HomeMy WebLinkAbout12-13-2016 Item 10 Authorize City Manger to Enter Memorandum of Understanding with California Joint Powers Insurance Authority to contract with Disability Access Consultants Meeting Date: 12/13/2016
FROM: Monica Irons, Human Resources Director
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A MEMORANDUM
OF UNDERSTANDING (MOU) WITH THE CALIFORNIA JOINT POWERS
INSURANCE AUTHORITY (CJPIA) TO CONTRACT WITH DISABILITY
ACCESS CONSULTANTS (DAC) TO CONDUCT AMERICANS WITH
DISABILITIES ACT COMPLIANCE WORK
RECOMMENDATION
1. Authorize the issuance of a purchase order to the CJPIA in the amount of $250,000; and
2. Authorize the City Manager to enter into a MOU with the CJPIA not to exceed $250,000 for
fiscal years 2016-17 and 2017-18 to have DAC conduct Americans with Disabilities Act (ADA)
compliance work.
DISCUSSION
At the 2016-17 Budget Supplement Council authorized $250,000 to ensure continued
compliance with the ADA by completing an updated Self-Assessment and Transition Plan. The
ADA was passed in 1990, the City’s first Self-Evaluation of publicly accessible programs and
analysis of barriers was completed in 1994, and a Transition Plan was adopted by Council in
1995. The City is routinely completing maintenance and replacement of its facilities. In doing
so, the facilities are either brought into compliance with the ADA, or some upgrade in the
facilities is made to improve accessibility. While this continual improvement is good, it is also
important to formally review and update the City’s Plan to ensure resources are allocated toward
addressing ADA issues and ensuring public facilities have improved accessibility.
In addition, ADA standards have changed since its inception in 1990 and facilities that met
standards in 1995 may not meet current, updated standards. By having an updated Assessment
and Transition Plan, the City can focus and prioritize its funding dollars while still
accomplishing important infrastructure maintenance.
Sole Source Justification
Financial Management Manual Section 295-1, Purchasing Guidelines provides that sole source
contracts for consultant services may be pursued “If it is determined that it is in the best interest
of the City for services to be provided by a specific consultant – with contract terms, work scope
and compensation to be determined based on direct negotiations – contract award will be made
by the Council”.
While the ADA does not specify time periods to update Assessments and Transition Plans,
CJPIA, the City’s liability insurance advisor, is strongly encouraging its members to do so to
reduce risk in this area and to improve accessibility of public programs and facilities in our
community. Part of the encouragement by CJPIA included their selection of a consultant, DAC,
to be readily available to conduct such work for CJPIA Member agencies. Further, CJPIA is
10
Packet Pg. 158
offsetting $16,500 of the costs associated with the work if the City uses DAC and is paying for
the one-time cost of $5,000 associated with DacTRak a system that inventories publicly
accessible facilities and programs and allows the City to track progress, recognize changing legal
requirements, etc. An updated Assessment and Transition Plan will put the City in a more
favorable position in the event there is an ADA audit or an ADA claim filed against the City.
DAC has a proven track record of working with CJPIA and member agencies.
FISCAL IMPACT
Council authorized $250,000 to ensure continued ADA compliance by updating the City’s
Assessment and Transition Plan as part of the 2016-17 Budget Supplement. Therefore, there is
no fiscal impact of authorizing the City Manager to execute this MOU.
ALTERNATIVE
Issue an RFP for these services. Council could choose to direct staff to issue an RFP for these
services. This alternative may result in other proposals being submitted, but other member
agencies in CJPIA have experienced positive results with DAC and the City would forego the
$23,500 in funding towards this project from CJPIA.
Attachments:
a - CJPIA Agreement with DAC & Addendum
b - DAC Proposal to City of San Luis Obispo - October 18 2016
c - MOU with CJPIA
10
Packet Pg. 159
PROFBSSIONAL SERVICES AGREEMENT
TI-IIS AGREEMENT for Professional Services ("Agreement") is made this day of July 1,2015
("Effective Date") by and between the Caiit'omia Joint Powers lnsurance Authority ("Authority") and
Disability Access Consultants ("Consultant") (together sometimes refbrred to the "Parties").
Section 1. $BRVICES. Subject to the tenns and eonditions set forth in this Agreernent, Consultant
shall provide to Authority the services described in the Scope of Work attached as Exlibit A. and
incorporatecl here. Such work shall be provided at the tirne and place ancl in the manner specifìecl in
Exhibit A. In the event of a conflict in or inconsistency betrveen the terms of this Agreement and Exhibit
A, this Agreement shall prevail.
1.1 Term of Serviçes. The temr of this Agreement shall begin on the Effestive Date and
slrall end on June 3A,201,6. Consultant shall complete the work described in Exhibit A
priol to that date, unless the term of the Agreenrent is otherwise terminated or extended
as provided for ín Section 8. The time provided to Consultant to complete the services
required by this Agreement shall not afTect the Authority's right to terminâte the
Agreement, as provided for in Section 8.
1,2 Standard of Performance. Consuitant shall perfonn all services required pnrsuant to
this Agreernent in the nanner and according to the standards observed by a cornpetent
practitioner including the necessary expertise or knorvledge of the profession in which
Consultant is engaged in the geographical area ilr whiclr Consultant practices its
profession and to the sole satisfaction of the project representative.
1.3 Assignlgent of Personncl, Consuitant shall assign only competent personnel to perform
sen,ices pursuant to Agreernent. In the event that Authority, in its sole discretion, at any
tirne during the temr of this Agreement, desires the reassignment of any such persons,
Consultant shall. imrnediately upon receiving notice from Authority of such clesire of
Authority. reassign such person or persons.
1.4 Time. Consultant shall devote such time to the perfbrmance of seruices pursuant to this
Agreement as may be reasonably necessary to satisfy Consultant's obligations hereunder
1.5 Authorization to Perform Services. The Consultant is not authorizecl to perform any
se¡'vices or incur any costs w'hatsoever under the terms oî lhis Agreement until receipt oi
autholization lrom the Author:ity's ploject representative.
Section 2. C9M-PENSATION. Ar"rthority hereby agrees to p¿ìy Consultant in accordance with the
p¿ìyment schedr-¡le as set forlh in Exhibit B, attached hereto and incorporated herein by refèrence as
though set tbrth in full. based upon work cornpleted, as deiined in Exhibit A, In the evenL ola conflict
between this Agreenrent and Ëxhibit A, regarding the amount of cornpensation, this Agleement shall
prevail. Authority shall pay Consultant for services reudered pursuant to this Agreernent at the time and
in the mamer set f'otth herein. 'fhe payments specitìecl below shali be the only payments trorn Authority
11/12115 FrNAL DAC / JPtA Page 1
10.a
Packet Pg. 160 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
to Consultant f'ol services rendered pursuant to this Agreement. Consultant shall submit all invoices to
Authority in the manner specitìed herein. Except as specitically authorized in advance by Authority,
Consultant shall not bill Authority tbr cluplicate services performed by more than one person.
Z.l Invoices. Consultant shall submit invoices during the term of this Agreement, baseclon
the work conrpleted. and within 30 clays. All wolk billed shall lre on a per member basis,
with an itemized detailof services perfbrmed.
2.2 Pavment. Autliority shall rnake rnonthly payments, based on invoices received, for
services satistàctorìly pertbrmed, and for authorized reimbursable costs incuned.
Authority shall have 30 days frorn tlie receipt of an invoice that complies with all of the
reqnirements above to pay Consultant.
.,?Total P¿yment. Authority shall not pay any additional sum fbr any expellse or cost
whatsoever incurled by Consultant in renclering services pursllant to this Agreement.
Authority shall nrake no payment lbl any extra, further. or additional service pursuant to
this Agreernent.
2.4 Payment of Tnxes. Consultant is solely responsible tbr the payment of employrnent
taxes incurred under this Agreenrent and any fecleral or state taxes.
2.5 Pavment uDon Termination. In the event that the Autliori ty or Consultant tenninates
this Agreement purslrant to Section 8, the Authority shall compensate the Consultant for
all outstanding costs and reimbursable expenses incun'ed for work satisfactorily
completed as ol=the clate of written notise o1'tel'mination. Consultant shall rnaintain
adequate logs and tirnesheets in orcler to verity costs incuu'ed to that date,
Section 3. EOUIPMENT. Except as otherwise provided, Consultant shall, at its sole cost and
expeû.se, provide all supplies and equipment necessary to peri'orm the services required by this Agreement.
Section 4. INSURANCE REOUIREMENTS. Without limiting Consultant's indemnitìcation of
Authority. and prior to commencement of Vy'ork, Consultant shall obtain, provide and maintain at its
own expense during the term of this Agreement, policies of insurance of the type and amounts described
below and in a form satistàctory to Authority.
4.1 General Liabilitv Insurance. Consultant shall nlaintain conrmercial general liability
insurance with coverage at least as broad as lnsurance Services Oftrce f'oln CG 00 01, in
an amount not less than $ 1.000.000 pel' occurrence, $2,000,000 general aggregate. for
bodiiy injur:y, pelsonal injury, and property danräge. The policy rnust include contractual
liability that lTas not been amended. Any endorselnent restricting standard ISO "insr.u'ed
contract" language will not be accepted.
4.2 Automobile Liability Insurance. Consultant shall rnaintain automobile insurance at
least as broad as Insurnnce Services Oñìce f'onn CA 00 0i covering bodily injury and
property clamage for all activities of the Consultant arising out of or in connection with
11l12l15 F|NAL DAC/JPrA Page 2
10.a
Packet Pg. 161 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
Work to be pertbrmed under this Agreement, including coverage for any owned, hired,
non-owned or rented vehicles, in an amount not less than $ I,000,000 cornbined single
lilnit for each accident.
4.3 Professional Liabilifv (Errors & Omissions) Insurance. Consultant shall rnaintain
professional liability insurance that covers the Services to be perf-ormed in connection
with this Agreement, in the minimum anrount of $1,000,000 per clairn and in the
aggregate. Any policy inception date, continLrity date, or reroaclive date ¡nust be belbre
the eflèctive clate of this agreement and Consultant agrees to maintain corrtinuous
coverage through a period no less than three years after completion of the services
required by this agreement.
4.4 Workers' Comoens¡tion Insurance. Consultantshall maintain'Workers'Compensation
Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least
$ 1,000.000).
Proof of Insurance. Consultant shall provide celtificates of i¡rsurance to Authority as
eviclence of the insurance coverage required lrelein, along witl'r a waiver of,subrogation
endorsement for worhers' compensation. Insurance cefiificates and endorsements nrust
be approvecl by Authority's risk manager prior to cornlnencenent of perlbnnance.
Curent certihcation of insurance shall be kept on lile lvith Authority at all tinles cluring
the tenn of this contr¿lct. Authority reserves the right to require complete, ceftified copies
of all required insurance policies, at any time,
4.6 Duration of Coverasc. Consultant shall procilre and maintain fbr the duration of the
contract insurance against clair¡s fbr injuries to persons or danrages to property, which
may alise tì'om or in connection with the pertbrmance of the work hereundel by
Consult¿ult. its agents, representatives. enrployees or sub-consultants.
4.7 Primary/1.{on.cqntributine. Coverage provided by Consultant shall be primary and any
insurance or selËinsurance procured or rnaintained by Authority shall not be required to
contribute with it, The limits of insurance required herein may be satistìecl by a
combination of primaly and umblella or excess insurzurce. Any umblella or excess
insurance shall contain or be endorsed to contain a provision that such coverage shall also
¿:pply on a primary ancl non-contributory basis f'or the benelìt oIAutholity betbre the
Authority's orrm insurauce or self'-insurance shall be called upon to protect it as a namecl
insured.
4.8 Authoritv's Rights of Enforcement. In the event any policy of insurance reqLrirecì under
this Agteernent does not comply with these specifìcations or is canceled and not replacecl.
Authority has the right but not the duty to obtain the insurance it deerns necessary and
any premium paid by Authority will be promptly reimbursed by Consultzurt or Autlrority
'uvill witirhold amounts snlTcient to pay prerniurn liom Consultant payrnents. ln the
alternative. Authority nray cancel this Agreernent.
4.5
11/12115 FINAL DAC /JPIA Page 3
10.a
Packet Pg. 162 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
4.9 Accentable Insurers. All insurance policies sirall be issued by an insurance compally
cunently authorized by the lnsulance Cornrnissioner to tlansact lrusiness of insurance or
is on the List of Approved Surplus Line Insurers in the State of California, with an
assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VI
(or larger) in accordance with the latest edition of Best's Key Rating Guide, unless
otherwise approved by the Authority's risk manager.
4.10 Waiver of Subrosation. Allinsurance coverage r¡aintained or procured pursua!Ìt to this
agreement shall be endolsed to waive subrogation against Authority. its elected or
appointed officers, agents, officials, ernployees and volunteers or shall specifically allow
Consultant or others providing insurance evidence in corapliance with these
specifications to waive their right of recovery prior to a loss. Consultant heleby waives its
own right of recovery against Authority, ancl shallrequire similar written express waivels
and insurance clauses from each ofits sub-consultants.
4.tt Enforcement of Contract Provisions (Non Estopncl). Consultant acknowledges and
agrees that any actual or allegecl làilure on the part of the Authority to intbrm Consultant
of non-cornpliance with any requirement imposes no additionalobligations ou the
Authority nor does it waive any rights hereunder.
4.12 Requirements Not Limitine, Requirements of specilìc coverage fèatures or lirnits
containecl in this Section are not intendeci as a lirnitation on cover?ge, linrits or other
requirements, or a r¡,aiver of any coverage normaily providecl by any insurauce. Specifrc
lef'erence to a given coverage fèature is tbr purposes of clarification only as it pertains to
a given issue and is not intended by any party or i¡rsured to be all inclusive, or to the
exclusion of other coverage, or a waivel of any type. If the Consultant maintains higher
limits than the minimums shown above, the Authority requires and shall be entitled to
coverage for the higher linits rnaintained by the Consultant. Any available insurance
proceeds in excess o1Ìthe specit-red minirnum lirnits of insurance and coverage shall be
available to the Authorily.
4.13 Notice of Cancellation. Consultant agrees to oblige its insurance agent or broker and
insurers to provide to Authority with a thirty (30) day notice of cancellation (except lbr
rìonpayment fol which a ten (10) day notice is requireci) or nonrenewalof covelage f'or
each required coverage.
4.14 Aclditional Insurcd Status. General liability policies shall provide or be errclorseci to
provicle that Authority and its ol hcers, ol fìcials, employees, and agents, ancl volunteers
shall be additional insureds under such policies. This provision shall aiso apply 1o any
excessiumbrella liability policies.
4.15 Prohibition of Undisclosed Coverasc Liqritations. None of the coverages required
herein will be in conrpliance with these requirernents if they include any lirniting
enclorsenent of any kind that has not been first subrnined to Authority zurd approved of in
writing.
11/12l1s FrNAL DAc / rPrA Page 4
10.a
Packet Pg. 163 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
4.16 Separation of Insureds. A severability of interests provision mLrst apply for all
additional insureds ensuring that Consultant's insuLance shall apply separately to each
insured against whom claim is made or suit is brought, eKcept with respect to the
insurer's limits of liability. The policy/policies shall not contain any cross-liability
exclusions.
4.17 P4ss Throueh Clause. Consultant agrees to ensure that its sub-consultants.
subcontractors, and any other party involved with the project who is brought onto or
involved in the ploject by Consultant, provide the same minimum insurance coverage and
endorcements required of Consultant, Consultant agrees to monitor and revierv all sueh
coverage and assumes all responsibility for ensuring that such coverage is provided in
conformity with the lequirements of this section, Consultant agrees that upon reqr.rest. all
agt'eements with consultants, subcontractors, and others engaged ín the project will be
subrnitted to Authority fbr review.
4.18 Authorify's Rieht to Revise Srrecificatlo-!ìs, The Authority reserves the right at any tirne
during the temr of the contract to change the amounts and types of insurance required by
giving the Consultant ninety (90) days advance written notice of such change. If such
change results in substantial aclditional cost to the Consultant, the Authority and
Consultant may renegotiate Consultant's compensation.
4.19 Sell'-Insured Retentions. Any self-insurecl retentions must be declared to and approved
by Authority. Authority reserves the right to requile that sell'-insured retentions be
eliminated, lowered, or replaced by a deductible. Self'-insurance will not be cottsidered to
conrply with these speci{ications unless approved by Authorit¡'.
1.20 Timely Notice of Claims. Consultant shall give Authority prompt and tirnely notice of
claims made or suits instituted that arise out of or result f'rom Consultant's perfbrmance
under this Agreement, and that involve or may involve coverâge under any of the
required liability policies.
4,21 Additional Insurance. Consultant shall also procuTe ancJ rnaintain, at its orvn cost ancl
expense, any additionalkinds oIinsurance, which in i1s orvn judgrnent may be necessary
for its proper protection and prosecution of the work.
Section 5. INDEMNIFICâ.TION
Consultant shall indem¡ify, defend with counsel acceptable to Authority and hold harmless the
Authority and its offrcials, officers, employees, agents, members, and authorized volunteers from and
against any and all losses, liabilities, claims, suits, actions, arbitration proceedings, administrative
proceedings, regulatory proceedings, damages and expenses of any kind, whether actual or threatened,
(including but not limited to attorneys' fees and costs, court costso interest defense costs, and expert
witness fees) where the same arise out of, are â consequence of or are in any way attributable to, in
whole or in part, the performance of this Agreement (or the failure to perforrn) by Consultant or by any
individual or entity t'or which Consultant is legally liable, including but not limited to officers, agents,
11/12115 F|NAL DAC / JPIA Pâge 5
10.a
Packet Pg. 164 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
employees or subcontractors of Consultant. Such indemni{ication, defense and hold harmless extend to
Consultant's provision, use, transport and storâge of hazardous materials, as those commonly are
defined under state and federal laws and regulations.
The foregoing obligation of Consultant shall not apply when (1) the injury, ioss of life, damage to
property or violation of law arises wholly from the negligence or willful misconduct of the Authority or
its offrcers, employees, agents, members, or authorized volunteers and (2) the actions of Consultant or
its employees, subcontractors or agents have contributed in no part to the injury, loss of life, damage to
property, or violation of law.
It is understood that the duty of Consultant to indemniff and hold harmless includes the duty to defend
as set forth in Section 2778 of the Califomia Civil Code. Acceptance by Authority of insurance
certificates and endorsements required under this Agreement does not relieve Consultant from liability
under this indemnification and hold harmless clause. This indemnification and hold harmless clause
shall apply to any damages or claims for damages whether or not such insurance policies shall have been
determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the
provisions of this Section and that it is a material element of consideration.
Section 6. STATUS OF CONTRACTOR.
6.1 Independent Contractor, At all times during the term of this Agreement, Contractor
shall be an independent contractor and shall not be an employee of Authority. Authority
shall have the right to control Contractor only insofar as the results of Contractor's
services rendered pusuant to this Agreement and assignment of personnel pursuant to
Subparagraph 1.3; however, otherwise Authority shall not have the right to control the
means by which Contractor accomplishes services rendered pursuant to this Agreement,
Notwithstanding any other Authority, state, or federal policy, rule, regulation, law, or
ordinance to the contrary, Contractor providing services under this Agreement shall not
qualify for or become entitled to any compensation, benefit, or any incident of
employment by Authority, including but not limited to eligibility to enroll in the
California Public Employees Retirement System (PERS) as an employee of Authority
and entitlement to any contribution to be paid by Authority for employer contributions
and/or employee contributions for PERS benefits. It is understood by the parties that
Contractor is independent and does not constitute a common law (employer-employee)
relationship and said agreement is exempt for the post-retirement employment
requirements.
Section 7.
7.1
1'lt.L
LEçA! RBOUTRtryENTS.
Governine Lary. The laws of tlie State of California shall govern this agreement.
Comnlinnce rvith Annlicable Laws. Cousultant and any subcontractor shail comply with
all applicable local, state ancl tbderal laws and regulations applicable to the pertbrmance
of the work herennder'.
1.3 Licenses and Permits. Consultant represents and wai'rants to Autholity that Consultant
11/1211s FrNAL DAc / JPtA Pâge 6
10.a
Packet Pg. 165 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
and its employees, agellts, ancl any subcontractors have all licenses, pemrits,
qualifications, and approvals of whatsoever nature that is legally required to practice their
respective prot'essions. Consultant represents and warants to Authority that Consultant
and its enrployees, agents, any subcontractors shall, at their sole cost and expense, keep in
eff'ect at all times during the terrn or this Agreement any licenses, pennits. and approvals
that are legally required to practice their respective professions. In addition to the
fbregoing, Consultant and any subcontractors shall obtain and mainfain during the term
of this Agreement valid Business Licenses froln Authority.
SecJion 8.
8.1
TERMINATION AND MODIFICATION.
Termination. Authority ancl Consultant hereby agree thf¡t this Agreement rnay be
cancelled upon 30 days'written notice.
In the event of termination. Consultant shall be entitled fo compensatio¡r for services
perfbnned to the ei lective date of termination; Authority, however, nray condition
paynrent of snch conrpensation upon Consultant delivering to Autholity any or all
docu¡nents, photographs, computer soflware, video and audio tapes, and other materials
provided to Consultant or prepared by or f'or Consultant or the Authority in connection
with this Agreement.
8.2 Extension. Both parties agree that extending lhe Agleement beyond that provided f'or in
Subsection i.1 may be in the best interest ol'all concerned. Any such extension shall
require a wlitten amendment to this Agreement, as provided lor herein. Authority and
Consultant understa¡rd ancl agree that, il-both parties agree to such an extension, all terrns
and conditions of the original Agreernent shall renrain the same, ancl exte¡rded to the date
provided f'or in said amendnent.
8.3 Amcndments. The par-ties rnay arnend this Agreement only by a wliting signecl by all the
parties.
Survival. All obligations arising prior to the terminatìon of this Agreement and ali
provisions of this Agreement allocating liabilíty betrveen Authority and Consultant shall
slrlive the termination of this Agreernent.
8.5 Options upon Breach bv Consultant. I1'Consultanl rnateri¿rll y breaches any offhe ternrs
of this Agreemenl, Anthority's remedies shall include, but not be lirnited to, any or all of
the fbllowing:
8.5.1 Inmediately temrinate the Agreernent;
8.5.2 Relain the docunrents, and any other rvork product prepared by Consultant
pursuarlt to this Agreernentl
8.5.3 Retain a diflerent Consultant to conrplete the rvork described in Exhibit A
8.4
1rl12l15 FINAL DAC / JPrA Page 7
10.a
Packet Pg. 166 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
not finished by Consultant; or
8.5.4 Charge Consultant the difTerenee betrveen the costs to complete the rvork
desmibed in Exhibit A that is unfinished at the time of breach a¡rd the
amouurt that Authority woirld have paid Cor¡sultant pursuant to Section 2 if
Consultant had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Crcated ns Pnrt of Consultant's Performancc. All reports, clata. maps,
models, charts, studies, surveys, photographs, nlerrorancia, plarrs, studies, specilìcations,
recorcls, files, or any other dosu¡nents or materials, in electronic or any other fbrm that
Consultant prepares or obtains pursuant to this Agreenrent and that relate to the matters
covered hereunder. shall be the property of the Authority. Consultant hereby agrees to
deliver those docunlents to the Autholity upon termination o1'the Agreement.
Consultant's Books and Records. Consultant shall maintain any and all iedgers. books
ofìaccount, invoices, vouchers, canceled checks. and oLher ¡'ecords or documents
evidencirrg or relating to charges f'or services or expenditures and disbursements charged
to the Authority under this Agreernent for a mininlum o1- three (3) years. or flor any longer
periocl required by law, tiom the date of final payrnent to the Consultant to this
Agreernent.
9.3 Insnection and Audit of Recorcls. Any records or documents that Section 9.2 of this
Agreement requires Consultant to rnaintain shall be made available for inspection, audit,
and/or copying at any time dr.rring regular business hours. upon oral or wlitten request of,
the Authority, Urrder Califbrnia Government Cocle Section 8546.7, i{'the amount ol'
public funcls expended under this Agreenrent exceeds Ten Thousand Dollars
($ 1 0,000.00), the Agreement shall be sulrject to the exanri¡ration and audit of the State
Auditor, at the reqr"rest of Authority oL as part of any audit of the Authority, lor a period
of three (3) years after fìnal payment uncler the Agreement.
Section 10.
l0.t
9.2
MISCELLANEOUS PROVISIONS.
Attornevsr Fees. I1'either party to this Agreement brings any aclion. including an ¿rctiort
t'or declaratory reliel. to enfbrce or interpret the provision of this Agreernent, the
prevaíling party shall be entitled to reasonable attorneys'fees in addition to any other
reliel'to r.vhich thal parly may be entitled. The court rnay set such lèes in the sanre aclion
or in a separate action brought tbl that purpose.
It.2 Yenue. In the ervent that eithel party brings any action against the other under this
Agreenent. the parties aglee that trialof such action slull be vested exclusively in
Orange CoLrnty,
10,3 Scve rabilitv. lf a court of cornpetent jLrriscliction tinds or ruies that any provision of this
11l12l1s FrNAL DAc/JP|A Page 8
10.a
Packet Pg. 167 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
Agreement is invalicl, void. or unenforceable, the provisions of this Agteement not so
adjudged shall remain in full fbrce and effect. The invalidity in whole or in part of any
provision of this Agreenrent shall not void or affèct the validity of any other provision ot'
this Agreenrent.
10.4 No Implied Wqiver of Breach. The rvaiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Sgf:gessofs and Assigns. The provisions of this Agreement shall inure to the benefit of
ancl shall apply to ancl bind the successors and assigns of the parties.
10.6 Co4$ultn4t Renresentative. All matters under this Agreement shall be handled for
Consultant by Barbara Thorpe.
10.7 Authority Contract Administration. This Agreement shall be administered by Norman
Lefrnann ("Contract Adnrinistrator"). All corresponclence shall be directed to or through
the Contract Administrator or his designee.
10.8 Noticcs. Any written notice to Consultant shall be sent to:
Barbara Thorpe, President/CEO
Disability Access Consultants
2243 Featlter River Boulevard
Oroville, CA 95965
Any written notice to Authority shall be sent to the project representative. Courtney
Morrison.
10.9 Intesratiolr-This Agreement, including the scope of rvork attached hereto and
incorpomted herein as Exhibit A. re¡rresents the entire aud integrated agreement between
Authority and Consultant and supersedes all prior negotiations, representatious, or
agreements, either written or oral.
10.10 Coqnfe.lparts. This Agreernent may be exect¡ted in rmrltiple counteryafts. each of which
shall be arr original and all of rvhich together shall constitute one agleement.
The Parties have executecl this Agreement as of tlie Etïective Date.
AU'fHOzuTY CONSULTANI'
11/12115 F|NAL DAC / JP|A
Barbara Tho¡pe. President/CEO
Page 9
10.a
Packet Pg. 168 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
Exhibit A
SCOPE OF SERVICES
Consultant rvill provide the necessary professional services:
l. Assistance Level 1: MenþS.t_Assessment and Overall Diaenostic Profile
Consultant will perform an assessment to determine the current level of ADA compliance, in
accordance with Title II of the Americans with Disabilities Aet, Section 504 of the
Rehabilitation Act and Title 24 of the California Building Code, and plan a course of action
to enhance compliance. Consultant will review the initiatives of the Member to assess
whether the Member has met any or all of the mandatory compliance requirements of the
ADA, Section 504 of the Rehabilitation Act and Title 24 andrelated accessibility standards
and requirements. If, after review, i.t is determined that the member needs to complete or
revise any of the required compliance components, Consultant will provide a recommended
compliance plan that may include other assistance-level options.
2. Assistance Level 2: Inspectio.n ofS_iIgs. Development of TransitiorlBaniel&gmoval Plans
Consultant will inspect sites that may be new or not inspected previously, or have had
extensive modernization or major remodeling. Work will include inspection of member
facilities and public rights-of-way, and identification of barriers to accessibility, solutions to
remove these baniers, and incorporation of the information into Consultant's accessibility
management software.
3. Assistance Level 3: Self-Evaluation of Policies, Procedures. Practices
Consultant will conduct a review of policies, procedures, and practices to determine if any
are discriminatory or potentially discriminatory. Programs, services, and activities would be
reviewed to determine accessibility by persons with disabilities.
11112115 FrNAL DAC / JP|A Page 10
10.a
Packet Pg. 169 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
EXHIBIT B
RATES AND SCI.IEDULE OF PAYMENTS
Billing and Reimbursement:
l. Assistance Level 1: Member Assessment and Overall Diaenostic Profile
The rate for this assistance level is a total one-time charge per member of $2,800, which
includes all expenses.
2. Assistance Level2: Inspection of Sites. Develop.ment of Transition/Barrier Removal Plans
The hourly rate is $98 per consultant, plus actual expenses. Any amounts for services
provided beyond the $16,500 per-member funding allowance will be billed to Authority for
payment.
3. Assistance Level3: Self-Evaluation of Policies. Procedures. Practices
The hourly rate is $98 per consultant, plus actual expenses. For amounts for services
provided beyond the $5,000 per-member funding allowance will be billed to Authority for
payment.
4. Expenses
Reasonable, actual expenses will be charged as authorized by Authority and may include
mileage at the IRS rate, hotel, meals, rental car, airfare (no first-class flights) and travel time.
1U12l15 FINAL DAC / JPIA Page 11
10.a
Packet Pg. 170 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
10.a
Packet Pg. 171 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
ADDENDUM No.2 TO AGREEMENT
BETWEEN THE CALIFORNIA JOINT POWERS INSURANCE AUTHORITY AND
DISABILITY ACC ESS CONSULTANTS
This Addendum No. 2 ("ADDENDUM') is made and entered into this day of August 24,2Q16, by
and between the California Joint Powers lnsurance Authority ("The AUTHORfff) and Disability
Access Consultants ("CONSULTANT") (together sometimes refened to as "Parties").
WITNËSSETH
WHEREAS, the AUTHORITY and CONSULTANT entered into an Agreement
(hereinafter referred to aS "AGREEMENT") for the Americans with Disabilities Act (ADA)
compliance consulting services related to the AUTHORITY's ADA Assistance Program, which
was approved by the AUTHORIffS Ghief Executive Officer on AGREEMENT dated November
11,2015; and
WHEREAS, the AUTHORITY and CONSULTANT executed an Addendum on March g,
2016 to address sections of AGREEMENT that required revision; and
WHEREAS, for and in consideration of the mutual advantages to be derived therefrom
and in consideration of the execution of this ADDENDUM, both the AUTHORITY and
CONSULTANT desire to revise AGREEMENT in the manner described herein; and
WHEREAS, AGREEMENT shall be amended as follows:
1. Section 1.1 ("Term of Services") of AGREEMENT shall reflect the term being
extended for one more year until June 3A,2017.|f all Parties agree that further
extending AGREEMENT beyond June 30, 2017 is in the best interest of all Parties,
then another addendum shall be executed at the appropriate time.
lN WITNESS WHEREOF, the Parties hereto have caused this ADDENDUM to be
executed this day of August 24, 2016.
"The "Consultant"
Disability Access Gonsultants
Shull, Chief Barbara Thorpe, PresidenUCEO
10.a
Packet Pg. 172 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
10.a
Packet Pg. 173 Attachment: a - CJPIA Agreement with DAC & Addendum (1526 : MOU with CJPIA for ADA Services)
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401-3249
Proposal for Accessibility Services
AMERICANS WITH DISABILITIES ACT (ADA) SELF-EVALUATION AND
TRANSITION PLAN
October 2016
Disability Access Consultants
2243 Feather River Blvd
Oroville, CA 95965
10.b
Packet Pg. 174 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 1
COVER LETTER
To: Monica Irons
Director of Human Resources
City of San Luis Obispo
990 Palm Street
San Luis Obispo, California 93401-3249
Re: Americans with Disabilities (ADA) Self-Evaluation and Transition Plan
Firm Information: Disability Access Consultants (DAC)
Southern California: 17777 Center Court Drive, Suite 600, Cerritos, CA 90703
Headquarters: 2243 Feather River Blvd, Oroville, California 95965
Project Manager: Barbara Thorpe, President
bthorpe@dac-corp.com Phone: 1-800-743-7067
We appreciate the opportunity to submit our statement of qualifications and proposal for providing consultant
services for an Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan for the City of San Luis
Obispo public facilities and public rights-of-way.
As you may be aware, under Title II of the ADA, the City of San Luis Obispo is required to have a continually
updated and current Self Evaluation and Transition Plan. Title II entities, such as Port Hueneme may be at
significant risk for claims and litigations by not having a current plan. Also, recent inquiries and enforcement
activities by the DOJ, CalTrans and HUD have shown that Cities can be at risk of losing or not being able to
receive their state and federal pass through funding should you not have a current plan in place.
DAC has extensive experience in the evaluation of program and facility accessibility and provides a full
continuum of Americans with Disabilities Act (ADA) and accessibility services for public entities, such as the
City of San Luis Obispo. Founded as a California corporation and woman owned business in 1998, DAC has
provided services for the past 18 years to assist public entities to comply and implement accessibility
requirements in accordance with the ADA, Title 24 of the California Building Code, Section 504 and related
federal, state and local disability-related nondiscrimination laws and regulation. DAC has conducted over
15,000 building inspections, surveyed thousands of parks and playgrounds, thousands of miles of sidewalks
and performed hundreds of programmatic reviews and self-evaluations to study the accessibility of programs,
services, activities, events and related areas. DAC has a comprehensive understanding of applicable standards,
regulations and requirements under Title II of the ADA, California Building Code and related state accessibility
standards. DAC has completed over a hundred similar studies.
DAC was has also been working on a project for the Department of Transportation in Washington, D.C. to
develop a pilot study for potential duplication of methodologies in other geographic areas, using tools and
standards for public rights-of-way accessibility reviews by means of a software program to update and
manage the ADA public rights-of-way transition plan. DAC is providing recommendations for best practices
and technologies for the DOT.
To provide for easy management of the transition plan and documentation of compliance efforts, DAC has
developed web-based software called DACTrak. DACTrak is a powerful tool to manage and update the
transition plan, project costs and document progress. Custom reports can be printed in a variety of formats.
Respectfully submitted by Barbara Thorpe, President
10.b
Packet Pg. 175 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 2
FIRM ORGANIZATION AND DESCRIPTION OF QUALIFICATIONS
Since Disability Access Consultants was founded as a woman owned California Corporation in 1998, DAC has
provided services for the past 18 years to assist public entities to comply and implement accessibility
requirements in accordance with the ADA, Title 24 of the California Building Code, Section 504 and related
federal, state and local disability-related nondiscrimination laws and regulation. DAC has extensive experience
in the evaluation of program and facility accessibility and provides a full continuum of Americans with
Disabilities Act (ADA) and accessibility services for public entities, such as the City of San Luis Obispo.
As our founder, Barbara Thorpe, worked with a public entity for 19 years as the ADA Coordinator, 504
Coordinator, and Director of Planning and Compliance, she has extensive experience working with individuals
with disabilities and organizations representing individuals with disabilities. In addition, she has collaborated
with individuals with disabilities and organizations that represent individuals with disabilities in a facilitative
manner that has benefited city governments during her work with other municipalities. Barbara and the DAC
team members have demonstrated the ability to engage and interact with individuals and organizations to
assist with the prioritization, long range planning and implementation of the ADA plan.
DAC has a team of 20 staff, with our Facility Team Leader Michael Boga holding CASp Certificate #152,
dedicated to assisting public entities, such as the City of San Luis
Obispo, with ADA compliance. DAC has a comprehensive
understanding of applicable standards, regulations and requirement
under Title II of the ADA, California Building Code and related state
accessibility standards.
DAC has a reputation to being responsive to the client’s needs,
providing on-time project completion within budgets. DAC has a
proven track record for comprehensive experience in conducting ADA
Self Evaluations and Transition Plans, implementation and related
services.
Other public entities for which DAC has provided similar services include Fair Oaks Recreation and Park District,
Padre Dam Water District, Hayward Parks and Recreation, 15 California Fairs, 160 California public school
districts, and several large Joint Power Authorities and insurance carriers for groups of public entities.
DAC is currently assisting the California Joint Powers Insurance Authority (CJPIA) members, of which the City
of San Luis Obispo belongs, to assist members with ADA compliance at a discounted rate. DAC has been
assisting several Joint Power Authorities since 2000 and currently provides updates, consultation, plan reviews
and expert witness services. DAC has worked with public entities of all sizes, from one site to 506 sites.
Members of the DAC team have also served as expert witnesses to assist public entities to defend their current
practices and ADA plan. DAC has only served on the side to assist public entities to defend their practices and
plan and has never assisted with litigation against a public entity. Our mission statement and philosophy
embrace the enhancement and assistance to our clients to build an ADA accessibility plan while documenting
previous and current compliance methods.
Over the 18 years of serving our clients, DAC has demonstrated financial stability, staff stability and has a no
claims insurance record.
DAC provides a full continuum of professional services that include, but are not limited to:
Facility inspections
Self-evaluations for ADA and Section 504 of the Rehabilitation Act
Policy review and development
Transition plans
Public rights-of-way surveys
Consultation
Accessibility compliance intake and management software – DACTrak
10.b
Packet Pg. 176 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 3
DACTrak training to conduct your own inspections
Expert witness services
Plan reviews
ADA Plan implementation assistance and consultation
Outdoor developed and recreational areas (pools, parks, trails, camping areas)
NPSI playground safety inspections
ADA Playground inspections
DAC utilizes the appropriate standard(s) for the inspection that may include, but is not limited to:
ADA 2010 Standards
California Building Code
ADA-ABA
UFAS
ANSI
Section 504 of the Rehabilitation Act
Outdoor developed and recreational standards
National Playground Safety Institute (NPSI) standards
PROWAG – Federal Public Rights-of-way Guidelines
Federal Highway Administration’s Manual on Uniform Traffic Control Devices (MUTCD)
Our firm stands out in the public entity arena due to proven performance in a w ide range of services, from
programmatic and policy reviews, facility inspections, transition plans, consultation, plan reviews and expert
witness services. We excel at providing a comprehensive assessment of our clients’ current status by preparing
a study of all areas related to accessibility in different departments to document ongoing compliance.
Innovative Tools, Strategies and Best Practices
Based on experience and knowledge of the accessibility field and best practices, DAC continues to develop
innovative methodologies, easy to use ADA management tools, and proven, successful strategies for evaluating
programs, services, activities, events, facilities, parks and public rights-of-way. DACTrak was developed by DAC
for the purpose of easy and useful importing and management of the accessibility data collected in the field.
DACTrak is interactive web-based software and is not an enhanced Excel spread sheet. The ability to collect,
compile, analyze and use report data in a practical format was one of the driving forces to develop the DACTrak
intake and management software.
Our DAC accessibility management software, DACTrak, provides our clients with a powerful management tool
to document compliance, project costs, print custom reports and record progress. DACTrak is not an Excel
spreadsheet, but actual software that has been developed by our company to assist with the implementation
and documentation of the City’s ADA plan and provides photographs of as-is site conditions, which has proved
to be valuable documentation. Findings and recommendations, in addition to other data are preloaded into
the DACTrak software. As DAC owns and licenses the DACTrak software, we can make custom modifications
for our clients.
The DAC team members proposed for the City of San Luis Obispo project have worked together on similar
projects. A few projects are listed below. References and a description for the scope of work are provided for
several of the following recent California projects:
City of Bakersfield
City of Banning
City of Bishop
City of Carlsbad
City of Carpinteria
City of Cathedral City
City of Claremont
10.b
Packet Pg. 177 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 4
City of Clovis
City of Cudahy
City of Cypress
City of Del Mar
City of Elk Grove
City of Fountain Valley
City of Glendale
City of Grass Valley
City of Hemet
City of Huntington Beach
City of La Mesa
City of La Quinta
City of Laguna Woods
City of Lakewood
City of Lincoln City
City of Los Alamitos
City of Manteca
City of Modesto
City of Moreno Valley
City of Newport Beach
City of Oroville
City of Palm Springs
City of Palos Verdes Estates
City of Paramount
City of Pismo Beach
City of Poway
City of Red Bluff
City of San Clemente
City of San Dimas
City of San Gabriel
City of San Jose
City of San Juan Capistrano
City of Santa Fe Springs
City of Shafter
City of Tustin
City of Waterford
City of Willows
County of Butte
County of Calaveras
County of Glenn
County of Kern
County of Marin
County of Okaloosa
County of Santa Clara
County of Shasta
County of Solano
County of Tehama
Desert Recreation District
Fair Oaks Recreation and Park District
10.b
Packet Pg. 178 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 5
DACTrak Accessibility Management Software
The accessibility management software is included at no cost to the City for the first year as the cost is paid by
the CJPIA. If the City decides to continue with the use of the web-based management software after the initial
year, the cost is $2,000 and includes unlimited seat licenses. The use of the DACTrak software includes the
storage and maintenance of the City data. If the City decides not to continue to use the web-based DACTrak
Accessibility Management
System to maintain, update
and document compliance
of the ADA plan, the data
can be transferred to an
Excel spreadsheet or an
alternate format. DAC has
found that usable and easy
to manage software
(instead of Excel
spreadsheets) is imperative
to maintaining and updating
the ADA plan.
Categories can be customized and findings organized as demonstrated in the screen shots of the DACTrak
software included in the supplemental materials Appendix.
PROJECT TEAM STAFFING AND RESUMES
Disability Access Consultants (DAC) has a dedicated team of fourteen professionals with backgrounds in
administrative leadership roles with public entities, construction and code enforcement. DAC is an equal
opportunity employer and our team composition includes minority and veteran representation. The team has
worked together on numerous ADA compliance projects with City governments and public entities. DAC works
with several large JPA’s and insurance pools to assist public entities with ADA compliance.
City Contacts
City of San Luis
Obispo
Barbara Thorpe
Project Manager
Srikant Talasila
Director of IT
Michael Boga
CASp-152, ICC
Facility Team Leader /
Quality Control
Candice Pursch
Field Inspection Supervisor
Field Inspectors (4-6)
Jennie Grover
Director of
Operations
10.b
Packet Pg. 179 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 6
The DAC team has a proven record to provide on-site services in a collaborative and efficient manner. DAC has
experienced team members who have worked with public entities for successful and on time completion of
numerous projects. Necessary staff members have ICC, NPSI, and CASp certification. A CASp certified Team
Leader will be involved with the project and field evaluations. The project team is organized to provide a
representation of skills needed to accomplish the project objectives. In addition, teams that have worked
together previously will be assigned to the City of San Luis Obispo project. Following are descriptions of key
team members’ qualifications and their assigned roles.
Barbara Thorpe, M.Ed., LOT
DAC Project Manager
As DAC Project Manager, Barbara will coordinate activities and schedules and report to the Director of Human
Resources or designee. Barbara will serve in the leadership role regarding the ADA Self-Evaluation of programs,
services, activities and events along with the review of policies and procedures. Barbara brings twenty years of
experience in public administration and providing services to individuals with disabilities to Disability Access
Consultants. As an administrator in a public entity, Barbara provides unparalleled understanding of the
application of the Americans with Disabilities Act and related legislation. In addition to assisting public entities
with compliance with the ADA, Barbara has conducted compliance reviews for the Department of the Interior
to audit for compliance with the ADA, Section 504 of the Rehabilitation Act and related civil rights laws and
regulations. Barbara has served as an expert witness for the Department of Justice, Office of the Attorney
General. Additionally, Barbara is a licensed occupational therapist. Barbara served on the Division of State
Architect Advisory Board and served as the vice-chair for the DSA Access Compliance Committee. Barbara has
worked on over 200 public entity projects that are similar to the City.
Michael Boga, B.A. Education, California Certified Access Specialist, ICC Accessibility, Usability and Plans
Examiner
Facility Team Leader
As manager of the production and the inspection team, Michael brings a unique blend of experience in the
building industry along with his understanding of individuals with disabilities to the accessibility team. Michael
is a certified accessibility specialist through the International Conference of Building Officials (ICC), certified in
Accessibility, Usability and Plans examination and is California certified CASp inspector #152. Michael has
completed the updated DSA courses regarding the 2010 California Building Code. Michael has provided
numerous staff development sessions to public entities regarding accessibility requirements. If requested,
Michael would provide training, assist with plan reviews and review new work completed for compliance, as
requested. Mike has worked on over 260 projects that are similar to the City of San Luis Obispo.
Jason Katz, B.S. Urban Planning, B.A. Sustainability and Urban Dynamics
DAC Accessibility Specialist
Jason brings to DAC a background in civil design with degrees in Urban Planning and Sustainability/Urban
Dynamics. Jason is also certified in Geographic Information Science and Auto CAD. Prior to becoming an
Accessibility Specialist with DAC, Jason has worked on projects to compare and estimate future urban area
population density differences using ESRI ArcMap 10, and also worked with the City of Mesa, Arizona to help
establish green building codes for City owned buildings.
Srikant Talasila
Director, Information Technology
Srikant brings many years of experience with information technology and management information services
from a large corporation. He has the ability to categorize and organize large volumes of information regarding
public and school facilities into a manageable database. He provides training and consultation to our clients in
the use of DACTrak. Srikant would work directly with City of San Luis Obispo staff to train and assist with the
data entry and management of data.
Jennie Grover
Director of Operations
Jennie draws on her experience in technical writing to provide leadership and management of the production
10.b
Packet Pg. 180 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 7
and technical writing team, organizing the completion of technical reports, as well as managing production
schedules, staff and timelines.
CLIENT REFERENCE LIST
The following are a few of the most recently completed references for scopes of work similar to the City of San
Luis Obispo that include City and County Governments and Park Districts. Numerous additional references are
available.
City of Bakersfield
Caleb Blaschke
City Manager’s Office, City Hall North
1600 Truxtun Avenue
Bakersfield, CA 93301
Phone: (661) 326-3745
cblaschke@bakersfieldcity.us
Project Name: ADA Self-Evaluation and Transition Plan
DAC provided an ADA Self-evaluation and transition plans of City
buildings, facilities and parks.
The City is using DACTrak Accessibility Management Software to
manage the implementation of the plan and document progress.
DAC also conducted the ADA Self-evaluation of programs, services
and activities and provided the City with an Executive Summary
detailing the results and recommendations.
City of Waterford
Matt Erickson
Public Works Director
101 E Street
Waterford, CA 95386
Phone: (209) 874-4095 ext. 130
merickson@cityofwaterford.org
Project name: ADA Self-Evaluation and Transition Plan
DAC conducted an ADA self-evaluation and Transition Plan for City
Buildings, facilities, parks and public rights-of-way
DAC has also assisted the City to perform a self-evaluation of
services, policies, programs and practices.
City staff is using DACTrak to update and implement their
Transition Plan.
City of Grass Valley
Bjorn Jones
Associate Civil Engineer
125 East Main Street
Grass Valley, CA 95945
Phone: (530) 274-4322
bjornj@cityofgrassvalley.com
Project name: ADA Self-Evaluation and Transition Plan
DAC created ADA self-evaluation and transition plans for City
buildings, facilities, parks and parking lots.
DAC also assisted the City to complete the evaluation of policies,
procedures, practices and programs, and provide opportunities for
public input.
The City staff is using DACTrak to update and implement their
Transition Plan for facilities.
DAC reviewed the City’s existing field assessment reports for curb
ramps and sidewalks, and made necessary recommendations to
complete a public rights-of-way Transition Plan
County of Inyo
Diane Fortney
Project Coordinator, Public Works
P.O. Drawer Q
Independence, CA 93526
Phone: (760) 878-0263
dfortney@inyocounty.us
Project name: ADA Self-Evaluation and Transition Plan
DAC recently completed an ADA self-evaluation and transition
plan for county buildings, facilities, parks and public rights-of-way
DAC provided the County with several options and methods to
advertise for public input and collect and compile the responses
themselves to help in the prioritization of the Transition Plan
County staff are currently using DACTrak to update and manage
the Transition Plan
10.b
Packet Pg. 181 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 8
City of Victorville
Christian Guntert
Director of Community Services
14343 Civic Drive
Victorville, CA 92392
Phone: (760) 955-5262
cguntert@ci.victorville.ca.us
Project name: ADA Self-Evaluation and Transition Plan
DAC is currently conducting an ADA self-evaluation and transition
plan for city buildings, facilities, airport, parks, public rights-of-way
and signalized intersections
DAC is also assisting the City to prepare the responses to their
annual Caltrans audit and on-going HUD audits
DAC is also assisting the City to advertise their current request for
public input, and compiling the results of the responses.
The City is currently using DACTrak to implement their transition
plan
City of Carlsbad
Ed Garbo
Risk Manager
1635 Faraday Avenue
Carlsbad, CA 92008
Phone: (760) 602-2471
Ed.garbo@carlsbadca.gov
Project Name: ADA Self-Evaluation and Transition Plan
DAC conducted an ADA self-evaluation and transition plan for City
buildings, facilities, and parks.
DAC has also assisted the City to successfully prepare and respond
to a current Caltrans audit.
DAC also assisted the City to perform a self-evaluation of services,
policies, programs and practices.
DAC is providing ongoing, as needed additional consultation such
as plans review.
The City is currently using DACTrak to implement their transition
plan.
City of Palm Springs
James Thompson
City Clerk
3200 E Tahquitz Canyon Way
Palm Springs, CA 92262
Phone: (760) 323-8204
jay.thompson@palmsprings-ca.gov
Project Name: ADA Self-Evaluation and Transition Plan
DAC conducted an ADA self-evaluation and transition plan for City
buildings, golf courses, pools, airport, parks and public rights-of-
way
DAC has also assisted the City to successfully prepare and respond
to a recent Caltrans audit
The City is currently using DACTrak to implement their transition
plan.
City of La Quinta
Terry Deeringer
Was Human Resources/General
Services Manager of City of La Quinta
at time of services
78495 Calle Tampico
La Quinta, CA 92253
Current contact information as
Director of Human Resources & Risk
Management for City of Indio
Phone: (760) 391-4008
Tdeeringer@indio.org
Project Name: ADA Self-Evaluation and Transition Plan
DAC has provided the City with an ADA self-evaluation and
transition plan for City buildings, parks, intersections and public
rights-of-way
The City is currently using DACTrak to implement their transition
plan.
Additionally, DAC provided the City with an assessment of City
policies and programs to determine if any were discriminatory to
individuals with disabilities.
10.b
Packet Pg. 182 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 9
City of Claremont
Jeff Baughman
Building Official
207 N Harvard Avenue
Claremont, CA 91711
Phone: (909) 399-5477
jbaughman@ci.claremont.ca.us
Project Name: ADA Self-Evaluation and Transition Plan
DAC provided ADA self-evaluation and transition plans of
buildings, parks, intersections, roadways, sidewalks and public
rights-of-way.
The City was provided DACTrak Accessibility Management
Software to manage the implementation of the plan, document
resources needed and document progress.
DAC also conducted the ADA self-evaluation of programs, services
and activities to determine if any were discriminatory for
individuals with disabilities and provided the City with an Executive
Summary detailing the results and recommendations.
County of Butte
Grant Hunsicker
Director of General Services
2081 2nd Street
Oroville, CA 95965-3413
Phone: (530) 538-2511
Ghunsicker@buttecounty.net
Benjamin Matray
County Architect
General Services Department
2081 2nd Street
Oroville, CA 95965-3413
Phone: (530) 538-6056
bmatray@buttecounty.net
Project Name: ADA Self-Evaluation and Transition Plan
DAC is currently working with the County to inspect County
facilities for compliance with the Americans with Disabilities Act
and California Building Code.
DAC is also performing a review of County policies, grievance
procedures and public notices to evaluate their compliance with
the ADA and suggest alternatives if necessary.
DAC is assisting the County in developing their updated transition
plan.
DAC has provided training to County staff on ADA compliance,
methods for reasonable accommodations, and effective
communications with individuals with disabilities.
City of San Clemente
Johanne Thordahl
Risk Mgmt. Analyst
100 Avenida Presidio
San Clemente, CA 82672
Phone: (949) 361-8203
ThordahlJ@san-clemente.org
Project Name: ADA Self-Evaluation and Transition Plan
ADA self-evaluation and transition plans of buildings, parks, piers,
beach areas, golf course, pools, beach concessions, lifeguard
areas, trails and public rights-of-way.
The City was provided DACTrak Accessibility Management
Software to manage the implementation of the plan, document
resources needed and document progress.
The ADA self-evaluation of programs, services and activities to
determine if any were discriminatory for individuals with
disabilities was completed by DAC.
DAC also assisted with the resolution of two complaints.
Disability Access Consultants has never been removed from a project or disqualified from proposing on a
project.
SUBCONSULTANTS
DAC does not use subcontractors or subconsultants, as DAC prefers team members that have direct
accountability and training by DAC to provide a seamless project delivery and interaction with City staff.
SCOPE OF WORK
Disability Access Consultants (DAC) understands that the City of San Luis Obispo (City) is seeking a qualified
firm to inspect, evaluate and prepare reports identifying potential barriers in the City-owned buildings, parks,
parking lots and public rights-of-way.
The inspections will identify barriers or potential barriers in accordance with applicable Federal and State
accessibility standards and regulations. In addition, it is understood that DAC will assist the City in developing
10.b
Packet Pg. 183 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 10
a schedule for barrier removal over time in a cost effective and realistic manner, using programmatic solutions
where available.
In order to successfully complete the project activities in a timely manner, DAC will work closely and
collaboratively with the City of San Luis Obispo without imposing unnecessary interruptions or burdens to City
staff. During the past 18 years, Barbara Thorpe and her team have developed ongoing working relationships
with City and County governments and have worked diligently to have clear lines of communication.
DAC has the extensive knowledge and experience with all Federal and State regulations during the past 18
years in business, that includes, but is not limited to the ADA up to and including the current 2010 American’s
Disability Act Standards (ADAS), 28 Code of Federal Regulation (CFR) 35, Title 24 California Building Standards
Code, Title II of the ADA, PROWAG, MUTCD, Section 504 and related Federal and State Standards and
Regulations.
Value Added Items to Enhance the Project at No Additional Cost or that Provide a Cost Savings
In addition to the above understandings and confirmations, DAC has found through its experience of working
with City and County Governments and Joint Power Authorities, such as the California Joint Powers Insurance
Authority, of which the City of San Luis Obispo is a member, that certain other items enhance the level of
success and implementation of ADA Transition Plans and Self-Evaluations by public entities.
The California JPIA (CJPIA) offers a discounted price to its members that has been negotiated with DAC. The
CJPIA is also assisting members, such as the City, with costs for selected services for ADA compliance.
The use of DACTrak by City staff to
conduct surveys at facilities, process
reports and manage the information
to implement and document the
plan may assist the City to more
efficiently and effectively achieve
the City’s project objectives and will
provide longevity to the plan.
As an additional value at no cost,
DAC provides at least one
photograph of each noncompliant
accessible item or element, a record
number for reference, estimated
costs and other features to assist
with the implementation of the
Transition Plan. To provide for easy
management of the transition plan
and documentation of compliance efforts, DAC has developed web-based software called DACTrak. DACTrak
is a powerful tool to manage and update the accessibility plan, project costs and document progress. Custom
reports can be easily prepared, printed and saved in a variety of formats.
Disability Access Consultants (DAC) includes the following additions at no additional cost:
Noncompliant findings and recommendations are included in the DACTrak software
One or more photographs of each noncompliant finding are included
Additional photographs can be viewed of the noncompliant item by one click
DACTrak provides a method to schedule and track the barrier removal
Documentation of progress and compliance using the progress reporting feature of DACTrak
Priorities can be established and further refined using DACTrak
10.b
Packet Pg. 184 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 11
DACTrak provides for an organized input method that captures all of the information gathered from the site
inspections with photographs for each noncompliant finding. In essence, all of the field information is captured
in a web-based software package and provides for “green” data collection and avoids paper and pencil
checklists and unorganized photographs. DACTrak can also be used on a tablet pc to add new facilities and
update compliance assessments and transition plans.
DAC has also found that having usable “software” and not just a database is very important to be able to easily
manage and update the transition plan. Our extensive experience with clients needing to have an easy to
manage and update plan was the catalyst for DAC to develop our DACTrak software for use by our clients.
Thus, other critical issues include:
Software to update and manage your Transition Plan
The ability to document progress and barrier removal
The ability to print custom reports
The ability to update the plan “automatically” when codes change without re-inspecting sites
The ability to project costs
The ability to add or delete facilities
DAC’s collection of actual measurements of as-is conditions and GIS information for public rights-of-way is
another value added item. The collection of an as-is condition is a valuable asset to allow the user to make an
informed decision based on an actual measurement. For example, if a “yes” or “no” approach is utilized to
indicate if an item is compliant, the user may not know what the actual level of noncompliance is and would
not be able to set a priority or severity rating. If codes change, the information collected can be reprocess
without the need to re-inspect, thus providing longevity of the plan and internal capacity of the City in a cost
effective manner.
SCOPE OF WORK OVERALL PHASES
DAC proposes to execute the project in two phases. Detailed activities and deliverables are provided in the
following scope of work description.
Phase I: Study and Evaluation - Self-Evaluation/Facility Survey/Barrier Assessment
a) DAC will conduct an initial project kick-off meeting, if requested, with selected City of San Luis Obispo staff
to establish roles and lines of communication, refine project goals, review the overall project schedule,
schedule surveys of City of San Luis Obispo facilities and identify key City of San Luis Obispo personnel
related to the project scope. Initial self-evaluation activities will be completed during this step.
b) The initial orientation meeting should include an assessment of previous compliance activities and areas
of current or potential litigation. The review of compliance activities and high priority areas will assist with
the development of an overall project plan. The review and documentation of prior initiatives will also
build a more defensible plan if the City is challenged by litigation.
c) DAC will conduct field surveys of the buildings and facilities listed in the property schedule, as well as the
City maintained public rights-of-way to sidewalks, curb ramps and signalized intersections.
d) Surveys will identify all physical barriers (interior and exterior) including the path of travel in and around
the facility and from the public right-of-way at each site in accordance with Title 24 of the California
Building Code and the ADA Standards (previously referred to as ADAAG).
e) DAC currently provides geographical information (latitude and longitude) for each identified exterior
barrier in the public right-of-way that can be incorporated into the City’s Geographical Information System
(GIS). DAC incorporated the map-linked GIS feature based on the needs of many of our City and County
clients. DAC uses a comprehensive approach to inspecting public rights-of-way (PROW). In order to
conduct an assessment of all the requirements in the PROW, DAC conducts manual measurements of the
field conditions and enters the information into our DACTrak pc tablet in the field. DAC has found that the
use of automated equipment for running slopes on sidewalks, such as ultra-light profilers, do not provide
10.b
Packet Pg. 185 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 12
an actual measurement, but only provide a chart showing ranges. In some cases, if a change in level is
greater than ½ inch, no actual quantifiable information is reported of how much greater or of the severity.
In order to get the actual measurements for the sidewalks and intersections, the use of a “profiler” does
not provide the measurements needed for items such as automated pedestrian signals and street
furniture.
f) As required by the ADA, the 2010 ADA Standards will be compared with state codes (Title 24 of the
California Building Code) and the standard that provides the greater level of accessibility utilized. As DAC
collects as-is field conditions and records all information, data can be reprocessed if codes change without
conducting a re-inspection, thus resulting in a significant savings when codes change and the plan needs
to be updated.
g) Provisions and standards for historic buildings will be applied as appropriate.
h) Assessments and reports will include a high degree of detail with photographs, code references, and cost
estimates. The DACTrak software and reports will include additional specifics, such as as-built dimensions,
progress reports, additional prioritizations, preset reporting features and other custom reports. Reports
will be delivered in the format requested, and reports will also be available using DACTrak. The inclusion
of photographs showing the as-is condition has proven to be valuable assistance to clients in the
formulation of the decisions regarding barrier removal priorities. The DACTrak software provides an easy
to use accessibility management platform that exceeds the ability to manage the plan by hard copies and
binders. The assessment report of each facility will include cost estimates to correct deficiencies in
accordance with the ADA, Title 24 of the California Building Code.
i) Barriers are identified by building, floor, or location and given a unique identifier record number (UIN) to
assist with navigation in the accessibility software and location of the finding and recommendation by area
and site. Estimated applicable costs will be given by item and element in accordance with industry
standards. Costs can be easily adjusted to adhere to any cost estimates the City may utilize.
j) Physical access problems that require structural solutions will be documented in the Compliance
Assessment/Transition Plan. The proposed method for removal will be provided. The transition plan will
identify physical barriers that may limit accessibility of City programs, services or activities for individuals
with disabilities. The schedule for removal of barriers and appropriate timelines will be developed in
consultation with the City.
k) The field survey information will be presented to the ADA Compliance Team as requested using the
DACTrak web-based accessibility management system. Many different types of reports will be available
for the City. Feedback will be incorporated as appropriate.
l) The survey data will be compiled into a Transition Plan which will identify actual as-is conditions and
prioritize current barriers, provide a schedule for barrier removal, as well as establish procedures for
addressing future accessibility issues. The Transition Plan data is able to be exported to Excel or PDF
formats. The Transition Plan data will include photographs, findings, recommendations, code references,
estimated costs, priority settings (in addition to prioritized report) in accessibility software for accessibility
management. Photographs and GIS coordinates are valuable for the development of the transition plan.
m) DAC will assist the City to solicit input from members of the community and persons with disabilities.
Methods will be utilized to solicit public input may include notices, information on the website and surveys.
n) The Transition Plan data will be provided using DACTrak which has management, monitoring, and web-
based tracking tools that allow staff to manage current and future accessibility issues, update the
deficiency status, and generate reports to show progress in meeting the Transition Plan requirements.
Phase II: Implementation Phase - Transition Plan Development
a) DAC will develop, in collaboration with the City a comprehensive ADA Self-Evaluation and Transition plan
for facilities, buildings, parks and public rights-of-way.
b) DAC will develop a first draft of the ADA Transition Plan with recommended priority levels.
c) DAC will meet with the City to review the draft document and incorporate any comments, changes or
feedback.
d) DAC will assist the City to conduct public outreach activities that may include website announcements,
10.b
Packet Pg. 186 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 13
postings, surveys, announcements, individual meetings and other activities as requested.
e) DAC will prepare and produce a second draft if necessary with a detailed description of the barrier and the
proposed method for barrier removal.
f) DAC will train the City in the use of the
DACTrak web-based accessibility
management system to prepare reports as
well as update and manage the ADA Plan.
g) DAC will provide an executive summary of
the project.
h) If requested, DAC can present the draft ADA
Transition Plan at a regularly scheduled
council meeting for discussion and for
informational purposes. DAC does not
recommend that the plan be adopted by the
City, as adoption is not required and may
cause additional discussion regarding
projected dates in the plan that are meant to
be “projected and estimated dates” and not
final dates of barrier removal.
i) DAC will provide the City with DACTrak, a web-based monitoring, tracking, and management system at
project completion. DACTrak allows users to review and update progress in barrier removal, and to
generate many different styles of reports to document progress. DACTrak contains one or more integrated
photographs that are attached to the finding, eliminating the need to reference another area or report
supplement. DACTrak is an actual accessibility management software, not just electronic database of items
contained in the Facility Survey Report. DAC has found that an electronic database or Excel format does
not provide the City with a tool containing integrated photographs needed to implement the plan, set
priorities, make notes and print custom reports. If the City does not want to use the software, the data
can be placed in an Excel spreadsheet.
DAC will license DACTrak to the City to manage all of the field data collected, print custom reports,
document progress, estimate costs and perform other management functions;
Data collected will be the property of the City should the City decide for any reason not to continue
to use the DACTrak accessibility intake and management software system;
The California JPIA, of which the City is a member, has an agreement with DAC to pay for the use of
DACTrak;
DACTrak will include and provide correlation with field data collected, reports, transition plans,
drawings, code references, estimated costs and photographs for each noncompliant accessibility item
or element;
Reference maps for GIS information will be provided in addition to a linked mapping system for each
item;
DACTrak provides a description, location and record number for each barrier that allows the user to
access the information and location
j) DAC will provide City staff with training regarding ADA Compliance from both a programmatic and
administrative point of view and also for facility management and maintenance.
10.b
Packet Pg. 187 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 14
COST PROPOSAL
1. Total Cost for the City of San Luis Obispo facility/park inspections is: $128,800
(Yellow highlights denote items for further discussion or sites that have been removed and/or adjusted from
original list during kick-off meeting).
Type Facility
1 B CITY HALL
2 B FIRE STATION NO 1
3 B FIRE STATION NO 2
4 B FIRE STATION NO 3
5 B FIRE STATION NO 4
6 B POLICE STATION
7 W WATER TREATMENT PLANT
8 W STENNER HYDRO PLANT
9 B CORPORATION YARD, OPERATIONS AND MAINTENANCE
10 WW WASTEWATER TREATMENT PLANT
11 B CITY/COUNTY LIBRARY
12 B RIFLE RANGE BUILDING
13 B COUNTY MUSEUM
14 B & P JACK HOUSE
15 B CHILDRENS MUSEUM
16 B & P MEADOW PARK AND RECREATION CENTER (includes Exposition Park)
17 B SLO SWIM CENTER
18 P SINSHEIMER PARK
19 P MITCHELL PARK
20 B MITCHELL PARK SENIOR CITIZENS CENTER
21 B WHALE ROCK RESERVOIR
22 B BUS MAINTENANCE FACILITY
23 P LAGUNA LAKE PARK
26 B MARSH STREET PKG GARAGE
27 B ART CENTER FACILITY
28 B PALM STREET PARKING GARAGE
29 B LUDWICK COMMUNITY CENTER
30 P SANTA ROSA PARK
31 B OLD CITY LIBRARY
32 P & R LAGUNA LAKE GOLF COURSE
33 P FRENCH PARK
34 B PARKS & RECREATION ADMIN
35 P ISLAY HILL PARK
36 B UTILTITIES ADMINISTRATION
37 PRADO DAY CENTER
38 B POLICE ANNEX
39 B OFFICE / PARKING STRUCTURE
10.b
Packet Pg. 188 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 15
40 P ELLSFORD PARK
41 P STONERIDGE PARK
42 P OSOS/TRIANGLE PARK
43 P LAS PRADERAS PARK
44 P PRIOLO-MARTIN PARK
45 P VISTA LAGO PARK
46 P ANHOLM PARK
47 P EMERSON PARK
48 P JOHNSON PARK
49 P LAGUNA HILLS PARK
50 P THROOP PARK
51 P MISSION PLAZA
52 P MISSION PLAZA EXTENSION
53 P MISSION PLAZA RESTROOM
54 P DAMON-GARCIA SPORTS FIELDS
55 P & R LAUREL LANE COMMUNITY GARDENS
56 P & R BROAD STREET COMMUNITY GARDENS
57 P BUENA VISTA PARK
60 K PARKING LOT #4
61 K PARKING LOT #10
63 K PARKING LOT #14
64 K PARKING LOT #15
B RAILROAD MUSEUM
65 K RAILROAD SQUARE PARKING LOT
66 B RAILROAD TRANSFER CENTER
67 P CHENG PARK
68 O GEARHART/MCBRIDE OPEN SPACE
69 B Emergency Dispatch Center
70 B Fire Storage Building
71 P DEVAUL RANCH PARK
72 B 610 MONTEREY
73 B 633 PALM
74 B 3320 BULLOCK
75 O RESERVOIR CANYON PKING & KIOSK
76 O CERRO SAN LUIS PARKING & KIOSK
77 O IRISH HILLS PARKING & KIOSK
78 O JOHNSON RANCH PARKING & KIOSK
79 P ETO PARK
p POINSETTIA MINI PARK
80 P POINSETTIA CREEK WALK
81 T BOB JONES TRAIL
82 P RAILROAD TRAIL 1&2
83 P RAILROAD TRAIL 4
10.b
Packet Pg. 189 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 16
84
85
86 O OPENSPACES WITH NO PARKING (JUST STREET PARKING)
BISHOP PEAK
BOWDEN RANCH
SOUTH HILLS
TERRACE HILL
ISLAY HILL
STENNER SPRINGS
2. Total estimated pricing for the inspection of Public Rights-of-Way: $108,070
202 Miles of Sidewalks, Curb Ramps, Intersections, APS Signals
Survey of an estimated 202 miles of City roadway miles, including sidewalks, curb ramps and APS
Intersections at a not to exceed cost of $108,070 using the rate of $535 per linear mile of sidewalk.
DAC will calculate the number of miles of sidewalk surveyed to calculate a total fee based upon the
miles surveyed only. For example, if the amount of sidewalk miles is less than the amount allocated,
the City will only be invoiced for the linear miles of sidewalk surveyed. The information from
the survey will be placed into DACTrak
3. Review of policies, procedures and programs cost: $5,000
Review of policies, procedures and programs and assistance with public input at a cost of $5,000
which is paid by the CJPIA for a net cost of zero.
4. DACTrak Licensing cost: $2,000
As a CJPIA member the cost of DACTrak Software licensing is $2,000/year. The cost includes
unlimited seat licenses.
Cost Summary
1. Total Cost for the City of San Luis Obispo inspection/surveys of facilities: $128,800
2. Total Estimated Cost for Public Rights-of-Way inspections: $108,070
3. Cost of review of policies, procedures and programs and assistance with public input: $ 5,000
4. DACTrak licensing cost per year: $ 2,000
TOTAL $244,670
10.b
Packet Pg. 190 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 17
SCHEDULE: SCOPE OF SERVICES SUMMARY BY ESTIMATED TIMELINES
Based upon experience, a project milestone chart is provided in weeks. It is estimated that the project will be
completed in five months, or sooner. The chart below is a summary of major milestones and is not necessarily
representative of all of the individual project activities.
Scope of Service –Activity or Task 1 2 3 4 5 6 7 8 9 10 11 12
DAC Team Meeting with City of San Luis Obispo; kick-off meeting;
survey methodologies, deliverables and schedule confirmation
Project planning, scheduling, procedures review
Review of policies, procedures and practices; analysis of existing
plan
Collaboration and confirmation of public input process
Public input and community outreach
Draft Self-Evaluation of services, policies, programs and practices
Field inspection data compiled (compiled on a daily basis and
available for review throughout the inspection process)
Presentation to selected City staff (recommended that the review
occur at several milestones, not only at the conclusion)
Solicit and record feedback from the City (several opportunities
for feedback)
Appropriate public input integrated into the surveys for further
prioritization
Incorporate and integrate the City’s current public right-of-way
plan as appropriate
Final Draft
Deliverables completed and presentation to the City Council
Consultant Responsibilities
DAC will arrange all project management activities for an efficient process to develop the ADA Transition plan
and provide the City with an anticipated project schedule prior to commencement of work.
DAC will perform all work in conformance with current City policies and procedures and carry out the
instructions received from the City, in cooperation with other City approved and involved agencies.
10.b
Packet Pg. 191 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 18
Additional Information
Conflict of Interest Statement
DAC does not have any financial, business or other relationship with the City that may have an impact upon
the outcome of this contract and does not have any current clients that may have a financial interest in the
outcome of this contract. Disability Access Consultants has no conflict of interest with the City of San Luis
Obispo, any associates, representative, consultants, sub consultants, or others.
DAC does not have any conditions that would affect our ability to perform the services described in this
proposal. DAC does not have any previous, pending or current litigation. Our firm has not been debarred,
suspended or declared ineligible to contract with any federal state or local public agency. The firm, owners or
president is not in the Federal Excluded parties List System (EPLS) for Ineligible Professionals and Debarred
Contractors.
Insurance Coverage and Stability
Disability Access Consultants carries all the necessary insurance coverage, such as general liability, automobile
liability, worker’s compensation and employer’s liability, and professional errors and omissions malpractice
liability insurance. DAC has a no claims record on all policies for our entire 18 years in business and does not
have any pending, previous or current litigation.
DAC has the financial, operational and staff stability to complete a quality and comprehensive project on time.
DAC has no adverse conditions.
Minority Utilization and Affirmative Action
DAC is an equal opportunity employer and has recruited minorities and veterans. DAC’s quality control team
leader is a Vietnam veteran with a disability.
Background Checks and Fingerprinting
All employees of Disability Access Consultants have been fingerprinted and have background checks. DAC has
FBI and DOJ fingerprint clearances on file for DAC staff. We have conducted studies for school districts, state
and local governments, the Federal Government, Judicial Chambers and Correctional Institutions that require
background checks. DAC has found that background checks are important especially in situations where
inspection staff may be working near children, and are required in certain situations.
10.b
Packet Pg. 192 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 19
Supplemental Materials
Sample DACTrak Screen Shots and Information
These samples are generated from the DACTrak Accessibility Management web-based software program. The
following screen shots are recent examples of the DACTrak Management software prepared for several public
entity clients.
Upon logging in to
the secure DACTrak
website, you are able
to choose the facility
you would like to
view and manage.
These two screen
shots are examples of
facility lists for two
recent public entity
transition plan
projects.
10.b
Packet Pg. 193 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 20
After choosing a
facility, you are
able to use Reports
drop down menu
to choose which
report style to
view. You may
also choose to
view multiple
facilities in one
report.
This screenshot is
an example of the
home page for a
Basic Photo
Report. The sort
and filter panel
allows users to
quickly run reports
that generate
findings for
specified locations
or categories, or by
progress, priority
or resolution
status.
10.b
Packet Pg. 194 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 21
These two screenshots
are examples of a
finding page in a Basic
Photo Report. This
type of report shows
the user the finding,
with accompanying
recommendation to
correct the non-
compliant item, the
associated photo, code
reference(s), estimated
cost to remove the
barrier, and any
progress that has been
added to update the
transition plan.
10.b
Packet Pg. 195 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 22
This screenshot is
an example of a
finding page in a
Dual Photo Report.
This type of report
shows the user two
findings per page,
with accompanying
recommendations
to correct the non-
compliant item, the
associated photo,
code reference(s),
and estimated cost
to remove the
barrier.
10.b
Packet Pg. 196 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 23
The Dual Photo and Basic Photo Reports may be exported to an Excel workbook for easy management of the
transition plan data. The Excel workbook exports into a pre-formatted table with the filter function atop each
data column. The report is a fully functioning Excel spreadsheet that may be sorted, filtered and manipulated
by the user. The column for Picture identification numbers includes cells that are live links to the second tab
of the workbook which contains report photos. Clicking the cell for a particular report finding will bring up the
associated picture on the Photos tab.
10.b
Packet Pg. 197 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 24
Users can update
progress using the
Tools drop down
menu.
Record Manager
allows each record
to be updated
individually.
Global Progress
Editor allows many
records to be
updated at once
with identical
information.
Priority Manager
allows many
records to be
updated at once
with unique
information.
Record Manager
allows the user
to choose which
record to update
individually.
10.b
Packet Pg. 198 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 25
Once a record is
chosen in Record
Manager, the user
can set the priority,
select the status of
progress, add
projected and actual
dates of completion
and also document
any notes regarding
the record.
This screen shot
represents an example
of a record with
progress, updates and
comments added.
10.b
Packet Pg. 199 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 26
This is an example of
Global Progress Editor,
where the user may
select many records to
update at one time. In
this example, the
category has been
filtered to Passenger
Loading Zones using the
Categories drop down
menu.
This is an example of
Priority Manager, where
the user may select
many records to update
with unique information
from one screen. The
user may select
progress information
from the drop down
menus and enter dates
for each line item. All
information is updated
with one click of the
Submit button. In this
example, the category
has been filtered to
Sinks using the
Categories drop down
menu.
10.b
Packet Pg. 200 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
Disability Access Consultants Proposal to the City of San Luis Obispo for ADA Consulting Services 27
When GPS information is recorded for the location of an outdoor finding, such as the sidewalk report below, a
Map Overlay report is available to view on DACTrak. This report shows a map of the area where the survey
was performed, and pinpoints the location of the finding. Clicking on the pinpoint brings up a screen showing
the finding, recommendation to bring the item into compliance, a photo of the finding and the associated
code references.
10.b
Packet Pg. 201 Attachment: b - DAC Proposal to City of San Luis Obispo - October 18 2016 [Revision 3] (1526 : MOU with CJPIA for ADA Services)
MEMORANDUM OF UNDERSTANDING This Memorandum of Understanding (MOU) is between the California Joint Powers Insurance Authority (CJPIA) and The City of San Luis Obispo (MEMBER) for purposes of authorizing work related to CJPIA’s ADA Assistance Program, which includes conducting self-evaluations and inspections, developing transition plans, and evaluating programs and services. Disability Access Consultants (DAC) will perform all work for MEMBER on behalf of CJPIA in accordance with all terms, covenants, standards and conditions set forth in that certain agreement between the CJPIA and DAC, entered into on November 12, 2015 of which MEMBER shall be considered a third party beneficiary to that agreement, and including any addenda thereof. Copies of the agreement and any addenda thereof are attached hereto as Exhibits “A” (DAC Proposal) and “B” (DAC Agreement and Addendum) respectively and incorporated herein by reference as if fully set forth herein. The City may terminate services provided by DAC pursuant to Section 8, Termination and Modification of the Professional Services Agreement between CJPIA and DAC. This MOU also discloses costs related to the aforementioned work, which will be billed directly to CJPIA. CJPIA will then invoice MEMBER, less the amount of CJPIA ADA Assistance Program funding. MEMBER agrees to pay the invoiced amount within 30 days of billing by CJPIA. 1. Total cost for all work to be performed by DAC, $ 244,670 as per attached DAC written proposal 2. Total program funding provided by CJPIA to be $ 23,500 paid directly to DAC on behalf of MEMBER for the aforementioned work 3. Total amount owed by MEMBER, representing $ 221,170 difference between Line 1 and Line 2, which will be billed by CJPIA ____________________________________ _______________ Katie Lichtig, City Manager Date ____________________________________ _______________ Roy Angel, Sr. Risk Manager, CJPIA Date Attachments: DAC Proposal, DAC Professional Services Agreement (including any addenda)
10.c
Packet Pg. 202 Attachment: c - MOU with CJPIA [Revision 2] (1526 : MOU with CJPIA for ADA Services)
Page intentionally left
blank.