2022 03 15 City Council

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PUBLIC WORKS 
 
TO:  C. Seth Sumner, City Manager 
FROM:  Kevin Helms, Project Manager 
Cc:  Ben Burchfield, Public Works Director 
DATE:  March 10, 2022 
SUBJECT: Wayfinding Signs 
 
As you are aware, Hacker Sign was the only company to submit a valid proposal in response to our recent 
Request For Proposals regarding wayfinding signage .  On March 9th I was contacted by a representative 
from Hacker Sign  who indicated they  were working on pricing for the City’s updated design but  were 
having issues with the project. The problem revolves around the typical timeframe between when the 
City requests items to  be submitted for the City Council agenda and when the matter is voted upon by 
City Council. A project such as this would historically be quoted with a price guarantee of at least 30 days. 
In today’s environment manufacturers are not willing to guarantee prices for more than five to ten days.  
Hacker Sign was inquiring as to the shortest timeframe the City could accept  between pricing and 
consideration for approval. Their three suppliers were all limiting the pricing to  five days. Mr. Hacker 
indicated he thought he could get a short extension, but it probably would be only a few extra days. 
Earlier today I spoke with Mr. Hacker and he stated he could supply us pricing later today which would be 
valid until the City Council meeting next week .  To my surprise he also had one supplier who had the 
material in stock and was willing to hold it for him if we could work within this tim eframe. In this 
environment, I expected the supply time to be at least eight weeks. 
Delaying consideration of this matter until next month  wouldn’t resolve the issue at hand, because we 
still would not be able to obtain pricing which would be valid for more than five days. Delaying the decision 
also risks a significant price increase based upon the dramatic rise in fuel prices over have risen the past 
week. We would also risk losing access to the materials in stoc k, potentially creating a lengthy delay for 
the project. 
While I realize this is an inconvenience to the elected officials and city staff, the only other alternative at 
this time would seem to be to wait and approve the project with a not to exceed budget amount, which  
may or may not be enough to allow us to move forward once the pricing is updated. Otherwise, we would 
likely have to delay the project for the foreseeable future until the current volatility and supply chain 
issues are resolved. 
If you need any additional information, do not hesitate to contact me. 
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