Americans_with_Disabilities_Act_(ADA)_Accessibility_Evaluation_and_Transition_Plan.pdf

Americans with Disabilities Act (ADA) Accessibility Evaluation and Transition Plan

Request For Proposal (RFP #RFP-2024-0194)

Tuolumne County

Human Resources

Issued: Friday, September 6, 2024

REQUEST FOR PROPOSAL (RFP No. RFP-

2024-0194)

AMERICANS WITH DISABILITIES ACT (ADA)

ACCESSIBILITY EVALUATION AND TRANSITION

PLAN

Deadline for Submission of Proposals: Monday, September 30, RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/tuolumnecountyca

Table of Contents

1. Introduction

2. Scope of Services

3. Minimum Qualifications

4. Proposal Package Requirements

5. Evaluation of Proposals

6. RFP Process

7. Contract Information

Attachments:

A - EXHIBIT A- Co Property list as of Sept 2024

B - EXHIBIT B- Sample PSA- Americans with Disabilities Act (ADA) Accessibility Evaluation and Transition Plan

1. Introduction

1.1. Summary

To comply with the requirements of Title II of the Americans with Disabilities Act (ADA), the

County of Tuolumne (herein known as the “COUNTY”) is seeking the services of a professional to perform a comprehensive assessment of COUNTY buildings/properties both owned and leased, roads, sidewalks, and parks regarding the provision of access to County programs, services and activities for persons with disabilities. The assessment shall result in the production of a County of Tuolumne Self-Evaluation and Transition Plan in accordance with federal and state statutes and regulations in addition to Title II of the ADA, Cal Trans requirements, the

California Manual on Uniform Traffic Control Devices (CAMUTCD) and the Public Right-of-

Way Accessibility Guidelines (PROWAG). COUNTY staff has already addressed the information technology aspects of the Transition Plan.

The COUNTY seeks to identify areas of current or potential non-compliance and identify areas that may be impacted by anticipated changes in law. The COUNTY also seeks to identify de minimis barriers. Deliverables will include a summary of findings intended for internal use only, accompanied by an executive summary that will be released publicly. The executive summary can be all inclusive for all buildings/properties both owned and leased, roads, sidewalks and parks. The COUNTY will also require a summary based upon liability exposure. County

Counsel shall be included in the discussion for details on the final documents.

Proposals must be received no later than 5:00 p.m. on September 30, 2024.

1.2. Background

The County of Tuolumne provides a wide range of services to its residents and visitors and has a commitment to ensure that its physical property and programs are fully accessible to all. As a recipient of federal funds, the County is bound by all federal Civil Rights laws, including the Fair

Housing and Employment Act (FEHA), and the Americans with Disabilities Act (ADA), as well as all other federal and state laws and statutes. The County owns and leases spaces throughout the County and intends to work with all property owners, County departments, and the selected vendor through this competitive process to develop a self-assessment and transition plan that is fully compliant with all laws and that outlines a plan to correct any current deficiencies that may inhibit its ability to fully serve all people.

This contract is for a comprehensive assessment of County buildings and properties both owned and leased, roads, sidewalks, and parks. The assessment is not to exceed 200 buildings/properties. The approximate square footage for all County owned and leased buildings, outside recreation areas and out-buildings, is 750,000 square feet. All park locations and amenities at the parks must be evaluated. It should be noted that the County does not own any trails and thus are not to be assessed.

The County maintains the street sidewalks in the County-maintained road network in approximately eight (8) different communities including Columbia, Jamestown, Twain Harte, East Sonora, Tuolumne, and Groveland. The County also maintains sidewalks around most

County properties. The County maintains approximately five (5) miles of sidewalks in these communities except along state highways frontages, forest roads, or within the City limits of

Sonora. The number of curb ramps is unknown, but the exact number will be provided after award of the contract. There are twelve (12) County-maintained signalized intersections (three of which are shared responsibility with the incorporated City of Sonora) and an unknown number of unsignalized intersections. There are approximately forty (40) unsignalized intersections in the communities with sidewalks.

The County does not have a “liaison” team member from each department to advise through the process, however there are subject matter experts from Public Works, Community Development

Department, Facilities Management, and Risk Management to assist the selected vendor. The

County does not have an existing committee or advisory board related to this project.

County voting stations are included in the facilities requiring review. The County owns or leases buildings when voting occurs, with the exception of one, the Twain Harte Bible Church. It is leased on an as-needed basis for voting and should not be reviewed.

The County can provide some floor plans for its buildings, but does not have a complete set for every property.

All park, buildings, and property locations are included in Attachment A.

The County retains the right to modify the property list below.

TYPE OF PROPERTIES

Owned & Leased Office

Buildings

45+

Owned & Leased Historic

Buildings

20+

Parks/Pools/Recreational

Areas

20+

Airports 2

Animal Services/Kennels 1

Clubhouses and Meeting

Halls

10+

Fire Stations and

Ambulance Stations

10+

Jail/Correctional 2

Landfill/Solid

Waste/Recycling/

5+

Library Facilities 5

Public Works

Shops/Yards/Garages

10+

Residential Dwellings 10+

Storage Buildings/Sheds 20+

Approximate Building

Square Footage

750,000

Communities 8

Sidewalk Mileage 5 approx.

Signalized Intersections 12

Unsignalized intersections with County-maintained

Sidewalks

40 approx.

1.3. Contact Information

Sarah Olson

Risk Analyst

2 South Green Street

1st Floor

Sonora, CA 95370

Email: solson@co.tuolumne.ca.us

Phone: (209) 533-6956

Department:

Human Resources

Department Head:

Tracie Riggs

County Administrative Officer

1.4. Timeline

Release of published RFP September 6, 2024

Deadline for receiving all questions September 18, 2024, 12:00pm

Question Response Deadline September 20, 2024, 5:00pm

Deadline for RFP responses to be received by County

September 30, 2024, 5:00pm

Review Committee evaluates and ranks proposals

October 2, 2024 mailto:solson@co.tuolumne.ca.us tel:(209)533-6956

Commencement of negotiation period October 3, 2024

Notice of contract award (Tentative) October 3, 2024

Deadline for protests/appeals

(Tentative)

October 17, 2024

Contract executed (Tentative) November 1, 2024

2. Scope of Services

2.1. Scope of Services

A. Review the COUNTY's existing assessment of limitations to full accessibility.

B. Conduct a complete evaluation of all buildings/ properties both owned and leased, roads, sidewalks, and parks, to confirm all necessary improvements and physical changes required to render our properties fully accessible, including building improvements, furniture, fixtures, and signage available to and necessary for members of the public and

County staff.

C. Review and evaluate County policies, procedures, and programs to identify potential inconsistencies with the ADA that impacts members of the public and County staff. The review shall evaluate current level of program accessibility, including accessibility requirements, participation requirements, communications, and emergency procedures.

D. Identify accommodations that can be provided to assist people prior to implementation of needed changes.

E. Recommend permanent accommodations of historic buildings that may be necessary for some employees and members of the public after improvements are made.

F. Develop a Transition Plan, identifying the physical obstacles in the County’s facilities that limit the accessibility of its programs or activities to individuals with disabilities, and proposes a systematic, scheduled plan to retrofit sidewalks and ramps to ADA compliance, and add ADA-compliant ramps in locations where they are absent.

G. Develop a preliminary budget estimate utilizing prevailing wage, schedule, and process which the COUNTY can use to plan for the implementation of recommended changes and improvements that will remove existing barriers to accessibility. Itemize recommendations by criticality and budget implications and include any recommended funding sources, State or federal grants, or other sources.

H. Provide draft written report of all findings and recommendations no later than April 01, 2025 at 4:00 PM

I. Provide a full written report of all findings and recommendations no later than June 02, 2025 at 4:00 PM

3. Minimum Qualifications

Interested and qualified Consultants that can demonstrate their ability to successfully provide the requested services outlined in the Scope of Services of this RFP are invited to submit a proposal, provided they meet the following requirements. If these requirements are not met, the proposal may not receive further consideration, as determined at the sole discretion of the COUNTY.

A. The Consultant must have a minimum of three (3) similar projects within the last five (5) years providing equivalent or similar services as those identified in the Scope of Services.

B. The Consultant must have a Project Manager assigned to the contract with five (5) years of recent experience, providing services equivalent or similar to the services identified in the Scope of Services.

C. The Consultant must have sufficient staff and/or sub-consultants available with experience in the disciplines required for this project.

D. The Consultant’s staff and/or sub-consultants performing inspections as outlined in the Scope of Services, must be under the supervision of someone who is CASp certified.

E. The Consultant must possess experience in evaluating historic structures for accessibility.

F. The Consultant shall provide a description of local, state, or regional experience.

G. The Consultant must have the administrative and fiscal capability to provide and manage the proposed services.

4. Proposal Package Requirements

Proposals are to be straightforward, clear, concise and responsive to the information requested.

In order for proposals to be considered complete, proposers must provide all requested information.

Each proposer must submit their response online via Tuolumne County's e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca.

4.1. Proposal Elements*

A. Statement of Understanding and Approach o This section must demonstrate an understanding of the required Scope of Services.

Statement should describe the general approach, organization and staffing required for the Services requested.

o This section should include the following:

▪ Describe your approach to providing the required Scope of Services described in this RFP in a high quality, cost-effective, environmentally-sound manner that will meet the County’s desired outcome and timeline.

▪ Demonstrate a thorough conceptual and technical understanding of the purpose and scope of the project. If planning to subcontract out for any services in the

Scope of Services, identify which items. Demonstrate your ability to educate and train any subconsultant used on plan components and associated tasks.

▪ Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.

▪ Detailed description of specific tasks you will require from County staff. Explain what the respective roles of County staff and your staff would be to complete the tasks specified in the Scope of Work.

o This section shall include contact person information, address and telephone number of the company main office and branch offices. Each Company shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that Company believes may be pertinent to the selection process may be provided.

o The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years. If the Services require a license or certification, the

Proposal shall include any claims or disciplinary action taken against Company or any of Company’s key personnel within the past five years.

B. Company Personnel o This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services. Members of the Company’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this

Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the

Company shall identify how long the Company has worked with the subcontractor.

o An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.

C. Disclosure o Please disclose any and all past or current business and personal relationships with any current County elected official, appointed official, County employee, or family member of any current County elected official, appointed official, or County employee. Any past or current business relationship may not disqualify the firm from consideration.

o Please disclose any debarment or other disqualification as a vendor for any federal, state, or local entities. Company must describe the nature of the debarment/disqualification, including where and how to find such detailed information.

D. Experience and References o The Proposal must demonstrate that the Company, or its key personnel, meets the minimum experience requirement in in the Minimum Qualifications Section with a legally registered business name, that provides services of a similar type and scope as described in the Scope of Services. A Company shall not have filed for bankruptcy under any business name over the past five (5) years.

o Company shall provide specific information in this section concerning the firm's experience in the services specified in this RFP. Examples of completed projects, as current as possible, should be submitted, as well as contact for those projects. Please provide names, addresses, and telephone numbers of contact persons within three (3) client agencies for whom similar services have been provided.

o Company shall provide at least 3 references, within the past 5 years, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include client names, addresses, telephone numbers and e-mail addresses of the clients for whom prior work was performed and include an explanation of the services provided along with project start and end dates.

E. Timeline o Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.

*Response required

4.2. Proposal Cost*

Proposer shall upload a fee schedule here.

• The proposal shall clearly state all of the cost associated with the project.

• The proposal shall provide a rate sheet/ hourly rate should the COUNTY choose to amend the number of facilities in the plan.

*Response required

5. Evaluation of Proposals

The objective is to perform a thorough and fair evaluation of submitted proposals and facilitate the selection of a contractor/consultant that best satisfies the County’s requirements. The following describes the evaluation process and associated components.

A. Selection Process:

1. The County shall name, for the purpose of evaluating the proposals for this RFP, a

Review Committee composed of representatives from the County. The County may also elect to include as part of the Review Committee qualified representatives from other agencies or entities.

2. Proposal documentation requirements set forth in this RFP are designed to provide guidance to proposers concerning the type of information that will be used by the

Review Committee. Proposers shall be prepared to respond to requests by the Review

Committee for additional items deemed necessary to assist in the evaluation process.

B. Evaluation Criteria & Scoring:

1. The Review Committee shall be responsible for performing the evaluations of each proposal. Each member of the Committee shall rate the proposers separately. The scores of each of the Committee members shall then be averaged to provide a total score for each of the proposers. The proposals shall be evaluated on the following categories and the maximum weight possible for each category is listed below.

C. Award:

Award will be made to the qualified proposer whose proposal will be most advantageous to the

County, with price and all other factors considered. The County will negotiate with the highest ranked proposer to develop the scope of work and contract for mutual satisfaction.

If the County cannot successfully negotiate a contract with the highest ranked proposer, the

County will terminate negotiations and begin negotiations with the next highest ranked proposer.

Proposers will receive mailed Award/Non-Award notification(s), which will include the name of the proposer to be awarded this contract.

Proposers are advised County reserves the following prerogatives:

• To reject any or all proposals;

• To consider historic information and fact, whether gained from the proposer’s proposal or any other source, in the evaluation process; and

• The proposer is cautioned that it is the proposer’s sole responsibility to submit information related to the evaluation categories and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of the individual or firm to submit such information may cause an adverse impact on the evaluation of the proposal.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Completeness of Proposal Pass / Fail 1 (1% of Total)

2. Qualifications 0-10 Points 40 (40% of Total)

3. Service Delivery/Methodology 0-10 Points 29 (29% of Total)

4. Reasonable Cost of Service 0-10 Points 30 (30% of Total)

6. RFP Process

6.1. Submittal of Proposals

Sealed proposals must be received online, NO LATER THAN 5:00 pm on Monday, September

30, 2024.

Proposals are to be submitted electronically using Tuolumne County’s e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. Proposals will be received only as instructed above, and must be received before 5:00 pm on Monday, September 30, 2024.

Proposals shall not be submitted via hard copy, (hand delivered or mailed), facsimile, nor via email. It is the sole responsibility of the proposer to properly upload its proposal so that it is received by the time and date required. Any proposal received after said time and/or date or in any other format other than as instructed herein, cannot be considered and will not be accepted.

The County’s e-Procurement Platform records the time stamp for every proposal submitted properly in the system. Once a proposal is submitted in the e-procurement platform, the Proposer will receive an email confirmation, and the proposal status will also show as “submitted.”

6.2. Submitter's Questions

Questions regarding the RFP must be submitted exclusively in writing to the County by 12:00 pm on Wednesday, September 18, 2024 via the County’s e-Procurement platform, in the Q&A tab. Except for questions that might render the award of this contract invalid, the County will not respond to any questions submitted after this time. The County will use an addendum to the RFP to post any questions received, along with written responses, on Tuolumne County's e-

Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. It is the responsibility of the proposers to check the County website to review the questions and responses. Any oral responses to questions are not binding on the County.

6.3. Cost of Developing the Proposal

All costs incurred in the preparation of a proposal are the responsibility of each proposer and will not be reimbursed by the County.

6.4. Proposal Terms and Conditions

It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of the RFP. By the submission of a proposal, the proposer certifies that if awarded a contract, proposer will make no claim against the County based upon ignorance of or misunderstanding of the specifications.

Each proposer shall submit its proposal with the understanding that the proposal will become a part of the official file on this matter and shall be subject to disclosure, if requested by a member of the public, following the completion of negotiations.

By submitting a proposal, each proposer certifies that all statements in this proposal are true.

This constitutes a warranty, the falsity of which shall include the right, at the County’s option, of declaring any contract made, as a result thereof, null and void. Proposals shall be completed, executed, and submitted in accordance with the instructions of this RFP. If a proposal is not submitted in the format specified in this RFP, it may be rejected, unless the County determines that the nonconformity is either a minor irregularity or that the defect or variation in the proposal is immaterial or inconsequential. The County may give the proposer an opportunity to cure any deficiency resulting from a minor irregularity or an immaterial or inconsequential defect, or

County may waive such deficiency, whichever is most advantageous to the County.

The County cannot accept proposals from any individual who is currently employed with the

County of Tuolumne (California Government Code §29708).

6.5. Successful Proposal as Part of Contract Services

Proposals received in response to this solicitation, at the County’s discretion, may be incorporated into the awarded contract and may serve as basic terms and conditions for the ultimate contract. Therefore, proposers are advised that, if successful, they will be held responsible for levels of services proposed at the funding levels quoted. The County reserves the right to negotiate modifications or revisions to any awarded contract.

6.6. Evaluation of Proposals

See #Evaluation of Proposals.

6.7. Other Requirements

In order to contract with the County of Tuolumne, a proposer must meet the following requirements:

• Make available to the County its federal Tax Identification Number (TIN) or Social

Security Number (SSN).

• Comply with all Federal, State and local rules, regulations and policies, including but not limited to:

o Standard contract language of the County; and, o Insurance coverage to include worker’s compensation, general liability, auto liability and professional liability, unless waived by the County.

• Meet the requirements for audit of its expenditures if required in the above documents.

6.8. Non-Discrimination

Non-Discrimination: The Contractor selected through this RFP shall provide services without discrimination based on race, creed, color, ethnic or linguistic identification, gender or sexual preference, disability or handicap or any other basis prohibited by law.

6.9. Protest/Appeal Process

The following procedure is provided in the event that a proposer wishes to protest the RFP process or appeal the recommendation to award a contract for the Americans with Disabilities

Act (ADA) Accessibility Evaluation and Transition Plan once the Notices of Award/Non-

Award have been issued.

https://secure.procurenow.com/portaluolumnecountyca/projects/20451?section=156154

Any protest must be submitted in writing to Human Resources, 2 South Green Street, Sonora, CA 95370, Attention: Sarah Olson

The protest must be submitted before 5:00 p.m. of the tenth (10th) business day following the date of the Notice of Award.

The protest must contain a complete statement of the basis for the protest. The protest must include the name, address, telephone number and e-mail address of the person representing the protesting party.

The procedure and time limits are mandatory and are the proposer’s sole and exclusive remedy in the event of a bid protest.

Proposer’s failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

Upon receipt of written protest/appeal, the County Administrative Officer will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise of an appeal/protest decision within five (5) business days of receipt of the appeal/protest.

6.10. Public Records Access

Proposers should be aware that submitted proposals are subject to the California Public Records

Act and may be disclosed to members of the public upon request. It is the responsibility of the proposers to clearly identify information in their proposals that they consider to be confidential under the California Public Records Act. To the extent that the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

All information regarding the proposals will be held as confidential until such time as the

Review Committee has completed its evaluation and, or if, contract negotiations are complete.

7. Contract Information

7.1. Term/Termination

The term of the initial contract awarded under this RFP will be for: one (1) year. By mutual agreement, this contract may be extended for three (3), thirty (30) day terms, under the following circumstances:

• The County receives adequate funding to extend program operations;

• The Contractor has achieved demonstrable success by meeting all of the contract’s service requirements;

• The County continues to need the services purchased under this RFP;

• The Contractor is willing and able to modify the services provided to best meet the needs of the program as determined by the County.

The contract will be subject to termination by either party upon 30 days' written notice of intent to terminate. The County may terminate the contract at any time, without written notice, upon a material breach of contract by the Contractor.

7.2. Funding Availability

It is mutually agreed that if the County budget of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this

Agreement shall be of no further force and effect. In this event, the County shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this

Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

Contractor’s assumption of risk of possible non-appropriation is part of the consideration for this

Agreement. County budget decisions are subject to the discretion of the Board of Supervisors.

If funding for any fiscal year is reduced or deleted by the County budget for purposes of this program, the County shall have the option to either cancel this Agreement with no liability occurring to the County, or offer an Agreement amendment to Contractor to reflect the reduced amount.

7.3. Insurance

1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained, and evidence of insurance must be provided, for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of work.

7.4. Hold Harmless/Indemnification

Contactor shall hold harmless, defend and indemnify County and its officers, officials, employees and volunteers from and against any and all liability, loss, damage, expense, costs

(including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the County.

If such indemnification becomes necessary, the County Counsel for the County shall have the absolute right and discretion to approve or disapprove of any and all counsel employed to defend the County. This indemnification clause shall survive the termination or expiration of this

Agreement.

7.5. Sample Agreement

A sample Agreement is attached to this RFP as Exhibit B, "SAMPLE PSA- Americans with

Disabilities Act (ADA) Accessibility Evaluation and Transition Plan", which details all standard terms and conditions required by the County of Tuolumne.