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ITEM 3.7 Proposal of Julee-Quarve-Peterson consulting serviceF 06eEo MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Parks & Recreation Parks & Recreation Director Demant February 24, 2020 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/ Finance Director Flaherty 3.7 STRATEGIC VISION MEETS: I THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. Is a social community with diverse housing, service options, and employment opportunities. X Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends the City Council approve a proposal to provide accessibility consulting services. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?: Yes No BACKGROUND/J USTI FI CATI O N: During the 2020 Capital Improvement Plan (CIP) discussions, $13,600 was identified to address risk management concerns in regards to ADA compliance within the City's buildings, parks, and other facilities. These concerns were initially brought forward by the League of Minnesota Cities' Loss Control Specialist during a routine visit regarding ADA compliance. The League advised City staff to contact a consultant that specializes in the areas of ADA accessibility as it relates to buildings, parks, and other facilities. City staff met with Julee Quarve-Peterson, Inc. (JQP) in September of 2019 to review the topics raised by the League of Minnesota Cities. In October of 2019, JQP submitted a proposal that would provide accessibility consulting services to review existing sites and facilities. Having this information will assist the City in planning accessibility improvements and incorporating recommendations into long range planning. SUPPORTING DOCUMENTS ATTACHED: • Proposal from Julee Quarve-Peterson, Inc. POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE''1TTO APPEAR IN THE MINUTES: Motion to accept the proposal for accessibility consulting services from Julee Quarve-Peterson, Inc. in the amount of $13,600. BUDGET INFORMATION FUNDING: BUDGETED: Fund 439 — Building & Property Maintenance Yes M October 16, 2019 Ross Demant Parks and Recreation Director City of Otsego 12400 90th Street NE Otsego, MN 55330 Mr. Demant: Julee Quarve-Peterson, Inc. (JQP, Inc.) proposes to provide accessibility consulting services to the City of Otsego for the purpose of reviewing existing sites and facilities for compliance with the Americans with Disabilities Act. This information will assist the City in planning accessibility improvements and incorporating recommendations into long range planning and other future projects. Julee Quarve-Peterson of JQP, Inc. has been specializing in accessibility since 1978. JQP, Inc. has extensive experience with City, County and School District self -evaluations, facility surveys, transition planning, staff development, presentations and database development. One of JQP, Inc.'s strengths is the ability to provide practical and effective options for accessibility compliance. JQP, Inc. can provide the City of Otsego department with a team focused on accessibility issues and knowledge in the "meshing" of laws, codes and design guidelines for new construction and their application to existing buildings, sites, programs, budgets and the construction process. Basis for Review ■ Americans with Disabilities Act Requirements-1990, 2010 ■ Americans with Disabilities Act 2010 Standards for Accessible Design ■ Minnesota Building Code, Chapter 1341 (2015) Additional documents used for recommendations (best practice): ■ Guidelines for Outdoor Developed Areas Proposed Services A. Facility Surveys: JQP, Inc. will conduct and document site visits for the listed locations. Documentation will include listing of issues of non- compliance, code references and assigned priority to their significance (door knob on main entry vs. door knob on storage closet). (The information in the database satisfies the requirements of a transition plan.) The information will be entered into a Microsoft Access database that will be provided to the City. In addition to the database, captioned photos and keynoted floorplans (when provided by the City) will be prepared for each site. B. Park Surveys: JQP, Inc. will conduct and document site visits for the listed locations. Documentation will include photographs identifying issues of non-compliance, code references, assigned priorities to their significance and recommendations for corrective action. Elements surveyed will include parking, exterior accessible routes, playfields, ball fields, team/player seating, julee quarve-peterson, inc. phone: 612.709.2379 6345 vincent ave s e-mail: jgp_inc@yahoo.com minneapolis, mn 55423 spectator seating, shelter buildings, toilet facilities, trails, picnic areas, benches, hard surface play courts, playground equipment accessibility (transfer systems, number of ground & elevated components, etc.), routes to the defined play areas, and playground surface material accessibility. C. Staff Meetings and Trainings JQP, Inc. is available to conduct trainings or participate in staff meetings to discuss the basis, findings and recommendations of the report. D. Plan Review JQP, Inc. is available to review plans for proposed new construction, additions or alterations to ensure compliance with current accessibility requirements. E. Ongoing Consultation JQP, Inc. is available for ongoing consultation related to accessibility issues, including policy/procedure issues (such as service animals and other power driven mobility devices) and general questions. For the list of facilities and parks to be included and the cost estimate, see Attachment A Project Scope The cost estimates provided in Attachment A are presented as a "cafeteria style" plan to allow the City to select which locations and proposed services best meet current needs and budgets. It's possible that the project could be phased over multiple years or limited to certain facilities and parks. Deliverables The final product(s) delivered to the City of Otsego will include: A. Facility Surveys. The final product for facility surveys includes an Introduction, Executive Summary, visual summary of the current level of accessibility (red -yellow -green chart) and individual reports in a database format with captioned photos and keynoted plans for each location. The facility reports are in a database format. JQP, Inc. will provide 1 printed copy and 1 electronic copy (including Microsoft access database) of the completed report. B. Park Surveys. The final product for park surveys includes an Introduction, Executive Summary, visual summary of the current level of accessibility (red -yellow -green chart) and individual reports in a narrative format with integrated photos. The facility reports are in a database format. JQP, Inc. will provide 1 printed copy and 1 electronic copy of the completed report. C. Staff Meetings and Trainings. Deliverables will depend on the format of the meeting or training and the audience. For classroom style trainings JQP, Inc. will utilize a PowerPoint presentation and provide an electronic copy as well as electronic and hard copies of any handouts. D. Plan Review. JQP, Inc. will provide a spreadsheet identifying potential issues of non-compliance and appropriate code reference. (Comments will be provided in electronic format.) E. Ongoing Consultation. Deliverables will depend on the type of question or assistance. Deliverables may include: email communication, memos and/or redline comments on proposed policies. Schedule JQP, Inc. will coordinate with you to create a project schedule for surveys and deliverables based on the project scope. (Note: weather will impact the survey schedule for parks.) Fee Schedule JQP, Inc. proposes to provide the above services based on the following hourly rates: Accessibility Project Manager $135.00 per hour (Julee Quarve-Peterson)* Accessibility Specialist $105,00 per hour (Mara Peterson)* Office Services and Support $ 65.00 per hour *Note: Julee Quarve-Peterson and Mara Peterson will personally survey each site. Expenses will be in addition to the hourly rates and will be billed at cost. Reimbursable expenses include report production (copies, printing, etc.) and mileage at $0.58/mile. Fee Estimates A. Facility Surveys. See Attachment A for the proposed flat fee per site. B. Park Surveys, See Attachment A for the proposed flat fee per site. C. Staff Meetings and Trainings. Staff Meetings and Trainings would be conducted at the hourly rates above. A fee estimate can be provided based on duration of the meeting/training and number of participants. D. Plan Review. Plan reviews would be conducted at the hourly rates above. A fee estimate can be provided for individual projects. E. Ongoing Consultation. Ongoing consultation would be conducted at the hourly rates sated above. The fees in this proposal are valid through December 31, 2019. If you have any questions regarding this proposal or wish to discuss it further, please contact Julee directly at jgp_inc@yahoo.com or 612.709.2379. Respectfully, r� Julee Quarve-Peterson Julee Quarve-Peterson, Inc. Attachment A: Facility and Park Surveys The following parks and facilities are to be included in this project based on the information provided. Facility Surveys, City Hall 1,500 Prairie Center 1,500 TOTAL FACILITIES $3,000 Park Surveys Beaudry Meadows Park 1,000 Carrick's Landing Park 750 Frankfort Park 900 Kittredge Crossing Park 1,000 Lefebvre Creek Park 750 Lily Pond 750 Norin Landing Park 800 Northwood Park 900 Prairie Park 1,750 School Knoll Park 1,000 Zimmer Park 1,000 TOTAL PARKS $10,600