HomeMy WebLinkAboutADA 2025-09-03 Agenda Packet
NOTICE OF MEETING
ADA ACCESS ADVISORY COMMITTEE
Wednesday, September 3, 2025, at 2:00 PM
Community Development Conference Room
3rd Floor, City Hall, 1400 Fifth Avenue
San Rafael, California
Virtual Participation Information
Webinar: https://cityofsanrafael-org.zoom.us/j/88228233435
Dial-in: (669) 444-9171
Webinar ID: 882 2823 3435
Any records relating to an agenda item, received by a majority or more of the board or commission less
than 72 hours before the meeting, shall be available for inspection in the Building Division. Sign Language
interpreters and assistive listening devices may be requested by calling (415) 485-3066 (voice), emailing
Lindsay.lara@cityofsanrafael.org or using the California Telecommunications Relay Service by dialing
“711”, at least 72 hours in advance of the meeting. Copies of documents are available in accessible formats
upon request. Public transportation is available through Golden Gate Transit, Line 22 or 23. Paratransit is
available by calling Whistlestop. Wheels at (415) 454-0964. To allow individuals with environmental illness
or multiple chemical sensitivity to attend the meeting/hearing, individuals are requested to refrain from
wearing scented products.
ADA Coordinator: Don Jeppson, AIA CBO, 1400 Fifth Avenue, San Rafael, CA 94901;
Phone: 415-485-3357; TTY/TDD/TRS: 711; E-mail: don.jeppson@cityofsanrafael.org
AGENDA
1. Call to Order
a. Determination of a Quorum
2. Public Comments: Two minutes per speaker
3. Approve Meeting Minutes from March 5, 2025.
4. Staff Reports and Information Items
a. Review Draft Request for Proposals (RFP) to Update the City of San Rafael’s
Americans with Disabilities Self-Evaluation and Transition Plan
5. Future Topics
6. Next meeting of the ADA Access Advisory Committee – December 3, 2025
7. Adjournment
Minutes subject to approval at the meeting of September 3, 2025
MINUTES OF SPECIAL MEETING
ADA ACCESS ADVISORY COMMITTEE
Wednesday, March 5, 2025, at 2:00 PM
Community Development Conference Room
3rd Floor, City Hall, 1400 Fifth Avenue
San Rafael, California
Virtual Participation
Webinar: http://tinyurl.com/ADA-Meeting-2024
Dial-in: (669) 444-9171
Meeting ID: 859 5419 3569
Attendees: Timothy Park, Ashley Tomerlin, Francine Falk-Allen; Skye Salama, Don Jeppson,
Chairperson
Absentees:
1) Call to Order - The Chairperson called to order the meeting at 2:05 pm.
a) Determination of a Quorum was made and was present.
2) Public Comments for Items Not on the Agenda - The Chairperson opened the meeting for
public comments; there was no public comments.
3) Staff Reports and Information Items
a) Greg Minor and Don Jeppson provided an update on the City’s anticipated release of
a Request for Proposals (RFP) for a consultant to update the City’s Self-Evaluation
and Transition Plan following the City Council’s adoption of the Fiscal Year 2025-
2026 Budget.
b) Don Jeppson provided the following updates:
a. The Department of Library and Recreation has submitted three park projects for
improvements (Peacock Gap, Boyd Memorial Park, and Pickleweed).
b. Public Works is working on improvements to the intersection of Second and
Fourth Streets.
c. The City received the following complaints:
i. A non-compliant disabled parking space at Fourth and A Streets.
ii. Traffic Signals on 3rd Street near Kaiser lacking sound.
d. Public Works will be removing some non-compliant parklets.
4) Future Topics - The Chairman open a discussion on future topics. TheCommission raised
the topics of changes to federal funding and remote attendance.
5) Next meeting: Discussed was set for June 4, 2025, at 2:00 pm.
6) Adjournment: The Chairman adjourned the meeting at 2:40 pm.
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
REQUEST FOR PROPOSALS (RFP) FOR
UPDATING THE CITY OF SAN RAFAEL’S
AMERICANS WITH DISABILITIES ACT
SELF-EVALUATION AND TRANSITION PLAN
Date of Issue: TBD
Pre-Bid Informational Meeting: TBD
Proposals Due: TBD
Table of Contents
1. Introduction…………………………………………………………………...... 2
2. Background…………………………………………………………………….... 2
3. Budget……………………………………………………………………………... 3
4. Contract Award Process …….…………………………………………….. 4
a. Anticipated RFP Schedule ...…………………………………………...... 4
b. Pre-submittal Meeting (Optional) …………………………………..... 4
c. RFP Addenda & Questions………………………………………….......... 4
5. Scope of Work………………………………………………………................. 5
6. Submittal Requirements …………………………….............................. 6
7. Submittal Details and Due Date…………………………………………. 7
8. Selection Process……………………………………………………………….. 8
9. Special Conditions……………………………………………………………... 8
10. Standard Agreement and Insurance……………………….. 10
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
I. INTRODUCTION The City of San Rafael’s Community and Economic Development (CED) Department is issuing this Request for Proposals (RFP) to identify one or more qualified consultants to update the City’s Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan. The City’s current ADA Self-Evaluation and Transition Plan was authored in 1994 and it focused on City facilities and City services offered at the time. Accordingly, the City seeks to update the original Self-Evaluation and Transition Plan both by analyzing additional contexts, such as public rights of way and online services, as well as revisiting City facilities and City services to ensure compliance with the ADA. The City anticipates updating the Self-Evaluation and Transition Plan in phases and the City is seeking proposals that identify strategies for implementing a phased approach.
II. BACKGROUND A. Location and Context San Rafael is located in the east central part of Marin County, 18 miles north of Downtown San Francisco and 11 miles from the Golden Gate Bridge. The city is 38 miles south of Santa Rosa, 36 miles southwest of Napa, and 22 miles northwest of Oakland. The Pacific Ocean is approximately 10 miles to the southwest. The region surrounding San Rafael—the nine county San Francisco Bay Area—is the fourth largest metropolitan area in the United States. In 2022, its total population was 7.8 million people. San Rafael is part of what is commonly referred to as the “North Bay” sub-region, including the counties of Marin, Sonoma, Napa, and Solano. There are roughly 1.3 million people and 506,000 jobs in the sub-region, with Marin County accounting for about 20 percent of its population and 23 percent of its jobs. San Rafael has been the largest city in Marin County since its incorporation and the County seat since 1851. In 2020, San Rafael had approximately 60,000 residents and 42,000 jobs. Most of the County’s population resides within 10 miles of the city, contributing to its role as the center of Marin’s economy. Marin County is renowned as a place of great physical beauty, mild weather, and a high standard of living. The County ranks among the top ten in the United States in median household income. San Rafael is the most racially, ethnically, and economically diverse city in Marin County. However, its income distribution has become less balanced over time, with growing numbers of residents in poverty and growing numbers of high-income households. In 2018, roughly 14 percent of the city’s residents lived below the federal poverty line, up from 10 percent in 2000. Conversely, the percentage of families with household incomes over $200,000 increased from 15.7 percent in
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
2010 to 27.7 percent in 2018. The data suggests not only a declining “middle class” but a growing number of residents facing social and economic challenges. B. Americans with Disabilities Act (ADA) The ADA is a comprehensive civil rights law passed by the United States Congress in 1990 with the fundamental goal of ensuring equal access to civic life for people with disabilities. Title II of the ADA requires that state and local governments make all programs, activities, and services accessible to individuals with disabilities. Under the Title II mandate, local governments must provide both programmatic and physical accessibility. Title II further provides that public entities must identify and evaluate all programs, activities, and services as part of a Self-Evaluation. Additionally, Title II outlines requirements for preparation of a Transition Plan, including: • A list of the physical barriers in the City’s facilities that limit the accessibility of its programs, activities, or services to individuals with disabilities; • A detailed outline of the methods to be used to remove these barriers and make the facilities accessible; • A schedule for taking the steps necessary to achieve compliance with the ADA, Title II; and • The name of the individual responsible for the plan's implementation. C. San Rafael’s Existing Self-Evaluation and Transition Plan In 1994 the City of San Rafael completed an ADA Self-Evaluation and Transition Plan. The 1994 Self-Evaluation and Transition Plan focused on City-owned facilities and the services provided by each City department. The Self-Evaluation process consisted of both a physical audit of all city facilities and surveys completed by each City department regarding their programs and services. The 1994 Self-Evaluation and Transition Plan did not include an analysis of sidewalk accessibility nor did it analyze online services, which did not exist at the time.
III. Budget
As part of the Fiscal Year 2025-2026 Budget, the City Council for the City of San Rafael allocated $100,000 in one-time funding for Phase One of an update to the City’s ADA Self-Evaluation and Transition Plan.
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
IV. Contract Award Process
A. Anticipated RFQ Schedule
Selection Timeline Dates and Time
Announcement TBD
Pre-Submittal Meeting
(Optional)
TBD
Deadline for questions TBD
RFQ Responses Due TBD
Evaluation TBD
Consultant Team Interviews TBD
Contract Authorization by
Council
TBD
B. Pre-Submittal Meeting (Optional) via ZOOM The City will hold an optional pre-submittal meeting on TBD. The meeting will be entirely virtual using the following Zoom registration link and information: Join from PC, Mac, iPad, or Android: TBD Phone one-tap: TBD Join via audio: +1 669 444 9171 US Webinar ID: TBD International numbers available: https://cityofsanrafael-org.zoom.us/u/kMFzwgMJR
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
Those who cannot attend the meeting may submit questions in writing as described in the following section.
C. RFP Addenda & Questions All requests for clarification of this RFQ must be made in writing. Please email any questions regarding the RFP to Greg Minor at ced.bids@cityofsanrafael.org by TBD. All addenda, questions, and answers will be posted on the RFP webpage and bidexpress by TBD.
V. SCOPE OF WORK The City of San Rafael seeks to update its ADA Self-Evaluation and Transition Plan through the tasks outlined below. The City anticipates implementation of these tasks will take place over multiple phases, with Phase One prioritizing those items not addressed in the City’s 1994 ADA Self-Evaluation and Transition Plan: the public rights of way and online services. Interested consultants should provide a cost estimate for each of the following tasks/subtasks and identify which tasks/subtasks will be performed during Phase One of the updated ADA Self-Evaluation and Transition Plan. Tasks: 1. Project Management a. Oversee overarching project, ensuring milestones are met, and deliverables are produced in a timely fashion. 2. Survey of Public Rights of Way a. Survey and evaluate San Rafael’s inventory of public right of way for accessibility compliance, including curb ramps, crosswalks, sidewalks, bus stops and on-street parking. b. Provide a database summarizing findings, including a list of barriers, a severity rating, a photograph of the barrier, recommended remedy, and cost estimate for each solution. c. Develop a methodology for City to ensure compliance when implementing a Capital Improvement Project. 3. Review Online and In Person Services a. Develop process and forms for conducting self-evaluation surveys. b. Identify what City’s current policies, programs, and practices are out of compliance with the ADA and strategies to come into compliance. 4. Facility Reviews a. Identify areas that limit physical access to individuals with disabilities to public areas where program, services, or activities take place.
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
b. Identify potential solutions and cost estimates for removing barriers and the priority level for each project. 5. Public Outreach a. Implement a public outreach plan to gather input from San Rafael’s community, particularly individuals with disabilities and organizations representing individuals with disabilities. 6. Draft ADA Self-Evaluation and Transition Plan a. Consultant(s) shall draft an updated ADA Self-Evaluation and Transition Plan based on the results of the barrier assessments, public outreach and City of San Rafael staff guidance. i. The updated Self-Evaluation shall include an electronic database of the data gathered from the Self-Evaluation, including barriers identified. ii. The updated Transition Plan shall include: an executive summary; description of methodology; summary of findings from Self-Evaluation; recommendations to correct deficiencies identified, including a prioritization methodology; cost estimates for remediation measures; implementation schedule; process for periodically reviewing and updating the Transition Plan to ensure ongoing compliance.
VI. SUBMITTAL REQUIREMENTS Submittal requirements provided in response to this RFP should include the following elements: 1. Cover Letter. Please begin with a letter expressing your interest in the project, including what services your firm will provide, as well as your general qualifications, areas of expertise, and why your firm is particularly qualified to perform the requested services. Your cover letter also should identify your team, and the role of each firm on the team in the event this is a team submittal. 2. Statement of Qualifications. Please provide a description of the prime contractor, including the services you provide and background information on the company. Please describe what experience your firm has in the area(s) of service you intend on providing. Furthermore, please provide similar information on any subconsultants on your team. 3. Approach. Present your concept of how your organization will implement the proposed Scope of Services. 4. Budget and Schedule. Please indicate the personnel and hourly rates for each member of the firm and any sub-consultants that will be assigned to the project. Please provide a cost estimate for each of the Scope of Work
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
tasks/subtasks and identify which tasks/subtasks will be performed during Phase One of the updated ADA Self-Evaluation and Transition Plan. 5. Key Personnel. Please include the names of key personnel, their respective titles, their proposed roles in the project, and a brief statement of their availability to undertake work over the next three years. This should be followed by resumes for key personnel, including education, work experience, areas of expertise, and periods of service with the firm. If sub-consultants will be used to perform work, please identify likely team members and experience working with the firms. 6. Project List. Please include a list of similar or related projects completed by the firm, along with relevant background information, including project timeframe, and contact information for the client (name, email, and phone number). The client contact information shall constitute “references” for the consultant and the City may contact the listed individual(s) to discuss consultant performance. For projects that were completed by a team of consultants, please clarify the specific contribution of your firm. Similar information may be provided for sub-consultants.
VII. SUBMITTAL DETAILS AND DUE DATE Responses shall be submitted as one document via electronic mail in a printable PDF format with the subject line: (Name of Organization) Response to RFP: Updating
ADA Self-Evaluation and Transition Plan. The response may include links to other documents and/or appendices, but the respondent should not assume these will be reviewed. All content the respondent feels is necessary for selection should be included in the body of the proposal.
All proposals shall be submitted at your earliest convenience but no later
than TBD to: Greg Minor, Assistant Director Community and Economic Development Department ced.bids@cityofsanrafael.org
VIII. SELECTION PROCESS Proposals to provide the services described above will be evaluated based on the following factors:
• Quality and completeness of the proposal: 10%
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
• Experience completing projects of similar scope and complexity: 20%
• Experience of the proposed project team members: 20%
• Approach to project and demonstrated understanding of the work to be
performed: 20%
• Availability to perform the work required: 10%
• Familiarity with issues and agencies in San Rafael and Marin County 10%
• References: 10% The City will identify the top ranking firms in each of the requested service categories. One or more of these firms may be invited to a panel interview. The evaluation would consider both the interview and the proposal. The most highly evaluated consultant team(s) will then be recommended for a Professional Services Agreement. Approval of the Agreement(s) will be ultimately reviewed and approved by the City Council.
IX. SPECIAL CONDITIONS 1. Professional Services Agreement The consultant selected shall use the City of San Rafael’s standard Professional Services Agreement. Submitting a Proposal is acceptance of the
Professional Services Agreement as-is. Contractually required insurance coverage and endorsement information is shown in the body of the document. 2. Reservations The issuance of this RFP constitutes only an invitation to present responses. This RFQ does not commit the City to award a contract, to defray any costs incurred in the preparation of a Proposal pursuant to this RFQ, or to procure or contract for work. The City reserves the right, at its sole discretion, to determine whether or not any aspect of the response satisfactorily meets the criteria established in the RFP. 3. RFP as a Public Record All Proposals submitted in response to this RFP become the property of the City and thus become public records and, as such, may be subject to public review. 4. Right to Cancel The City reserves the right to cancel or change, for any or no reason, in part or in its entirety, this RFP, including but not limited to: selection schedule, submittal date, and submittal requirements. 5. Business License
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
Prior to the selected consultant engaging in any operation or activity as a result of an award of a purchase contract, it must obtain a business license from the City of San Rafael. The business license must be kept in full force and effect during the term of the contract. 6. Additional Information The City reserves the right to request additional information and/or clarification from any or all respondents to this RFP, the right to confer with any respondent submitting a response and the right to reject any or all responses with or without cause. The City reserves the right, at its sole discretion, to waive any irregularities or informality. The City may conduct interviews with any respondent it deems necessary. 7. Reasonable Inquiry The City may conduct any reasonable inquiry to determine the responsibility of the proposer. The submission of a proposal constitutes permission by the proposer for the City to verify all information contained therein. If the City deems it necessary, additional information may be requested from any proposer. Failure to comply with any such request may disqualify a proposer from consideration. 8. Public Information Consultants who wish to release information regarding the consultant selection process, contract award, or data provided by the City at any public hearing/meeting, must receive prior written approval from the City before disclosing such information to the public.
X. STANDARD AGREEMENT AND INSURANCE
COVERAGE The selected firm shall enter into a Professional Services Agreement with the City. The City’s Standard Agreement is included as Attachment “A.” The consultant shall provide proof of the insurance coverage limits specified in this Agreement and shall maintain these coverage levels for the duration of the project. If a proposer desires to modify any provisions of the Agreement, including insurance requirements, these changes shall be identified as part of the proposal submission. If no changes are proposed, full acceptance of the Agreement shall be assumed by the City.
ATTACHMENTS
Kate Colin, Mayor • Maribeth Bushey, Vice Mayor • Eli Hill, Councilmember • Rachel Kertz, Councilmember • Maika Llorens Gulati, Councilmember
A. Standard Professional Services Agreement, Including Insurance Requirements