9.d) Grant for Improvements to Community Center Meeting Date: 2/16/2010
Agenda Item:
9� d�
City Council Agenda Report
City of Scandia
14727 209th St. North
Scandia, MN 55073 (651)433-2274
Action Requested: Apply for a grant through the Minnesota Office of the Secretary of
State (OSS) to install automatic door openers on the Community
Center's front doors to make the city's polling place more accessible.
Deadline/ Timeline: Submission deadline March 19, 2010
Background: • The Department of Health and Human Services, Administration
on Developmental Disabilities, Administration for Children and
Families, Election Assistance for Individuals with Disabilities has
allocated to the OSS monies to be given in grants to local
governments to pay for automatic door openers to make polling
places more accessible to individuals with disabilities.
• The OSS expects the grant will be large enough to cover the
majority of the costs associated with purchasing and installing a
typical automatic door. However, the city will have to provide
funds to cover any costs not covered by the grant.
� OSS expects to notify grantees of the awards in late April.
• Two quotes were received for installing automatic door openers.
The one from Providence Construction ($7,350) includes all
electrical work. The other quote from Door Service Company
($6,165) does not include electrical work. Staff is currently
obtaining separate electrical work quotes.
• If the grant is significantly less than the cost, the city does not
have to accept the grant or install the automatic door openers.
Recommendation: The Council should review the grant application and bids and make a
motion to apply for the grant.
Attachments/ • Resolution 02-16-10-02
Materials provided: . Grant application
• Quotes for installing the automatic openers
Contact(s):
Prepared by: Colleen Firkus, Treasurer
Page 1 of 1
02/11/10
CITY OF SCANDIA
RESOLUTION NO. 02-16-10-02
AUTHORIZING APPLICATION FOR ELECTION ASSISTANCE FOR
INDIVIDUALS WITH DISABILITIES (EAID) GRANT PROGRAM
WHEREAS, the Minnesota Secretary of State is soliciting grant proposals from
cities, townships and counties to provide automatic door openers to make polling places
in Minnesota more accessible;
NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY
COUNCIL OF THE CITY OF SCANDIA, WASHINGTON COUNTY,
MINNESOTA, that the City Council is authorized to:
1. Apply for a grant from the Office of the Secretary of State of Minnesota for
Federal funds pursuant to Title II, Section 261 of the Help America Vote Act for
the sole purpose of improving access to polling places in this city for persons with
disabilities;
2. Enter into an agreement with the Office of the Secretary of State governing the
receipt, expenditure, reimbursement and reporting of such a grant;
3. Receive and account separately in a manner sufficient to meet generally accepted
government accounting principles sufficient to pass federal audit; and
4. Expend any sums received in the manner indicated in the grant application and
agreement with the Office of the Secretary of State
FURTHER, BE IT RESOLVED, that no further action by the City Council is
required for actions related to this grant.
Adopted by the Scandia City Council this 16�'day of February, 2010.
Dennis D. Seefeldt, Mayor
ATTEST:
City Clerk/Administrator
Citv, Township, and Countv Application
for
Election Assistance for Individuals with Disabilities (EAID) Grant Program
DEADLINE: ALL SUBMISSIONS MUST BE RECEIVED BY
4:00 P.M., March 19,2010
In accordance with the requirements of
Title II, Subtitle D, Section 261 of Help America Vote Act(42 USC 15461)
Minnesota Secretary of State, Mark Ritchie
Contents
A. General Instructions—Page 1
B. Administrative Questions—Page 2
C. Application Questions—Page 3
D. Improvements Worksheet—Page 4
E. Certification—Page 5
A. General Instructions
The State of Minnesota Office of the Secretary of State (OSS) is currently soliciting grant proposals
from cities, townships, and counties for specifically for automatic door openers to make polling
places in Minnesota more accessible. The work to be done and the payment amount must be
specifically agreed upon in a grant contract entered into by the political subdivision and the OSS
prior to commencement of work.
The Department of Health and Human Services, Administration on Developmental Disabilities
(ADD), Administration for Children and Families (ACF), Election Assistance for Individuals with
Disabilities (EAID) has allocated to the OSS monies to be given in grants to local governments.
These funds are available to pav for automatic door openers to make ollin�places more accessible
to �ndrv�duals wrth d�sab�lrties Unlike nast vears we expect that the �rants will be large enough to
cover the vast majoritv of the costs associated with purchasing and installin� a tvpical automatic
door. Automatic door control switches must be installed in accordance with Minnesota Rules,
Chapter 1341, Section 308 (in addition to state electrical code requirements.) Please note that the
local jurisdiction will have to provide funds to cover any remaining balance.
Political subdivisions will be responsible for selecting a contractor or staff to produce the awarded
accessibility improvement and to pay the contractor, including any cost overruns. The political
subdivision will report the expenditures for the specific accessibility improvement to OSS in order to
receive reimbursements up to the amount awarded. Political subdivisions will also be required to
fully cooperate in any and all federal audits of the grant funds.
We expect to notifv �rantees of the awards in late April lf a grant contract has not been si ned bx
all part�es bv May 31 2010 the award will be withdrawn
[n order to applv for these EAID funds political subdivisions must answer all questions full, and
comnletelv and nrovide a resolution of su�port from the �overnin�bodv An unanswered question
or lack of a resolut�on could result in the disqualification of the application. If there is a question(s)
that is not applicable, please indicate.
See last page of this document for contact information.
1
B. Administrative Questions
No Questions Res onse
1. Application date: February 16, 2010
2. Name of political subdivision: City of Scandia
3. Federal Tax ID#: 41-0904438
4. Name of the County(s) in which the political Washington
subdivision in located:
5. Name of individual completing this application: Colleen Firkus
6. Title of individual completing this application and Treasurer
their telephone number: 651-433-2274
7. In the spaces below, list names and contact information for the individuals and offices of
your political subdivision responsible for:
Administering & implementing the Authorizing the procurement or purchase
grant: of accessibility improvements:
Name: Colleen Firkus Anne Hurlburt
Title: Treaurer City Administrator
Address: 14727 209t Street N. 14727 209 Street N.
Scandia, MN 55073 Scandia, MN 55073
Phone: 651-433-2274 651-433-2274
E-Mail: c.firkus(n�ci.scandia mn us a.hurlburtnci.scandia mn us
Fax: 651-433-5112 651-433-5112
2
C. Application Questions
Federal law requires that all grantees receiving Federal funds, including State and local
governments shall clearly state the dollar amount of the total costs of the project or program and
the percentage of the total cost that will be financed by nongovernmental sources.
No Question Res onse
8. Total cost of improvement project. $ 7,350.��
9. Total amount of funds requested: (Total all EAID � 7�35�.0�
Grant Program Application Worksheets):
� 10. If any, total amount of additional non-grant funds $ O
to be used for the project grant:
(Local funds are not required.)
11. If any, name the source(s) of non-grant funds: NA
12. Has your political subdivision previously applied No
for this grant? If yes, date of previous
application?
13. Attach a proposed timeline for procuring or purchasing and implementing this
accessibility improvement.
14. Attach a resolution of support from the governing body, and if applicable, list any
amount appropriated by the governing board of the political subdivision submitting this
application.
15. If applicable, attach commitment letter or resolution from other sources.
3
D. Improvements Worksheet
Complete this worksheet(one worksheet for each polling place) explaining the proposed
improvements to be made to the polling place.
1. Street address of polling place for which application is being submitted.
Address: 14727 209 Street N.
City: Scandia
Zi : 55073
Township (if applicable):
County: Washington
2. Number of registered voters in the polling place: 2 ��3
,
3. Estimated number of registered voters who may benefit from the automatic 50
doors:
Polling Places may have multiple improvements. List each proposed improvement in a box
below. Describe the job requirements specifically for each proposed improvement, for example,
"install adequate electrical and an automatic door opener on the front door of the public library."
If complete description does not fit in one box, continue in next box or attach additional sheets.
Proposed Improvements Cost
1
2
3
4
5
6
Total:
4
E. Certification
I certify that Election Assistance to Individuals with Disabilities (EAID) Grant
funds will be used only for the polling places listed on the attached worksheet(s)
and only to purchase and install automatic doors for polling places in Minnesota.
Name of Jurisdiction: City of Scandia
Printed Name of Applicant: Colleen Firkus
Title of Applicant: Treasurer
Signature: Date•
All questions must be completely answered and a resolution of support from the
governing body must be provided. An unanswered question or lack of a resolution
could result in the disqualification of the application.
All information must be submitted in writing as part of this application. If a
question is not applicable, please indicate.
Forward completed applications via email to elections.dept(cr�state.mn us,
Attention: Adam Aanerud.
If necessary, fax or mail completed application and all accompanying worksheets
and documents to:
MN Secretary of State
Attention: Adam Aanerud
180 State Office Building
100 Rev. Dr. Martin Luther King Jr. Blvd.
St. Paul, MN 55155-1299
Fax: 651-296-9073
All submissions must be received bv 4•00 p.m on Fridav, March 19, 2010
All work_must be completed no later than Au�ust 6 2010
5
PRQVIDENCE
tONSTRUCTION L!C
— SERVICE PROPOSAL
.
Date:2/9/201D
Submitted To: Submitbed B�r:
Scandia 7own HaA Peter Stoefir
14727 209"'St.N. Providence ConsUuction,LLC
Scandia,MN.55073 16850144th Street No.
Attn.Colleen Frlcus !Address2!
Phone:612.590.6930
Pro osed Sco of
Handicap Aacessibility Main Entranoe as fio1lowed:
Install 8i00 series R.H. push mourrted, tow energy transom mounted handicap operab�r in bronze powder coat
finish. Unit is for exterior door arxi indudes 3-pastion ONJOFF/Hok!-Open switch.
Install 6100 series RH. push rrRaunted� tow energy transom mounted handicap operat�or in bronze powcter coat
finish. Unit is for exterior door and indudes�-postion ONJOFF/Hoid-ppen switch.
The radio ctintrolled hardware can save time and money for most irutailations. Hardwiring is a seoond option.
Radio cflntrolled push piates mounbed to the wal�S in the vestibule with dinectior�l switd�es wili operate both set,of
doors and elimate confusion.
Radio aon#rolled hardware to be installed as foilowed:
4BEA 6"dia. push plates w/logo in stainfess steel finish.
M 4BEA lOTb 390 Mhz radio reoeivecs in operator5.
2-BEA IORD 39�Mhz radio ba�nt�bers.
� 2-BEA IOPBRI fi"dia. push plate w/k�9v in st�inless sbee!fir�ish.
f 1-WIKK 6R-3AR directional push plate w/arraw in stainless sGeel finish.
; I-WIKK 6R 3AL direcdpnal push ptate w/arrow in staiMess ste,el finish.
� Eiech�ic for opera#ors
� Alf electric permits,mat�,rials ar�labor are intluded in this proposal.
� tleanuP/Debris removal
All debris and deanup fr,om the siie is induded in this proposat.
I. _---
---...... . _ __ _ .__.__
---- -.-.-.__._____
�Pro osal Pri�e _._ _ _._._.
Pa ment Terms
1Seven Thousand Three Hundred FiRy pdyrs
57,350.OQ 1 301►5 days
----------__ t
—.�. _ _ -------
P Scfiedule __. . __..__
Commencement of waic is estima#ed to talce piace wltf�in 14 days of proposal accePtanoe/contract ratification.
Completion of woric is estimated at 2 davs folbwinq cnmmencemeM,
--- _ _ _--
--_._ � .____.. ____.
nerat Terms and Conditlons
Terms and Condirians ac�rding bo providenoe Con�on,LLC sqndard conhact terrns,
-- ---
�_._�_
limited Warra - --_...______.
All material is guararrteed to be�pplied Per sPec�fication.All work shall be completed aocordir�g to indusdy standarid workmaNike manner.All products
and servioes are wdrranted for a period of see manufachire�rom date of purchase.
- - .__.. _ __ --
Cancellation ------
Buyer may cancel this transadion at any time prior to mkinigFit of tt�e thirc!husir�ss day after the date of this transactiqn. Seller may yvi#idtaw this
�roposal if not accepted wfthin thirty(30)days.
- _____.________---.___-----------.--
�
!acCe._ptance ______._
---..._..__._._..
�This proposaf�s vahd for tturty(3Q)tlays. �'��--�—�-�-----�.
�Buyer � �
� Seller�
i ---:,� ` 1
- °-----�---------,._
,- ____ __ _ � __,�- __ -��--- �.._ �
I Src�nature ---
�h„Q �._._ _____- -__ .__.__- �
� �sco�t� ;�% I
�_ _ .--- February 9,2010 i
__`
�__..._....__—._.—_-- �
— -----..........._-- _.. �
_ _.._.._ __ _ __...
r
DQ�R SERVICE C�MPANY pRo�osAi#r3���s
af the Twin Cities,Inc. ,iim Svoboda�
2025 Gateway Circle, Suite 1 TEL- (551)T49-4248
Centerv�ille,Minnesota 5543$ RAX: {5Si)762-9458
PR+DP�JSAL DATE: 2-10�2014
To. Providence Const�uction Descriptiont Main entrance interior�nd
Attn; Peter Staehr extenor handic��arecess�b►lit��nstatlation.
_..,... _.__ _ _._..._—..._
Emaii: info�a�providencellc.net Scandia Town Ha11 �
14727 209th St. N.
We are pleased to submit a quate on the followit�g:
:Main Entrance Exterior and Interiar Handic�n Accessihilitv:
I2�mave the existing manual closers and give to awner for future use.
Furnish and install(1)Record 8100 righ#hand,push side,transom mounted,electrically powered,
low-energy,ha.ndicap operator in dark branze powder coat fuush. This unit is.for the exterior
door.The unit incltzdes a 3-�sition switch fdr ON/OFF/I�old-Open. See attached inforn�ation.
Ft�.rnish and install(1}Recard 6100 ri�ht hand,pus�i side,wall moun.ted,eleetrzcally power�,
Iow-energy,handit;ap operator in dark bran2e powder coat finish.This unii is for the interior
door. The unit includes a 3 position swi#ch for fJN/bF'FfHald-O�en.See attached information.
We wil�use radza controlled acrivation hardware,which saves tim�e and money for ins#aliations in
existing applications verses hardwiring. •
The radio c.4ntrolled push plates in the vestibule side v�ll be mounted ta the exi�fing sheet rocked
wall and will be directionai switches#o eliminate confiision for operating doars.
Furnis}�and install the follo�vin�radio controlled hardware�
2-BEA l ORD 3'90 MHz radio controlled r�ceivers moun#ed in the operators.
4-BEA 1flTD 390 h+IHz radifl coniralled transmitters.
4=$EA 6"round heavy dufiy blacl�PVC mountin�boxes far pushplates.
2-BEA 1 OPBR1 fi"round pushpiates with logo and text in bntshed stainless steel finish.
1-WII{K 6R-3AL directional push plate with ar3row and text in brushed stainless steel.
1=WIKK 6R-3AR directional push plate with arrow and tex#in brushed stainless steel.
We will install i20vac p�ug in cords from each operator to ou�lets provided by others
Cleanup ar�d remove all debris firom the site related ta this project.
This prop�sal does not in�lude 120VAC dedi�cated power to the uniis.
The p3nic device on exterior door mus#be unlocked when handicap operator is tumea�n and
when panic is tocked the unit must be turned off to prevent damage to unit.
_ __
Total cost of instaltation as praposed..........................................................$6,1b5.40
�
._..� _... __ ___.._.._ _. _ _ _ ,.._... _ _ . __
Rra�osa!#P3?76
WARRAMTY �TATEMENT:
A!f materiats a� made uf the highest t�ua(ity for the specific applicatian. 'This insta�tation
wi!! compiy with a11 #edec�al, state and lcrcai cade� far AQA anct egress. @a�r Senrice
Gomparty wiii pro�r�xle a one {a} year wacranty an ati newly instaiFe�rt materials and
instailatinn from date ins#a{led. instaatled materi�! to be free of defects #rom the
manufacturer and installa#ion workre�ansh9p. Tt►is warrar�ty does noi cQver damage by
abuse,var�daiism cx acts of nature, Materials that are darrtaged r�suiting frorn the faffure of
re-instailed rloor hardware wili rtot be cov�red und�rthis waeranty.
SUB,lECT TI�THE Ft)L.LOWING TERMS�4NQ CGlVDITIC.�NS:
a) Ti)is prapasa!is made for immediate acceptance in wrifing and d�efivered anci is void
thirfy{30)days attsr rlate of this
qu�ta#ion unisss ea�Eended by us in wrifing.
s� Sales Tax inciudQei i#applicable.
c) Ws shatl nnake a!1 reasonable efforts#o rnake deiivery to cnn#arm#a job requiremen#s.
Due ta material shurtages,star�kes,and ofher causes beyond our carrtrol,we witi not
enter i�tr a cor�trae#iravolving liguidated damages far#ailure ta deliver by a specified
date ar in any way share respnnsibi#ity for liqu�rlated�iamages stsffered if t�is is
written into your caartract with the owner.
�� Tetms o#paymet�t
* Net 30 days
* YYe v,riii post-date invoices covering contt'act shipments rrtade on the last 3 days
o#the monfh ta the i�rst day nf ttts follcwing month.
e) Servic�c#�arge M�°,�p�r mon#h(rntnimum senrice charg��1.00 per�nva�cej will t�e
app�ied to each invaices anpaid
in accar�ance wfth ierms list�,i in paragraph"e"abov�.We reserve the�ight,td
suspend additional deli�rer�s if 9Q�1$paytt�ent is nat r�+eeived 60 tiays after elatc�f
invatce, .
F� Aii claims far tlamages against carriers must be made by cons[gnee.
�> No claims fot ttack chacges will be atiawed u�iess prior approval obta#ne+d#tom us in
writing.
A GfJP'Y 4F 7HiS �iD FORM SHAI.L BE AT7'ACliED AND MA�E A B1NDING PART Q� ANY
C(}NTRACT QR PURGH�SE ORDEI�RECEIVE�.
ACCEPTEU BY; Submitted Bx:Jim Svo6oda
DClC312 SERYI�E GOMPAI+tY
t�f the 7win G�fies,INC.
DATE: Si�NED: `�,��y�--t�, /��•���
�