R15-015 nr
1 RESOLUTION NO. R15 -015
2
3 A RESOLUTION OF THE CITY OF BOYNTON BEACH,
4 FLORIDA APPROVING AMENDMENT #1 TO CONSULTANT
5 AGREEMENT WITH ADAAG CONSULTING SERVICES, LLC.,
6 OF MIAMI, FLORIDA FOR AN ADA SELF - EVALUATION AND
7 TRANSITION PLAN OF PROGRAMS, SERVICES AND
8 ACTIVITIES, POLICIES AND PROCEDURES IN AN AMOUNT
9 NOT TO EXCEED $8,900.00; AND PROVIDING AN EFFECTIVE
10 DATE.
7 1
2 WHEREAS, on February 5, 2013 the City Commission approved a Consultant
3 Agreement with ADAAG Consulting Services, LLC., to comply with ADA Standards for
14 State and Local Government Facilities (Title II); and
15 WHEREAS, staff is requesting an amendment to the original contingency amount of
16 $5,162 plus an additional $3,738 for a total of $8,900 to meet compliance with applicable
17 accessibility regulations including Section 540, ADA, ABA and where applicable Chapter
18 11 of the Florida Building Code compliance: and
19 WHEREAS, the City Commission of the City of Boynton Beach upon
20 recommendation of staff, deems it to be in the best interest of the citizens of the City of
21 Boynton Beach to approve Amendment 1 to Consultant Agreement with ADAAG
Consulting Services, LLC., of Miami, Florida for an ADA Self-Evaluation and Transition
23 Plan of Programs, services and Activities and Policies and Procedures in an amount not to
exceed $8,900.00.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
2Ei THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
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1I Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
being true and correct and are hereby made a specific part of this Resolution upon adoption
hereof.
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111 Section 2. The City Commission does hereby approve Amendment 1 to
5 Consultant Agreement with ADAAG Consulting Services, LLC., of Miami, Florida for an
ADA Self - Evaluation and Transition Plan of Programs, services and Activities and Policies
and Procedures in an amount not to exceed $8,900.00, a copy of which is attached hereto as
Exhibit "A ".
Section 3. This Resolution shall become effective immediately upon passage.
1 PASSED AND ADOPTED this 3rd day of February, 2015.
,I
1 CITY OF BOYNTON BEACH, FLORIDA
1
1 YES NO
1
1 Mayor — Jerry Taylor
1i
1/ Vice Mayor — Joe Casello c/
1I
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Commissioner — David T. Merker
20
21 Commissioner — Mack McCray
2&
2 M Commissioner — Michael M. Fitzpatrick L.---- 2 �
2M
2: VOTE 5-0
21 ATTEST:
2:
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FIRST ADDENDUM TO THE "CONSULTANT AGREEMENT FOR ADA CONSULTANT
SERVICES"
This First Addendum shall take effect on signature by both parties.
THE CITY OF BOYNTON BEACH, FLORIDA, a municipal corporation, hereinafter referred to as
"CITY ",
and
ADAAG CONSULTING SERVICES, LLC, of Miami, Florida hereinafter referred to as
"CONSULTANT"
WITNESSETH:
1. The Agreement between the CITY and CONSULTANT entered into the Agreement February 5,
2013 is amended as follows:
In consideration of the mutual terms and conditions, promises, covenants and payments
hereinafter set forth, CITY and CONSULTANT agree as follows:
Article 1. Services:
To expand the scope of work to include a Self- Evaluation and ADA Transition Plan
for the City of Boynton Beach programs, services and activities with policies and
procedures as it relates to compliance with applicable accessibility regulations including
Section 504, ADA, ABA, and where applicable, Chapter 11 of Florida Building Code
Compliance.
Article 3a. Payment
Payment for the additional work provided by Consultant shall be $8,900.00
2. All other terms and conditions of the Agreement not specifically amended shall remain in full
force and effect for the balance of the term of the Agreement.
IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day and year
first written above. nn
DATED this 1— day of at AAJC , 2015.
CITY OF BOYNTON BEACH
4 hu 6� ctr Cfta
Lori LaVe q ity Manager
Approved as . Form:
Approved as to Form:
Ja es A. Chero itye to I e
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Attest/Authenticated:
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Jan: M. Prainito, City Clerk ti T r 6�
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ADAAG CONSULTING SERVICES, LLC
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P. tNameandTite)
STATE OF FLORIDA
COUNTY OF
BEFORE ME, an officer duly authorized by law to administer oaths and take
acknowledgements personally appeared , and acknowledged
He /She executed the foregoing Addendum to Agreement for the use and purposes mentioned in
it, and that the instrument is His/Her act and deed.
IN WITNESS OF THE FOREGOING, I have set my hand and official seal in the State
and County aforesaid on this day of 2015.
NOTARY PUBLIC
My Commission Expires:
\5 - co\ 5
ADAAG
C )N 1. ING SVI
January 23 2 015
PROPOSAL
Ms. Carisse LeJeune,
City Manager's Office
City of Boynton Beach
100 E. Boynton Beach Blvd.
Boynton Beach, FL 33435
Re: "City of Boynton Beach ADA Self- Evaluation and Transition Plan of Proj'rams,
Services and Activities and Policies and Procedures."
Dear Ms. LeJeune,
Below find the proposal for the Self- Evaluation and ADA Transition Plan development for City
of Boynton Beach's programs, services and activities, and policies and procedures as it relates to
compliance with applicable accessibility regulations including Section 504. ADA, ABA, and
where applicable Chapter 11 of Florida Building Code compliance (collectively named the
regulations). ACS will conduct a review of the programs, services and activities, and policies and
procedures for the City's Departments, and submit a comprehensive accessibility compliance
evaluation as it relates to compliance with Title 1I ADA Self - Evaluation and Transition Plan. The
review will be based on the Department of Justice's Technical Assistance ADA Title II Toolkit
for State and Local Governments incorporating comments and guidance to achieve compliance
with the regulations. The scope of work is described below and will include the following:
1. ADA Coordinator selection, roles;
2. Compliance with the regulations;
3. Notice to comply with the regulations;
4. Review of programs, services and activities for compliance with the regulations;
5. Review of policies and procedures for compliance with the regulations;
6. Review of effective communication for compliance with the regulations;
7. Review of Grievance /Complaint Procedure for compliance with the regulations;
www adaag -t onsultrng.cort c) c<<rr1dadgc ng.corn
Miami New York Dallas Los Angeles Louisiana
1 385 Coral Wey PH 401 1 18A Fulton Street Ste 106 4447 N Central Expwy Ste 110-338 4470 W Sunset Blvd Ste 370 1631 Elysian Fields Ay St 119
Miami, FL 33145 New York, New Yvk 10036 Dallas, TX 75205 Los Angeles, CA 90027 New Orleans, Lit 70117
Tel 305 285 7373 Tel 917 470 9881 Tel 214 295 6136 Tel 213 291 9855 Tel 504 324 2571
Fax 305 285 2363 Fax 917 438 0992 Fa. 214267i3765 Fax 213 291 1448 Fax 504 324 2589
Scope of Work
City of Boynton Beach — Self- Evaluation of Programs, Services and Activities,
Policies and Procedures the ADA Transition Plan
ACS can conduct an evaluation of the City's programs, services, activities and #r
policies and procedures to develop an ADA Self- evaluation and Transition Plan. *,,
Such services will incorporate an evaluation of services, programs and f
communications that limit the accessibility of programs or activities to persons with
disabilities. ACS will review and evaluate City's programs and services and
communications pertaining to accessibility for individuals with disabilities, to
outline the complaint processing procedures will ensure compliance with ADA so
that no otherwise qualified disabled individual be denied the benefits of, or be
subjected to discrimination in programs or activities sponsored by City. The
approach to perform the Self- Evaluation and Transition Plan will be using a methodology consisting of three simple
steps Evaluation, Data Analysis, and Proposal Development. The work plan and schedule is based on the meetings,
review of programs and services, self - evaluation, and transition plan. The City's availability and ACS' manpower,
turnaround time and personnel assigned by the Project Manager and the Operations and Logistics Department, will
refine the preliminary bar schedule. Upon notice to proceed, the schedule will contain an approximate time for the
project, a critical path with milestones and float dates indicated by overlapping tasks and simultaneous activities to
maintain the timeline.
The first step is creating an inventory of programs, services and activities and communication that can potentially
discriminate against individuals with disabilities. To achieve this, all relevant documents regarding programs, services
and communication will be requested from the City.
The following is the level of support and information required from the City
a) All relevant information for City's services, programs and communications.
b) The contact information for Department heads and/or liaisons that will serve as point of contact and be
responsible for implementing the changes.
c) If applicable, a copy of any formal complaints regarding access to any of the programs by members of the
disabled community.
d) Coordinate with City to grant access to information regarding programs, services and communications.
During the kick -off meeting the department heads and /or officials responsible for implementing the changes will be
introduced. The departments potentially anticipated to participate are the following City Administrator, Human
Resources, Public Works and Engineering, Emergency Services, Fire Department, Police Department, Parks and
Recreation, Transportation, etc. In addition, meetings with the ADA Steering Committee and Department Heads to
identify potential areas of concern that need evaluation This preliminary evaluation will further refine the programs
and services subject to the scope of the evaluation.
The City personnel will complete questionnaires regarding the types of services and programs. Questionnaires based
on the Department of Justice ADA title II checklist for public entities will be submitted to each one of the Department
heads and /or liaison to be completed. This step is necessary as each Department head knows the programs and
services conducted by each Department. It is the Department head's responsibility to convey the questionnaires to
the managers responsible for each one of the services and programs.
The completed questionnaires will be returned to ACS and evaluated for compliance following the DOJ ADA title II
Technical Assistance Manual. The outcome of the assessment of the questionnaires will be the self - evaluation that
will include a comprehensive list of recommendations for improvement, steps that need to be implemented, and
wording that can be removed, modified and /or improved for the programs and services.
ADAAG Consulting Services, LLC (ACS)
Scope of Work
City of Boynton Beach — Self- Evaluation of Programs, Services and Activities,
Policies and Procedures the ADA Transition Plan
The services will be processed by Certified Accessibility Consultants submitting the deliverables of a comprehensive
written report and CD Rom of the evaluation and transition plan that will be in Microsoft Word /Excel format to be used
by City officials. After the Self - Evaluation is completed, the deficiencies that are noted in terms of language and
procedures will be analyzed to offer alternatives solutions. The ultimate goal of the evaluation and Transition Plan is
to verify if the current programs provide comparable choices to persons with disabilities having in consideration the
economic impact of various alternatives, and guaranteeing accessibility in the most cost - effective manner to the City.
A preliminary evaluation of the programs will provide an idea of recommendations involved in the transition plan.
The solutions will be summarized and prioritized to offer access to the programs within the .0 11.14 ) 1„,
most integrated settings. Upon outlining the proposed recommendations for language and
policies for the programs and services, the solutions will be discussed with City personnel.
Alternative equivalent, facilitation /accessibility /usability /program access recommendations
for modifications will be issued by James R. Harding, the accessibility/ usability /program
access specialist.
ACS will examine the City's current policies and practices pertaining
� * non - discrimination for individuals with disabilities to ensure that in
addition to providing an environment that fosters and promotes equal
opportunity and complies with minimum basic non - discrimination
v e requirements that prohibit exclusion, segregation, and unequal
treatment. Based on said discussions, a person responsible for the
solutions, a schedule and an estimated cost will then be incorporated
to establish the ADA transition Plan. The funding sources will be discussed with the City to determine what is readily
available in terms of allocating funds, setting up a timeframe, deadlines and milestones during the interim process.
When the FINAL ADA Transition Plan has been approved a meeting with the City Commissioners will be held to
present the Plan.
The following activities are included in the approach for the Scope of Services.
- Kick -off Meeting
- Designation of ADA Coordinator review
-Roles of ADA Coordinator review
- Notice of compliance with the ADA
- Notice of ADA Self- evalaution and Transition Plan
- Review of Programs, Services and Activities
- Review of Policies and Procedures
- Review of ADA Grievance Procedure /ADA Complaint Procedure
- Effective Communication
— Upon the City's request, ACS can provide technical assisstance throughout the
term of the contract offering information and guidance to assist the ADA
=== Coordinator and City personnel.
sr
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ADAAG Consulting Services, LLC (ACS)
The fee for providing the self - evaluation and ADA transition plan of programs, services
and activities, and policies and procedures as described above would be based on the
standard hourly fee schedule submitted along with our previous contract, and depending
on the time to conduct the review of policies and procedures provided by the City. It is
estimated that the entire review can be completed within 90 days. I am available to
answer any question or submit any additional document or information not contained
within this proposal.
BOritOn Beath Prtnxisal
Midas' and r senikes and
Aceinties
Sa-Evaisathst as* - Pisa
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NO. NNEL TITLE WRNS TOTAL
RATE
1 Project Director- Principal 0 $175.00 $0.00
2 Project Manager - ADA Consultant 4 $165.00 $660.00
3 ADA Surveyor - ADA Consultant 54 $150.00 $8,100 00
4 Clerical - Administrative - Logistics 4 $35.00 $140.00
Total $8,900.00
No. E�r;01ltrattl t & ADA Transition Htsurly TOTAL Hours Plan Rate
1 Self Evaluation
Project Director - Pnncipal 0 $175.00 $0.00
Project Manager - ADA Consultant 2 $165 00 $330 00
ADA Surveyor - ADA Consultant 31 $150 00 $4,650 00
Clerical - Administrative - Logistics 2 $35 00 $70.00
_ $5,050.00
2 ADA Transition Plan
Project Director- Principal 0 $175 00 $0 00
Project Manager - ADA Consultant 2 $165.00 $330.00
ADA Surveyor - ADA Consultant 23 $150.00 $3,450 00
Clerical - Administrative - Logistics 2 $35 00 $70.00
$3,850.00
62 $8,900.00
// )
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ADAAG Consulting Services, LLC
Jackeline Londono / For the Firm