Woodland Park DDA drops two-bid requirement, asks applicants for itemized estimates for $5,000 microgrants

WOODLAND PARK — The Woodland Park Downtown Development Authority directed staff to remove a requirement that applicants supply two contractor proposals for the DDA’s microgrant program and instead asked applicants to submit an itemized cost estimate that includes materials and labor.

The change emerged during a prolonged discussion of the $150,000 microgrant program, which offers reimbursement-based awards of up to $5,000 per project for improvements to publicly accessible structures inside the DDA boundary. Josh, a staff member who drafted the program materials and briefed the board, said the program is intended to “help stimulate the improvement and beautification of physical spaces, structures, buildings, exterior and interior, that are open to the public that are within the DDA’s boundaries.”

Board members said the two-proposal rule risked excluding small local applicants and slowing projects because it can be difficult in the area to obtain multiple bids within the program’s timeline. After discussion the board signaled general consensus to remove the two-proposal requirement and require an itemized estimate of costs with the application. Staff also clarified the program is reimbursement-based: applicants submit receipts after work is complete and are reimbursed up to the approved amount.

Details board members and staff agreed to or clarified at the meeting: - Program budget and award size: the program total is $150,000; individual grant awards are limited to $5,000 and are reimbursed based on actual documented costs, not paid up front. - Application materials: applicants must provide an itemized estimate of costs (materials and labor) when applying. Staff will remove the mandatory “minimum of two proposals” language from the draft materials. - Business owners and labor: the board directed that itemized estimates may include the applicant’s own labor as an estimated cost; members discussed options such as a flat hourly rate but did not adopt a uniform rate. - Multiple awards per owner: staff advised that an entity owning multiple properties could receive more than one award if the applications are for separate projects affecting separate properties. - Submission and review timeline: staff said the city will accept applications as soon as the materials are posted. The board was told initial submissions are due by Friday, April 18 (time listed as 5 p.m. in the packet) and applicants would have until May 2 to supply any missing documentation; the board will review complete applications at its regular May meeting for award decisions. (Transcript contains both a reference to review at the May 5 meeting and a drafted document that states review will occur no earlier than the board’s Tuesday, May 6 meeting; staff noted the draft gives the board flexibility.)

Board members pressed staff to simplify the materials and reduce legalese where possible so small projects can move quickly. Josh and city staff said the longer packet includes informational exhibits that many applicants will not need and that the main program document is shorter. Staff also said the city will time-stamp electronic submissions and will post the application materials to the DDA website and distribute them via city social channels; hard copies will be available at the front desk.

The board did not take a formal roll-call vote on these edits; members recorded a consensus to change the application requirement and proceed with posting the materials. Staff said they will finalize the edits and begin accepting applications, then forward complete applications to the board for majority approval when the board meets to consider awards.

Board members asked staff to confirm permit timelines and to coordinate with the city planning and building departments so permit reviews do not block summer work windows. Planning staff said routine exterior cosmetic improvements are unlikely to trigger a regional building permit and that internal zoning or aesthetic reviews may still apply; historic-review guidance is available for historically sensitive properties.

The board also discussed outreach: staff pledged to post the program on the DDA website, share it on social media, and coordinate distribution through the chamber of commerce and city marketing staff.

Quotations in this article come from participants who spoke on the record during the DDA meeting and are attributed to the speakers listed below.

Ending: Staff will revise the application to reflect the board’s guidance and post it publicly; applications will be accepted immediately once posted, with initial submission deadlines and a May board review for awards.