3.8 Wayfinding
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Parks and Recreation Parks and Recreation Director Demant November 8, 2021
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty 3.8 – Wayfinding
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
X Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff is recommending the City Council approve a grant contract and to accept a proposal from HKGI.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
Yes No
BACKGROUND/JUSTIFICATION:
The Parks and Recreation System Masterplan identifies establishing a plan for trail access and wayfinding.
Wayfinding creates a template for park identity signs, wayfinding and directional signs that would
represent the character of Otsego and highlight the importance of parks and trails in the community. The
plan would also help identify destinations and costs for implementation. The goals of implementing a
wayfinding sign program are to:
• Develop an Otsego Park and Trail sign family with sign types and templates from which to build
new signs and identify high priority sites for trail wayfinding signage while considering the
following elements:
o Trailheads should ideally be located every couple miles along major trails. They should
include parking, signage, water, benches, etc.
o Wayfinding signage, identification signs, and mile markers
o Online maps that are easily accessible that identify trail routes, loops, and trailheads
Staff was directed by the Parks and Recreation Commission and City Council to have HKGI put together a
wayfinding proposal. HKGI submitted a proposal that was reviewed at the February 2021 Administrative
Sub-Committee. During that discussion, staff reviewed different funding options for wayfinding projects.
After that review, staff was directed to pursue the Statewide Health Improvement Program (SHIP) grant
through Wright County Health and Human Services. The City was notified in August of 2021 that it was
awarded $26,685.
The CIP includes $29,650 in 2022 to provide funding for HKGI to complete the Wayfinding and Signage
Plan, with additional funding in 2023 ($50,000) and 2024 ($50,000) as current estimates for
implementation phases, which will be better defined by the Plan.
The Administrative Sub-Committee and the Parks and Recreation Commission have reviewed the
information during their respective October meetings and recommend that the City Council approve the
Grant Contract and HKGI Proposal. City Attorney Kendall has reviewed the grant contract with
recommendation of execution.
SUPPORTING DOCUMENTS ATTACHED:
• Grant Contract
• HKGI Proposal
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to approve a Statewide Health Improvement Program Grant Contract between the City of Otsego
and Wright County Health and Human Services and to authorize City staff to execute the contract.
Motion to accept the proposal and to authorize HKGI to complete the Parks Wayfinding and Signage Plan in
the amount of $29,650.00.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 203 – Park Development
Yes (2022 to 2024)
WRIGHT COUNT Y HE AL T H &HUM AN SE RVI CE S
Statewide Health Improvement Program
Purchase of Ser vices Contract
CITY O F O TSEG O -P ARK S &RECREATIO N
Co nt ra ct P erio d:Sept ember 1 ,2 0 2 1 ,t hro ug h O ct o ber 3 1 ,2 0 2 2
1.T his Contract is enter ed into between Public Health Depar tment of Wr ight County Health &Human
Ser vices,located at 1004 Commer cial Dr ive,Buffalo,MN 55313,her einafter r efer r ed to as "Agency."
and City of Otsego -Par ks and Recr eation,located at 8899 Nashua Ave NE ,Otsego MN 55330,
her einaft er r efer r ed to as "Contractor ,"for the purpose of providing SHI P-funded par ks way finding and
signage plan and implementation ser vices.
2.Time P erio d o f Co nt ra ct
a.T he time per iod of this Contract shall be from Scpt em her 1 ,2 0 2 1 t hro ug h O ct o ber 3 1 ,2 0 2 2 .
b.T his Contract may be ter minated by the Agency or the Contractor upon thir ty (30)days wr itten
notice from either par ty or upon immediate r equest of the Wr ight County Health &Human Ser vices
Boar d.Ser vices provided up to the date of ter mination will be compensated from the Agency to the
Contractor.
c.T his Contract may be immediately ter minated for lack of funding by the Agency if it does not obtain
funding from the M innesota L egislature,M innesota Agencies,or other funding sour ce,or if its
funding cannot be continued at a level sufficient to allow payment of the amounts due under this
contract.Wr itten notice of ter mination sent by the Agency to the Contractor ,by mail or facsimile,is
suffi cient notice under the ter ms of this Contract.T he Agency will not be assessed any penalty or
damages if the Contract is ter minated due to lack of funding.
3.Co nt ra ct o r Respo nsibilit ies
a.T he Contractor ver ifi es that they ar e capable and willing to provide ser vices for r ecipients deemed
eligible for ser vice by Wr ight County Health &Human Ser vices.
b.T he Contractor will assure that ser vices r ender ed her eunder ar e provided in accor dance with the
standar ds r equir ed of the Minnesota Depar tment of Human Ser vices.
c.T he Contractor shall provide any supplies,mater ials or equipment necessar y to per for m the ser vices
under this Agr eement.
d.SHI P funding may only be used for the cost of mater ials (i.e.signs and cement)and cost or plan
development.SHI P funding cannot be used for the cost of installation labor .
e.T he City of Otsego will be r esponsible for futur e maitenance and upkeep r esponsibilities for
way fi nding signage.
f.Please see Par ks Wayfi nding and Signage Plan Proposal as attached.
4 .Ag ency Respo nsibilit ies
a.T he Agency will r eview outcomes of this Contract pr ior to r enewing the Contract;
b.T he Agency will r eview the outcomes of the Contract at its discr etion;this r eview process will be
over seen by the Social Ser vices Manager /Agency Dir ector.
5.Reimbursement
a.T he total r eimbursement under this Contract ter m will not exceed the rates defi ned below:
L ist rate of ser vice per unit J
da /hour /month,etc.~----~~~-
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L ist Ser vice to be provided
WRI GHT COUNT Y HE AL T H &HUMAN SE RVI CE S
Statewide Health I mprovement Program
Purchase of Ser vices Contract
SHI P-funded par ks wayfi nding and signage plan and $26,685.00 1
~1m~_le_m_e_n_t_at_i_o1_1_s_e_r v_i_c_es ~-----------------_J
b.T he Agency will r eimburse the Contractor for pr ior -author ized,r ender ed ser vices only.
c.No additional compensation will be provided for travel time or travel expenses.
d.T he Contractor will submit billing invoices,with suffi cient detail to justify r eimbursement from the
Agency.T he Agency shall have the author ity to r eview suppor ting documentation of ser vices
provide,and no payment shall be made without the approval of the Agency.
f.T he Agency will pay for r ender ed pur chased ser vices within 35 days of r eceiving an invoice from the
Contractor.No payment will be made on invoices submitted mor e than 90 days aft er the provision
of the ser vice by the Contractor.
g.It is under stood and agr eed by all par ties that the Agency will assume no r esponsibility or obligation
to purchase from the Contractor any minimum amount of ser vices.
h.Condition of Payment:All ser vices provided by Contractor pur suant to this Contract shall be
per for med to the satisfaction of the Agency,and in accor dance with all applicable federal,state and
local laws,or dinances,rules and r egulations.Payment shall be withheld for wor k found by the
Agency to be unsatisfactor y,or per for med in violation or federal,state and local laws,or dinances.
rules or r egulations.
6 .Cont ract or Debarment ,Suspension,and Responsibility Cert ifi cat ion
T he Contractor shall ensure that neither it nor any of its owner s,manager s,or employees or its
Subcontractor s or the owner s,manager s,or employees of the Subcontractor s assigned to provide ser vices
pur suant to this Contract have been debarred or excluded from M edicaid or any other federally funded
health car e program under the provisions of the Social Secur ity Act,42 USC l 320a-7.If the Contractor
learns of any such debar ment or exclusion,the Contractor shall immediately notify the Agency in wr iting
and immediately take steps to stop the debar r ed or excluded individual from per for ming fur ther ser vices
under this Contract,unless the Agency other wise dir ects the Contractor in wr iting.
7 .Equal Employment Opport unity,Civil Right s,and Nondiscriminat ion
T he Contractor agr ees to comply with the Civil Rights Act of 1964,T itle Vil (42 USC 2000e);including
E xecutive Or der No.11246,and T itle VI (42 USC 2000d);and the Rehabilitation Act of 1973 as amended
by Section 504;and all applicable federal and state laws,rules,r egulations and or der s prohibiting
discr imination in employment,facilities and ser vices.Contr actor shall not discr iminate in employment.
facilities and in the r ender ing of Pur chased Ser vices her eunder on the basis of race,color ,r eligion age,
sex,disability,mar ital status,public assistance status,cr eed or national or igin.
8.Indemnity
E ach Contractor does her eby agr ee that it will at all times her eafter ,dur ing the existence of this Contr act.
indemnify and hold har mless Agency from any and all liability,loss,damages,costs,or expenses which
may be claimed against Agency_or Contractor (l )by r eason of any ser vice client's suffer ing per sonal
injury,death,or proper ty loss or damages either while par ticipating in or r eceiving from the Contr actor the
car e and ser vices to be furnished by the Contractor under this Contract,or while on pr emises owned,
leased,or operated by the Contractor ,or while being transpor ted to or from said pr emises in any vehicle
owned,operated,leased,charter ed,or other wise Contracted for by the Contractor or any offi cer ,agent,or
employee ther eof;or (2)by r eason of any ser vice client's causing injur y to,or damage to,the proper ty or
another per son during any time when the Contractor or any officer ,agent,or employee ther eof has
under taken or is furnishing the car e and ser vice called for under this Contract.
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WRIGHT COUNT Y HE AL T H &HUM AN SE RVI CE S
Statewid e Health I m p rov em en t Prog ra m
Purch ase o f Ser v ices Co n tra ct
9.Insura nce:
T h e Co n tra cto r ag r ees th at in o r d er to p rotect itself,as well as Ag en cy an d th e M in n eso ta Dep ar tm en t o r
Hu m an Ser v ices,u n d er th e in d em n ity p rov isio n s set for th ab o v e,it will at all tim es d u r in g th e ter m o r th is
Ag r eem en t,k eep in for ce th e follo win g in su ra n ce p rotectio n in th e lim its sp ecifi ed as m ar k ed with an }:
]Gen era l L iab ility with co n tra ctu al liab ility co v era g e in th e am o u n t o f th e Co u n ty 's to r t liab ility
lim its set fo rth in M in n eso ta Statu te 4 6 6 .0 4 .T h e m in im u m lim its sh o u ld b e
1 .$1 .5 m illio n each o ccurr en ce
2 .$3 m illio n g en era l ag g r eg ate
3 .$3 m illio n p rod u cts an d co m p leted o p era tio n s ag g r eg ate
]Co n tra cto r sh all n am e Ag en cy as an ad d itio n al in sured .
]Wo r k er 's Co m p en satio n in th e statu to r y am o u n t.T h e m in im u m lim its sh o u ld b e:
4 .Bo d ily injury b y accid en t $5 0 0 ,0 0 0 each in cid en t
5 .Bo d ily injury b y d isease $5 0 0 ,0 0 0 each em p lo y ee
6 .Bo d ily injury b y d isease $5 0 0 ,0 0 0 p o licy lim it
]Professio n al L iab ility (er ror s an d o m issio n s)in suran ce co v er ag e o f
7 .$2 ,0 0 0 ,0 0 0 p er wron g ful act o r o ccurr en ce
8 .$4 ,0 0 0 ,0 0 0 an n u al ag g r eg ate
D Au to m o b ile liab ility co v era g e wh en tra n sp o r tatio n o f elig ib le r ecip ien ts is p rov id ed b y th e
Co n tra cto r.T h e m in im u m lim its sh o u ld b e
9 .$1 ,5 0 0 ,0 0 0 p er o ccurr en ce an d ag g r eg ate
[]Co n tra cto r sh all n am e Ag en cy as ad d itio n al in sured .
D Co n tra cto r will b e r eq u ir ed to m ain tain at all tim es,d urin g th e ter m o f th is Co n tra ct,a fid elity b o n d
o r in su ra n ce p o licy co v er in g th eft o r em b ezzlem en t b y th e o r g an izatio n 's o ffi cer s o r em p lo y ees.
T h e m in im u m b o n d ed am o u n t m u st b e en o u g h to co v er th e av era g e am o u n t o f m o n ey y o u h an d le for
So cial Security b en efi ciar ies each m o n th p lu s an y co n ser v ed So cial Secu r ity o r SSI fu n d s y o u ar c
h o ld in g .A co p y o f th e Co n tra ctor's b o n d o r in suran ce cer tifi cate sh all b e d eliv er ed to th is Co u n ty at
th e b eg innin g o f th is Co n tra ct ter m an d o n an ann u al b asis th er eafter.
An ex cess o r u m b r ella p o licy m ay b e u sed in co nju n ctio n with p r im ar y co v era g e lim its to m eet th e
m in im u m lim it r eq u ir em en ts for each lin e o f co v era g e.
T h e Co n tra ctor ag r ees as a co n d itio n su b seq u en t to in cr ease th e r eq u ir ed in su ra n ce co v era g e as th e
liab ility lim its in sectio n 4 6 6 .0 4 in cr ease.Failure to ab id e b y th is p rov isio n sh all b e d eem ed a su b stan tial
b r eech o f co n tra ct.No th in g in th is Ag r eem en t sh all co n stitu te a waiv er b y Ag en cy o f an y statu to r y lim its
u p o n liab ility .
A Cer tifi cate o f I n suran ce n am in g Wr ig h t Co u n ty as cer tifi cate h o ld er sh all b e fu rnish ed to Ag en cy p r io r
to co m m en cem en t o f ser v ices an d sh all sp ecify Wr ig h t Co u n ty as an ad d itio n al in sured .T h e Co n tr acto r
will furnish an o r ig in al Cer tifi cate o f I n su r an ce as ev id en ce o f r eq u ir ed co v era g e,sh o win g co v er ag e m eets
liab ility lim its for th e in d ep en d en t co n tra cto r.
1 0 .Independent Co nt ra ct o r St a t us
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WRIGHT COUNTY HEALTH &HUMAN SERVICES
Statewid e Health Im p rov em en t Prog ra m
Pu rch ase o f Serv ices Co n tra ct
It is ag reed th at no th in g co n tain ed in th e Co n tra ct is in ten d ed or sh o u ld b e co n strued as creatin g th e
relatio n sh ip of co -p artn ers,jo in t v en tures,or an asso ciatio n with Wrig h t Co u n ty an d th e Co n tracto r.Th e
Co n tra cto r is an in d ep en d en t co n tra cto r an d n eith er it,or its em p lo y ees,ag en ts,n o r rep resen tativ es sh al I
be co n sid ered em p lo y ees,ag en ts,rep resen tativ es o f Ag en cy .Ex cep t as o th erwise prov id ed herein ,th e
Co n tra ctor sh all m ain tain in all resp ects its p resen t co n trol ov er th e ap p licatio n an d in tak e p roced u res an d
req u irem en ts to clien ts an d th e m ean s an d p erso n n el by wh ich th is Co n tra ct is p erform ed .From an y
am o u n ts d u e th e Co n tra cto r,th ere will b e n o d ed u ctio n for Fed era l in co m e tax o r FICA p ay m en ts nor for
an y State in co m e tax ,n or for an y oth er p u rp o ses wh ich are asso ciated with an em p lo y er/em p lo y ee
relatio n sh ip un less req u ired by law.Pay m en t of Fed era l in co m e tax ,FICA p ay m en ts,an d State in co m e
tax are th e resp o n sib ility of th e Co n tra cto r.
11.Subco ntra cting
Up o n ap p rov al of th e Ag en cy ,th e Co n tra cto r may h ire em p lo y ees an d /o r en ter in to su b co n tra cts for
perform an ce of an y o f th e serv ices co n tem p lated u n d er th is Ag reem en t.All ag reem en ts in p lace with
em p lo y ees an d su b co n tra cto rs m u st co n tain p rov isio n s th at mak e all em p lo y ees an d su b co n tra cto rs su bject
to all of th e req u irem en ts of th is Ag reem en t.
12.Co nflict of In terest
Co n tra cto r gu ara n tees th at n o o fficer,em p lo y ee,own er,ag en t,su b co n tracto r,o r assig n ee sh all hav e an y
in terest in an d will n o t acq u ire an y in terest,d irect o r in d irect,th at wo u ld co n flict in an y m an n er o r deg ree
with p erform an ce of th is co n tra ct.
13 .Da ta Priv a cy
All data co llected ,created ,receiv ed ,m ain tain ed ,or dissem in ated for an y p urp o ses in th e co u rse o r th e
Co n tra cto r's perform an ce of th is Co n tra ct is g o v erned by th e Min n eso ta Statu te Ch ap ter 13 ,o r an y o th er
ap p licatio n State statu tes,an y State rules ad o p ted to im p lem en t th e Act,as well as Fed era l reg u latio n s o n
d ata priv acy .Th e Co n tra cto r ag rees to ab id e strictly by th ese statu tes,ru les,an d reg u latio n s.
14.Sev cra bility
Th e prov isio n s of th is Co n tra ct sh all be deem ed sev erab le.If an y part o f th is Co n tra ct is ren d ered
v o id ,in v alid ,or un en forceab le,su ch ren d erin g sh all n o t affect th e valid ity an d en forceab ility o r th e
rem ain d er of th is Co n tra ct u n less th e p art or p arts th at are v o id ,in v alid o r o th erwise u n en forceab le
sh all su b stan tially im p air th e v alu e o f th e en tire Co n tra ct with resp ect to eith er p arty ,in wh ich ev en t
eith er p arty m ay en d th is Co n tra ct by written n o tice.
15 .Entire Ag reement
It is un d ersto o d an d ag reed th at th e en tire ag reem en t of th e parties is co n tain ed h erein an d th at th is
Co n tra ct su p ersed es all ora l ag reem en ts an d n eg o tiatio n s b etween th e p arties relatin g to th e su bject m atter
hereo f as well as an y p rev io u s ag reem en ts p resen tly in effect between th e p arties relatin g to th e su b ject
matter hereo f.An y m aterial altera tio n s,v ariatio n s,m o d ificatio n s,o r waiv ers o f p rov isio n s o r th is
Co n tra ct sh all be valid on ly wh en th ey hav e been red u ced to writin g as an am en d m en t an d sig n ed b y th e
p arties.
THE REST OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK
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WRI GHT COUNT Y HE AL T H &HUM AN SE RVI CE S
Statewid e Health I m p rov em en t Prog ra m
Pu r ch ase o f Ser v ices Co n tra ct
APPROVE D AS T O FORM AND E XE CUT I ON
BY _
Ro ss Dem an t,Dir ecto r
City o f Otseg o Par k s &Recr eatio n
BY _
Sara h Grossh u esch ,Dir ecto r o f Pu b lic Health
Wr ig h t Co u n ty Health &Hu m an Ser v ices
Date
Date
D Co n tra cts u p to $2 5 ,0 0 0 .0 0 Dep ar tm en t Head Sig n ature:
]Co n tra cts $2 5 ,0 0 1 .0 0 -$1 0 0 ,0 0 0 .0 0 Dep ar tm en t Head an d Co u n ty Co o r d in ato r Sig n atu r es:
D Co n tra cts$1 0 0 ,0 0 1.0 0 an d o v er Dep ar tm en t Head ,Co u n ty Co o r d in ato r ,an d Co u n ty Bo ar d Sig n atu r es:
BY _
Jam i Go o d rum Sch war tz,Dir ecto r
Wr ig h t Co u n ty Health &Hu m an Ser v ices
BY _
L ee Kelly ,Wr ig h t Co u n ty Co o r d in ato r
Wr ig h t Co u n ty Ad m in istr atio n Dep ar tm en t
BY ----'w=a _
Ch air /Co m m issio n er
Wr ig h t Co u n ty Health &Hu m an Ser v ices Bo ar d
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Date
Date
Date
W R I GHT C OUNT Y HE AL T H &HUMAN SE R VI C E S
Statewid e Health I m p rov em en t Prog ra m
Purch ase o f Ser v ices C o n tra ct
Wrig ht Co unty,Minneso t a
BUSINESS ASSO CIATE AG REEMENT
He alth In su ra n c e Por tab ili ty an d Ac c ou n tab ili ty Ac t (HIP AA)
Whereas,right_Count y,_Minnesot a (Covered Ent it y)and Cit y_of Otsego Parks_&_Recreat ion,Cont ractor (Business
Associat e),intend to protect the privacy and provide for the security of certain Protected Health Information (PH I)to which
Business Associate may have access in order to provide services to or on behalf of Covered Entity,in accordance with the
Health Insurance Port ability and Account ability Act of 1996,Public Law 104-191 (HIPAA),the HIPAA Privacy rule
(Privacy rule),45 CFR Parts 160 and 164,and the HIPAA Security Rule (Security Rule),45 CFR Parts 160,162 and 164.
WHEREAS,Business Associate may receive PHI from Covered Ent ity,or may create or obtain PHI from other parties for
use on behalf of Covered Ent ity,which PHI can be used or disclosed only in accordance with this Agreement and the
standards established by HIPAA and the Privacy rule.
WHEREAS,Business Associate may receive PHI from Covered Ent ity,or may create or obtain PHI from other parties for
use on behalf of Covered Ent ity,that is in electronic form,which PHI must be handled in accordance with this Agreement
and the standards established by HIPAA and the Security Rule,beginning as soon as practicable but in no event later than the
effective date of the Security Rule.
NOW,THEREFORE,Covered Ent ity and Business Associate agree as follows:
I.Definitio ns .
A."Business Associate"shall have the meaning given to such term under the Privacy and Security Rules,
including but not limit ed to,45 CFR §160.103.
B."Covered Entity"shall have the meaning given to such term under the Privacy and Security Rules,including,
but not limited to,45 CFR §160.103.
C."HIPAA"shall mean the Health Insurance Portability and Accountability Act of 1996,Public Law I 04-191.
D."Privacy rule"shall mean the Standards for Privacy of Individually Ident ifiable Health Information at 45 CFR
Parts 160 and 164.
E."Protected Health Information"or "PHI"means any information,transmitt ed or recorded in any form or medium:
(i)that relates to the past,present or future physical or mental condit ion of an individual;the provision of health care to an
individual;or the past,present or future for the provision of health care to an individual,and (ii)that identifies the individual
or with respect to which there is a reasonable basis to believe the information can be used to identify the individual,and shall
have the meaning given to such term under HIPAA and the HIPAA Regulations at 45 CFR Parts 160,162 and IM,including,
but not limited to 45 CFR §164.501.
F."Security Rule"shall mean the Security Standards at 45 CFR Part s 160,162 and 164.
G.Terms used,but not otherwise defined,in this Agreement shall have the same meaning as those terms in 45 CFR
Parts 160,162 and 164.
2 .Sta ted Purpo s es Fo r Which Bus ines s As s o cia te Ma y Us e Or Dis clo s e PHI.Except as otherwise limited in this
Agreement,Business Associate shall be permitted to use or disclose PHI provided by or obtained on behalf of Covered Entity
to perform those funct ions,activit ies,or services for,or on behalf of,Covered Entity that are specified in the Statement or·
Work,provided that such use or disclosure would not violate the Privacy rule if done by Covered Entity or the mi nimum
necessary policies and procedures of the Covered Entity.
3 .Additio na l Purpo s es Fo r Which Bus ines s As s o cia te Ma y Us e Or Dis clo s e I nforma tio n.In addition to the Stated
Purposes,Business Associate may use or disclose PHI provided by,created or obtained on behalf of Covered Entity for the
following addit ional purpose(s):
A.Us e Of I nforma tio n Fo r Ma na g ement,Adminis tratio n And Leg a l Res po ns ibilities .Business Associate is permitted
to use PHI if necessary for the proper management and administration of Business Associate or to carry out legal
responsibilit ies of the Business Associate,except as otherwise limited in this Agreement.
B.Dis clo s ure Of I nforma tio n Fo r Ma na g ement,Adminis tratio n And Leg a l Res po ns ibilities .Business Associate is
permitted to disclose PHI provided by,or created or obtained on behalf of Covered Entity for the proper management and
administration of Business Associate or to carry out legal responsibilit ies of Business Associate,except as otherwise limi ted
in this Agreement,provided:
I.The disclosure is required by law:or
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W RJGHT C OUNTY HEALTH &HUMAN SER VIC ES
Statewid e Health Im p rov em en t Prog ra m
Purch ase o f Serv ices C o n tra ct
2.The Business Associate obtains reasonable assurances in writing from any third party to whom the information
is disclosed that it will be held confidentially and used or further disclosed only as required by law or for the purposes for
which it was disclosed to the third party,the third party will use appropriate safeguards to prevent other use or disclosure of
the information,and the third party agrees to immediately notify the Business Associate of any instance of which it is aware
in which the confidentiality of the information has been breached.
C.D a ta A g g reg a tio n Serv ices .Business Associate may also be permitted to use or disclose PHI to provide data aggregation
services,as that term is defined by 45 CFR §164.50 I,if specific authorization is received from the Covered Entity.
4.BU SIN ESS A SSOC IA TE OBLI GA TIO N S:
A.Lim i ts On U s e A nd F urther D is clo s ure Es ta bl is hed By This A g reem ent Or R equi red By La w .Business Associate
hereby agrees that the PHI provided by,or created or obtained on behalf of Covered Entity shall not be further used or
disclosed other than as permitted or required by this Agreement or as required by law.
B.A ppro pria te Sa feg ua rds .Beginning as soon as practicable but in no event later than the effective date of the Security
Rule,Business Associate shall establish and maintain appropriate safeguards to prevent any use or disclosure of PH I other
than as provided for by this Agreement.Appropriate safeguards shall include implementing administrative,physical,and
technical safeguards that reasonably and appropriately protect the confidentiality,integrity,and availability of the electronic
PHI that is created,received,maintained,or transmitted on behalf of the Covered Entity.
C.R epo rts Of Im pro per U s e Or Dis cl o s ure.Business Associate hereby agrees that it shall report to the Agency Director
within two (2)days of discovery any use or disclosure of PHI not provided for or allowed by this Agreement.
D.R epo rts Of Security Incidents .Beginning as soon as practicable but in no event later than the effective date of the
Security Rule,Business Associate shall report to the Agency Director within two (2)days of discovery any security incident
of which it becomes aware.
E.Subco ntra cto rs A nd A g ents .Business Associate hereby agrees that any time PHI is provided or made available to any
subcontractors or agents,Business Associate shall provide only the minimum necessary PHI for the purpose of the covered
transaction and shall first enter into a subcontract or contract with the subcontractor or agent that contains the same terms,
conditions and restrictions on the use and disclosure of PHI as contained in this Agreement.
F.R ig ht Of A ccess To PHI.Business Associate hereby agrees to allow an individual who is the subject of PHI maintained
in a designated record set,to have access to and copy that individual's PHI within IO business days of receiving a written
request from the Covered Entity.Business Associate shall provide PHI in the format requested,unless it cannot readily be
produced in such format,in which case it shall be provided in standard hard copy.If any individual requests from Business
Associate or its agents or subcontractors access to PHI,Business Associate shall notify Covered Entity of same within 5
business days.Business Associate shall further conform with and meet all of the requirements of 45 CFR 8164.524.
G.A m endm ent A nd Inco rpo ra tio n Of A m endm ents .Within IO business days of receiving a request fro m Covered Entity
for an amendment of PHI maintained in a designated record set,Business Associate shall make the PHI available and
incorporate the amendment to enable Covered Entity to comply with 45 CFR §164.526.If any individual requests an
amendment from Business Associate or its agents or subcontractors,Business Associate shall notify Covered Entity of'same
within IO business days.
H.Pro v ide A cco unting Of Dis cl o s ures .Business Associate agrees to maintain a record of all disclosures of PHI in
accordance with 45 CFR §I 64.528.Such records shall include,for each disclosure,the date of the disclosure,the name and
address of the recipient of the PHI,a description of the PHI disclosed,the name of the individual who is the subject of the
PHI disclosed,the purpose of the disclosure,and shall include disclosures made on or after the date which is 6 years prior to
the request or April 14,2003,whichever is later.Business Associate shall make such record available to the individual or the
Covered Entity within IO business days of a request for an accounting of disclosures.
I.A cces s To Bo o ks A nd R eco rds .Business Associate hereby agrees to make its internal practices,books,and records
relating to the use or disclosure of PHI received from,or created or received by Business Associate on behalf of the Covered
Entity,available to the Secretary of Health and Human Services or designee for purposes of determining compliance with the
HIPAA Privacy Regulations.
J.R eturn Or D es tructio n Of P HI.At termination of this Agreement,Business Associate hereby agrees to return or destroy
all PHI provided by or obtained on behalf of Covered Entity.Business Associate agrees not to retain any copies of the PH I
after termination of this Agreement.If return or destruction of the PHI is not feasible,Business Associate agrees to extend the
protections of this Agreement to limit any further use or disclosure until such time as the PHI may be returned or destroyed.
If Business Associate elects to destroy the PHI,it shall certify to Covered Entity that the PHI has been destroyed.
K.Maintenance of PHI.Notwithstanding Section 12 of this Agreement,Business Associate and its subcontractors or
agents shall retain all PHI throughout the term of the Agreement and shall continue to maintain the information required
under Section 12 of this Agreement for a period of six (6)years after termination of the Agreement,unless Covered Entity
and Business Associate agree otherwise.
Pag e 7 of 10
W RIGHT C OUNT Y HE AL T H &HUM AN SE R VI C E S
Statewid e Health I m p rov em en t Prog ra m
Purch ase o f Ser v ices C o n tra ct
L.Mitig a tio n Procedures .Business Associate agrees to establish and to provide to Covered Entity upon request,
procedures for mitigating,to the maximum extent practicable,any harmful effect from the use or disclosure of PH I in a
manner contrary to this Agreement or the Privacy Rule.45 CFR §l 64.530(f).Business Associate further agrees to mitigate
any harmful effect that is known to Business Associate of a use or disclosure of PHI by Business Associate in violation or
this Agreement or the Privacy rule.
M.Sa nctio n Pro cedures .Business Associate agrees that it shall develop and implement a system of sanctions for any
employee,subcontractor or agent who violates this Agreement or the Privacy rule.
N.Grounds Fo r Brea ch.Any non-compliance by Business Associate with this Agreement or the Privacy or Security Rules
will automatically be considered to be a breach of the Agreement,if Business Associate knew or reasonably should have
known of such non-compliance and failed to immediately take reasonable steps to cure the non-compliance.
0.Termina tio n by Co v ered Entity .Business Associate authorizes termination of this Agreement by the Covered Entity if'
the Covered Entity determines,in its sole discretion,that the Business Associate has violated a material term of this
Agreement.
P.Fa ilure to Perform Oblig a tio ns .In the event Business Associate fails to perform its obligations under this Agreement,
Covered Entity may immediately discontinue providing PHI to Business Associate.Covered Entity may also,al its option,
require Business Associate to submit to a plan of compliance,including monitoring by Covered Entity and reporting by
Business Associate,as Covered Entity in its sole discretion determines to be necessary to maintain compliance with this
Agreement and applicable law.
5 .OBLIGATI ONS OF COVERED ENTI TY:
A.Pro v is io n o f No tice o f Priv a cy Practices .Covered Entity shall provide Business Associate with the notice of privacy
practices that the Covered Entity produces in accordance with 45 CFR §164.520,as well as changes to such notice.
B.Permis s io ns .Covered Entity shall provide Business Associate with any changes in,or revocation of,permission by
individual to use or disclose PHI of which Covered Entity is aware,if such changes affect Business Associate's permitted or
required uses and disclosures.
C.Res trictio ns .Covered Entity shall notify Business Associate of any restriction to the use or disclosure of PH I that the
Covered Entity has agreed to in accordance with 45 CFR §164.522,to the extent that such restriction may affect Business
Associate's use or disclosure of PHI.'
6 .AGREEMENT SI GNATURES
Covered Entity:Wrig ht Co unty ,Minnes o ta
Covered Entity Official Authorized Signature:
Date:--------------------------------Jami Goodrum Schwartz,Director
Wright County Health &Human Services
Business Associate:City o f Ots eg o -Pa rks &Recrea tio n
Business Associate Official Authorized Signature:
Date:--------------------------------Ross Demant,Director
City of Otsego Parks &Recreation
Pag e 8 o f 1 0
WRIGHT COUNT Y HE AL T H &HUM AN SE RVI CE S
Statewide Health I mprovement Program
Purchase of Ser vices Contract
A p p ro v a l C o v er S h eet -SHIP 2 0 2 1 -2 0 2 6
L ocal Public Health SHI P (L PH SHI P)must submit this Approval Cover Sheet (in WORD for mat)for any
contr act,subcontr act,mini-gr ant,or equipment with an amount of $3,000 or mor e annually for r eview by
their Community Specialist.T his includes those that wer e descr ibed in gr ant applications or included in
the budget.Community Specialists will str ive to r eview this r equest within 3 business days.
Please submit M ini-Gr ant application (if applicable)along with this Approval Cover Sheet.
LPH SHI P Name:Wright County
Date s ubmitted to Community Specialis t for review:TBD
Type of Reques t:□Equipment ]Mini-Grant []Contract
Detailed des cription of what reques ted SHI P Funds will be us ed to purchas e:Develop exis ting
s ignage &s ign priority map.Determine preliminary s ign type hierarchy.Determine s ign des ign
alternatives .Conduct public engagement.Develop F inal S ign P riority S ites Map.Determine final
Sign Type Hierarchy.Develop final Schematic Sign Des igns .Develop cos t es timates .Develop
Parks Wayfinding and S ignage Plan Document.Des ign Development of P has e 1 s igns (materials ,
color,content,s ite placement,and orientation).Develop Cons truction documents and bid package
for Phas e 1 Signage.As s is t with bidding proces s .Field review and cons truction adminis tration.
Additional details can be found in the attached propos al.
Mini-Grant Recipient:City of Ots ego
Mini-Grant or Contract Amount Reques ted:$26,685
FOR CONTRACTS ONLY:Contractor Name (organiz ation,per s on,ti tle):Click here to enter tea
FOR CONTRACTS ONLY:Contract s tart date:Click here to enter tex.Contract end date:I ke ·t o
enter text.
FOR CONTRACTS ONLY:Hourly Rate:Click here to enter text
(Requir ed for communications contr acts and r ecommended for other contr acts).
Amount and des cription of any prior contracts ,mini-grants ,and/or equipment awards given to
this partner/contractor during this fis cal year (if applicable):lick h r e to enr text
Pleas e ans wer the following ques tions :
1.Which Setting(s),Behavior (s),and Activity(ies)will this f unding suppor t?Community.Active
Li ving.Master Planning/Wayfi nding.
2.What ar e the intended PSE outcomes?Incr ease in par ks use
3.Why is the mini-gr ant/contr act/equipment necessar y?Please limit your answer to 3-5 sentences.
Page 9 of 10
WRIGHT COUNT Y HE AL T H &HUM AN SE RVI CE S
Statewid e Health I m p rov em en t Prog ra m
Pu r ch ase o f Ser v ices Co n tra ct
T h e Par k s Way fi n d in g an d Sig n ag e Plan is id en tifi ed in th e City 's Par k s Sy stem Plan .Th is
way fi n d in g p roject is im p o r tan t to b u ild u p o n th e wo r k th at h as alr ead y b een com p leted b y th e
City .
4 .Wh at o th er fu n d s h av e b een lev er ag ed (e.g .in -k in d ,o th er g r an ts)to su p p o r t th is wo r k ?
City o f Otseg o will b e co v er in g 1 0 %o f th e to tal co st o f th e p r o ject.Th is am o u n t is $2 ,9 6 5 .T h e City
will also cov er th e cost o f salar y an d frin g e for an y City staff th at m ay atten d m eetin g s o r co mp le t e
task s n eed ed to d ev elo p an d im p lem en t th e p lan .
F O R CO NT RACT S O NL Y:
5 .Wh at d u ties will th e co n tr acto r p er for m ?Wh at m easures o f su ccess h av e b een estab lish ed '?
Click h er e to en ter tex t.
6 .Ho w will th e con tr act b e m o n ito r ed an d m an ag ed ?Ho w freq u en tly will y o u b e in con tact with th e
con tr acto r ?
Click h er e to en ter tex t.
7 .Please attach d o cu m en ts (i.e.co n tr acts o r m in i-g r an t ap p licatio n s,if ap p licab le)with th e follo win g
in for m atio n in clu d ed :
Contra c t info rma tion to be prov ide d mus t include :
•De scrip t io n o f se rvice s (i.e .d e live ra b le s)t o b e con t ra ct e d for;
•A n t icip a t e d con t ra ct o r/con su lt a n t 's n a me (if kn o wn )o r se le ct io n p roce ss to b e u se d ;
•L e n g t h o f t ime t h e se rvice s will b e p rovid e d ;
•To t a l a mo u n t t o b e p a id t o con t ra ct o r;a n d
•Th e se t t in g u n d e r wh ich t h e con t ra ct falls.
Wh e n Min i-g ra n t s o r S u b con t ra ct s a re a wa rd e d ,a comp le t e d Min i-Gra n t /S u b con t ra ct t ra cke r mu st b e
p rovid e d q u a rt e rly.
The fo ll ow ing s hould be a v a ila ble upon re que s t but doe s not ne e d to be s e nt to MDH a s p a rt o f rou t in e
re porting fo r mini-gra nts :
•P a rt n e r sit e wo rk p la n o r a ct io n p la n ;
•De scrip t io n o f t h e P S E ch a n g e t h e min i-g ra n t will su p p o rt ;
•Time lin e for p roje ct comp le t io n ;
•To t a l a mo u n t t o b e a wa rd e d a n d a lin e it e m b u d g e t for sp e n d in g (t h a t in clu d e s a t le a st a 10 p e rce n t
ma t ch fro m t h e p a rt n e r sit e /a wa rd e e )
FOR OFFICE USE ONLY
□Reviewed by Community Specialist
□Approved
□Denied
[Needs Follow-up:Click here to ent er t ext
Pag e 1 0 o f 1 0
Creating Places that Enrich People's Lives
Augus t 12,2020
R os s D em ant ,Park s and R ec reat ion D irec t or
C it y of Ot s ego
Prairie C ent er
8899 N as hua Av e N E
Ot s ego,M N 55330
R E:Otseg o Par ks W ayfi n d i n g an d Si g n ag e Pl an Prop o sal
D ear R os s ,
H KGi is pleas ed t o s ubm it t he fo llow ing planning and des ign s erv ic es propos al t o s upport t he
C it y in t he dev elopm ent of a Par ks W ayfi n d i n g an d Si g n ag e Pl an &Ph ase 1 Si g n ag e
I mp l emen tati o n .T his projec t is an opport unit y t o build on t he w ork w e co m plet ed w it h t he
C it y 's Park s Sy s t em Plan and t o f ac ilit at e a proc es s t hat w ill inc lude s t aff and Park C om m is s ion
engagem ent and input ,res ident input t o ev aluat e co nc ept ideas ,and dev elopm ent of a
cr eat iv e and effic ient plan fo r im plem ent at ion.
Our propos ed proc es s inc ludes co ordinat ion w it h K i m W el ter fo r graphic des ign,s t y le
co nc ept s ,and s pec if ic c ont ent fo r t he s igns .Kim 's prev ious w ork w it h t he C it y on s ignage and
graphic des ign w ill info rm t he look and co nt ent of t he propos ed park s ignage.H KGi's role w ill
fo c us on fa c ilit at ing t he projec t proc es s ,m apping priorit y s ign s it es ,dev eloping a s ign
hierarc hy ,reco m m ending s ign m at erials and ins t allat ion prac t ic es ,and w ork ing w it h t he C it y
t o im plem ent Phas e 1 Signage (10-15 s igns ).
WORK PLAN
Task 1-Develop Sign Concepts &Style Alternatives
U t iliz ing t he m at erials c reat ed as part of t he Ot s ego Park Sy s t em Plan,inc luding bas e m aps ,
prec edent im ages ,and reco m m endat ion language,w e w ill ident if y ex is t ing park s ignage and
high priorit y park and t rail s it es in need of ident it y and/or w ay fi nding s ignage.W e w ill dev elop
a s ign t y pe hierarc hy w it h 3-4 s ign t y pes .C onc ept des igns (dev eloped in c oordinat ion w it h
Kim W elt er)m ay inc lude 2-3 des ign alt ernat iv es per s ign t y pe t o rev iew w it h s t aff,Park
C om m is s ioners ,and Ot s ego res ident s .
W e w ill engage w it h s t aff and t he Park C om m is s ion t o pres ent t he s ign t y pe hierarc hy ,priorit y
s it es in t he c it y ,and s ign des ign alt ernat iv es .Public f eedbac k w ill be s ought t hrough online
s urv ey m et hods .
I n t his t as k w e w ill rev iew and inc orporat e t he reco m m endat ions fr om t he Ot s ego Park Sy s t em
Plan:
City o f O tse g o P a r k S ig n a g e a n d W a yf in d i n g P la n
Establish a Plan for Trail Access and Wayfinding Signage
Cr e a te a te m p l a te fo r p a r k id e n ti ty si g n s,wa yfin d i n g a n d d ir e ctio n a l sig n s th a t r e p r e se n t th e
ch a r a cte r o f Otse g o a n d h i g h l ig h t th e im p o r ta n ce o f p a r ks a n d tr a i ls in th e co m m u n i ry.Id e n tify
d e stin a tio ns a n d co sts fo r im p le m e nt a tio n .
De ve lo p a n Otse g o p a r k a n d trai l si g n fa m i ly with sig n typ e s a n d te m p l a te s fr o m wh i ch to b u i ld n e w
si g ns .Id e n tify h i g h p r io r ity si te s fo r trai l wa yfin d i n g si g n a g e .Co n si d e r th e fo l lo wi n g e l e m e n ts:
•7 r a i lh e a d s sh o u l d id e a l ly b e lo ca te d e ve ry co u p l e m i le s a l o n g m aj o r trai ls.Th e y sh o u l d
in cl u d e p a r kin g ,sig n a g e ,wa te r,b e n ch e s,e tc.
•Wa yfin d in g sig n a g e ,id e nt ifica ti o n si g ns ,a n d m i le m a r ke r s
•On l in e m a p s th a t a r e e a si ly a cce ssi b l e th a t id e n ti fy tr a il rou te s,lo o p s,a n d tr a i lh e a d s
Ta s k 1 M e e tings a nd De liv e ra ble s :
A .Kic k off m eet ing w it h s t aff (M t g 1 ")
B.Ex is t ing Signage &Sign Priorit y Sit es M ap
c.Prelim inary Sign T y pe H ierarc hy (3-4 s ign t y pes )
D.Sign D es ign Alt ernat iv es (i n co llab o ra tion wi th Ki m W el ter )
E.M eet ing w it h s t aff t o rev iew des ign co nc ept s -v irt ual (M t g 2)
F.M eet ing w it h Park C om m is s ion (M t g 3)t o rev iew des ign co nc ept s
G.F ac ilit at e Online Public Engagem ent t o rev iew s ign des ign co nc ept s
Task2-Select Preferred Sign Types &Develop Plan Document
Bas ed on f eedbac k fr om s t aff,t he Park C om m is s ion,and t he public ,w e w ill dev elop a
pref erred s ign t y pe hierarc hy and pref erred s ign des igns .M at erial s elec t ion and plac em ent
w ill be fi naliz ed in order t o dev elop high lev el co s t es t im at es fo r im plem ent at ion.
W e w ill as s em ble t he pref erred s ign t y pe hierarc hy ,s ign des igns ,m aps ,and co s t s int o a plan
doc um ent t hat w ill guide park and t rail s ignage im plem ent at ion.
Ta s k 2 M e e tings a nd De liv e ra ble s :
H.F inal Sign Priorit y Sit es M ap
I.F inal Sign T y pe H ierarc hy
J F inal Sc hem at ic Sign D es igns (i n co llab o r ati o n wi th K i m W el ter )
K.D ev elop co s t es t im at es
L.Park s W ay f inding and Signage Plan doc um ent (PD F )
M.M eet ing w it h s t aff t o rev iew fi nal Plan and dis c us s Phas e 1 Im plem ent at ion
v irt ual (M t g 4)
N.M eet ing w it h Park C om m is s ion (M t g 5)t o pres ent fi nal doc um ent and s olic it
input on Phas e 1 Im plem ent at ion
Task 3-Phase 1 Signage Implementation
T his t as k inv olv es t he s elec t ion of 1 0 -1 5 s ign loc at ions (as s um ing a co ns t ruc t ion budget range
City of Otsego Park Signage and Wayfinding Plan 2
of $25,000-$100,000)that will be des igned,detailed,and ins talled in the Ots ego park s y s tem.
We as s ume the City engineer will as s is t with the co mpilation of the front-end s pec ific ations for
the Bid Pac k age.
Ta s k 3 Me e tings a nd De liv e ra ble s :
O.Meeting with s taff to s elec t Phas e 1 Implementation s ign ty pes and
loc ations -v irtual (Mtg 6)
P .Des ign Dev elopment of Phas e 1 s igns (materials ,co lor,co ntent,s ite
plac ement and orientation-in collaboration with Kim Welter)
Q.Meeting with s taff to rev iew Des ign Dev elopment (Mtg 7)
R.Dev elop Cons truc tion Docu ments and Bid Pac k age for Phas e 1 Signage
s .As s is t with bidding proc es s (one bid pac k age as s umed)
T.Field rev iew and co ns truc tion adminis tration,if required will be billed hourly
as an additional s erv ic e.
PRO F ESSIO NAL F EES
HKGi propos es to ac co mplis h the abov e des cribed s co pe of work not to ex c eed $29,300 plus
reimburs able ex pens es of mileage and printing not to ex c eed $350.We will bill time on an
hourly bas is and all ex pens es for trav el or printing will be billed at co s t.
This proc es s inc ludes s ev en (7)total meetings :four (4)v irtual meetings and three (3)on-s ite
meetings .
Task Fees
Dev elop Sign Conc epts &Sty le Alternativ es $8,900
Selec t Preferred Sign Ty pes &Dev elop Plan $7,800
Phas e 1 Sign Implementation (10-15 s igns )$12,600
Subtotal $29,300
Ex pens es $350
Total with Ex pens es $29,650
We look forward to the opportunity of helping the City of Ots ego with s uc h an important
co mmunity projec t.Pleas e c all or email if y ou hav e any additional ques tions or need
additional information.I c an be reac hed at gabrielle@hk gi.c om or 608-852-3370 (c ell).
Sinc erely ,
Ga
Gabrielle Grinde,PLA
As s oc iate
HKGi
City of Otsego Park Signage and Wayfinding Plan 3