Title
Contract Award to Dude Solutions, Inc. for Phase II ADA Self-Evaluation of Facilities and Public Use (B)
Explanation
Pursuant to Equal Opportunity Policy #6, the Equal Opportunity Director/ADA Coordinator kicked off the Americans with Disabilities Act (ADA) Self-Evaluation Process evaluating its programs, services and activities in July 2016. The Office of Equal Opportunity, in conjunction with all charter officers and departments in General Government and Gainesville Regional Utilities, completed Phase I of the ADA Self-Evaluation Process focused on programs, services and activities in January 2017. The self-evaluation process and recommendations were approved by the city commission which included initiation of a Phase II ADA Self-Evaluation Process focused primarily on facilities and public use.
The Phase II ADA Self-Evaluation will identify programmatic or physical barriers which prevent access to individuals with disabilities. The Phase II ADA Self-Evaluation will survey and review targeted high traffic General Government and Gainesville Regional Utilities facilities totaling approximately 878,856 square feet, 3 swimming pools, and 13 parks. After initial completion, the Equal Opportunity Director/ADA Coordinator, will assess if the effort can be expanded to include additional facilities, parks and public use areas.
The ADA states that its purpose is to provide a “clear and comprehensive national mandate for the elimination of discrimination against individuals with disabilities.” Title II under the ADA requires that public entities with 50 or more employees do the following: Designate a responsible employee to coordinate and ensure ADA compliance, provide notice of ADA requirements, establish a grievance procedure, conduct a self-evaluation and develop a transition plan. The city is in compliance with these requirements. The Phase II ADA Self-Evaluation process serves as continued demonstration of the City’s good faith efforts to comply with the Americans with Disabilities Act.
In May 2017, a formal solicitation was conducted seeking vendors to provide a self-evaluation and ADA transition plan. The solicitation resulted in one formal response with a projected cost of nearly $1 million and was rejected based on being over budget. In July 2017, an informal request for quotes and information was sent to various firms yielding two responses. EMG proposed a fee of $235,741.00 and Dude Solutions, Inc. proposed a fee of $148, 862.
Dude Solutions, Inc. was contracted in July 2016 by the City’s Facilities Department to conduct forecasting and a facilities condition assessment, which includes components necessary for the ADA evaluation and transition plan. Because Dude Solutions has previously gathered much of the information necessary to perform the self-evaluation and ADA transition plan through its current contract with the city, this procurement would qualify as a specified source under the City’s procurement policy.
The Equal Opportunity Director/ADA Coordinator seeks to enter into a contract with Dude Solutions, Inc. as they have a solid grasp of all General Government and Gainesville Regional Utilities’ facilities and areas of public use and could quickly mobilize to deliver results.
The Equal Opportunity Director/ADA Coordinator worked with the Facilities Manager, Assistant Director of Parks, Recreation and Cultural Affairs, and Procurement Director on this effort.
Fiscal Note
The proposed cost is $148, 862, slightly lower than the proposed budgeted amount of $150,000 included in the 2017-2018 proposed budget. Fees include project set up, mobilization, assessment data collection and assessment report, set-up, and population of Capital Forecast.
Additional funds are available only if the scope of services is expanded to include additional facilities, parks or areas of public use. Dollars from Wild Space Public Places also includes $50,000 towards ADA compliance over two years, if additional reviews are needed. Gainesville Regional Utilities has previously committed $80,000 for ADA Compliance, if additional assessments are needed.
The proposed award is under budget.
Recommendation
The City Commission 1) approve the proposed award; and 2) authorize the Equal Opportunity Director/ADA Coordinator to execute a contract, subject to approval by the City Attorney as to form and legality.