TO:
VIA:
FROM:
DATE:
SUBJECT:
FISCAL
IMPACT:
SUMMARY:
Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
ACTING DIRECTOR OF PUBLIC WORKS
MAY 7, 2024
AGENDA REPORT
PROFESSIONAL SERVICES AGREEMENT FOR THE AMERICANS WITH
DISABILITY ACT (ADA) SELF-EVALUATION AND TRANSITION PLAN EXPENSE:
BUDGETED:
$174,790 PROFESSIONAL SERVICES AGREEMENT
$150,000
$24,790
FY 2023-24 CIP BUDGET (109800-6770 JL 24901-
6770)
BUDGET TRANSFER (109800-6770 JL 24901-
6770)
The Federal Americans with Disabilities Act (ADA) has been in place since 1990 and the Code of Federal Regulations mandates public agencies to comply by maintaining an up-to-date ADA Self Evaluation and Transition Plan for the facilities it owns and maintains. The City prepared an ADA report for the City Hall in 2009.
On November 15, 2023, Staff issued a Request for Proposals ("RFP") for professional service to develop an ADA Self Evaluation and Transition Plan. The scope of services for this effort will include the compilation of a comprehensive ADA Self -Evaluation and Transition Plan for City buildings, parks, and public right-of-way, including parking lots, street intersections, and sidewalks. The Self Evaluation will evaluate the City's services, practices, and policies. The Transition Plan will evaluate the physical barriers at all City -owned facilities and public right-of- way and provide the basis for prioritizing, budgeting, implementing, and removing identified barriers. A comprehensive City ADA Transition Plan will ensure that City facilities are accessible to all members of the public.
Staff received five (5) proposals for this project and after a thorough review, are recommending Disability Access Consultants (DAC), based upon their qualifications, experience, and technical expertise. DAC has assisted business and public entities in compliance with local, state and federal laws and regulations since 1998.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1.h.
May 7, 2024
City Council Agenda
May 7, 2024
1. Award a Professional Services Agreement for Americans with Disabilities Act (ADA) Self Evaluation and Transition Plan to Disability Access Consultants, LLC. for a not -to -exceed amount of $158,900; and
2. Authorize the City Administrator to approve contract change orders up to 10% or $15,890; and
3. Authorize the City Administrator and/or his designee to execute all the necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
On November of 2023, a Request for Proposals (RFP) was issued for professional services to prepare an ADA Self -Evaluation and Transition Plan. The scope of services for this effort will include the compilation of a comprehensive ADA Self -Evaluation and Transition Plan for City buildings, parks, and public right-of-way, including parking lots, street intersections, and sidewalks. The Self Evaluation will evaluate the City's services, practices, and policies. The Transition Plan will evaluate the physical barriers at all City -owned facilities and public right-of- way and provide the basis for prioritizing, budgeting, implementing, and removing identified barriers. A comprehensive City ADA Transition Plan will ensure that City facilities are accessible to the public.
On January 18, 2024, a total of five (5) firms submitted proposals for the project. The proposals were reviewed by a selection team comprised of Staff in the Public Works and Development Services Departments and evaluated based upon criteria established for consultant selection.
DAC ranked first based upon their overall experience and expertise with similar projects and their proposed approach to the project.
CONSULTANT RFP SCORE RANKING
Disability Access Consultants 93 1
(DAC)
SZS Engineering 88 2
Bureau Veritas 83 3
Sally Swanson 79 4
ARCOR 66 5
DAC will be performing field investigations within the City's right-of-way and at City facilities and parks in order to identify obstacles limiting accessibility, describe methods to improve accessibility and recommend a schedule for achieving ADA compliance. In addition, the Self Evaluation will evaluate the City's services, practices, and policies. The Transition Plan component will evaluate physical barriers at all City -owned facilities and public right-of-way. Ultimately, the plan will
City Council Agenda
May 7, 2024
provide recommendations for removing identified barriers and complying with accessibility requirements as mandated by the ADA and State of California Access codes.
DAC has prepared numerous Self Evaluations and Transition Plans throughout California and is well versed in current ADA regulations. In addition, DAC is committing experienced staff to the project which have prepared similar plans for other cities in Southern California. DAC will be engaged with the City throughout the process to ensure that City input is considered in all aspects of the plan and how it is set up for implementation. Lastly, DAC has also committed to project deliverables within a 12 -month time frame.
FISCAL IMPACT:
The total cost for the professional services amounts to $174,790. A total of $150,000 was budgeted in the FY 2023-24 Capital Improvement Program for this project. Staff is recommending an additional $24,790 be transferred from the Public Works Operating Budget to cover the remainder of the cost. As such, sufficient funds exist for the recommended actions.
Prepared by: Reviewed and approved:
Kyra Tao
Transportation Manager
Jennifer Lampman
Director of Finance
Reviewed and approved: Reviewed and approved:
Chris Tanio Damien R. Arrula
Deputy Director of Public Works/City Engineer City Administrator Attachment:
Professional Services Agreement