HomeMy WebLinkAboutCM ADA Consultant ServicesCI'T'Y ,
OF -1
SAN RAFAEL
P.O. BOX 151560, SAN RAFAEL, CA 94915-1560/PHONE: (415) 485-3065
REPORT TO MAYOR
AGENDA ITEM NO.: 10
MEETING DATE: June 6 t 1994 ..............
AND CITY COUNCIL
SUBJECT: RESOLUTION AUTHORIZING CONTRACT WITH MOORE, IACOFANO AND
GOLTSMAN FOR ADA (AMERICANS WITH DISABILITIES ACT)
CONSULTANT SERVICES
SUBMITTED BY. .. (--1"`-(_• APPROVED BY: ...
SUS ... ......
Assi ant City Manager city Manager
RECOMMENDATION: ADOPT RESOLUTION DATE: 6/2/94
BACKGROUND/SUMMARY:
Many months ago, the City and the Marin Center for Living (MCIL) developed a joint two-
part ADA/Access related project, for which consultant services would be necessary. The
first part of this project entails completing the City of San Rafael's final ADA Transition Plan
and the programmatic Self Evaluation. Briefly stated, the Transition Plan, which was
required as of July, 1992, is developed by surveying all facilities to determine their
accessibility to people with disabilities and establishing a formal plan to remove access
barriers. The Self Evaluation, required as of January, 1993, is an examination of the
accessibility of all of the City's programs, policies, and activities. As the Council is aware,
staff has already conducted major portions of the Transition Plan and some initial work on
the Self Evaluation. Given the number of facilities and programs to be evaluated or
surveyed, the additional work necessary to complete these two reports will require
consultant services support.
The second part of the joint project involves developing and presenting ADA/access
related training workshops to all of the cities, towns, and other non -profits and/or public
agencies in Marin. The training envisioned includes workshops for elected officials, building
related functions/staff, recreation/cultural, personnel related, etc. The MCIL staff would
serve as the primary coordinator with the project consultant on this part of the project.
The City and MCIL sought funding for this project from the Marin Community Foundation
(MCF) in January, 1994. While awaiting final word from the MCF on the status of our grant
application, the City moved ahead with a Request for Proposals process for the project's
consultant services. The grant for this project has not yet been reviewed by the MCF
Board and won't be until sometime in September; however, the assigned Program Officer
from MCF Jx`as given a clear indication that the Foundation's interest will lie only with the
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REPORT TO MAYOR AND CITY COUNCIL / PAGE: 2
training component of the project because of its broader benefit within the county.
At this point in time, we must move ahead with completing the City's ADA Transition Plan
and Self Evaluation reports. These documents must be completed no later than October
1, 1994 to meet the agreed time line applicable to the Arnold v. City of San Rafael lawsuit
settlement conditions. This report seeks the Council's approval for funds to hire a
consultant to work with staff to accomplish completion of the City of San Rafael's two ADA
reports. (Should we learn later that alternative MCF funding is available for the training
component of the project, staff will bring a separate professional services agreement for that
work for the Council's consideration at an appropriate future date.)
Five firms submitted proposals in the RFP process for this project. As requested, each
consultant developed a separate budget for the two components of the project. The fees
proposed for the completion of the City's reports by each of the firms responding are as
follows:
Access Media - Oakland no bid on this component of project
Accessible Environments - Berkeley $36,315
Moore lacofano Goltsman, Inc. - Berkeley $38,300
Raker Associates - Mill Valley $46,400
Swanson & Associates - San Francisco $43,621
Interviews for the complete project were held on May 24. All five firms were interviewed by
a panel consisting of: Patrick Connally of MCIL; John Loll, ADA Coordinator/Transit
Director for Marin County; Fred Vincenti, Senior Engineer in the San Rafael Building
Division; Connie Arnold, Ex -officio panel member; and me.
The selection committee strongly concluded that the firm of Moore lacofano Goltsman, Inc.
(MIG) is the most responsible bidder and the most qualified to perform the work of both
components of the project. The MIG fee proposed for this part of the project is on a "not
to exceed basis", for your information.
Staff recommends that the City Council approve the attached Resolution which will serve
to authorize contracting with Moore lacofano Goltsman, Inc. to work with staff to complete
the ADA Transition Plan and Self Evaluation. The attached Professional Services
Agreement spells out the specific responsibilities of MIG in this project. Funding for this
work would come from the General Fund (93-94), if approved by the City Council.
RESOLUTION NO. '9154
A RESOLUTION AUTHORIZING THE SIGNING OF A
CONTRACT WITH MOORE, IACOFANO AND GOLTSMAN
FOR ADA (AMERICANS WITH DISABILITIES ACT)
CONSULTANT SERVICES
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
The CITY MANAGER is authorized to execute, on behalf of
the City of San Rafael, a contract with Moore, Iacofano and
Goltsman for ADA (Americans with Disabilities Act) consultant
services, a copy of which is hereby attached and by this reference
made a part hereof.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael,
hereby certify that the foregoing resolution was duly and
regularly introduced and adopted at a regular meeting of the
City Council of said City held on Monday, the sixth day of June,
1994, by the following vote, to wit:
AYES: COUNCILMEMBERS: Heller, Thayer, Zappetini & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Cohen
�-
JE�1 LEONCiNI, City Clerk
PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into this 7th day of June,
1994, by and between the CITY OF SAN RAFAEL (hereafter "CITY'),
and MOORE IACOFANO GOLTSMAN, INC. (hereafter "CONSULTANT").
The parties agree that CONSULTANT will provide professional
services to CITY, pursuant to the following terms and conditions:
1. SCOPE OF SERVICES.
CONSULTANT will assist CITY in preparing the Self -Evaluation
and Transition Plan, in conformance with the Americans with
Disabilities Act (herein "ADA"), the Uniform Federal Access
Standards (herein "UFAS"), and Title 24 of the California Building
Code, and will plan and conduct a minimum of two public meetings in
connection therewith, as more particularly described in the
following documents) attached to this Agreement, and incorporated
herein by reference:
Exhibit A: CITY'S Request for Proposal (Excluding Part B),
pages 1 - 2.
Exhibit B: CONSULTANT'S Proposal, Section 2, and Section 3,
Part A (Excluding that portion of Task 2 of Tran-
sition Plan,, page 6, related to the database, and
Task 3 of the Transition Plan, Facility Report
Database, page 7), pages 4-8.
In case of any conflict between the terms of the documents,
the terms of this Agreement shall control and prevail over Exhibits
A and B, and the terms of Exhibit A shall control and prevail over
Exhibit B.
2. COMPENSATION.
CONSULTANT'S compensation, including both payment for
professional services and reimbursable expenses, shall not exceed
Thirty Eight Thousand Three Hundred Dollars ($ 38,300.00). The
rates for professional services are set forth in Exhibit C attached
hereto and incorporated herein by reference.
3. METHOD OF PAYMENT.
CONSULTANT shall submit monthly statements to CITY for the
professional services performed during the preceding month, broken
down according to the personnel who have worked on the project, the
hours worked by each person and the applicable hourly rate,
together with an itemization of all reimbursable expenses. CITY
shall endeavor to make payment to the CONSULTANT within 30 days of
receipt of the monthly statements.
1
ORIGINAL
4. INDEPENDENT CONTRACTOR.
The parties intend that
provided herein, shall act as
have full control over the
services. CONSULTANT is not
of CITY, and is not entitled
medical plan, dental plan, or
its officers or employees.
5. ASSIGNABILITY.
CONSULTANT, in performing services as
an independent contractor and shall
means and methods of performing said
to be considered an agent or employee
to participate in any pension plan,
any other benef it provided by CITY to
The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement, and that
CONSULTANT shall perform all work specified and required in this
Agreement. CONSULTANT shall not assign or transfer any interest in
this Agreement nor the performance of any of CONSULTANT'S obliga-
tions hereunder, including any subcontracts with subconsultants,
without the prior written consent of CITY, and any attempt by
CONSULTANT to so assign this Agreement or any rights, duties or
obligations arising hereunder shall be void and of no effect.
6. TIME OF PERFORMANCE.
CONSULTANT shall commence work upon receipt of written notice
to proceed from CITY, and shall work diligently and continuously to
provide all the required services described in this Agreement.
CONSULTANT shall complete all the required services and tasks, and
deliver to CITY two (2) written copies of the Facility Reports,
Final Self -Evaluation and Transition Plan, and Meeting Summary
Reports, and a computer disk containing same, not later than
September 1, 1994. It is agreed and understood, that TIME IS OF
THE ESSENCE in this Agreement.
7. ADDITIONAL SERVICES.
If CITY makes a decision to change the scope of services, as
described in Paragraph 1 above, all such changes shall be by
written modification of the Agreement as provided in paragraph 16.
below, and shall be paid for on an hourly charge basis according to
the hourly rates set forth in Exhibit C attached hereto.
8. TERMINATION.
A. This Agreement may be terminated by either party, without
cause, upon providing ten (10) calendar days' written notice of
such termination to the other party.
B. If CONSULTANT fails to perform any of its material
obligations under this Agreement, in addition to all other remedies
provided by law, CITY may terminate this Agreement immediately upon
written notice given to CONSULTANT.
2
C. In the event of termination, CONSULTANT shall deliver to
CITY copies of all reports, plans and other documents in its
possession, whether in draft or in final form, within five (5)
calendar days of termination, at no additional charge to CITY.
D. In the event of termination, CONSULTANT shall submit to
CITY an itemized statement of services performed to the date of
termination, including both completed work and work in progress,
for which CONSULTANT has not previously been compensated by CITY.
CITY shall pay CONSULTANT for such uncompensated services following
receipt of the documents specified in subparagraph (C) above.
9. INSURANCE.
A. During the term of this Agreement, CONSULTANT shall
maintain, at no expense to CITY, comprehensive general liability
insurance policy with a combined single limit of not less than one
million ($1,000,000) dollars per occurrence for bodily injury,
personal injury, or property damage. In addition, CONSULTANT shall
maintain worker's compensation and employer's liability insurance.
B. Any deductibles or self-insured retentions in the
insurance policies must be declared to and approved by CITY. At
CITY'S option, the deductibles or self-insured retentions with
respect to CITY shall be reduced or eliminated to CITY'S satisfac-
tion, or the CONSULTANT shall procure a bond guaranteeing payment
of losses and related investigations, claim administration and
defense expenses.
C. CONSULTANT'S comprehensive general liability insurance
policy shall contain an endorsement naming the CITY, its officers,
and employees as additional insureds. Such policy shall also
contain an endorsement providing that CONSULTANT'S insurance
coverage shall be primary insurance as respects the CITY, its
officers and employees, and that any insurance or self-insurance
maintained by CITY, its officers, and employees shall be excess of
the CONSULTANT'S insurance and shall not contribute to it.
D. All of the CONSULTANT'S required insurance policies shall
contain an endorsement stating that the insurance shall not be
suspended, voided, canceled or reduced in coverage or limits by
either party, without giving the CITY thirty (30) days advance
written notice by certified mail, return receipt requested, at the
address provided in Paragraph 16 below.
E. CONSULTANT shall furnish certificates of insurance
evidencing the required insurance, together with copies of the
required endorsements thereto, before or at the time CONSULTANT
executes this Agreement.
3
10. INDEMNIFICATION.
CONSULTANT shall indemnify, defend and save harmless CITY, its
officers, and employees, against any claim, loss, liability or
expense arising out of or resulting in any way from any acts or
omissions of CONSULTANT in performing the services provided under
this Agreement. However, this indemnity shall not extend to any
claim, loss, liability or expense arising out of the sole active
negligence or willful misconduct of CITY, its officers, or
employees.
11. NONDISCRIMINATION.
CONSULTANT shall not discriminate, in any way, against any
person on the basis of age, sex, race, color, creed or national
origin, in connection with or related to the performance of its
duties under this Agreement.
12. COMPLIANCE WITH LAWS.
CONSULTANT shall comply with all applicable laws, ordinances,
codes and regulations of federal, state, and local governments, in
the performance of its duties under this Agreement.
13. OWNERSHIP OF MATERIALS.
All reports, plans, and other documents, including computer
material on disk, developed or prepared by CONSULTANT under this
Agreement, shall be and remain the property of CITY, and may not be
used by CONSULTANT without the consent of CITY. Copies of such
documents shall not be disclosed to third parties without the
written consent of the City Manager or the City Manager's autho-
rized representative.
14. CONSULTANT'S BOOKS AND RECORDS.
CONSULTANT shall maintain adequate documentation to substanti-
ate the professional services and expenses contained in the state-
ments submitted to CITY pursuant to Paragraphs 2, 3, 7 and 8.
CITY, upon reasonable notice, shall have the right to review and
audit said documentation.
15. NOTICES.
All notices and other communications required or permitted to
be given under this Agreement, including any notice of change of
address, shall be in writing and given by personal delivery, or
sent by United States Mail, postage prepaid, addressed to the
parties intended to be notified. Notice shall be deemed given as
of the date of personal delivery, or if mailed, upon the date of
deposit in the United States mail. Notice shall be given as
follows:
4
TO CITY: City Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONSULTANT: Moore Iacofano Goltsman, Inc.
1802 Fifth Street
Berkeley, CA 94710
16. MODIFICATION.
This Agreement shall not be modified except in a writing
executed by the parties hereto.
17. ENTIRE AGREEMENT.
This Agreement, including any Exhibits attached hereto,
represents the entire agreement of the parties.
IN WITNESS WHEREOF, the parties have executed this Agreement
as of the day, month and year first above written.
CITY OF SAN RAFAEL CONSULTANT
By:
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ATTEST:A Name: SUSS �-,O�rtSmZr
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Title: i
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Address:
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Taxpayer ID:
5
April 5, 1994
MARIN CENTER FOR INDEPENDENT LIVING (MCIL)
CITY OF SAN RAFAEL
ADA/ACCESSIBILITY PROJECT REQUEST FOR PROPOSALS
The Marin Center for Independent Living (MCIL) and the City of San
Rafael have developed a joint Americans with Disabilities
(ADA)/Accessibility Project for which we are seeking proposals from
qualified consultants. This collaborative project will include two
distinct parts which will focus on: 1. completing the City of San
Rafael's Transition Plan and Self Evaluation in compliance with the ADA;
and 2. developing an ADA/Accessibility Education Program for all Marin
cities and towns and other public and non-profit entities. The San
Rafael ADA report documents and the text of the education program will
be the foundation for an ADA/Disability Access Policy Syllabus for the
use of other agencies.
AGENCY PROJECT ROLES
Overall administrative responsibility for the project, including the
fiscal agency should grant funding be secured, rests with the City of
San Rafael. The Assistant City Manager, the City's ADA Coordinator,
will supervise the Project Consultant. Under the direction of the
Executive Director of MCIL, MCIL will serve as the project advisor;
coordinate the development of the public education material related to
Part B described later in the RFP with the consultant and the City; work
with the consultant to recruit subject experts, if necessary,; and MCIL
staff may serve as presenters and/or coordinators at educational
workshops. The City and MCIL will jointly conduct the project
consultant request for proposals (RFPs) and consultant selection
processes. The final decision on project consultant selection rests
with the City of San Rafael.
PROJECT OUTLINE
The proposed project has a one year or less time frame. In conjunction
with the City and MCIL, the Project Consultant will develop and
implement the two part project as follows:
Part A: City of San Rafael ADA Plans
The initial focus of this project will involve the Project Consultant
working with the staff of the City of San Rafael to complete the City's
ADA Transition Plan and develop and complete the Self Evaluation Plan,
both of which must be completed no later than September 1, 1994.
The City conducted a public meeting in May, 1992 to solicit input on the
accessibility of its facilities (approximately 67). Also,
1
accessibility surveys were performed at each facility in mid-1992. The
survey findings must now be pulled together into a comprehensive
Transition Plan document. No work has been done as yet on developing
the required Self Evaluation.
Identified consultant services for this component of the project are:
Conduct a sample review of completed facility survey forms to
ensure that: proper survey methods were employed, including
development of facility diagrams, in compliance with ADA; and all
appropriate facilities were surveyed.
Develop an appropriate computer database and report format to:
capture survey findings which identifies specific barriers;
proposes solutions to barriers; develops a schedule for barrier
removal or identifies those barriers which cannot reasonably be
removed; develops cost estimates for barrier removal; and which can
be used by staff for ongoing monitoring of compliance activities.
Prepare a final draft Transition Plan document to be completed no
later than September 1, 1994.
Conduct workshops with City departments, as needed, to train staff
how to identify current programmatic policies, practices, and
services for which accessibility must be evaluated.
Work with City staff to evaluate existing programs, services,
systems and procedures, including developing any related
accessibility evaluation forms.
Identify and obtain all necessary documents and materials to
complete the Self Evaluation.
Prepare final draft Self Evaluation no later than Sept. 1, 1994.
Part B: ADA Disability Access Training Program
The second part of the project will be focused on an education program
for the benefit of all of the Marin cities and towns and other public or
non-profit agencies. It is anticipated that the workshops and clinics
included in the training component would be spread over a period not to
exceed nine months. As explained in the Project Roles section of this
RFP, MCIL staff will serve as the primary advisor for this part of the
project. MCIL's responsibilities will include working with the City and
the Project Consultant on the development of material, recruiting
subject experts, and possible participation in or coordination of
workshop presentations. overall supervision of this component will
remain with the City of San Rafael.
Workshop Outline
Eighteen (18) workshops and four (4) ADA/Access Clinics are tentatively
2
envisioned. Workshops will be designed for the functions of specific
designated city/town departments, staff and elected officials. With the
exception of the individual workshops for elected officials in each
city/town, the workshops will be one time group presentations to the
target functions from all Marin cities and towns. Although the
workshops will be designed specifically for city or town access related
issues, the subject matter of many of the workshops will also relate to
other public or non-profit entities; thus, the training will be made
available to such other agencies. The City of San Rafael will supply or
arrange for the meeting space for all workshops.
1. Mayors and Councilmembers/Planning Commissioners.
A series of workshops will be developed for elected officials
of cities and towns. The target groups will be City/Town
Councils and Planning Commissions. Other commission members
and City/Town Managers will find the training material to be
pertinent and beneficial. An individual workshop will be
presented to each City or Town Council and will be open to
other commissioners who are able to attend. Workshops will be
scheduled immediately before regularly scheduled City or Town
Council meetings, whenever possible, to facilitate attendance
by as many officials as possible. Workshops, which will be
approximately 30 to 40 minutes in duration, will provide an
overview of the ADA; briefly discuss the Education Program
component of the project; discuss current disability policy
and trends; and the need and rational for the ADA. The
overall goal of these workshops will be to familiarize elected
officials with the ADA and other disability access related
acts or regulations with which their agencies must comply.
(Eleven workshops; 30-40 minutes each.)
2. Recreation, Libraries and Cultural Managers and
Employees.
A workshop including an overview of the ADA, as explained in
the summary of the elected officials workshop, and subject
specific matters such as: access to sites; integration vs.
special programs; reasonable accommodations for participation;
alternate formats for information; resources for
implementation. Child Care and Seniors issues will also be
included. (One half day workshop.)
3. Parks Managers/Staff
The workshop will include an ADA overview, as explained above
and access issues related to public parks. The workshop will
focus primarily on physical access related issues (as opposed
to programmatic) pertinent to parks. (One half day workshop.)
4. Planning, Public Works and Redevelopment Managers,
Building Officials and Building Inspectors.
3
A workshop including an overview of the ADA and subject
specific matters such as: access requirements of ADA and Title
24 of the State Building Code; building regulations that apply
to Title II, Controlled Property; Title 24 code application to
streets, sidewalks, public buildings, parks, retail
establishments and commercial facilities. Information and
referral sources will be discussed. (One full day workshop.)
5. Building Officials and Inspectors.
This workshop will focus exclusively on the specifics of Title
24 of the State Building Code and Title III requirements of
the ADA for public accommodations such as restaurants, shops
and other places of business. Representatives from local
Chambers of Commerce will be invited to attend this workshop
to increase their awareness of how the ADA impacts their
members. (One half day workshop.)
6. Building Officials, Inspectors and Housing
Officials.
The workshop will discuss the disability access related
requirements of the Federal Fair Housing Amendments of 1988
and the housing regulations of the California Department of
Community Development. (One half day workshop.)
7. Personnel Management.
The workshop will include the overview of the ADA and the
specifics of the Title I employment provisions of the ADA and
applicable state laws. Coursework will include focus on how
to develop classification specifications and other employment
related documents and/or procedures in compliance with ADA.
This workshop will be designed for managers and staff
responsible for all employment related functions. (One all
day workshop.)
8. ADA/Access Clinic.
Drop-in or phone-in ADA/Access-related "clinics" will be held
during the course of the Education Program component of the
project. Cities/towns, businesses and residents may ask
questions and receive answers from subject experts who will
staff the clinics. The clinics will not do site checks,
review employment application forms or review ADA Transition
Plans for compliance. (Up to four all day clinics, 20-30
hours in total.)
9. Final Report Workshop - All City/Town Management.
Upon completion of the project, a wrap up of the work that has
been accomplished; a review of the completed syllabus (which
4
will be provided to all cities and towns immediately upon
completion); and discussion on new trends in disability
policy. (One 2 to 3 hour presentation.)
PROJECT SCHEDULE
As mentioned previously in this RFP, consultant services are needed, as
required, to complete the City of San Rafael's Transition Plan and Self
Evaluation no later than September 1, 1994 and to develop and present
the described training workshops over a period not to exceed nine months
(following the completion of the City's ADA documents.)
CONTENTS OF PROPOSAL
Your proposal should describe, at a minimum, the following areas of
interest to MCIL and the City of San Rafael:
1. Experience and Qualifications of Project Staff: Identify the
project manager and key project personnel for each of the two parts
of this project and their experience and qualifications applicable
to this project, including their direct involvement in interpreting
and complying with UFAS, Title 24 and ADA related requirements. If
specialty contractors are to be used for certain portions of the
project, identify who they will be and their experience and
qualifications applicable to the component on which they will be
assigned.
2. Organization and Management: Outline your organizational chain
of command and, if applicable, how contract specialists will fit in
the chain. Include a clear statement of project staff, identified
by names, methods for in house review of work and coordination for
review by MCIL and the City staff.
3. Project Approach: Provide a brief discussion explaining the
methodology of how you will approach and complete the two parts of
this project. Explain how MCIL and/or City staff will be involved
in the project. If you are unable to perform both parts of this
project, please so state in your proposal and explain your approach
for the part of the project which you propose doing.
4. Changes or Problems: If there are any aspects of this project
that you would change or believe may hold the potential for
problems, provide a brief discussion on such areas and how you
would handle. If you are unable to adhere to the schedule outlined
in this RFP, please so advise us.
5. Cost: Provide a detailed breakdown of project costs, with a
separate budget for each of the two parts of this project.
6. References: Provide a list of at least three current or former
clients, preferably public agencies, for whom you have completed
similar projects.
5
April 5, 1994
MARIN CENTER FOR INDEPENDENT LIVING (MCIL)
CITY OF SAN RAFAEL
ADA/ACCESSIBILITY PROJECT REQUEST FOR PROPOSALS
The Marin Center for Independent Living (MCIL) and the City of San
Rafael have developed a joint Americans with Disabilities
(ADA)/Accessibility Project for which we are seeking proposals from
qualified consultants. This collaborative project will include two
distinct parts which will focus on: 1. completing the City of San
Rafael's Transition Plan and Self Evaluation in compliance with the ADA;
and 2. developing an ADA/Accessibility Education Program for all Marin
cities and towns and other public and non-profit entities. The San
Rafael ADA report documents and the text of the education program will
be the foundation for an ADA/Disability Access Policy Syllabus for the
use of other agencies.
AGENCY PROJECT ROLES
Overall administrative responsibility for the project, including the
fiscal agency should grant funding be secured, rests with the City of
San Rafael. The Assistant City Manager, the City's ADA Coordinator,
will supervise the Project Consultant. Under the direction of the
Executive Director of MCIL, MCIL will serve as the project advisor;
coordinate the development of the public education material related to
Part B described later in the RFP with the consultant and the City; work
with the consultant to recruit subject experts, if necessary,; and MCIL
staff may serve as presenters and/or coordinators at educational
workshops. The City and MCIL will jointly conduct the project
consultant request for proposals (RFPs) and consultant selection
processes. The final decision on project consultant selection rests
with the City of San Rafael.
PROJECT OUTLINE
The proposed project has a one year or less time frame. In conjunction
with the City and MCIL, the Project Consultant will develop and
implement the two part project as follows:
Part A: City of San Rafael ADA Plans
The initial focus of this project will involve the Project Consultant
working with the staff of the City of San Rafael to complete the City's
ADA Transition Plan and develop and complete the Self Evaluation Plan,
both of which must be completed no later than September 1, 1994.
The City conducted a public meeting in May, 1992 to solicit input on the
accessibility of its facilities (approximately 67). Also,
EXHIBIT A
accessibility surveys were performed at each facility in mid-1992. The
survey findings must now be pulled together into a comprehensive
Transition Plan document. No work has been done as yet on developing
the required Self Evaluation.
Identified consultant services for this component of the project are:
Conduct a sample review of completed facility survey forms to
ensure that: proper survey methods were employed, including
development of facility diagrams, in compliance with ADA; and all
appropriate facilities were surveyed.
Develop an appropriate computer database and report format to:
capture survey findings which identifies specific barriers;
proposes solutions to barriers; develops a schedule for barrier
removal or identifies those barriers which cannot reasonably be
removed; develops cost estimates for barrier removal; and which can
be used by staff for ongoing monitoring of compliance activities.
Prepare a final draft Transition Plan document to be completed no
later than September 1, 1994.
Conduct workshops with City departments, as needed, to train staff
how to identify current programmatic policies, practices, and
services for which accessibility must be evaluated.
Work with City staff to evaluate existing programs, services,
systems and procedures, including developing any related
accessibility evaluation forms.
Identify and obtain all necessary documents and materials to
complete the Self Evaluation.
Prepare final draft Self Evaluation no later than Sept. 1, 1994.
Part B: ADA Disability Access Training Program
The second part of the project will be focused on an education program
for the benefit of all of the Marin cities and towns and other public or
non-profit agencies. It is anticipated that the workshops and clinics
included in the training component would be spread over a period not to
exceed nine months. As explained in the Project Roles section of this
RFP, MCIL staff will serve as the primary advisor for this part of the
project. MCIL's responsibilities will include working with the City and
the Project Consultant on the development of material, recruiting
subject experts, and possible participation in or coordination of
workshop presentations. Overall supervision of this component will
remain with the City of San Rafael.
Workshop Outline
Eighteen (18) workshops and four (4) ADA/Access Clinics are tentatively
6
City of San Rafael
ADA/Accessibility Project
2. ORGANIZATION AND MANAGEMENT
Principal -in -
Charge
Susan Goltsman
Project
Manager
Tim Gilbert
Program
Access/Training
Sally McIntyre
Moore lacofano Goltsman, Inc.
Page 4
Associate Staff
Nana Kirk
Chris Hamilton
The MIG project team is organized around an interdisciplinary team of professionals
whose expertise matches the project scope and is headed by a project manager and a
principal. The project team will be assigned for the duration of the project to ensure
continuity. The principal -in -charge is responsible for overseeing all project functions
and ensuring work quality. The project manager is responsible for all management
functions and client contact. Additional consultants, if required, will be chosen in
conjunction with the City of San Rafael and MCIL staff.
Our quality control procedures are based on an interactive approach that involves the
client throughout the process. At project inception, a formal task review is conducted
and project assignments are made in conformance with the scope of work. Work is
reviewed weekly by the principal -in -charge and through regularly scheduled project
team meetings. Each work product or phase of work is presented and reviewed with
the client. Additional reviews and/or meetings with clients are scheduled as
necessary. All documents are subjected to careful in-house review by in-house
editorial staff for consistency, grammar, and structure.
EXHIBIT B
City of San Rafael Moore lacofano Goltsman, Inc.
ADA/Accessibility Project _ Page S
3. PROJECT APPROACH
PART A. City of San Rafael ADA Plans
Introduction
The Americans with Disabilities Act of 1990 (ADA) is a comprehensive civil rights law
which provides equal access to goods, services and facilities offered to the general
public to people with disabilities. Government agencies are addressed under Title II
of this law. Title II requires each agency to complete a transition plan and
self-evaluation in order to make their programs and services usable by people with
disabilities. Access to programs is the driving force behind the transition plan.
The purpose of the Transition Plan is to:
• identify specific barriers to program access;
• propose a solution for the removal of the barrier;
• provide a schedule for barrier removal; and
• designate an official responsible for removal of the barrier.
The Transition Plan is part of the Self -Evaluation. The purpose of the Self -Evaluation
is to examine all policies, practices and procedures for all operations to ensure that
people with disabilities are not being discriminated against.
In California, all buildings are required to conform to Title 24 of the California
Building Code. Therefore, the process of developing the transition plan can be seen
as an opportunity for long term capital improvement planning. It is a process that
invites City staff to carefully consider the relationship between the programs offered
and the facilities which house those programs.
Scope of Services
MIG will assist the City of San Rafael in preparing its Transition Plan and
Self -Evaluation in conformance with the ADA and Title 24 of the California Building
Code. In preparing its work program, MIG will work with the City to identify and
obtain all necessary documents and materials to support the development and
completion of the access survey reports. MIG favors a highly flexible and interactive
process which ensures open and timely communication, particularly important in light
of the timeline. The following tasks comprise the scope of MIG services which will
result in a comprehensive Self-evaluation and Transition Plan which meets the City's
needs.
City of San Rafael Moore Iacojano (ioltsman, Inc.
ADA/Accessibility Project Page 6
Self -Evaluation - Policy and Program Review
Task 1: Investigation/Scope and Schedule Refinement
Following the execution of a contract, MIG will meet with City staff to refine the
project and project schedule.
Task 2: Analysis of Communications Systems and Procedures
MIG will work with City staff to evaluate existing communications processes, systems
and procedures. As part of this analysis, the process for selecting future technology
will be reviewed to ensure that future decision-making takes into consideration
"reasonable accommodation" for people with disabilities. A memo of findings and
recommendations will be produced.
Task 3: Review of City Policies for the Department Workshops
MIG will review existing City policy documents which are to be used as part of the
Self -Evaluation for compliance with ADA. A memo will be produced outlining issues
which will have to be addressed at each department workshop to ensure that policies
are nondiscriminatory to people with disabilities.
Task 4: Department Workshops: Review and Evaluate Programs, Activities
and Services
MIG will conduct workshops with each department or associated clusters of
departments to identify current policies, practices and services offered to the public,
and develop recommendations for making operations more accessible to people with
disabilities. MIG will prepare and distribute to City staff a program questionnaire to
evaluate current program accessibility. MIG will draft policy and practice
recommendations for review by the City Council.
Transition Plan
Task 1: Prepare Facility Diagrams
Using plans, prints and other descriptive documents provided by the City, MIG will
modify or produce diagrammatic plans (8-1/2"x11") of the exterior environments and
building floor plans for all surveyed facilities. The diagrams will indicate architectural
barriers, numbered to correspond to the survey checklist and the summary table of
findings and recommendations.
Task 2: Meet with Staff to Develop the Database Format and Prioritization
Process
MIG will meet with City staff to develop the format for the facility database reports
and to develop the method for prioritizing barrier removal actions. Following Task 4
MIG will train City staff in prioritizing improvements using program information
developed during the Self -Evaluation process, and barrier information from the
database.
J --
ADA/Accessibility Project
moore tacojono Cioltsman, Inc.
Page 8
and exercises designed to stimulate thinking and actively engage the community in
focused discussion.
Task 3: Meeting Summary Reports
MIG will summarize the meetings in a written report which will include photo
reductions of the wall graphics produced at each meeting. One camera-ready copy of
the summary report of each meeting will be delivered to the City.
PART B. ADA Disability Access Training Program
Introduction
The Americans with Disabilities Act is an important and far reaching tool for
transforming the way communities provide services to people with and without
disabilities. The effectiveness of the Act, and the ultimate cost of implementation, will
be directly affected by how well city and town council and commission members arid
staff understand their responsibilities to the ADA.
This portion of the proposal addresses and conforms to the training program specified
in the education program for the cities, towns, public and nonprofit agencies of Marin.
An effective ADA training program is essential. The training design must address the
specific needs of the trainees, provide clear and useful information, and deliver source
and reference materials for ongoing support.
Task 1: Project Initiation and Planning Meeting
MIG will meet with City of San Rafael and MCIL staff to refine the scope of training
and materials, and develop a specific schedule for workshops, clinics, and
presentations.
Task 2: Pre -Workshop Preparation
MIG will work with MCIL and City staff to develop specific training materials,
handouts, and reference materials for each workshop. Outside resource people will
be recruited on an as -needed basis for specific workshops.
Pre -workshop planning and coordination meetings can be grouped to reduce the
number and cost of meetings. Meetings can be clustered as follows:
Meeting 1:
• Mayors, Councilmembers, Planning Commissioners
• Recreation, Libraries, Cultural Managers and Employees
• Parks Managers, Staff
City of San Rafael Moore /acofano Goltsman, Inc.
ADA/Accessibility Projeo Page 7
Task 3: Facility Report Database
MIG will create a database of barriers identified by City staff during the survey
process. Using "Paradox", a relational database, MIG will input the data collected
during the facility surveys in a format established in Task 2 that will meet the needs of
the Transition Plan Process and ongoing monitoring of compliance activities.
Task 4: Facility Report Preparation
MIG will produce a report for each surveyed facility which will list specific barriers,
locate them by reference number on the facility diagram, and indicate a barrier
removal action. A cost factor or cost range will be assigned to each barrier removal
action. Additional fields will be included as determined in Task 2.
Task 5: Revise Facility Reports
MIG will revise reports for each surveyed facility to include the priority assigned by
City Staff.
Task 6: Produce the Draft Self Evaluation and Transition Plan
MIG will input the results of the prioritization process into the facility database and
produce a draft report.
Task 7: Produce the Final Self Evaluation and Transition Plan
MIG will revise as necessary the Draft Plan and produce a Final Self Evaluation and
Transition Plan.
Public Meetings (Optional Tasks)
MIG will plan for and conduct public meetings as requested. The number of meetings
will be determined in the initial scoping refinement meeting with the City. The public
' meetings will be designed to maximize the opportunities for gathering public
opinions. MIG will clearly outline the purpose of the meetings and define the
integration of the community's ideas into the City's decision-making process.
' Task 1: Meeting Preparation
MIG will consult with City staff to develop a discussion framework for the meetings,
and prepare an agenda and workshop materials to guide and focus discussion.
Task 2: Meeting Facilitation and Recording
MIG has developed a highly successful method for obtaining constructive information
from community groups. -Large scale wall graphics are used extensively to frame
discussion, to aide decision-making during meetings and to document group
accomplishments. Each meeting will be conducted by an experienced facilitator and
graphic recorder. Activities may include: formal and informal presentations or
progress reports, large and small group discussions, and specially developed games
°larinl-g
Design
Communicotiona
Management
MIG
1a02
Fil-h Slreel
ilarkelay CA
04710
510/Be5.7549
01har offices
E6gene OR
Ra -nigh NC
ADA/Accessibility Project: San Rafael ADA Plans and ADA Disability Access
Training Program
MOORL IACOFANO GOLTSMAN, Inc.
Professional Fee Schedule
Moore Iacofano Goltsman professional time costs are based on the following
professional rates:
Susan Goltsman, Principal
Tim Gilbert, Project Manager
Project Associate
Support
$100.00
$85.00
$60.00
$45.00
Incorporated
EXHIBIT C
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ROUTING SLIP FOR APPROVAL OF CONTRACT/AGREETIENTS/ORDINANCES/RESOLUTIONS
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF ORIGINAL CONTRACT/
AGREEMENT/ORDINANCE/RESOLUTION BEFORE APPROVAL BY
COUNCIL/AGENCY
FROM:
Date: �/ %99 4
Originating Department:�0
TITLE OF DOCUMENT'S �y
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SRRA/SRCC AGENDA T.TEIi N0. __L+_
DATE OF p1EETING
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CITY ATTORNEY
CITY OF SAND RAFAj3
(LOWER HALF OF FORM FOR AI'PROVA.LS ONLY)
REVIEWED BY CITY MANAGER/EXECUTIVE TO:
DIRECTOR APP409 4FORM:
APFROVED AS COUNCIL/AGENCY AGENDA ITEM
NOT APPROVED
REMARKS:
S I.,. F L n i n c e Director: Attached is one copy of documenL.
'— Pleace review Fnr financial impact.
Whi1c!- - - - - - -City Clerk's Office with Orininal Document
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m� Gcnar) - - - - - -Originating Department
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1802 Fifth Street 4676 Admiralty Way 3770 University Street P. O. Box 12907
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USA
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STATUS: ❑
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TEL 503/683.3193 TEL 919/821.4913
FAX 503/683-3193 FAX 919/821-4913
DATE
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PROJECT ADA.-
FROM(�Jf l.lf T
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