR will have no obligation to pay any Grant funds, unless, at the time of the reimbursement request: (i) all of GRANTEE's representations as set forth in Section 5 are true and correct; and (ii) GRANTEE is not in breach of any term of this Agreement, 5. Grantee's Representations a. GRANTEE represents and warrants to GRANTOR that the Grant funds are necessary to accomplish the financial requirements of the amended Scope of Work for the Wayfinding Plan, 6, Reports/Accountability/Public Information. If Grant funds are paid to GRANTEE, GRANTEE will continue to communicate with GRANTOR about the progress and direction of the PRAT Plan. GRANTEE will continue to seek peer review from GRANTOR'S staff regarding the Wayfinding Plan components and planning process. GRANTEE must allow GRANTOR, its auditors, and other persons authorized by GRANTOR to inspect and copy its books and records for the purpose of verifying that monies provided to GRANTEE pursuant to this Agreement were used in compliance with this Agreement and all applicable provisions of federal,state, and local law. GRANTEE will retain such records for seven years after receipt of final payment under this Agreement unless permission to destroy them is granted by GRANTOR, 7, Independent Contractor Status. The parties agree that GRANTEE, its agents, employees, contractors, or subcontractors, are independent contractors for purposes of this Agreement and are not to be considered employees or agents of GRANTOR for any purpose, Wayfinding Grant Agreement—GVLT Page 2 4 DocuSlgn Envelope ID:7143A06C-357E-49C6-95D2-C33E5855400D 8. Representatives a. City's Representative. The City's Representative for the purpose of this Agreement shall be Addi Jadin, Parks Planning and Development Manager, or such other individual as City shall designate in writing. Whenever approval or authorization from or communication or submission to City is required by this Agreement, such communication or submission shall be directed to the City's Representative and approvals or authorizations shall be issued only by such Representative; provided, however,that in exigent circumstances when City's Representative is not available, GRANTEE may direct its communication or submission to other designated City personnel or agents and may receive approvals or authorization from such persons. b. GRANTEE' Representative. GRANTEE's Representative for the purpose of this Agreement shall be Matt Parsons,Trails Manager, or such other individual as GRANTEE shall designate in writing. Whenever direction to or communication with GRANTEE is required by this Agreement, such direction or communication shall be directed to GRANTEE's Representative; provided, however, that in exigent circumstances when GRANTEE's Representative is not available, City may direct its direction or communication to other designated GRANTEE personnel or agents. IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year indicated below. GRAN E City of Bozeman Date: `7 Veff Welich, City Manager GRANTOR Gallatin Valley Land Trust Chet Work, Executive Director WayfindingGrantAgreement—GVLT Page 5 � VocuSign Envelope ID:71 Ap rhostoo form: �~ Date: ~ GV9 Sullivan, City Attorney City nfBozeman ! | i VVayfind|ng Grant Agreement—8VLT Page ! � Docu5ign Envelope ID:7143Ao6C-357E-49C6-95D2-C33E5655400D Exhibit A Amended Scope of Work 7 DocuSign Envelope ID:7143A06C-357E-49C6-95D2-C33E5855400D To: Candace Mastel,City of Bozeman From: Joe Gilpin,Alta Date: August 23,2022 Re: Bozeman,MT Wayfinding Scope&Fee Proposed scope of Work for Wayfinding Services Total Fee: $35,000 Task 1: Existing Conditions ($5,000) 1.1 Wayfinding strategy Alta will develop a wayfinding strategy Memo that introduces wayfinding elements and their purpose and provides guidance on destination selection,sign placement,and sign programming in a way that supports community feedback already received for the PRAT Plan regarding wayfinding,as well as past planning efforts to date.The wayfinding strategy memo will equip the city with the ability to plan future wayfinding outside the scope of this project. 1.2 Branding inventory With the help of local City staff,Alta will take inventory of existing branding and types of signage found along Bozeman's trails,roads and bikeways.This inventory will also consider concurrent efforts by the Prime Consultant(Agency Landscape+ Planning)to support synergies between the wayfinding strategy and the development of the PRAT Plan design guidelines. We will coordinate with City staff to determine which elements should be incorporated as part of the future wayfinding system.City staff will guide Alta's work by highlighting both strong and weak examples of existing branding and wayfinding. Task 1 Assumptions: • Bozeman City staff will compile a list of community destinations that may be included on wayfinding signage,and organize them into tiers of regional significance based on guidance provided within the wayfinding strategy memo • The Prime Consultant will share community feedback and initial recommendations relevant to wayfinding prior to the start of Task 1 Task 2: Sign Family and Concept ($15,000) 2.1 Establish sign family Based on the existing conditions analysis and a scan of potential navigational issues,Alta will develop a conceptual family of up to six(6)sign types,including for on-street bikeways and off-street trails.We will work to align the sign family and wayfinding strategy with design guidelines developed as part of the PRAT Plan. Alta Planning+Design,Inc. 1 City of Bozeman,MT 8 DocuSign Envelope ID:7143A06C-357E-49C6-95D2-C33E5855400D lf� I < 2.2 Design concept Alta will conduct a visual preference survey with City staff to determine a direction for the look and feel of the wayfinding system. Using the results of the visual preference survey,Alta will develop one(1)design concept for each sign type in the sign family.Alta will make one(1)round of revisions based on consolidated,reconciled comments from City staff and the Prime Consultant. In addition,Alta will provide the City with editable art files(Adobe Illustrator)for each sign type,which can then be programmed and printed by the City or a third-party sign shop. Task 2 Assumptions: • Before beginning Task 2.2,City staff will confirm the City's approach for complying with MUTCD standards,which will influence the concept design • The City PM will be responsible for disseminating the visual preference survey to City staff and stakeholders • The City PM will consolidate comments on the design concept from City staff and reconcile any contradictory comments before delivering to Alta for revision requests • The design concept will develop graphic layout of the sign panels,and will not address fabrication and installation specifications • The Prime Consultant will share community feedback and initial recommendations relevant to wayfinding following the summer engagement Task 3: Sign Placement Demonstration ($5,000) 3.1 Sign placement plan and programming Alta will create a sign placement and programming plan for one(1)priority route(up to 20 signs),identified by City staff,to demonstrate sign placement and programming.Deliverables will Include a KMZ or shapefile showing sign locations as well as vector art files for each sign along the route(up to 20 signs). Tasl(4: Design Intent Drawings ($10,000) 4.1 Design intent drawings Alta will develop design Intent drawings for all signs in the sign family established in Task 2,up to six(6).The deliverable for this task will be a PDF package of drawings that specifies mounting hardware and materials,as well as other installation specifications for contractors to fabricate and install the signs per the intended design. Final Deliverables • Wayfinding Strategy Memo • Conceptual wayfinding family of signs with up to six(6)signs • Visual Preference Survey summary • One(1)design concept and one(1)round of revisions,including editable art files • Sign placement plan and programming for one(1)priority route(up to 20 signs)—KMZ or shapefile format for locations,vector files for individual signs General Assumptions • Public Engagement:This scope does not include general public engagement,but will incorporate community feedback gathered during the PRAT Plan that Is relevant to wayfinding • Stakeholder Coordination:This scope does not include direct coordination between the consultant and community stakeholders.The City PM will be responsible for soliciting input,If desired,from local stakeholders. Alta Planning+Design,Inc. 2 City of Bozeman,MT 9