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Home My WebLink About15.F.6. City facilities Accessibility Study IS. F b. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: City Facilities Accessibility Study DATE: November 25, 2003 Introduction: The Council is asked to award a contract for consulting services to survey for compliance with disability accessibility codes, to Julee Quarve-Peterson, Inc. (JQP, Inc.). Background: Several weeks ago, Facilities and Recreation Director Mark Themig approached me regarding the need to have an accessibility study done to address concerns about the soccer complex which was under construction. While researching that information, it was found that the City chose not to complete a facilities study as required by the Federal ADA law in the early 1990's. As I understand the rationale for that, it was at a time when the City was preparing to vacate its then City Hall at 129 1st Avenue East, to move to the present building. However, all City facilities should have been studied at that time. Without doing that, it could leave the City open for lawsuits should a disabled person be unable to access services. After some research, it was determined that JQP, Inc., a consultant who is knowledgeable about ADA and accessibility issues, and also specifically familiar with city, county and school district evaluations and surveys, would be a good provider ofthose services. JQP submitted a proposal (attached). The study would take place in December and January, and would examine all parks, in addition to City buildings (the locations are listed in the attached proposal). Several new facilities, such as the library, police station, Community Center, and Vierling Drive Fire Station should not have many issues, but should be surveyed anyway for the sake of continuity. Budget Impact: The proposal, to include expenses, is for $10,600. $15,000 is provided in the proposed 2004 budget for an accessibility study. Note that this price is for the study only. Modifications needed to being the facilities into compliance will need to be provided under a separate funding source in future budgets. The notation in the October 28th proposal was that it was valid through December 1,2003. JQP, Inc. has extended that date so that this can be considered by City Council at the December 2nd meeting. Recommendation: I recommend that the City authorize JQP, Inc., to perform an accessibility study of City facilities. Action Required: If Council concurs, it should, by motion, award a contract for a City facility accessibility survey to JQP, Inc., for an amount not to exceed $10,600. Mark McNeill City Administrator [l?E] J~ October 28, 2003 Mark H. McNeill Copy to: Mark Themig City Administrator Facilities and Recreation Director 129 Holmes street South Community Center Shakopee, MN 55379 1255 Fuller Street S. Shakopee, MN 55379 Dear Mr. McNeill: Julee Quarve-Peterson, Inc. (JQP, Inc.) proposes to provide consulting services to the City of Shakopee for the purpose of complying with applicable codes, laws and design guidelines pertaining to accessibility for persons with disabilities. JQP, Inc. is extremely qualified to assist in this review for compliance with the following: . Americans with Disabilities. Act Requirements of 1990, . Section 504 of the 1973 Rehabilitation Act, . The Minnesota State Building Code - Minnesota Rules Chapter 1341, . Recommendations for Accessibility Standards for Children's Environments, . Recommendations for Accessibility Guidelines: Outdoor Developed Areas - Final Report September 1999 . Americans with Disabilities Act Recreation Facilities - Guidelines and Standards, October 3, 2002, and . Playground Accessibility, October 17,2000 Final Issue. Julee Quarve-Peterson, President JQP, Inc., has been specializing in accessibility since 1978. JQP, Inc. has extensive experience with City, County and School District self-evaluations, facility surveys, transition planning, staff development, presentations and database development. One of JQP, Inc.'s strengths is the ability to provide practical and effective options for accessibility compliance. JQP, Inc. can provide the City of Shakopee with a team focused on accessibility issues and knowledgeable in the "meshing" of laws, codes and design guidelines for new construction and their application to existing buildings, programs, budgets and the construction process. JQP, Inc. specifically proposes the following services: Accessibility Report, Transition Plan and Self Evaluation Site Visit Conduct and document site visits for listed locations. Documentation will include listing of issues of non- compliance, assigned priority to their significance (door knob on main entry vs. door knob on storage closet) and probable cost for corrective action. Site visits will be conducted at the following locations: julee quarve-peterson, inc. phone: 612.374.3031 p.o. box 1167 fax: 218.387.2366 grand marais, mn 55604 e-mail: jqpinc@boreal.org City Hall Parks and Plavgrounds - ..... = Play Eauipment T = Toilets Community Center - Ice Arena, Gym, all areas Emerald Lane ..... Scenic Heights ..... T Aquatics Park Hiawatha ..... Shakopee Community Center Library (new) Holmes ..... Stans .... Law Enforcement Center (new) Huber T Tahpah .... T Fire Station (new) Lions ..... T Timber Trails ..... Fire Station (old) Memorial ..... T Youth Building (log structure) O'Dowd Lake - Trails, Docks Public Works Building Riverview - Ball fields Only Database Entry Enter current access issues into a database (Access Software) to allow the City of Shakopee to sort/query issues and to develop a plan to incorporate upgrades with other potential remodeling or construction projects. Database will allow the City of Shakopee to identify any important issues of access that may need to be addressed separately. Self Evaluation Report JQP, Inc. will gather data necessary during site visits and conduct meetings to prepare the Full Self Evaluation Report including non-architectural issues of accessibility, grievance procedures, notice requirements, program locations, equipment and procedures to help ensure accessibility. Plavaround Review Playgrounds associated with the city park locations will be reviewed for compliance with safety and accessibility guidelines. Additional Services Available Evacuation Plannino JQP, Inc. can create an evacuation plan for individuals - employees, visitors - with disabilities. The plan includes policies, procedures, signage and equipment recommendations for effective and efficient evacuation. Plan Reviews JQP, Inc. can conduct plan reviews of new architectural projects and remodeling work. The plan reviews will check for compliance with Minnesota Code 1341 requirements, ADAAG and Design Guidelines for Children's Environments. Product Research JQP, Inc. can provide information on "specialty accessible" products. Staff Development JQP, Inc. can coordinate and assist in staff development as appropriate. A training session customized for individuals interested in facilities, construction, alterations and maintenance can be provided including information regarding products, design techniques and costs. Meetinas JQP, Inc. can facilitate meetings of various city staff regarding accessibility issues. julee quarve-peterson, inc. phone: 612.374.3031 p.o. box 1167 fax: 218.387.2366 grand marais, mn 55604 e-mail: jqpinc@boreal.org Final Product The Final Product delivered to the City of Shakopee will be two 3-ring binders that include an Introduction/Executive Summary, printed Transition Plans, Site and Category cost queries and an attachment section including JQP, Inc. sketches of typical toilet rooms, access improvements and product information sheets. The database CD will be provided to the City of Shakopee. Fee Proposal JQP, Inc. proposes to provide these services utilizing the most appropriate staff for each task. Hourly Billing Rates: Accessibility Project Manager $125.00 per hour (Julee Quarve-Peterson)* Accessibility Assistant $ 85.00 per hour Office Services and Support $ 45.00 per hour * Note - Julee Quarve-Peterson will personally survey each site. Proposed Services Fee Accessibility Report, Site Surveys, Playground Reviews, Self Evaluation, Keynoted Plans, $9,800.00 Photographs with captions and data entered into Access Software Possible Additional Services Fee Evacuation Planning $125.00 per hour Plan Reviews $125.00 per hour Product Research $125.00 per hour Staff Development $125.00 per hour Meetings $125.00 per hour Expenses Standard reimbursable expenses are in addition to fees and include: mileage @ $.365 per mile, copies, binders, postage and shipping. Total proposed fee for Proposed Services is $9,800.00. Total proposed budget for expenses not expected to exceed $800.00. Total proposed fee and expenses not expected to exceed $10,600.00. This proposal is valid though December 1, 2003. If this proposal reflects your understanding of the services to be provided by JQP, Inc., please sign and return a copy to our office. If you have any questions regarding this proposal or wish to confirm a schedule, please contact Julee Quarve-Peterson at (612) 371-3031. JQP, Inc. proposes to begin work upon authorization to proceed - as early as November 15, 2003 with a report completion date in early January 2004. Julee Quarve-Peterson, JQP, Inc. Date Authorized Signature for City of Shakopee Date julee quarve.peterson, inc. City Administrator phone: 612.374.3031 p.o. box 1167 fax: 218.387.2366 grand marais, mn 55604 e-mail: jqpinc@boreal.org City Clerk