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ADA Review and Update of Self-Evaluation and Transition Plan Consultant Selection Copyright 2014 City of Dubuque Consent Items # 12. ITEM TITLE: ADA Review and Update of Self-Evaluation and Transition Plan Consultant Selection SUMMARY: City Manager recommending approval of the selection of Recreation Accessibility Consultants, LLC as the consultant to conduct an ADA Review and Update of Self-Evaluation and Transition Plan. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type ADA Review and Update of Self Evaluation and City Manager Memo Transition Plan-MVM Memo ADA Consultant Selection Staff Memo Staff Memo RAC Proposal Supporting Documentation RAC Cost Proposal Supporting Documentation ADA Review and Update RFP Supporting Documentation THE CITY OF Dubuque UBE I erica .i Masterpiece on the Mississippi 2007-2012-2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: ADA Review and Update of Self Evaluation and Transition Plan Consultant Selection (CIP 350-2678) DATE: July 12, 2016 Six proposals were received in response to a Request for Proposals for a consultant to conduct an ADA Review and Update of Self Evaluation and Transition Plan. The Consultant Selection Committee reviewed the six proposals and independently scored the proposals. Leisure Services Manager Marie Ware, Building Services Manager Todd Carr and the Consultant Selection Committee unanimously recommend the selection of Recreation Accessibility Consultants, LLC for a cost not to exceed $59,900. 1 concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Marie Ware, Leisure Services Manager Todd Carr, Building Services Manager THE CITY OF Dubuque UBgkE 111-America III I. Masterpiece on the Mississippi 2007-2012-2013 TO: Michael C. Van Milligen, City Manager FROM: Marie Ware, Leisure Services Manager Todd Carr, Building Services Manager SUBJECT: ADA Review and Update of Self Evaluation and Transition Plan Consultant Selection (CIP 350-2678) DATE: July 11, 2016 INTRODUCTION The purpose of this memorandum is to recommend a consultant for the ADA Review and Update of Self Evaluation and Transition Plan. DISCUSSION The City approved a Transition Plan in 1992. ADA improvements have been implemented according to this plan and self-evaluations since then. Last year a multi- department team put together and executed a community engagement plan to gain input on accessibility of city facilities, transit and improvements such as curb cuts. The input received from this engagement process was shared with departments for review and implementation. Inspector II Gary Blosch also recently completed a self-evaluation of city facilities. Items identified were shared with departments to address right away or plan and budget for in the future. Lastly, a management software was recently approved to create a database and mapping system of ADA improvements. This will assist in tracking improvements made, as well as planned throughout the entire city system. A committee was approved to develop the attached RFP that would allow selection of a consultant to develop an ADA transition plan and self-evaluation update, program and policies review, as well as perform specific site audits. The engagement committee last year identified the evaluation of policies and procedures as a focus of our next work. The RFP identifies in the scope of services more details. The consultant selection committee appointed was Crenna Brumwell, Assistant City Attorney; Gary Blosch, Inspector II; Jane Smith, Engineering Assistant II; Taj Suleyman, Equity Outreach Coordinator; Candice Eudaley, Transit Manager and Marie Ware, Leisure Services Manager. Proposals from qualified consultants to conduct an ADA Review and Update of Self Evaluation and Transition Plan were solicited. The City of Dubuque received six 1 proposals. Each proposal laid out their method to address the scope and some firms proposed alternative methods or revisions to better serve our community. The firms and the proposal amount are as follows: Name Proposal Amount SRF Consulting Group, Inc. $104,283 or (Minneapolis, MN) $ 45,958 (Revised to meet budget, city staff required to do the self-evaluations after training by SRF) Accessology $ 64,950 (McKinney, TX) IIW, P.C. (Dubuque, IA) DAC — Disability Access Consultants $ 55,700 (Oroville, CA) Delta 3 Engineering $ 62,360 (Platteville, WI) ADA Consultants of Indiana (Waynetown, IN) RAC - Recreation Accessibility Consultants, LLC $ 59,900 (Hoffman Estates, IL) Meeting the Challenge, Inc. $106,000 (Colorado Springs, CO) The consultant selection committee reviewed the six proposals. Each member scored independently and then came together with their ranking. Scoring and discussion was held prior to opening the fees. The committee unanimously selected RAC — Recreation Accessibility Consultants, LLC of Hoffman Estates, Illinois, for recommendation. RAC's proposal is attached. The committee then met with John McGovern, JD, President of RAC, to clarify items contained in the proposal. The committee remained in agreement that RAC was their unanimous choice. The committee submits the following regarding the selection of RAC. RAC has • 700,000 retrofit recommendations over last 8 years. • More than 5,000 local government buildings analyzed. • Phased approach proposed and recommendations in scope improved what city asked for in RFP. • Offered phasing suggestion based on significant amounts of experience especially with cities. • Prior work in Iowa. • Multiple services under a single roof(accessibility, engineering, etc.). 2 • Work examples provided are all over the country in areas which have different unique features, topography, etc., which indicates an ease of adapting to local conditions including historic and climate. • References provided are from all over the country. • Knowledge and use of right of way PROWAG and SUDAS requirements. • Ability and will to integrate with city's Invision software. • Other services available if needed (playground evaluations). • President of RAC assisted in preparing the 2010 standards now in place. • Experts in Title II interpretation, evaluation and transition plans. Three cities were called for references including Cedar Rapids, Iowa. All three shared that RAC performed as stated, were very professional, went above and beyond what was required to help city become efficient and effective, were timely and professional, received useful and complete information, kept on schedule and budget and felt had a comprehensive and useful product. BUDGETIMPACT The budget approved is as follows: ADA Compliance Consultant CIP # 350-2678 Consultant Services $60,000 This CIP was approved as a part of the current FY16 budget as a Building Department CIP and is currently available. The $59,900 proposal submitted by RAC — Recreation Accessibility Consultants, LLC is within this budgeted amount which includes a 10% discount for being a member of National Recreation and Parks Association. All reimbursables are included and it is a do not exceed amount. ACTION REQUESTED We respectfully request City Council approval to negotiate a contract with RAC for ADA Review and Update of Self Evaluation and Transition Plan services. MLW:jlr attachments (RFP and RAC Proposal) copy Jenny Larson, Budget Director Gary Blosch, Inspector II 3 0 C? recreation accessibility consultants, Ilc June 30, 2016 Gary Blosch, Inspector II City of Dubuque Building Department 50 West 13th Street Dubuque, IA 52001 ADA Review and Update of Self-Evaluation and Transition Plan Dear Mr. Blosch: We are pleased to submit this Transmittal Letter in response to the City of Dubuque RFP for an ADA Self-Evaluation and Transition Plan. As required by the RFP, this letter describes our interest in the project, our understanding of the work, and contact information for the primary contact for our firm. Name and Address of Firm Our firm name is Recreation Accessibility Consultants, LLC. I am the President of the firm and am authorized to enter into contracts. My contact information is below. John N. McGovern, JD, President Recreation Accessibility Consultants, LLC 2675 Pratum Avenue Hoffman Estates, IL 60192 224/293-6451 john.mcgovem()rac-Ilc.com Do not be misled by our name. As a division of W-T Engineering, our partners include civil engineers, structural engineers, MEP engineers, landscape architects, architects, and land surveyors. Our firm was established eight years ago in 2008. Our firm was built for exactly the work contemplated by the City of Dubuque RFP. Our experience with more than 180 cities, counties, states, and special districts includes access audits, transition plans, right-of-way evaluations, policy review, public feedback facilitation, staff training, and contractor training. We believe we are partners, not just consultants, for our municipal clients. Our firm has immediate access to all of the disciplines required for the RFP, all under one roof. Our firm is a Limited Liability Company, established in Illinois. 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 City of Dubuque ada Self-Evaluation and Transition Plan RFP Transmittal Letter June 30, 2016 page 2 The Project The City of Dubuque has a record of acting proactively regarding accessibility. This project continues that trend. The project includes the key tasks noted below: 1. Review and evaluate prior work by the City related to the ADA, and report and recommend future steps; 2. Conduct access audits, and complete reports for: • nine parks and facilities within them • six other City facilities such as City Hall • four parking garages • transit vehicles • transit transfer areas • transit stops, and • an estimated 3,000 curb ramps; 3. Conduct an access audit of services, programs, and activities for compliance with title ll, and provide reports and recommendations; 4. Plan and facilitate, with staff and interested disability advocacy groups, at least one community engagement meeting related to the access audit findings, and recommend future community engagement strategies; 5. Conduct a review of City policies and processes for compliance with title Il, with the exception of personnel policies, and recommend new policies and processes or revisions to existing policies and processes; 6. Provide an updated transition plan with cost references for planning purposes, and review the access dispute resolution process, to recommend any needed revisions; 7. Conduct at least one training event with City staffs on the findings and implementation of an updated transition plan; and 8. Report to City leadership and City stakeholders. Phased Work Because of the scope of work, we recommend three phases. Phase One would address all parks and facilities in the RFP, along with policies, programs, and staff training. Phase Two would address curb ramps. Phase Three would address transit stops, transfer areas, and transit vehicles. r aJ recreeum a«essibil� consuRems,Ilc City of Dubuque ada Self-Evaluation and Transition Plan RFP Transmittal Letter June 30, 2016 page 3 Our Interest We are an accessibility firm first and foremost, not an engineering firm that dabbles in access. In the following pages we'll describe our people, our process, our experience, the likely project schedule, and more. We have assisted six Iowa communities with regards to ADA compliance and know we could be of assistance to the City of Dubuque. In our significant experience, those cities that take steps like yours succeed in compliance, as opposed to those who are dragged to the altar. I look forward to providing the City with any clarifications necessary. The project is an exciting opportunity to embrace access and inclusion, and our firm is unusually qualified to help. Thanks for the opportunity to submit this proposal. Sincerely, bhn Nbcl'Govem, JD resident JNM/CITY OF DUBUQUE RFP RESPONSE TRANSMITTAL LETTER 201601 recreation accessibil J consuilants,Ilc 0a recreation accessibility consultants, Ilc 0 RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN CONSULTANT PROFILE Introduction This portion of our response is intended to satisfy the RFP request for a firm profile that offers general information about our expertise regarding the work in the RFP, our prior experience with work like that in the RFP, the qualifications of the Project Manager, and what makes our firm uniquely suited for this project. General Information About Recreation Accessibility Consultants, LLC Our firm was formed to assist cities and other local governments regarding compliance with the nuances of the Americans with Disabilities Act (ADA). RAC is unusually qualified for work like that described in the City of Dubuque RFP. Our credentials regarding access are significant. We are not an engineering firm that dabbles in access. Instead, we are an accessibility firm with engineering partners. We started in 2008 for exactly the type of work contemplated in the City of Dubuque RFP. Our President's experience as one of only three people who served on every Access Board federal advisory committee regarding the changes that created the 2010 Standards is significant. He chaired the only committee to have a chair, the first federal advisory committee ever used by the US Access Board. Our two principals know local government well, with more than 60 years of successful career experience, always in the area of making services available to people with disabilities. Since our inception in 2008, our firm has audited more than 70,000 recreation assets such as playgrounds, sports fields, golf courses, and pools, and more than 5,000 local govemment administration or special purpose buildings, such as police, fire, detention, maintenance, transit sites, and convention spaces. In our eight years we have drafted more than 700,000 retrofit recommendations. Today, we have seven full time employees and two-part time employees. Our principal place of business is located in Illinois; however, we have worked from Califomia to Connecticut, Florida to Minnesota, and in six Iowa communities. 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 City of Dubuque RFP Finn Profile June 30, 2016 During our more than eight years of business, we have assisted more than 180 cities and local governments regarding infrastructure accessibility and program access. We also have been retained by two branches of the United States Armed Forces to consult in the same endeavor. Many cities, states, counties, park districts, conservation districts, and forest preserve districts have retained us for the drafting of accessibility policies, including an inclusion manual for the USAF Morale, Welfare, and Recreation staffs at Air Force bases. Public feedback is an integral part of the RFP. Our firm believes strongly in the role of the public, and we have facilitated public participation in the transition plan development process. Again, our experience as local government agency leaders is an asset here. As the US Department of Justice was preparing to expand the scope of Project Civic Access, our President was invited to train enforcement staff about how title II is implemented by local governments. Do not be misled by our name. We know local government. We are uniquely suited to help the City of Dubuque. Specialized Expertise ADA compliance requires a broad skill set, and we have it all in-house. Our in-house team includes: • an attorney with local government administrative experience • a Certified ADA Coordinator • a Certified Therapeutic Recreation Specialist • a Registered Accessibility Specialist • a Professional Engineer We are unaware of any firm that has all of this expertise under one roof. Importantly, we know title II and the 2010 Standards extremely well. Anyone can pick up the Standards, we actually helped prepare the Standards. Competitors and clients alike come to us for title II interpretation. Regarding policy, our President developed a professional school for a national association that trained city employees on the implementation of the title II mandates, including policy smart practices. More than 3,000 employees were training at this venue. Our municipal clients often retain us solely for the review of policies for title II compliance. r1 a� consultants,iic� Page 2 City of Dubuque RFP Firm Profile June 30, 2016 Regarding sidewalks, we currently have four jobs where we are evaluating municipal public rights-of-way and transit stops. We know PROWAG well and have acquired tools to assist our teams in the access audit. Our Project Management Team Our Team will be led by John McGovern, a licensed attorney with a career in local government that spans four decades. John will serve as Project Manager. He has been involved with every one of the 180 projects implemented by RAC. Working closely with him are Shelley Zuniga, the Vice President of Recreation Accessibility Consultants. Shelley is a Certified ADA Coordinator and a Certified Therapeutic Recreation Specialist. Her attention to detail is a superb asset, and she manages schedules, logistics, and quality control for our access audit work. She has been involved in almost every project undertaken by RAC. Tanya Scheibe, the RAC Project Manager, is a key member of our Dubuque team. Tanya has a degree in architecture and is a Registered Accessibility Specialist in one of only two states with an access credential. She has served as Project Manager for approximately 40 RAC access audit projects. Jason Green, PE, Vice President of W-T Civil Engineering, will lead the right-of-way elements of the project. His knowledge regarding PROWAG and SUDAS will be of great value to the City. Jason has worked on approximately 25 RAC projects, and is an expert at determining whether a retrofit is technically infeasible. JNM/CITY OF DUBUQUE RFP RESPONSE FIRM PROFILE 201601 recreation acc lblllh a� wmunarna,uc Page 3 � a recreation accessibility consultants, Ilc RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN BACKGROUND AND ORGANIZATION Introduction This portion of our response is intended to satisfy the RFP request for the history and organization of our firm, our in-house capacities, and how these may be of benefit to the City of Dubuque. We will also discuss the number of years we have provided these services. Our Parent Company W-T Engineering, Inc. was formed in Illinois in 1971. The services then were land surveying and civil engineering. The firm grew rapidly, adding Mechanical Engineering, Electrical Engineering, Plumbing Engineering, and HVAC. The W-T clients were diverse, and included businesses, developers, state and local governments, and faith-based organizations. In the 90s the firm added a suite of companies to meet the growing needs of local governments. These included a landscape architecture firm, an architecture firm, and an aquatics engineering firm. In the 2000s two more firms joined the W-T Family of Companies: Pratum Construction and finally in 2008, Recreation Accessibility Consultants. Each company is established as a Limited Liability Company(LLC), and operates its business with the belief that at one source, there exist an infinite number of solutions to the challenges faced by local government. A synergistic infrastructure is shared by each LLC division, including an office 25 minutes from one of the largest airports in the United States, human resources, information technology, insurance, fiscal management, marketing, quality control, and development. W-T employs more than 150 professionals in many disciplines. Recreation Accessibility Consultants LLC Our firm is one of the divisions within W-T Engineering. Our office is located in Hoffman Estates, Illinois, about 150 miles from Dubuque. With our other Iowa work, we are near Dubuque twice a month if not more often. We have provided all of the services below since our inception in 2008. • system-wide access audits; • transition plans; 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 City of Dubuque RFP Firm Background and Organization June 30, 2016 a determination by our civil and structural engineers that changes at a site would be technically infeasible; e policy reviews for title II compliance; a reviews of the ways in which cities provide support for inclusive participation by persons with disabilities; e plan review for new construction; a access audits of public right-of-way infrastructure; a access audits of transit systems and transit stops; a punch list walkthroughs for new construction; e staff training at all levels from maintenance staff to administrators; a development of cost references for planning purposes, in the absence of a final design; a contractor training and training for design professionals; facilitation of community engagement, and a expert witness services in regards to ADA disputes. We are the preferred provider of accessibility consulting for cities and counties with members of the National Recreation and Park Association (NRPA)for four years. The agencies at which NRPA members work, or serve on boards, are entitled to a minimum of a 10% discount on our services. Prior to the creation of RAC, as a local government employee, McGovern was a Section 504 Coordinator and an ADA Coordinator. Our civil and structural engineers have provided accessibility in their designs for 45 years. Finally, in addition to our local government work, we have also consulted with businesses, nonprofits, insurers, professional associations (including two in Iowa), and two branches of the United States military, all on the subject of accessibility and inclusion. We are uniquely suited to help the City of Dubuque. Other Relevant Services In our experience with cities addressing access issues, we are certain that many of the curb ramps the City believes are compliant will, after our audit, be found to be noncompliant. For recreation accmibility R—)cwsuflants,oc Page 2 City of Dubuque RFP Firm Background and Organization June 30, 2016 several cities we have elisted the services of our professional land survey team. The land surveyors plot the curb ramp and our civil engineering team designs the retrofit. For some communities, the number of compliant curb ramps was less than 1%. After training for city staffs by our team, the pass rate rose to 70%. We can do that for the City of Dubuque and its contractors as you move into an implementation stage. CITY OF DUBUQUE RFP RESPONSE BACKGROUND AND ORGANIZATION 201601 ree orlon aoe mbllny aJ o sufta Page 3 * a recreation accessibility consultants, Ilc RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN FIRM EXPERIENCE Introduction This portion of our response is intended to satisfy the RFP request for recent professional experience. We will briefly describe representative public sector projects, noting our team members, the community engagement process, and other applicable information. Firm Experience for the Work We have partnered with many entities that were implementing access initiatives, some as the result of disputes, and some independently. We describe those projects below. We begin with three recent projects, and follow with 17 other projects. The public entities are a matter of record and they are named below. Three recent projects are: 1. In 2015 the City of Cedar Rapids, in Cedar Rapids, Iowa, signed a Settlement Agreement with US DOJ. Our firm was selected in the RFP process used by the City to serve as the Accessibility Specialist and Independent Licensed Architect. W-T Civil is also involved on curb ramps and sidewalks. The City also retained W-T Land Survey to conduct surveys of almost 4,000 curb ramps constructed since 1992. We are also addressing sites seen by US DOJ and sites not evaluated by US DOJ. This comprehensive four year project includes every element in the Dubuque RFP. TEAM: McGovern, Zuniga, Scheibe, Green, and others BUDGET: $1,120,716.25 2. In 2014 and 2015 we partnered with Linn County, Iowa in a phased approach to accessibility for County sites. Phase I included primary County sites and facilities, and Phase II included conservation sites. Phase III will include the drafting of a transition plan. In both phases we planned and conducted community engagement sessions. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $98,750 3. In 2015 we partnered with the Town of Cary, North Carolina. Our work included conducting access audits of all Town sites and facilities, and developing a phased 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 City of Dubuque RFP Our Firm Experience June 30, 2016 transition plan for all retrofit work. This project included a well-attended community engagement session, and staff training events. TEAM: McGovern, Zungia, Scheibe, and others BUDGET: $109,853 Other projects similar in scope are listed and described below. 4. In 2008 we partnered with the Park District of Highland Park in Highland Park, Illinois. Our scope of work started with assisting the District regarding an access dispute. We were later retained for a system-wide access audit and transition plan, which also included a community engagement process. TEAM: McGovern, Zuniga, and others BUDGET: $58,497 5. In 2009 we began our work with the Sterling Park District in Sterling, Illinois, after a dispute with the Office of the Illinois Attorney General Disability Rights Bureau. We have since conducted a system-wide access audit of sites that were not the subject of the dispute, and developed a transition plan. We are also working with the District as it meets the access requirements of the Attorney General. The community engagement element was difficult to implement, as our work began after a complaint was filed against the District. Our process involved a public meeting and several meetings with the local center for independent living, which facilitated the filing of the complaint. TEAM: McGovern, Zuniga, Scheibe BUDGET: $98,392 6. In 2010 we partnered with the Prince George's County Department of Parks and Recreation, in Riverdale, Maryland, providing staff training to all administrators. The County was beginning to implement a Settlement Agreement with the US DOJ. Our work continued in 2011, auditing 50 sites and facilities not evaluated by US DOJ, training County staff in the process. Those staffs then finished audits of the remaining 300 sites. This project did not include a community engagement process. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $110,690 7 In 2011 we partnered with the Montgomery County Department of Parks, in Silver Spring, Maryland, conducting access audits of 197 sites and facilities and developing a transition plan. We have since been retained annually for staff training, expert advice, and community engagement facilitation. Our work continues today for this large urban community. This project includes extensive community engagement, including several meetings with the disability community and an online survey about access preferences and priorities. It also includes extensive staff training, for all levels of employees. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $587,025 reweadm accm ibifftyaJ Pae 2 consultants,I1co' 9 City of Dubuque RFP Our Firm Experience June 30, 2016 8. In 2012 we were retained by the City of Coralville, Iowa to conduct a system-wide access audit and develop a transition plan. This project also included a community engagement event, a public forum for feedback from the disability community. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $17,250 9. In 2013 we were retained by the City of Whitewater, Wisconsin to assist regarding a federal court lawsuit brought by Ms. Wheelchair Wisconsin. Our work included access audits and a transition plan for City sites not cited in the dispute, and advice to the City regarding the claims made by the complainant. This project did feature staff training events for administrators, and a separate training for maintenance staffs. There was not a community engagement element with this project. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: 10. In 2012 we were retained by the City of Glendale, Arizona to conduct a system-wide access audit and develop a transition plan. This project featured two community engagement events and two staff training sessions. We still advise the City on occasional issues. TEAM: McGovern, Scheibe, and others BUDGET: $99,096 11. In 2013 we partnered with the City of Rock Island, Illinois. Our work included conducting access audits of sites and facilities operated by the Parks and Recreation Department and preparing a phased transition plan for all retrofit work. This project included two staff training events. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $18,933 12. In 2013 we partnered with the City of Peoria, Arizona. Our work included conducting access audits of parks and recreation sites and facilities, and preparing a phased transition plan for all retrofit work. This project included two public feedback opportunities, as well as two staff training events. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $63,530 13. In 2013 we partnered with the Morris County Parks Commission in Monis, New Jersey. Our work included conducting access audits of sites and facilities, and preparing a phased transition plan for all retrofit work. This project included two public feedback opportunities, as well as a staff training event. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $69,345 rC recreation acc ibifih Page 3 consultants,11ce. City of Dubuque RFP Our Finn Experience June 30, 2016 14. In 2013 we partnered with the City of Ottumwa, Iowa. Our work included conducting access audits of sites and facilities, and preparing a phased transition plan for all retrofit work. This project included a public feedback opportunity, and a staff training event. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $28,669 15. In 2013 we partnered with the City of Avondale, Arizona. Our work included conducting access audits of all City sites, and developing a transition plan. City staff were in a transition phase and never used us for community engagement. We did conduct one staff training session. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $19,910 16. In 2014 we partnered with the City of Rio Rancho, New Mexico to conduct a city-wide access audit of sites and facilities, and prepare a phased transition plan for all retrofit work. This project included two public feedback opportunities, as well as two staff training events. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $50,364 17. In 2014 we partnered with Bernalillo County, in Albuquerque, New Mexico. Our work included an access audit of all parks and recreation sites, and the development of a transition plan. Our work did not include community engagement at the request of the County. We did conduct two staff training sessions. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $59,566 18. In 2014 we partnered with the City of Farmington, New Mexico. Our work included conducting city-wide access audits and the development of a transition plan. We also conducted two staff training events and two community feedback sessions. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $53,338 19. In 2014 we partnered with the Carmel Clay Parks and Recreation Department in Carmel, Indiana. Our work included conducting access audits of sites and facilities, and preparing a phased transition plan for all retrofit work. This project included two public feedback opportunities, as well as a staff training event. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $32,514 20. In 2015 we were retained by the City of Rockville, Maryland to conduct a city-wide access audit and develop a transition plan. This project required the provision of a shape file that will be interated into the City GIS network. We planned and facilitated a well-attended public feedback session, and completed two staff training exercises. TEAM: McGovern, Zuniga, Scheibe, and others BUDGET: $92,876 ` aJ recreation acc lbiliq- wnsultanls,11c Page 4 City of Dubuque RFP Our Firm Experience June 30, 2016 For other projects we have evaluated accessibility at transit stops and public right-of-way assets (Peoria, Arizona; Durango, Colorado; and Helena, Montana). We have worked with 100 other communities smaller in scale than Dubuque, or with a smaller scope of service. We have not listed every public entity client. That said, if a list is desired we will provide it. CITY OF DUBUQUE RFP RESPONSE FIRM EXPERIENCE 201601 recR�memrt% J Page 5 consuftw ts,Ile * ,I) recreation accessibility consultants, Ilc is RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN TEAM MEMBERS Introduction This portion of our response is intended to satisfy the RFP request that we identify key team members that will actually be assigned to the City of Dubuque project. We will also describe their roles, time on the project, and credentials. Leadership Team Members As discussed in an earlier section of our response, the key team members on this project are: John N. McGovern, JD, President Shelley A. Zuniga, Certified ADA Coordinator, CTRS, Vice President Tanya R. Scheibe, Registered Accessibility Specialist, Project Manager Jason Green, PE, Vice President, W-T Civil Engineering Other staff will be assigned to this project as well, and we'll review their role and qualifications. Staff Roles and Resumes Most of our team will have a role in the project. Specific duties and assignments are below. John McGovern will oversee interpretation of the Standards, Iowa requirements, and title II requirements. He'll oversee reporting to City leadership, facilitate the required public feedback sessions, and prepare the policy review report. McGovern coordinates the application of the title II program access test for existing facilities. He'll lead the value added staff training described later in this proposal. He will also plan and facilitate, with City staff, the community engagement. His resume is attached. Shelley Zuniga will oversee the access audit process, including logistics, preparation, assignments, schedules, and our human resources. She'll review all site reports and the transition plan, and coordinate quality control in the reports. Zuniga will lead one of our two- person audit teams. She'll participate in the title II program access test process. Finally, she'll gather information from City staffs regarding the way in which supports for programs are provided for people with disabilities. Her resume is attached. 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 City of Dubuque RFP Information About Our Team Members June 30, 2016 Tanya Scheibe will lead one of the two-person audit teams. She'll conduct access audits of assigned sites, completing our comprehensive digital checklists in the process. She'll draft site reports and will participate in the program access test analysis. Scheibe will lead in the preparation of cost references for the transition plan, and with feedback from Zuniga and McGovern, phase the retrofit recommendations. Her resume is attached. Jason Green will lead the access audits of identified curb ramps. He'll oversee reporting on same, and will also assist in determinations regarding technical infeasibility with regards to sites and facilities. Dana Esposito is one of our Accessibility Specialists. She will serve on one of the two-person audit teams. She has worked with our team on more than 45 system-wide audits. She'll complete checklists in our process, and draft site reports. Her resume is attached. Dru Warden is another of our Accessibility Specialists. He will serve on one of the two-person audit teams. He'll complete checklists in our process, and draft site reports. He has worked with our team on 30 system-wide access audits, and will also have a role in database management. His resume is attached. Ash/ee Snyderwill serve as a writer, taking checklists and draft site reports and preparing final reports for review by Zuniga and McGovern. She has worked on more than 100 system- wide access audit projects. Her resume is attached. Alex Eppert is a Project Engineer for W-T Civil Engineering. He'll work with Green to complete the access audits of the estimated 3,000 curb ramps constructed since 1992. All of our team has worked together on numerous projects. We think we are "within the region" with work underway in Sterling, IL and Cedar Rapids, IA at the time. JNM/CITY OF DUBUQUE RFP RESPONSE TEAM MEMBERS 201601 a "e"°eb°mBMs,% Page 2 0 a) recreation accessibility consultants, Ilc RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN SCOPE OF SERVICE FOR THIS PROJECT Introduction This portion of our response is intended to satisfy the RFP request for a description of the scope of service for the project. In it we will provide a detailed review of how we will conduct our work. We recommend that the work occur in three phases. This section of our response addresses only Phase One, which is the evaluation of RFP sites and facilities, programs, and policies. /t does not address curb ramps or transit stops and transit vehicles. Overview of Project Scope The project scope incudes eight distinct tasks. Some are more complex than others. The tasks are: TASK 1: Review and Evaluate Prior City Work TASK 2: Conduct Access Audits and Complete Reports TASK 3: Conduct an Access Audit of Services, Programs, and Activities TASK 4: Plan and Facilitate Community Engagement TASK 5: Review City Policies and Processes for Title II Compliance TASK 6: Provide an Updated Transition Plan with Cost References TASK 7: Conduct Training with City Staffs TASK 8: Report to City Leadership and Stakeholders Each Task is dissected below. TASK 1: Review and Evaluate Prior City Work McGovern, Zuniga, and Green will lead this effort. We'll begin by meeting with City staff to identify and gather all prior plans, audits, staff training information, staff-to-staff reports, reports 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 City of Dubuque RFP Scope of Service June 30, 2016 to the City Council, and other pertinent information that will allow us to understand the City's actions regarding access and inclusion compliance in the past. We do not believe that the review should span 25 years, dating back to 1992. We do believe that there will be instances where we will want Council minutes from that period of time though, or minutes of commissions or advisory boards. There will be a face-to-face kickoff meeting. That said, a fair amount of this work can be done by Skype or similar platforms. Once we have City reports and materials in our hands, our team of Accessibility Specialists will review them. Our leadership Team will compile summaries. Green will address the right-of-way infrastructure. Zuniga will address parks. Scheibe will address facilities. McGovern will address policies. We will also in this process review progress made by the City in the implementation of the 1992 transition plan. TASK 2: Conduct Access Audits and Complete Reports This is one of the most complex tasks. Our team has conducted more than 140 system-wide access audits and we are effective and efficient. We do note here that then: are many more than nine parks listed on the City of Dubuque website. Per the title II regulation, those eventually must be audited and integrated into the transition plan. Additionally, there are many more curb ramps than the estimated 3,000 that have been constructed since 1992. Curb ramps built prior to 1992 have an access audit requirement as well. In our proposal we have not addressed those other sites and curb ramps. If the City, in the future, wishes for a proposal we will provide one. Without detail, the City of Dubuque will have a poor transition plan. That, in turn, yields noncompliant sites and facilities. We believe an access audit must yield great amounts of detail for the City. That is the only way to develop an accurate, efficient, and effective transition plan. Much like a pyramid, with the detail at the bottom and the conclusions at the top, our work requires an investment of time while at the site, followed by comprehensive analysis. Phase One, Phase Two, and Phase Three Recommended �► Retrofit Work Analysis and Application of the Program Access Test Access Audit Detail y mr"uon acemibiray a Pa e 2 �wftarna,i1 9 City of Dubuque RFP Scope of Service June 30, 2016 Leading the process of gathering detail is our Access Team. The Access Team relies on the Engineering Team for some determinations, as noted in the process below. Our methodology and approach to the work is described below. First, RAC will develop a schedule for an access audit of every element at every City of Dubuque site and facility in the RFP. Second, we will work closely with City staff to identify curb ramps and sidewalks that have been modified since January 26, 1992. In our experience with a settlement agreement city in the Midwest, less than 1% of curb ramps and sidewalks constructed since 1992 were compliant. Third, in our audits we'll use enforceable federal regulations. This includes the 2010 Standards for Accessible Design, and for some facilities, the 1991 Standards. We will also use final guidelines such as the 2013 Outdoor Developed Areas Final Guideline or guidelines that are still in development. We will also, in the alternative, use the most recent final reports of the US Access Board. Iowa access requirements apply too where these are more stringent. We know and will use SUDAS and PROWAG for the curb ramp element of our work. Fourth, our teams will use "smart practices"that are effective in making City sites accessible. These are simple and effective techniques to make sites more usable by people with disabilities. These are identified in checklists as "smart practices". Fifth, our teams will review areas used only by employees. Our recommendations for retrofit will match title II provisions for employee only spaces. Sixth, we will apply the 2010 Standards equivalent facilitation section 103 to our solutions, and the section 104.1.1 construction tolerances provisions. Seventh, we will at all sites, apply the concept of technical infeasibility. This situation arises when the work will require moving a load bearing wall or element, or the amenity is subject to unusual site constraints. The result of this is flexibility in meeting technical requirements. It is in this area that the Engineering Team has a significant role. Our Structural Engineers will determine whether meeting the technical requirements at a facility requires the movement of a load bearing wall or element, while our Civil Engineers will determine whether unusual site constraints prevent compliance with the technical requirements at an outdoor location such as parking or a park. Eighth, for quality control and consistency, our audit teams use our 28 checklists. These cite to the 2010 Standards, Iowa access requirements, final guidelines, and smart practices. Each element, such as parking, is thoroughly evaluated with the checklists. The City receives all completed checklists used for each site, with hyperlinked digital images of most access deficits observed. r=mt10 mn J Page 3 City of Dubuque RFP Scope of Service June 30, 2016 The use of the checklists verifies the accuracy of the site audit and leaves the City with not only a description of what is not accessible, but also what is accessible. Our proprietary checklists are used for these environments: Parking Exterior Accessible Route Doors Rooms And Spaces Kitchens Assembl Areas Single User Toilets Multiple User Toilets Means of Access (Ramps, Elevators Interior Accessible Route Stairs Signage Locker Rooms Concessions Restaurants & Cafeterias Telephones Playgrounds Swimming Facility Park Site Fields, Courts, Etc. Golf Course Shelters and Picnic Areas Trails and Trailheads Camping Areas Beaches Outdoor Recreation Amenities Fitness Facilities Exhibits Museums, Zoos PROW Ninth, our field staff work in teams of two. One team member is the driver, using a laptop with the checklists to recons data. The other team member manages the metrics of the audit, measuring width, pounds of force, height, protrusions, slope, cross slope, and more, and captures digital images of deficits. This is a quality control tool. Tenth, audit teams will capture GPS-enabled digital images of each access deficit and hyperlink those to the corresponding checklist. These images can be viewed by teams to assure we clearly captured the correct image. The purpose of the images is twofold: first, to document the deficit, and second, to make it clear to City staff where the deficit is. The first image is usually a close-up of the measure, and the second is a reference or context image. For example, if parking stalls are to be 8'wide and we find an accessible stall that is only T wide, we'll capture a close-up image of the T measure. We'll then capture a reference image from 10' away so City staff will know which stall in the parking lot we are referencing. There are times when an image is not used. It is hard to take a picture of something that is not present. As an example, if a closed room does not have a visual alarm but persons in the room can hear an audible alarm from outside the room, we won't take a picture of blank walls. Instead, in the checklist we'll note the absence of a visual alarm. Eleventh, audit teams will compile all checklists and images into a site report, listing deficit language only, but linking both checklists and images for immediate access by the viewer. The site report also recommends retrofit work. In Word format, it can be cut-and- pasted into reports and other documents as needed by City staff. The site reports also, for every deficit listed, recommend a corresponding correction, again with a reference to the appropriate checklist and photo. If the element is a recurring site or asset, we'll apply the title II a recreenonco itsrPage 4 City of Dubuque RFP Scope of Service June 30, 2016 35.150 program access test. We use model text for the retrofit recommendations to assure consistency for similar activities. Finally, our twelfth step includes the preliminary integration of our access audit findings with the transition plan. Our transition plan is an Excel spreadsheet, with hyperlinks to site reports. Phasing and cost references occur later in the overall process. TASK 3: Conduct an Access Audit of Services. Programs, and Activities McGovern and Zuniga will lead this effort. We'll begin by meeting with City staff to identify programs, services, and activities. We prefer to meet with divisions or departments with a concentrated focus first, such as parks and recreation. Our objective here is to learn more about City services and gather documents or online links that describe same. Again, this will be reviewed at the kickoff meeting. A fair amount of this work can be done by Skype or similar platforms. Once City materials are in our hands, our team of Accessibility Specialists will review them. Zuniga will compile a summary. Following that, we will schedule group interviews to share our findings and seek feedback on implementation strategies. Finally, Zuniga and McGovern will prepare a final report and recommendations. TASK 4: Plan and Facilitate Community Engagement Community engagement is an opportunity to hear the access priorities and preferences of the Dubuque disability community. Make no mistake about it, residents do have preferences. The ADA does not direct the City with regards to what should be made a priority, but there is ample guidance in the program access test. Using that as our outline, our community engagement event will likely feature the following agenda: • A summary of City access and inclusion activity since 1992 • Discussion about why this initiative at this time • Discussion about title II and the program access test • Review of our access audit process • Review of typical positives and negatives observed at sites and facilities • Discussion about dispersed access approach or a centralized access approach • Open forum to discuss access • City staff discuss plans and likely timetable C .•c�•n••w ts,Z Page 5 City of Dubuque RFP Scope of Service June 30, 2016 The event or events won't occur until the end of the process. The remarks and feedback at the event will influence our final recommendations, especially with regards to phasing of retrofit work. TASK 5: Review City Policies and Processes for Title II Compliance McGovern and Zuniga will lead this effort. We'll begin by meeting with City staff to identify and gather all policies and processes, that govern how City services and opportunities are made available to citizens. This review will not include personnel policies. There will be a face-to-face kickoff meeting. Once we have City policies and processes in our hands, our team of Accessibility Specialists will review them. McGovern will draft a summary of our recommendations. TASK 6: Provide an Updated Transition Plan with Cost References Following our review of the 1992 transition plan, and the access audits, we will have the beginnings of an integrated access audit. We'll blend in the new findings with the remaining, incomplete tasks. Influenced by public feedback and staff discussions, we'll also begin preliminary phasing of the retrofit work. We generally phase work as described below. Phase One usually includes two sets of tasks. One is tasks that can be completed with current human and fiscal resources (low hanging fruit). The second is work completed new since 1992 that was constructed or designed wrong. Phase Two usually includes elements new to the 2010 Standards. This includes pools, playgrounds, sports fields, and other recreation assets. Phase Three usually includes two sets of tasks. One is tasks that are complex or costly, or involve a partner entity. The second is assets for which there is not yet a final and enforceable design standard. That includes trails, and may include sidewalks. Additionally, not necessarily every site, or every element at a site, needs to be retrofit. The program access test applies here, as does technical infeasibility. We'll have a fourth phase referred to as City Option for elements in this category. The transition plan, in combination with the hyperlinked site reports, will include all of the 35.150(d) requirements. The barrier will be described and documented, a solution will be recommended, a responsible person will be named, and a phase for removal will be identified. We also believe every local government needs a cost reference for planning purposes. We use R. S. Means Guide to Accessibility Retrofits to prepare our cost references. However, in the absence of a design, these cannot be a final cost estimate. Jason Green will assist RAC staff in this regard. Throughout this process we will discuss direction and preliminary phasing with City staffs. mow,aaeeaibllnaJ consultants,Ilc� Page 6 City of Dubuque RFP Scope of Service June 30, 2016 TASK 7: Conduct Trainina with City Staffs Training will help City staff better understand, and better implement, our recommendations. Towards that end, we'll develop and conduct four training modules regarding parks, facilities, policies, and programs. We will leave the training materials with the City for your use in the future for other employees, volunteers, partners, or groups. We do have experience training contracted professionals such as engineers and architects, and if that is desired, we can add that to the scope. TASK 8: Report to City Leadership and Stakeholders Finally, we'll prepare and deliver final site reports, an executive summary, a policy review report, a program review report, a community engagement report, and an updated transition plan. We are happy to review findings in a GoToMeeting format once the site reports and other detail have been delivered. We offer two reviews of one hour each for this purpose, at no charge. Our President will come to Dubuque for up to three meetings with City staffs or elected officials or stakeholders. The City should decide which audiences will attend. Likely the most difficult part of this Task 8 is finding the right dates. JNM/CITY OF DUBUQUE RFP RESPONSE SCOPE OF SERVICE 201601 recreation accessibility aJ consuReMs.11c Page 7 � a recreation accessibility consultants, Ilc RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN EXAMPLES OF SIMILAR WORK PRODUCT Introduction This portion of our response is intended to satisfy the RFP request for samples of similar work that has been completed. We are providing two samples because of the diverse scope. Sample One: Rockville, Maryland The City of Rockville retained us in 2015 and we completed the work in 2016. The scope included access audits of all parks and facilities, a transition plan, community engagement, staff training, ArcGIS data, and general consulting. The Rockville data is included on a thumb drive. Sample Two: City of Peoria. Arizona The City of Peoria retained us in 2015 and we completed the work in 2016. The scope included access audits of sidewalks and curb ramps on two major thoroughfares through the City, Peoria Avenue and West Thunderbird Road. We also developed a transition plan, conducted staff training, and provided general consulting. The Peoria data is included on a thumb drive. JNM/CITY OF DUBUQUE RFP RESPONSE SIMILAR WORK 201601 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 9 ,q) recreation accessibility consultants, Ilc RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN PROPOSED PROJECT SCHEDULE Introduction This portion of our response is intended to satisfy the RFP request for a proposed project schedule. The work in the scope cannot be accomplished unless it is spread over three phases. We make several observations at the beginning of this discussion. Phase One would address RFP sites and facilities, policies, programs, and community engagement. Phase Two would address curb ramps. Phase Three would address transit stops, vehicles, and transfer areas. Regarding Phase One, we believe this is an aggressive timetable. If there is a deadline that is driving a completion date of October 10, such as a budget cycle or an accreditation deadline, please advise. We believe the inspection of curb ramps alone will require seven weeks. Otherwise we would respectfully suggest that work of this scope will require four to five months for completion. That said, assuming the schedule outlined in the RFP, here is our proposed schedule. Proposed Project Schedule The Leadership Team will be responsible for assuring timely completion. Our schedule is: RAC TASK METHOD BY city Send notice to proceed Digital 7/29/16 McGovern Schedule kickoff Digital, phone 8/19/16 Zuni a Teams begin access audits of sites In person 8/19/16 McGovern Identify and gather policies and processes In person 8/19/16 Zuni a, McG Identify and gather program info In person 8/19/16 McGovern Plan community engagement event with McGovern monitor 8/19/16 City staff, find community partner Green Identify and gather info about curb ramps In person 8/19/16 since 1992 2675 Pratum Avenue tor' '. Hoffman Estates, Illinois 60192 1ninn tims. (224) 293-6451 Fax: (224) 293-6455 City of Dubuque RFP Proposed Project Schedule June 30, 2016 ALL RAC Team back at office, preliminary drafting of Team Leads 8/26/16 site reports Zuniga Return for second full week of facility and 9/2/16 site audits Green Selected site visits for technical 9/2/16 infeasibility determination McGovern Apply program access test and technical McGovern monitor 9/16/16 infeasibility to findings Scheibe Integrate access audit findings into McGovern monitor 9/16/16 preliminary transition plan McGovern Review and recommend revisions re McGovern monitor 9/16/16 policies and processes Scheibe Prepare preliminary ArcGIS data Zuniga monitor 9/16/16 Zuniga Complete site reports McG, Zun monitor 9/23/16 Scheibe, Prepare cost references for preliminary McGovern monitor 9/23/16 Green transition plan McGovern Prepare preliminary curb ramp report McGovern monitor 9/16/16 Scheibe Complete preliminary transition plan McGovern monitor 9/23/16 McGovern Review preliminary transition plan with McGovern monitor 9/30/16 City staff McGovern Complete ArcGIS reports McG, Zun monitor 9/30/16 McGovern Conduct community engagement event McGovern monitor 9/30/16 McGovern Complete transition plan McGovern monitor 10/2/16 recommendations McGovern Conduct staff training on policies and McGovern monitor 10/9/16 programs McGovern Deliver all site reports, exec summary, McGovern monitor 10/9/16 community engagement report, policy report, program report, updated transition Ian with cost references McGovern Conduct staff training on facilities & parks McGovern monitor 10/9/16 Zuniga Schedule and coordinate GoToMeeting McGovern monitor Date TBD reviews of reports McGovern Report to City of Dubuque stakeholders McGovern monitor Dates TBD McGovern Provide limited consulting, clarification, McGovern monitor Dates TBD and assistance with reports of no charge Phase Two and Phase Three Schedule If we are awarded the work, we will meet with City staff and set a work schedule for both phases. We anticipate at least seven weeks for curb ramp audits and at least three weeks for transit stop audits. Additional time for analysis and reporting will be required. JNM/CITY DUBUQUE RFP RESPONSE SCHEDULE 201601 mclmu onscose&'ara a, Page 2 co uHarns,Ilc lea recreation accessibility consultants, Ilc RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN REFERENCES Introduction This portion of our response is intended to satisfy the RFP request that we provide at least three references for projects of similar scope. Here, we will provide five references. Reference #1: City of Cedar Rapids, Iowa Client Name: City of Cedar Rapids, Iowa Point of Contact: Sandi Fowler, Assistant City Manager Address: 101 First Street SE, Cedar Rapids, IA 52401 Phone: 319/286-5077 Email: s.fowler(Dcedarrar)ids.ora This is an ongoing project that uses many of the disciplines within our firm. Our accessibility expertise, our civil engineering professionals, and our structural engineering professionals play key roles. Our professional land survey department is involved, as is our in-house architect. Our firm, Recreation Accessibility Consultants, is the project lead. Reference #2: City of Glendale, Arizona Client Name: City of Glendale, Arizona Point of Contact: Erik Strunk, Director, Department of Community Services Address: 5970 W. Brown Street, Glendale, AZ 85302 Phone: 623/930-2827 Email: strunk(Dalendaleaz.com This project concluded in 2013. We conducted access audits of parks, facilities, and related assets for this prominent Phoenix suburb. Our accessibility expertise was the key to this project. We also provided staff training, community engagement, and other consultation. Reference #3: City of Rockville, MD Client Name: City of Rockville, MD Point of Contact: Chris Henry, Deputy Director of Recreation and Parks Address: 111 Maryland Avenue, Rockville, MD 20850 Phone: 240/314-8603 Email: chenry(cDrockvillemd.00v 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 City of Dubuque RFP References June 30, 2016 This 2015-2016 project is nearly complete. Task One is conducting access audits of City sites and facilities. Task Two is preparing a phased transition plan for all retrofit work. Task Three is facilitating public feedback and providing staff training. Task Four is providing GIS data for use by City of Rockville in its GIS system. Reference #4: Town of Cary, NC Client Name: Town of Cary, NC Point of Contact: Reid Saunders, Architect, Transportation and Facilities Department Address: 316 N. Academy Street, Cary, NC 27512 Phone: 919/380-2785 Email: reid.saunders(a)townofcary.org This 2015-2016 project is nearly complete. Task One is conducting access audits of sites and facilities. Task Two is preparing a phased transition plan for all retrofit work. Task Three is facilitating public feedback and providing staff training. Task Four is providing miscellaneous consulting on topics related to accessibility. Reference #5: Carmel Clay Parks and Recreation, IN Client Name: Carmel Clay Parks and Recreation, IN Point of Contact: Michael Klitzing, Chief Operating Officer Address: 1411 East 116"' Street, Carmel, IN 46032 Phone: 317/573-4018 Email: mklitzino(a)_carmelclayparks.oro This 2015 project is complete. Task One is conducting access audits of sites and facilities. Task Two is preparing a phased transition plan for all retrofit work. Task Three is facilitating public feedback and providing staff training. Task Four is providing miscellaneous consulting on topics related to accessibility. JNM/CITY OF DUBUQUE RFP RESPONSE REFERENCES 201601 Page 2 0 �!) recreation accessibility consultants, Ilc RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN LITIGATION Introduction This portion of our response is intended to satisfy the RFP request that we identify claims or lawsuits. Claims or Lawsuits We have not been sued. We have never sued anyone else. Expert Witness We have expert witness experience. RAC President John McGovern has been an expert for the defense and in another case, for a plaintiff. JNM/CITY OF DUBUQUE RFP RESPONSE LITIGATION 201601 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 224/293-6444 0 ,q)recreation accessibility consultants, Ilc RESPONSE TO CITY OF DUBUQUE RFP REVIEW AND UPDATE OF ADA SELF-EVALUATION AND TRANSITION PLAN FEES AND COMPENSATION Introduction This portion of our response is intended to satisfy the RFP request for fees and compensation. Phased Work We believe this is a three-phased project. We provide fees and compensation below. Phase One Proposed Costs Our firm is the preferred provider of access consulting for the members of the National Recreation and Park Association (NRPA). The City of Dubuque is an agency member of NRPA, and therefore is entitled to a 10% discount on our services. Our preliminary Phase One project cost is $66,555. With the 10% NRPA discount of$6,656, the final proposed cost is $59,900. This is a not to exceed cost. Efficiencies There are ways to reduce the cost of the access audit portion of the project. i hese require the assignment of City staff to work with us. If the City is interested in discussing this alternate, please advise. We have used this approach for at least 40 local governments. We estimate the cost reduction to be $2,800. Expenses We project expenses such as lodging and per diem at $6,720. All other fees are for our human resources and expertise. Absent the addition of scope by the City, we will not seek an adjustment to the contract. We have no reimbursable expenses. We do not have an overhead charge, as all of our costs of operation are built into our hourly rates. Rates Our human resources rate table is below. These rates are applicable for any additional work sought by the City. These rates will hold for the duration of the contract. 2675 Pratum Avenue One Source. Hoffman Estates, Illinois 60192 Infinite Solutions. 224/293-6451 Fax: 2241293-6444 City of Dubuque RFP Fees and Compensation June 30, 2016 Name Title Credentials Rate John McGovern President, RAC JD $160 Jason Green Vice President, WT Civil PE $135 Jeff Gutowsky President, WT Structural SE, PE $135 Shelley Zuniga Vice President, RAC Certified ADA Coordinator, $110 Certified Therapeutic Recreation Specialist Alex Eppert Project Engineer, WT Civil BS $103 Tanya Scheibe Project Manager, RAC Registered Accessibility $85 Specialist Dana Esposito Accessibility Specialist BA $65 Dru Warden Accessibility Specialist BA $65 Ashlee Snyder I Accessibility Specialist $65 Phase Two Proposed Costs Our firm is the preferred provider of access consulting for the members of the National Recreation and Park Association (NRPA). The City of Dubuque is an agency member of NRPA, and therefore is entitled to a 10% discount on our services. Our preliminary Phase Two project cost is $53,680. With the 10% NRPA discount of$5,368, the final proposed cost is $48,312. This is a not to exceed cost. Expenses We project expenses such as lodging and per diem at $8,880. All other fees are for our human resources and expertise. Absent the addition of scope by the City, we will not seek an adjustment to the contract. We have no reimbursable expenses. We do not have an overhead charge, as all of our costs of operation are built into our hourly rates. Rates Our human resources rate table is below. These rates are applicable for any additional work sought by the City. These rates will hold for the duration of the contract. Name Title Credentials Rate John McGovern President, RAC JD $160 Jason Green Vice President, WT Civil PE $135 Jeff Gutowsky President, WT Structural SE, PE $135 Shelley Zuniga Vice President, RAC Certified ADA Coordinator, $110 Certified Therapeutic Recreation Specialist Alex Eppert Project Engineer, WT Civil BS $103 Tanya Scheibe Project Manager, RAC Registered Accessibility $85 Specialist Dana Esposito Accessibility S ecialist BA $65 recreation accm fbffiry a� Pae 2 consufta x,Ilcl g City of Dubuque RFP Fees and Compensation June 30, 2016 Dru Warden Accessibility Specialist BA $65 Ashlee Snyder Accessibility Specialist $65 Phase Three Proposed Costs Our firm is the preferred provider of access consulting for the members of the National Recreation and Park Association (NRPA). The City of Dubuque is an agency member of NRPA, and therefore is entitled to a 10% discount on our services. Our preliminary Phase Three project cost is $41,880. With the 10% NRPA discount of$4,188, the final proposed cost is $37,692. This is a not to exceed cost. Expenses We project expenses such as lodging and per diem at $5,145. All other fees are for our human resources and expertise. Absent the addition of scope by the City, we will not seek an adjustment to the contract. We have no reimbursable expenses. We do not have an overhead charge, as all of our costs of operation are built into our hourly rates. Rates Our human resources rate table is below. These rates are applicable for any additional work sought by the City. These rates will hold for the duration of the contract. Name Title Credentials Rate John McGovern President, RAC JD $160 Jason Green Vice President, WT Civil PE $135 Jeff Gutowsky President, WT Structural SE, PE $135 Shelley Zuniga Vice President, RAC Certified ADA Coordinator, $110 Certified Therapeutic Recreation Specialist Alex Eppert Project Engineer, WT Civil BS $103 Tanya Scheibe Project Manager, RAC Registered Accessibility $85 Specialist Dana Esposito Accessibility Specialist BA $65 Dru Warden Accessibility Specialist BA $65 Ashlee Snyder Accessibility Specialist 1 1 $65 JNM/CITY OF DUBUQUE RFP RESPONSE FEES 201601 recreation eccmib0ily J Page 3 consuRants,1Ic 9 bt CITY OF DUBUQUE, IOWA 50 West 13th Street B E Dubuque, IA 52001 Masterpiece on the Mississippi Phone: 563-690-6040 REQUEST FOR PROPOSAL (RFP) CONSULTANT SERVICES FOR ADA REVIEW AND UPDATE OF SELF EVALUATION AND TRANSITION PLAN INTRODUCTION The City of Dubuque, Iowa is soliciting requests for proposals from qualified consulting firms to provide professional consultant services for ADA review and update of self-evaluation and transition plan. Interested and qualified firms are invited to submit a proposal to provide professional services for the project, as noted below. Proposals prepared in response to this Request for Proposal (RFP) are due before 2:00 p.m. on July 2, 2016. The anticipated schedule for this project is that the City of Dubuque will execute a contract with the selected consultant by July 20, 2016 and the project will be completed by October 10, 2016. Please review the entire RFP for specific requirements. Any questions regarding the project or this RFP should be directed to Gary Blosch, Inspectorll, at 563-690-6040 and/or email gblosch(aD_cityofdubugue.org prior to submission. COMMUNITY BACKGROUND The city of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and Wisconsin. As Iowa's oldest city, Dubuque is a community well known for its historic and architectural beauty. The Mississippi River basin area creates a generally flat terrain which is complimented by a line of bluffs that parallel the River. There is a grade change from the river area to the top of the bluff. In addition Dubuque was an early river town chartered in 1833 with the first settler Julien Dubuque arriving in 1785. The geography and historic development of our river town at times makes accessibility challenging but achievable. Dubuque is proud of its history and has preserved and treasured many of its historic buildings, structures and areas. The city is over 30 square miles in area, with a population of nearly 60,000 persons. The community has a stable and diversified manufacturing base and a growing service sector. Dubuque is the major retail, medical, education and employment center for the tri-state area. Tourism continues to be a major economic force in the community. The City of Dubuque is governed by an elected Mayor and City Council and managed by a City Manager. The City funds a full range of municipal services. City government works in collaboration with the private and non-profit sectors to promote economic development and sustainability. Sustainability along with downtown, neighborhood, and riverfront planning and revitalization are long-standing priorities of the City Council. The City's web site is www.citvofdubuque.org. The City Council's Goals and Priorities are available online at http://www.citvofdubugue.orq/counciIgoaIs. BACKGROUND The City of Dubuque commissioned an Accessibility Study in 1992 to evaluate architectural barriers in all city-owned facilities. The City had an ADA/504 Committee. Annual ADA progress reports were completed by the Human Rights Department from 1999 to 2008. Work has continued by individual departments since. The City Council has established priorities in work related to inclusion which has led to the efforts described below. 2015 Community Engagement A committee of city staff from Transit, Legal, Leisure Services, Engineering, Human Rights and Building Departments developed and implemented a community-wide engagement plan to gain community input related to accessibility of city facilities and travel whether by bus or as a pedestrian throughout the city. The city wanted public input related to ADA needs within the context of city property/areas focusing on access of buildings/areas and transportation infrastructure. This was done to engage community members to identify and prioritize transportation needs and building/area access. The input was then shared with the City Manager and appropriate departments in order to address what is already planned, what needs to be planned or what needs to be addressed through budget or action plans. An executive summary is shared in the file share site located at https://cityofdubugue.sharefile.com/d- s513c0352bb545268, with more detail at www.citvofdubuque.org/ADA. 2015 ADA Compliance Audit of City Facilities Inspector II Gary Blosch of the Building Department completed a comprehensive ADA compliance audit (self-evaluation) of all city facilities. The audit findings were then shared with each Department Manager to complete the improvements, or budget or create an action plan to address the issue outlined. The Audit is in the share file site listed above. 2015 —2016 InVision FM Invision FM was recently selected as the software provider to be the database for all information related to ADA compliance and transition in city-owned buildings, curb cuts and more for all city departments. This will assist the city in managing its ADA Transition Plan through the city GIS system. An intern will be recruited to do the work in the software of inputting current as well as future projects, improvements, systems and more. The data and/or reports should be in a format compatible with Invision FM Software. ADA Documents A share file site has been set up at https://cityofdubugue.sharefile.com/d-s513c0352bb545268 2 to allow firms to view City of Dubuque ADA related documents including transition plan, self- evaluation, progress reports, current policies, etc. PROJECT LOCATION Park, Building Year and Structures Address Acreage Estab. Flora 2605 Pennsylvania Avenue 35 1953 Murphy 1700 S. Grandview Avenue 80 1927 Eagle Point 2601 Shiras Avenue 164 1910 A.Y. McDonald Hawthorne St. & Volunteer Drive 8 2005 Miller Riverview 1851 Admiral Sheehy Drive 20 1987 Bergfeld Recreation Area 7600 Chavenelle Drive 73 1999 Veterans' Memorial 2700 Northview Drive 73 1959 Washington 700 Locust Street 1 1836 Allison-Henderson 1500 Loras Boulevard 5 1916 Approximate Facility Address Square Feet City Hall 50 West 13th Street 22,800 sq. ft. City Hall Annex 1300 Main Street 11,526 sq. ft. Historic Federal Building 350 West 6th Street 39,516 sq. ft. Five Flags Civic Center 405 Main Street 70,306 sq. ft. Carnegie-Stout Library 360 West 11th Street 20,000 sq. ft. Multicultural Family Center 1157 Central Avenue 6,600 sq. ft. Parking Garages Address Locust Street Ramp 830 Bluff Street Iowa Street Ramp 701 Iowa Street 5th Street Ramp 501 Iowa Street Five Flags Ramp 100 West 4th Street Transit Vehicles, Transfers and Stops Transit Vehicles The Transit Division owns four types of vehicles. All are equipped with either a lift or ramp and areas for mobility device securement. The project includes a review of ADA features on the four types of transit vehicles and a recommendation for future purchases including but not limited to mobility device securement and lift vs. ramp access features. Transit Transfer Areas The Transit Division has three transfer areas in the city. One is new(2015), one was improved in 2013 and the third is a basic area with a bus shelter, only. The project includes review of the three transfer area types for access, compliance, and best practices recommendations for future transfer development or improvements to existing transfer areas. Transit Bus Stops The Transit Division has over 250 bus stops. Specific corridors pose a variety of difficulties for bus stop installation and compliance with ADA. Bus stop requests received for the following corridors and/or intersections that have proven difficult to accommodate ADA: Rockdale Rd corridor, Rhomberg Avenue & Fengler, Radford Rd, Loras Blvd, Peru Rd, Kerper Blvd & Kerper 3 Ct. The project includes review of these corridors and intersections for access, compliance, and best practices recommendations for future bus stop installation. A recommendation for amenities that best accommodate the intent of ADA is also included. PROJECT SCOPE Project Goals 1. Review and provide evaluation of City services and programs to determine compliance with current regulations. Review should include the city website. 2. Provide an evaluation of City facilities including right-of-way, buildings, playgrounds and pedestrian facilities outlined in proposal. 3. Review city policies related to ADA and accessibility and make recommendations. Share best practices related to recommendations. 4. Provide the city with cost estimates or enough information for city to seek cost estimates knowledgably as a result of the evaluation. 5. Recommend priorities as needed for items identified in self-evaluation and/or transition plan. 6. Provide information in a database format to be placed in city's facility maintenance software, InVision. 7. Prepare an updated Self-Evaluation and Transition Plan that complies with current ADA standards. Said plan to include reviewing and recommending grievance procedures changes as necessary and best practices. ADA Progress Assessment Report Review and evaluate existing documents and reports related to the City's past ADA efforts. This can include but not be limited to past plans, work completed to date, Progress Reports, maps and reference documents provided by the City or obtained by Consultant from other means. Assess the City's progress on non-compliant items listed in the City's original 1992 transition plan. Self-Evaluation Report Provide field review of city buildings, facilities, parks and transit vehicles, transfer points and stops listed above. Review right-of-way compliance with the ADA. Identify noncompliant items or other barriers and provide remedial options for compliance. A digital photo of the noncompliance should be a part of report and documentation. A reference to the code defining the barrier to access will be provided. Due to limited City staff availability it is the intent of the City that these field reviews be conducted largely by the Consultant solely. Surveys that need staff assistance can be scheduled. Provide an evaluation of City services, programs and facilities for compliance with ADA, identify noncompliant items or other barriers and provide options for compliance. This evaluation should include review of the city website. Provide a report, including cost evaluation of all proposed modifications separated by categories of buildings, facilities, parks, transit and right-of-ways. 4 Community and Staff Evaluation / Involvement Complete at least one community engagement exercise related to findings that will be the outcome of the scope of services in this RFP. This should include but may not be limited to community engagement and involvement regarding the review and self-evaluation of city programs and services. Design the next phase of public engagement and input. This future engagement might be done by a consultant and/or city staff. Conduct one training with city staff related to findings and moving forward with updated Transition Plan. Evaluation of Policies / Procedures Obtain and conduct an intensive review of all written policies, rules and regulations of the City and all of its departments. This should be a discovery process to determine which if any policies have language or processes that may be discriminatory and not in compliance with Title 11 of the Act. Review the City's reasonable accommodation policy and compliant procedure and recommend necessary changes and best practices. Based on review and identification of departments that do not have policies or procedures or whose policies or procedures require modification, provide model policies and procedures recommended for use by departments. Said policies should be included in the Transition Plan. Action Steps / Updated Transition Plan Provide a complete and accurate report to include recommendation for any modifications or deletion of language in all program policies, practices and procedures. Provide a complete evaluation of city facilities including costs for proposed modifications, recommended priorities for completion of proposed modifications and a listing of recommended modifications. Provide assistance in reviewing required grievance procedures and all public notices required by ADA. Provide an updated comprehensive ADA Transition Plan based upon all tasks above. Consultant shall incorporate the ADA Best Practices Tool Kit for State and Local Governments as a minimum guideline for the transition plan. It shall also incorporate relevant requirements including but not limited to US Access Board Guidelines and PROWAG. TIMELINE July 2, 2016 RFPs due at 2:00 p.m. July 11, 2016 Interviews held by phone if needed July 18, 2016 City Council approval of recommended firm July 19— 29, 2016 Contract and insurance work with chosen consultant October 10, 2016 Complete work product due October 17, 2016 City Council approval of work product 5 BUDGET The project budget is as follows: ADA Review and Update Consultant Services Total Project (includes all services and all reimbursables) $ 60,000 If the budget does not cover the scope of services requested, a recommendation on the prioritization of items in the scope and breakdown of phases is needed. It is planned that $50,000 would be available to continue work in Fiscal Year 2018 and $40,000 in Fiscal Year 2019. There is no commitment in this RFP to the future budgets or for chosen consultant to continue past the scope of this RFP. This information is provided to show intentions for the future based on City Council allocation in the future. EVALUATION CRITERIA AND PROCESS The objective is to select the consultant most qualified to provide the services outlined in this request. Initial screening will be done without knowing the consultant's proposed fee for services. While cost is a key consideration the City reserves the right to choose the best proposal, which may not be based on price. Evaluations will be based on the criteria listed below. The proposal review committee consists of representatives of the Building, Leisure Services, Engineering, Human Rights, Transit and City Attorney Departments. Responsiveness, Quality, and Completeness of Proposal • Everything is included that was required by the RFP • Proposal schedule to complete the project • Ability to successfully complete the scope of services on time and within budget • The quality of written material and presentation, relevant experience, answers to questions, and overall organization Experience/Qualifications • Qualifications and experience of principle consulting staff or project team developing, managing and completing projects of similar size communities and/or similar facilities and number of facilities • Technical competence of the consultant (team) related to the Scope of Services requested including but not limited to ADAAG, Federal PROWAG, MUTCD, Title 24, ADA Title II and III Federal and State of Iowa current accessibility requirements • Technical competence in historic parks and structures • Project manager's expertise, experience, and unique qualifications especially in performing similar services • Qualifications and experience of any sub-consultants (if proposed) on similar projects • References from other organizations for which the consultant has provided comparable service • Experience working with municipalities and City staff • Ability of Consultant to demonstrate the project in clear terms that articulate in non-technical terms the issues at hand. • Description of the methodology used to complete the Scope of work as detailed in this RFP. 6 • Consultant's demonstrated skills in facilitating public meetings, making presentations, engaging and working with the public and building consensus • Consultant proposed revisions and/or changes to the scope of services that would better serve the community Proposed Fees and Compensation • Reasonability of scope of services to fees proposed INFORMATION TO BE INCLUDED IN PROPOSAL Letter of Transmittal - Provide a one page letter of transmittal briefly stating the consultant's interest in this project, outlining the consultant's understanding of the work and the name, address, office and cell phone numbers and email address of the primary contact person. Profile of Consultant - Provide general information about the consultant and its area(s) of expertise in regards to this RFP, including the qualifications of the project manager and other key personnel to be assigned to the project, previous experience and unique qualifications for this project. Background and Organization - Identify name, address, history and organization of the consultant, including an overview of the services the consultant provides in-house and the number of years the consultant has provided the requested services. Describe any other relevant professional services offered by the consultant and how these services may be able to benefit the City. Experience - Describe recent professional experience with detailed but brief descriptions of representative projects, including project budgets, team members, community engagement process, and other applicable information, including work with public sector clients, and a minimum of three (3) most recent projects similarly situated to this project and contact information. Team Members - Identify key team members that will be assigned to the project, specific roles and responsibilities, time commitment to the project, and individual professional expertise/credentials, especially relating to experience with similar studies. • List project manager for the team • A listing of team personnel who will actually be assigned to perform the work on this project, and a breakdown and description of tasks assigned per project team member. • Technical competencies of team member(s) related to scope of work. • For consultants located outside the region, address how the consultant will remain responsive to short notice requests and meetings • Identify similar projects that team members have worked on together • Identify the teams' diversity and protected class(es) Sub-consultant(s) personnel experience • Names and addresses of any outside consultant(s) or associate(s) proposed to be involved with this project • Include each proposed sub-consultant(s) experience and qualifications as described above for firm's personnel • Identify similar projects that team members have worked on together with the sub- consultants 7 Scope of Project Services - The proposed scope of services will describe the firm's detailed approach to completing the ADA Review and Update project. The scope of services will include sufficient discussion of proposed methodologies, techniques, and procedures for each work item. Describe the means or strategy by which the consultant would satisfy the following scope of services, and/or an alternative or hybrid strategy recommended by the consultant. The proposed scope of services will describe the firm's approach to completing the ADA Review and Update. Example of Similar Work Product —The firm is to provide an electronic web link to a completed and approved similar work product. Scope is shared on pages 4-5. Proposed Project Schedule - Completion of project outlined in the scope is October 10, 2016. Provide a project schedule outlining the time period and estimated completion date of the proposed scope of work. This should include a schedule for and description of all deliverable products throughout the period. Describe the method to assure that the time schedule will be met. Identify the person responsible for assuring schedule compliance. Products should be delivered in hardcopy and electronic formats compatible with the City's computer software and hardware. The proposal shall discuss the firm's ability to integrate this contract into the present workload. References - The proposal shall include at least three references of past clients with projects providing comparable services. These projects should have been completed within the past five years with the same project manager, sub-consultants and/or other key personnel proposed for this project. Full name, title, address, email and phone should be provided along with time period of project and brief description of the Scope of Services. Litigation - Provide litigation information, if applicable. Any past claims and/or lawsuits and reason for the claim and/or lawsuit. Fees and Compensation - Provide a proposed cost plus a not to exceed expenses budget for completion of the proposed scope of services with cost breakdowns by scope element. Clearly define reimbursable costs such as travel, printing, etc. Reimbursables are to be a not exceed cost and a part of the total fees proposed. Provide hourly and overhead rates for personnel, including for additional services should additional services be required. Include proposed fee payment schedule. Quotation of fees and compensation shall remain firm for a period of at least 90 days from the submission deadline. Please separate the proposed fees and compensation from the other portion of the RFP submittal and enclose in separate envelope. Initial screening will be done without knowing the consultant's proposed fee for services. If the budget does not cover the scope of services requested, a recommendation on the prioritization of items in the scope and breakdown of phases is needed. Certificate of Insurance - The selected firm will be required to meet the insurance requirements of Insurance Schedule C of the City upon award of contract. See Appendix A. Insurance schedule is not required to be in force for the RFP submission. 8 SUBMISSION REQUIREMENTS A signed original and six (6) hard copies plus one (1) PDF copy on CD or flash drive of the proposal clearly labelled ADA REVIEW AND UPDATE OF SELF EVALUATION AND TRANSITION PLAN in a sealed box or envelope must be received by 2:00 p.m. CST, July 2, 2016 at the following address: Gary Blosch, Inspector II City of Dubuque Building Department 50 West 13th Street Dubuque, IA 52001 To simplify the review process and obtain the maximum comparability, the proposal must include the following information, at a minimum, and be organized in the following manner. All proposals submitted must be limited to twenty-five (25) pages not including front and back covers (optional), transmittal letter, references, and fees and compensation. Fees and compensation must be submitted in a separate envelope. • Presented in 8 % x 11 inch format, minimum 11 point Arial font • All recyclable materials, no binders or binding • In the same order as described below • The original proposal will include original signatures in ink, by authorized personnel, on all documents that require an authorized signature • Do not include marketing materials • No faxed or e-mail proposals will be accepted. Failure to provide the required mandatory information may result in a consultant not being considered. Submitted proposals will not be returned. Questions should be directed to Gary Blosch by telephone at 563-690-6040 or by email at gblosch@cityofdubuque.org. Proposals will be reviewed by the committee. After the proposals are evaluated, the City will determine if any of the consultants will be interviewed. The City may choose to contact officials from other jurisdictions regarding a consultant, its prior work experience, and its ability to successfully complete the scope of services. The City may request clarification or additional information from a specific consultant in order to assist in the City's evaluation of a proposal. Finally, City may require changes in the scope of services, further negotiate the proposed work and/or method and amount of compensation, as deemed necessary by the City, before execution of a contract. Work products will be developed for the City as a part of the scope outlined in the RFP by contract. Such documents and work products will remain the joint property of the Vendor and the City. Each consultant assumes full responsibility for delivery and deposit of the completed proposal package before the deadline. The City is not responsible for any loss or delay with respect to delivery of the proposals. The City reserves the right to reject any and all proposals and to negotiate changes with any consultant. The City is not liable for any cost incurred by any consultant prior to the execution of an agreement or contract, nor shall the City be liable for any costs incurred by the consultant that are not specified in any contract. The City of Dubuque is an Equal Employment Opportunity Employer. 9 APPENDIX A Insurance Schedule C 1. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa forthe coverage required in Exhibit I prior to commencing work and at the end of the project if the term of work is longer than 60 days. Providers presenting annual certificates shall present a Certificate at the end of each project with the final billing. Each Certificate shall be prepared on the most current ACORDform approved by the Iowa Department of Insurance or an equivalent. Each certificate shall include a statement under Description of Operations as to why issued. Eg: Project # Project Location at or construction of 2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and all carriers shall have a rating of A or better in the current A.M. Best's Rating Guide. 3. Each Certificate shall be furnished to the contracting department of the City of Dubuque. 4. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 5. Consultants shall require all subconsultants and sub-subconsultants to obtain and maintain during the performance of work insurance for the coverages described in this Insurance Schedule and shall obtain certificates of insurances from all such subconsultants and sub- subconsultants. Consultants agree that it shall be liable for the failure of a subconsultants and sub-subconsultants to obtain and maintain such coverages. The City may request a copy of such certificates from the Consultants. 6. All required endorsements to various policies shall be attached to Certificate of insurance. 7. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider identifying and listing in writing all deviations and exclusions that differ from the ISO form. 8. Provider shall be required to carry the minimum coverage/limits, or greater if required by law or other legal agreement, in Exhibit I. If provider's limits of liability are higher than the required minimum limits then the provider's limits shall be this agreement's required limits. 9. Whenever an ISO form is referenced the current edition of the form must be used. Insurance Schedule C (continued) Exhibit I A) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products-Completed Operations Aggregate $1,000,00 Personal and Advertising Injury Limit $1,000,00 Each Occurrence $1,000,00 Fire Damage Limit (any one occurrence) $ Medical Payments $ 5,000 a) Coverage shall be written on an occurrence, not claims made, form. The general liability coverage shall be written in accord with ISO form CG0001 or business owners form BP0002. All deviations from the standard ISO commercial general liability form CG 0001, or Business owners form BP 0002, shall be clearly identified. b) Include ISO endorsement form CG 25 04"Designated Location(s) General Aggregate Limit' or CG 25 03 "Designated Construction Project (s) General Aggregate Limit' as appropriate. c) Include endorsement indicating that coverage is primary and non-contributory. d) Include endorsement to preserve Governmental Immunity. (Sample attached). e) Include an endorsement that deletes any fellow employee exclusion. f) Include additional insured endorsement for: The City of Dubuque, including all its elected and appointed officials, all itsemployees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers. Use ISO form CG 2026. B) AUTOMOBILE LIABILITY $1,000,000 (Combined Single Limit) C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY Statutory benefits covering all employees injured on the job by accident or disease as prescribed by Iowa Code Chapter 85 as amended. Coverage A Statutory—State of Iowa Coverage B Employers Liability Each Accident $100,00 Each Employee-Disease $100,00 Policy Limit-Disease $500,00 Policy shall include an endorsement providing a waiver of subrogation to the City of Dubuque. Coverage B limits shall be greater if required by Umbrella Carrier. D) UMBRELLA LIABILITY $1,000,000 Umbrella liability coverage must be at least following form with the underlying policies included herein. E) PROFESSIONAL LIABILITY $1,000,000 a) Provide evidence of coverage for 5 years after completion of project. F) CYBER LIABILITY $1,000,000 Coverage for First and Third Party liability including but not limited to lost data and restoration, loss of income and cyber breach of information. Yes No 11 City of Dubuque Insurance Requirements for Professional Services Preservation of Governmental Immunities Endorsement 1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states thatthe purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subjectto Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the Cityof Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN Page 12 Schedule C Professional Services May 2016