To: Town of Atherton
From: Magical Bridge Foundation
Subject: Proposal for Neighborhood Format Magical Bridge Playground at Holbrook Palmer Park Date: October 16, 2024
PROJECT OVERVIEW
Magical Bridge Foundation is pleased to submit this proposal for the development of a neighborhood format Magical Bridge Playground at Holbrook Palmer Park. This project will create an inclusive, multigenerational, and engaging public space, benefiting families and community members of all ages and abilities.
The project will be funded through a combination of a Town of Atherton contribution of up to $1 million and a Community Donation goal of $2.5 million, for a total funding goal of $3.5 million.
Magical Bridge will provide community engagement, fundraising, design services, and construction management support to ensure the project's success.
SERVICES PROVIDED
1. Community Engagement
Magical Bridge will lead community outreach efforts to gather feedback and inspire excitement around the playground. Community meetings, focus groups, and outreach events will run in parallel with fundraising efforts to ensure broad community participation. Magical Bridge will providing opportunities for public feedback during the concept development process, insuring feedback is gathered from community members of all ages and abilities. Magical Bridge will also support the Town in providing updates during the construction process.
2. Fundraising
Magical Bridge will oversee the fundraising campaign to secure a minimum Community Donation of $2.5 million. This will include:
• Developing and executing a targeted fundraising campaign that includes outreach to individual donors, corporate sponsors, and philanthropic foundations. • Managing donor cultivation, solicitation, and recognition programs. • Tracking and reporting on the fundraising progress to the Town of Atherton.
3. Design Services
Magical Bridge will provide comprehensive design services for the project, ensuring that the final design meets the needs of the community, conforms with Magical Bridge’s guidelines, and aligns with the total funding available. The design will prioritize accessibility, inclusivity, and play value, in keeping with the Magical Bridge philosophy. Magical Bridge’s design services will include:
• Community outreach (per #1 above)
• Concept development and incorporation of community feedback into the design. • Complete draft, permit, and bid construction drawing set and specifications for Town Staff to review and make final comments.
• Detailed engineers estimate of total cost of project.
Magical Bridge assumes the Town, or its appointed affiliate, will be responsible for the following tasks:
• Providing existing survey for use in project design.
• Posting bid specifications and plans to the Town of Atherton preferred bidding account. • Managing bid process and execution of Contract Services Agreement with all required documentation.
• Filing all labor compliance paperwork, as necessary.
4. Construction Management Support Services
Magical Bridge Foundation will offer the following support during the bidding and construction phase:
• Responding to any questions during bidding and preparing any required clarifications or addenda.
• Attendance at one bid review meeting.
• Quality control, play value, and safety review.
• Coordinating and conducting on-site preconstruction meeting with Town staff or Town’s appointed affiliate.
• Reviewing RFIs and responding to design-based questions relayed by Town staff or Town’s appointed affiliate.
• Reviewing RFIs and responding to submittals relayed by Town staff or Town’s appointed affiliate.
• Reviewing construction notes and attend bi-weekly meetings digitally. • Conduct 3 site visits for layout, equipment review, and punch list development.
Magical Bridge assumes the Town, or its appointed affiliate, will be responsible for the following tasks:
• Day to day site review.
• Reviewing submittals and payment requests.
• Responding to any RFI’s, relaying design-based questions to Magical Bridge. • Processing potential change orders.
• Providing final close-out project documentation.
FUNDRAISING PROCESS AND TOWN COMMITMENT
Magical Bridge will collect pledges toward the Community Donation goal of $2.5 million through its established fundraising channels. However, the Town of Atherton will not be financially committed to the project until the total pledge hurdle of $2.5 million is reached. This ensures that the project is fully funded before any town funds are obligated for construction.
Pledge Collection Process
• Pledge Collection: Magical Bridge will secure written pledges from donors to meet or exceed the $2.5 million Community Donation goal. A donor tracking system will be used to monitor the total amount of pledges and contributions received, ensuring transparency and accuracy. • Pledges will be considered secured only when donors have committed in writing, with clear timelines for payment.
• Pledge Hurdle: The Town of Atherton's financial commitment will only take effect once the $2.5 million in Community Donations is fully pledged. Should the pledge hurdle not be met within the project timeline laid out below, both Magical Bridge and the Town of Atherton may mutually agree to either:
o Extend the pledge hurdle deadline.
o Implement value engineering measures to align the project’s design with the total funds pledged at the time.
• Final Commitment: Upon reaching the pledge hurdle, Magical Bridge will provide confirmation to the Town of Atherton and initiate the pledge fulfillment process.
Collection and Holding of Community Donation
• Pledge Fulfillment: Donors will be asked to fulfill their pledges in accordance with the terms outlined in their agreements. Magical Bridge will send reminders and follow up with donors to ensure timely collection of pledged amounts.
• Donation Methods: Magical Bridge will accept payments in various forms, including donation of stocks and donation from Donor Advised Funds, to facilitate ease of giving. • Magical Bridge will maintain its tax exempt 501(c)(3) status. • All funds raised by Magical Bridge for the Project will be deposited into a restricted account, solely designated for the project. Magical Bridge will manage the restricted account in compliance with all applicable legal and nonprofit financial management standards. • Funds from this account will be used exclusively for the playground design, construction, and associated costs.
Donor Information and Acknowledgements
Magical Bridge will establish a donor recognition system to acknowledge contributions at various levels, including potential naming rights or on-site Kindness Wall tiles subject to the Town’s approval. As a 501(c)(3) organization, Magical Bridge will provide tax receipts to donors for their contributions.
Fee Deductions and Transfer of Funds
Deduction of Fees: Upon reaching the $2.5 million donation goal, Magical Bridge will deduct the following fees from the total before transferring funds to the Town:
• Community Engagement, Trademark, Design Licensing, and Fundraising: $100,000 • Design Services and Construction Management: $200,000 Net Transfer: A minimum of $2.2 million will be transferred to the Town of Atherton for the construction of the playground prior to the award of any construction contracts. Magical Bridge will provide a clear record of all fees and transfers to ensure transparency.
Ongoing Pledge Management: Should there be any outstanding pledges still being fulfilled after the initial transfer of funds, Magical Bridge will continue to manage the collection of these funds and transfer them to the Town as they are received. The Town will restrict the use of these excess funds for maintaining and operating the project.
PROJECT TIMELINE
Below is the projected timeline for the project. Note that community engagement and fundraising efforts will run in parallel to ensure the efficient use of time and resources.
Milestone Estimated Timeline
Proposal Approval November 2024
Community Engagement Begins December 2024
Fundraising Campaign Launch December 2024
Design Concept Development January – March 2025
Fundraising Hurdle Reached April 2024
Town Commitment Confirmed June 2025
Pledge Fulfillment June – September 2025
Construction Documents and Permitting July – September 2025 Net Community Donation Transfer to Town September 2025
Bid Award/ Construction Commencement October 2025
Playground Opening Q1 2026
Excess Community Donation Transfer to
Town
Within 5 days of playground opening
FINANCIAL SUMMARY (ESTIMATED)
Total Project Cost: $3.5 million
Town Contribution: Not to exceed $1 million
Community Donation Goal: $2.5 million
Community Engagement, Trademark, Design Licensing, and Fundraising: $100,000 (deducted from Community Donation)
Design Services and Construction Management: $200,000 (deducted from Community Donation) Net Funds Transferred to Town from Community Donation: $2.2M (see Appendix for two options for managing the Community Donation funds and construction process) Magical Bridge Foundation is excited to partner with the Town of Atherton to create a unique, inclusive play space at Holbrook Palmer Park. Our experience in playground design, community engagement, and fundraising ensures that this project will be a success, fostering a space where everyone can experience the joy of play. We look forward to your consideration of this proposal and working together to bring this vision to life.
APPENDIX A: OPTIONS FOR MANAGING THE COMMUNITY DONATION FUNDS AND
CONSTRUCTION PROCESS FOR THE MAGICAL BRIDGE PLAYGROUND AT HOLBROOK-PALMER PARK
Option 1: Town Bids Full Construction
• The Town of Atherton would handle the entire construction process by bidding out all construction services under one contract.
• Once the construction contract is awarded, Magical Bridge will transfer the full net Community Donation (after deducting fees) to the Town.
• The Town will oversee and manage all aspects of construction using the transferred funds, ensuring the project is completed per the awarded contract.
Option 2: Magical Bridge Retains General Contractor
• Magical Bridge would retain a general contractor to manage the construction; all warranties would be assigned to the Town.
• The Town of Atherton would only be obligated for the procurement and funding for equipment and its installation.
• In this scenario, Magical Bridge would directly fund the general contractor's expenses from the Community Donation.
• After covering general contractor costs, Magical Bridge would transfer the remaining net amount of the Community Donation to the Town for equipment and installation procurement, which would be funded via a combination of the Town Contribution and a portion of the Community Donation.