1g. Resolution of Support for EAID Grant Money
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227,1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952,227.1160
Fax: 952.227.1170
Finance
Phone: 952,227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952,227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952,227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Public Works
1591 Park Road
Phone: 952.227,1300
Fax: 952,227.1310
Senior Center
Phone: 952.227,1125
Fax: 952,227.1110
Web Site
www.ci.chanhassen.mn.us
~
MEMORANDUM
TO:
Todd Gerhardt, City Manager
\~
FROM:
Karen J. Engelhardt, Office Manager
DATE:
()~.
February 22, 2010
SUBJ:
Approve Resolution of Support to Apply for EAID Grant Money
to Install Handicapped Accessible Automatic Door Openers on
Two Polling Places
PROPOSED MOTION:
The City Council approves the attached Resolution in Support of Applying for
Federal Election Assistance for Individuals with Disabilities (EAID) Grant
Money to install automatic door openers on two polling places located in at the
Main Fire Station and Living Christ Lutheran Church.
Approval requires a simple majority vote of the City Council.
BACKGROUND
The Minnesota Secretary of State's Office is soliciting grant applications to
install automatic door openers on polling places to make them more accessible.
Currently the city has two polling locations that do not have the automatic
doors-the Main Fire Station and Living Christ Lutheran Church. The Secretary
of State's Office anticipates that grant funds will be awarded for 100% of the
costs associated with installation.
After contacting the church to determine their interest, staff received bids for the
work at the two locations. The installation at the Fire Station will cost
$4,235.86 and the installation at the church will be $5,842.25. The church's
installation is slightly higher because of minimal carpentry work that will be
required to mount the door opener.
Chanhassen is a Community for life - Providing for Today and Planning for Tomorrow
The grant application requires a resolution of support from the City Council. If
the city is not awarded 100% of the costs associated with installation, city funds
would have to offset the installation costs at the fire station and staff would
request a contribution from the church for their installation. At that point, staff
would determine whether or not to accept grant funds based on the amount
awarded.
The application is due in the Secretary of State's Office by March 19 and awards
will be made in late April. If we receive grant monies, the work must be
completed by August 6.
RECOMMENDA TION
Staff recommends that the City Council adopt the attached Resolution in
Support of Applying for Federal Election Assistance for Individuals with
Disabilities (BAlD) Grant Money to install automatic door openers on two
polling places-the Main Fire Station and Living Christ Lutheran Church.
ATTACHMENTS
1. Resolution of Support.
2. Grant Application for the Main Fire Station.
3. Bid for Installation at the Main Fire Station.
4. Grant Application for Living Christ Lutheran Church.
5. Bid for Installation at Living Christ Lutheran Church.
g:\elections\2010 elections\eaid grant program\cc memo 2-22-1 O.doc
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE:
February 22. 2010
RESOLUTION NO:
2010-
MOTION BY:
SECONDED BY:
RESOLUTION OF SUPPORT TO APPLY FOR FEDERAL ELECTION ASSISTANCE
FOR INDIVIDUALS WITH DISABILITIES (EAID) GRANT MONEY TO INSTALL
HANDICAPPED ACCESSIBLE AUTOMATIC DOOR OPENERS ON TWO POLLING
PLACES IN CHANHASSEN-MAIN FIRE STATION AND LIVING CHRIST
LUTHERAN CHURCH
BE IT RESOLVED BY THE CHANHASSEN CITY COUNCIL AS FOLLOWS:
The city council is hereby authorized to:
a) 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;
b) Enter into an agreement with the Office of the Secretary of State governing the receipt,
expenditure, reimbursement and reporting of such a grant;
c) Receive and account separately in a manner sufficient to meet generally accepted
government accounting principles sufficient to pass federal audit; and
d) Expend any sums received in the manner indicated in the grant application and agreement
with the Office of the Secretary of State.
No further action by a city council meeting is required for actions related to this grant.
Passed and adopted by the Chanhassen City Council this 22nd day of February, 2010.
ATTEST:
Todd Gerhardt, City Manager
Thomas A. Furlong, Mayor
YES
NO
ABSENT
City, Township, and County 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 (aSS) 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 ass
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 ass monies to be given in grants to local governments.
These funds are available to pay for automatic door openers to make polling places more accessible
to individuals with disabilities. Unlike past years, we expect that the grants will be large enough to
cover the vast maiority of the costs associated with purchasing and installing a typical 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 ass 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 notify grantees of the awards in late April. If a grant contract has not been signed by
all parties by May 31, 2010, the award will be withdrawn.
In order to apply for these EAID funds, political subdivisions must answer all questions fully and
completely and provide a resolution of support from the governing body. An unanswered question
or lack of a resolution 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 Response
1. Application date: February 26, 2010
2. Name of political subdivision: City of Chanhassen
3. Federal Tax ID#: 41-0885331
4. Name of the County(s) in which the political Carver County
subdivision in located:
5. Name of individual completing this application: Karen Engelhardt
6. Title of individual completing this application and Office Manager
their telephone number:
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: Karen Engelhardt Karen Engelhardt
Title: Office Manager Office Manager
Address: 7700 Market Boulevard 7700 Market Boulevard
P.O. Box 147 P.O. Box 147
Chanhassen, MN 55317 Chanhassen, MN 55317
Phone: 952-227-1104 952-227-1104
E-Mail: kengelhardt@ci.chanhassen.mn.us kengelhardt@ci.chanhassen.mn.us
Fax: 952-227-1904 952-227-1904
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 Response
8. Total cost of improvement project. $ 4,235.86
9. Total amount of funds requested: (Total all EAID $ 4,235.86
Grant Program Application Worksheets):
10. If any, total amount of additional non-grant funds $0
to be used for the project grant:
(Local funds are not required.)
11. If any, name the source(s) of non-grant funds: N/A
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. N/A
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: Chanhassen Main Fire Station, 7610 Laredo Drive
City: Chanhassen, MN
Zip: 55317
Township (if applicable): N/A
County: Carver
2. Number of registered voters in the polling place:
3. Estimated number of registered voters who may benefit from the automatic
doors: Seven percent (7 % ) of the registered voter population is over age 65
~
~
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 The project includes installation of one heavy duty automatic door opener, $4,235.86
wireless package with 2 remote buttons and 1 receiver; and miscellaneous
wire, connectors, and attachments. It also includes the cost of an electrical
contractor to connect line voltage.
2
3
4
5
6
Total: $4,235.86
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 Chanhassen
Printed Name of Applicant: Karen Engelhardt
Title of Applicant: Office Manager
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 toelections.dept@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 Ir. Blvd.
S1. Paul, MN 55155-1299
Fax: 651-296-9073
All submissions must be received by 4:00 p.m. on Friday~ March 19~ 2010.
All work must be completed no later than August 6, 2010.
5
TIMELINE FOR PURCHASING AND IMPLEMENTING
ACCESSIBILITY IMPROVEMENTS
INSTALLATION OF AUTOMATIC DOOR OPENERS AT
CHANHASSEN FIRE STATION, 7610 LAREDO DRIVE
City Council Approves Resolution of Support
February 22, 2010
Grant Application Submitted
February 19, 2010
Grant Award
Late April, 2010
Execute Grant Agreement
No Later than May 31, 2010
Authorize Contractor to Complete Work
June 1,2010
Completion
June 30, 2010
Proposal
DOOR ASSIST OPERATOR
Friday, February 05, 2010
Prepared For:
Karen Engelhardt
City of Chanhassen- City Hall
7700 Market Boulevard
Chanhassen, MN 55317
Location:
City of Chanhassen- Fire Station
7610 Laredo Drive
Chanhassen, MN 55317
Prepared By
Phil Williams
:Jjj,'Ii%Ii1c""','<,1;x:'~"'*";';"~,:Ii~~=Ii="''',;Ii;;,"V.1\~_~
Friday, February 05, 2010
Karen Engelhardt
City of Chanhassen- City Hall
7700 Market Boulevard
Chanhassen, MN 55317
Dear Karen,
Thank you for considering Armor Security, Inc. to assist with your security needs.AII
systems are installed by our professionally trained and licensed technicians, and are
backed by our 35 year commitment to quality customer service.
Please find the enclosed proposal for your review and consideration. Should you have
any questions regarding this proposal, please feel free to call me at (612) 870-4142.
Sincerely,
Phil Williams
Security Consultant
Enclosure
('
PROPOSAL
Karen Engelhardt
City of Chanhassen- Fire Station
Proposal Parts List
Quantity Description
DOOR ASSIST OPERA TOR
1 Detex 1 04700M-5 39.5" Bronze push left heavy duty automatic door opener
Location:1-0ne of the double doors at the outside pair. (Left door as exiting)
All interior and exterior applications of low energy (ADA) requirements, All full energy
automatic door situations with all safety products, All traffic conditions, and door sizes/weights
up to 250 Ibs., Adjustable hold open time, Reliable operation-3 year warranty, Power assist
close guarantee, Controlled access situations as our control will interface with all key and card
security systems.
1 Detex Door Assist Wireless Package, 2 Remote Buttons & 1 Receiver
Location: Receiver at the door operator 1- Transmitter at exterior awning column 1- Transmitter at
interior hallway wall
Miscellaneous, wire, connectors and attachments
NOTE#1: Total installation price includes the cost of a subcontracted electrical
contractor (Herb Kohn Electric) to connect line voltage to the one door
operator. If a second door operator is installed on the interior door the
line voltage connection is included in that price as well.
Stae sales tax of 158.96 included in total installation price.
NOTE #2 Presently the interior doors can be propped open via hardware
attached to the existing door closer. If done so during public events, the
Fire Chief Roger Small beck thought that the one door assist operator
would be enough. The cost of installing the second door assist operator
on one of the interior doorways would be a additional $2445.00
NOTE #3: Armor Security, Inc. provides a complete 1 year parts and labor
warranty on the entire system installation.
"
PROPOSAL
Karen Engelhardt
City of Chanhassen- Fire Station
Pricing Information
Proposal # 31536
f""''Z'''''''''~c'''';,"J'i;.~Xn~!I~~~ItJi=ir%;;i''',','',''''';';,"",~c;';~W!~W!.~_~=;"';;';;;;"';~';;
Total System Installation Price
$4,235.86
City, Township, and County 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 use 15461)
Minnesota Secretary of State, Mark Ritchie
Contents
A. General Instructions - Page 1
B. Administrative Questions - Page 2
e. 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 (aSS) 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 ass
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 ass monies to be given in grants to local governments.
These funds are available to pay for automatic door openers to make polling places more accessible
to individuals with disabilities. Unlike past vears, we expect that the grants will be large enough to
cover the vast maiority of the costs associated with purchasing: and installing a typical 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 ass 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 notify grantees of the awards in late April. If a grant contract has not been signed by
all parties by May 31, 2010, the award will be withdrawn.
In order to apply for these EAlD funds, political subdivisions must answer all questions fully and
completely and provide a resolution of suPport from the governin~ body. An unanswered question
or lack of a resolution 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 Response
1. Application date: February 26,2010
2. Name of political subdivision: City of Chanhassen
3. Federal Tax ID#: 41-0885331
4. Name of the County(s) in which the political Carver County
subdivision in located:
5. Name of individual completing this application: Karen Engelhardt
6. Title of individual completing this application and Office Manager
their telephone number:
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: Karen Engelhardt Karen Engelhardt
Title: Office Manager Office Manager
Address: 7700 Market Boulevard 7700 Market Boulevard
P.O. Box 147 P.O. Box 147
Chanhassen, MN 55317 Chanhassen, MN 55317
Phone: 952-227-1104 952-227-1104
E-Mail: kengelhardt@ci.chanhassen.mn.us kengelhardt@ci.chanhassen.mn.us
Fax: 952-227-1904 952-227-1904
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 Response
8. Total cost of improvement project. $ 5,842.25
9. Total amount of funds requested: (Total all EAID $ 5,842.25
Grant Program Application Worksheets):
10. If any, total amount of additional non-grant funds $0
to be used for the project grant:
(Local funds are not required.)
II. If any, name the source(s) of non-grant funds: N/A
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. N/A
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: Living Christ Lutheran Church, 820 Lake Drive
City: Chanhassen, MN
Zip: 55317
Township (if applicable): N/ A
County: Carver
2. Number of registered voters in the polling place:
3. Estimated number of registered voters who may benefit from the automatic
doors: Seventeen percent (17 %) of the registered voters are over age 65
~
~
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 The project includes installation of one heavy duty automatic door opener, $5,842.25
wireless package with 2 remote buttons and 1 receiver; and miscellaneous
wire, connectors, and attachments. It also includes the cost of an electrical
contractor to connect line voltage and a carpenter to build a recessed box in
the ceiling above the doorway to allow the door assist operator to be
mounted.
2
3
4
5
Total: $5,842.25
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 Chanhassen
Printed Name of Applicant: Karen Engelhardt
Title of Applicant: Office Manager
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 toelections.dept@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 II. Blvd.
S1. 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 August 6, 2010.
5
TIME LINE FOR PURCHASING AND IMPLEMENTING
ACCESSIBILITY IMPROVEMENTS
INSTALLATION OF AUTOMATIC DOOR OPENERS AT
LIVING CHRIST LUTHERAN CHURCH, 820 LAKE DRIVE
City Council Approves Resolution of Support
February 22, 2010
Grant Application Submitted
February 19, 2010
Grant Award
Late April, 2010
Execute Grant Agreement
No Later than May 31, 2010
Authorize Contractor to Complete Work
June 1,2010
Completion
July 9, 2010
Proposal
DOOR ASSIST OPERATOR SYSTEM
Friday, February 05, 2010
Prepared For:
Karen Engelhardt
City of Chanhassen- City Hall
7700 Market Boulevard
Chanhassen, MN 55317
(952) 227-1104
Location:
Living Christ Lutheran Church
820 Lake Drive
Chanhassen, MN 55317
Prepared By
Phil Williams
-~:W~-O;;,CC:::H';W;';",';""=WI
Friday, February 05, 2010
Karen Engelhardt
City of Chanhassen- City Hall
7700 Market Boulevard
Chanhassen, MN 55317
Dear Karen,
Thank you for considering Armor Security, Inc. to assist with your security needs.AII
systems are installed by our professionally trained and licensed technicians, and are
backed by our 35 year commitment to quality customer service.
Please find the enclosed proposal for your review and consideration. Should you have
any questions regarding this proposal, please feel free to call me at (612) 870-4142.
Sincerely,
Phil Williams
Security Consultant
Enclosure
PROPOSAL
Karen Engelhardt
Living Christ Lutheran Church
Proposal Parts List
Quantity Description
DOOR ASSIST OPERA TOR SYSTEM
1 Detex 104700M-5 39.5" Bronze push left heavy duty automatic door opener
Location:1-North Community Service Entry Door
Handing required when placing order. Features: Manufactured by Lockman Peck, LLC.
Interior and exterior applications of low energy (ADA) requirements; Full energy automatic
door interfaces with most safety products; All traffic conditions, and door sizes/weights up to
250 Ibs.; Adjustable hold open time to 60 seconds, Door obstruction function; Optional Power
assist close; Compatible with most controlled access situations- control will interface with
electric strikes, magnetic locks, and all key and card security systems. 3 Year Parts Warranty
Detex Door Assist Wireless Package, 2 Remote Buttons & 1 Receiver
Located: 1-Wireless Receiver at operator 1- Transmitter Exterior wal/1- Transmitter Interior wall
1 Miscellaneous, wire, connectors and attachments
NOTE #1: Price includes having a licensed subcontracted carpenter create a
recessed box in the ceiling above the doorway so as to allow the
door assist operator to be mounted.
Total Price includes subcontracting Herb Kohn Electric to connect line
voltage from the exit sign light to the door assist operator.
NOTE #2: Armor Security, Inc. provides a complete 1 year parts and labor
warranty on the entire system installation.
,
PROPOSAL
Karen Engelhardt
Living Christ Lutheran Church
Pricing Information
Proposal # 31538
Total System Installation Price
$5,842.25