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HomeMy WebLinkAboutR-2001-002 People for People, Inc. Agreement for 2001RESOLUTION NO. R 2001- 02 A RESOLUTION authorizing and directing the City Manager and City Clerk of the City of Yakima to execute an agreement for 2001 Senior Citizen Transportation Services with People for People, Inc. WHEREAS, the City of Yakima currently supports, through a contracted paratransit program, transportation services provided by People for People, Inc. to disabled and senior Yakima County citizens within the Yakima Urban Area; and WHEREAS, federal funds made available to the City of Yakima by the Department of Transportation's Federal Transit Administration are sufficient and may be used to fully fund the City's payments for the contracted paratransit services; and WHEREAS, the contracted paratransit services provided by People for People, Inc. are also supported by Yakima County through the its Office of Aging and Long Term Care for the same services throughout Yakima County; and WHEREAS, it is in the best interests of the City to continue supporting transportation services to disabled and senior citizens in the Upper Yakima valley by using federal funds made available to the City of Yakima by the Department of Transportation's Federal Transit Administration to match state funds provided by Yakima County; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA, WASHINGTON: The City Manager and the City Clerk of the City of Yakima are authorized and directed to execute the attached contract documents entitled "Performance Agreement No. 2001-PFP(UV) Administration Agreement," and "Standard Terms and Payment Provisions 2001 People for People — Upper Valley." ADOPTED BY THE CITY COUNCIL this 9th day of January 2001. ATTEST: City Clerk Place, Mayor PERFORMANCE AGREEMENT NO. 2001-PFP(UV) ADMINISTRATION OF AGREEMENT THIS AGREEMENT is entered into this La day of �we..vrlbe:1-, 2000, by and between Yakima County, hereinaffer denominated the "County", through the Office of Aging and Long Term Care whose address is P.O. Box 8349, Yakima, Washington 98908, hereinaffer denominated the "Department", and People For People, whose address is P.O. Box 1665, Yakima, Washington, 98907, hereinafter denominated the "Contractor", and CITY OF YAKIMA, whose address is 129 North Second Street, Yakima, Washington, 98901, hereinaffer denominated "Third Party", whose duly authorized representatives are named in documents on file at the Office of Aging and Long Term Care. THE PURPOSE of this Agreement is to provide for the delivery of Transportation services in accordance with the terms and conditions set forth in the provisions as listed below: ADDITIONAL TERMS of this Agreement are set out in and governed by Basic Agreement No. ALTC- 09. In the event the Basic Agreement is revised, this Agreement shall conform to the revisions. PROGRAM City of Yakima Title III -B SCSA TOTAL FUNDING ALLOCATION PERIOD OF AGREEMENT January 1, 2001 -December 31, 2001 CITY OKIMA AMOUNTS $75,375 37,688 37,687 $150,750 Au ' orized Sign R. A. Zais, Jr. City Manager Vr (Typed) Name and Title /'<euhA-,...--- hest: a 'r1 11 City Clerk. City Contract No, 2001-002 Resolution No. R-2001-2 Date: 1-8-01 SIGNATURES PEOPLE FOR 2EOPLE Aut hizedignature Gary Brueggeman, Exec. Director Date: t.-y:Lec.un\ax.-11j) ti 3 acCD YAKIMA COUNTY, Office of Aging and Long Ter • re Authorized Signature Helen Bradley, Director Date: December 12, 2000 CONTRACT AUTHORIZATION BOARD OF YAKIMA COUNTY COMMISSIONERS JS-o��l Resolution No 2001 Contracts\2001 SIG PFP(UV) ATTEST: `,aid"�F A��Knn I'{if4 /P/, ,c) a�.rY� �C( SRS ' .w o. Clerk of the Board Date ler STANDARD TERMS AND PAYMENT PROVISIONS 2001 People for People - Upper Valley SPECIFIC PROVISIONS I APPLICABLE LAWS AND REGULATIONS The Contractor agrees that services contemplated or delivered within the terms of this Agreement and funds administered in the delivery of the specified services shall be provided in accordance with all applicable Federal, State, and local laws and regulations, in particular the following: A. CFR Title 45, Subtitle A Part 74, (Administration of Grants) B. Older Americans Act of 1965, as amended in 2000 by H.R. 782 C. WAC 388-71-1000 through 1035, (Senior Citizens Services Act) II PROJECT DEFINITION Transportation services are designed to transfer older persons to and from social services, medical and health care services, meal programs, and shopping so such services will be accessible to eligible individuals who have no other means of transportation or are unable to use existing transportation. Personal assistance for those with limited physical mobility shall be provided. III TARGET POPULATION A. Transportation services shall be delivered in accordance with the Southeast Washington Office of Aging and Long Term Care Transportation Program Standards and information submitted in Request for Proposal. The Contractor acknowledges receipt of a copy of said standards. Services provided shall comply with said standards as presently constituted or subsequently modified and the following: ALTC funding is not to be used to displace other funding sources or used in place of other funds. 1. Nutrition and ElderLink Adult Day Services to City of Yakima residents. Eligible clients should be referred to City of Yakima Dial -A -Ride Program. 2, Nutrition and ElderLink Adult Day Services, medical and shopping transportation services for elderly persons. 3. Local medical rides for Medicaid clients living in their own homes, not covered under DSHS. Prior approval must be obtained from ALTC before a ride is authorized. IV PARTICIPANTS The Contractor agrees that: A. The target population for transportation services are the individuals referenced in the Transportation Program Standards. B. There will be written assessment procedures utilized by the Contractor to determine if clients meet the program target population criteria. Page 1 2001 Contracts\2001 STP PFP(UV) C. The indicators used by the Office of Aging and Long Term Care to assess its effectiveness at targeting services to individuals who may be vulnerable are: Racial minority Low-income 75 years of age or older Limited or non-English speaking Living alone ALTC funding should encourage the effective targeting of services to the vulnerable elderly by the Contractor. Specific goals to be attained for 2001 are as follows: Target Group Percentage Racial or ethnic minorities 11 Low-income 50% 75 years of age or older 55% Limited or non-English speaking 4% Living alone 40% The Contractor must report on clients served in these categories. Percentages may be updated by ALTC upon receipt of 2000 census data. V SERVICE SPECIFICATION The Contractor agrees that services provided within the terms of this Agreement shall meet the following specifications: A. Efforts will be made to assure access of service to the target population, to include at least the following: 1. Accessible office or site location; 2. Home visits or home delivery of services (if applicable); 3. Multicultural, bilingual persons to assist multicultural, bilingual clients in receiving services; 4. Publicity of program through public service announcements, brochures, etc.; 5. Meeting with other service providers/agencies to explain services the Contractor provides and how referral can be made; 6. Ability to serve individuals with disabilities. B. When there are multiple funding sources, ALTC may not be charged for provider to solicit bids for other contracts; coordination with other transportation programs is welcome as long as costs are allocated appropriately, i.e., vehicle depreciation, dispatching, etc. C. Participants shall be referred to other transportation systems as determined appropriate. D. The Contractor shall establish a system through which clients of services under this approved Agreement may present grievances as outlined in the Basic Agreement, Section XVIII. E. Services shall be provided throughout Yakima County. Page 2 2001 Contracts \ 2001 STP PFP(UV) VI ANTICIPATED SERVICE LEVELS AND EXPENDITURE RATE The Contractor agrees that: A. The level of service to be provided shall be as described in the Statement of Work sections of this Agreement. Failure to meet the service levels as defined in this Agreement may result in a re -negotiation of the funding levels provided under the terms of this Agreement; B. The County may unilaterally reduce the Agreement budget within thirty (30) days of the close of the quarter by the amount of the projected quarterly expenditures left unspent at the end of the quarter. The County shall submit to the Contractor notification of intent to recapture unspent funds and a modification to the budget reflecting the adjusted changes in the Agreement. C. UNITS OF SERVICE 1. Definition: a. A unit of transportation service shall be defined as one (1) vehicle service hour while transporting eligible participants. b. A board shall be defined as a one passenger, one-way ride from pickup point to destination. 2. There will be 250 unduplicated individuals served in the Upper Yakima Valley by this Agreement. 3. Anticipated Service Level by Quarter: Month Upper Valley January - March Hours Boards January - March 1,299 2,850 April - June 1,299 2,850 July - September 1,299 2,850 October - December 1,299 2,850 TOTAL 5,198 11,400 4. Anticipated Expenditure Rate by Quarter: Month Rate January - March $37,687 April - June $37,688 July - September $37,688 October - December $37,687 TOTAL $150,750 VII ADMINISTRATIVE AGREEMENTS A. Access by the County or the City: The Contractor shall provide access at all reasonable times for the County to monitor and/or evaluate the provisions of services Page 3 2001 Contracts\2001 STP PFP(UV) the participant and knowledge of the Contractor, interview a certain percentage of participants to ascertain their experience with the program. B. Records and Reports: The Contractor agrees to: 1. Maintain program records and reports, including statistical information, and to make such records available for inspection by the County in order for the County to be assured that contracted activities remain consistent with the terms of this Agreement and the currently approved SE/ALTC Area Plan which shall be kept on file at the ALTC office. The Contractor further agrees to provide such information as requested by the County within the time limitations established by the County; 2. Submit the monthly report showing service level provided by the ninth day of each month following the month during which the services were provided. A quarterly report must be submitted to ALTC by the end of the month following the end of each quarter. 3. Complete and submit such additional reports as are required by the County within the specified time frames, providing the Contractor is given a written request for the reports thirty (30) days prior to the due date. C. Inventory: The Contractor agrees to: 1. Submit to the County vendor invoice(s) at the same time with the monthly billing before County reimbursement of expenditures for authorized items of $1,000.00, or more; 2. Complete at least once a year a physical inventory, using the forms provided by the County, of all equipment purchased with Office of Aging and Long Term Care funds. D. Contractors Meeting: The Contractor agrees to have a representative attend meetings of the Office of Aging and Long Term Care contractors and Long Term Care Planning Committee. E. Program Publication: The Contractor agrees that: 1. The program shall be publicized on a regular basis, with all publicity and printed material identifying the Southeast Washington Office of Aging and Long Term Care as a funding agency; 2. All material distributed with regards to publicizing the program contain a statement assuring non-discrimination. Following is the wording suggested: People for People does not discriminate in providing services on the grounds of race, creed, color, religion, national origin, gender, age, marital status, or the presence of any sensory, mental, or physical handicap. 3. Materials publicizing the program must be printed in other appropriate languages in counties that have a specific minority 60+ population of three (3%) percent or more of the general 60+ population. Page 4 2001 Contracts \ 2001 STP PFP(UV) F. Additional Remuneration Prohibited: Neither the Contractor nor any of its officers, employees, agents or representatives, shall solicit, impose any fees, or accept any remuneration whatsoever from clients, friends, relatives, or representatives of any clients for services performed for that client under this Agreement other than the client matching monies or donations (see Section I). In the event that this provision is violated, the County shall have the right to assert a claim against the Contractor on its own behalf and/or on behalf of the client. G. Private Pay: The Contractor, who offers to the general public on a private pay basis a service comparable to the service described in this Agreement, must assure that the County is not charged more for the service than the private pay fee. The responsibility lies with the Contractor to justify that a service provided at a different rate is not comparable to this service. H. Maintenance of Funding Sources: The Contractor agrees that: 1. Neither City nor County funds may be used to replace funds from any other existing program funding. 2. It will continue or initiate efforts to obtain support from private sources and other public organizations for this service. 3. It will utilize new funding sources for this service if they become available through the County or the city and it will make any changes necessary to meet the requirements of the new funding sources. I. Fees and Donations: The Contractor agrees that: 1. It will assure that older persons have the opportunity to contribute to all or part of the cost of the service, but service will not be denied if participant cannot or does not wish to contribute; 2. It shall utilize client donations to meet project expenses before using State or Federal funds. Client donations may be used to satisfy matching requirements; 3. It shall provide that the methods of receiving fees, donations and contributions from individuals shall be handled in such a manner so as not to publicly differentiate among individuals; 4. All project income derived from the provision of services described herein or incorporated by reference herein or derived or generated through program fund-raising activities or profits earned from fixed rate service shall stay with the project. The income shall be used to provide increased levels or improved quality of service to the target population. J. Monitoring/Assessment Procedures: The Contractor agrees to: 1. Monitor both its fiscal and program status monthly and assess its performance on program objectives and activities covered under this Agreement on an ongoing basis; Page 5 2001 Contracts \ 2001 STP PFP(UV) 2. Monitor and assess on an ongoing basis the performance of any subcontracting agencies, and insure that funds made available are expended only in accordance with the specific provisions of this Agreement; 3. Recognize that the County and the City will monitor and assess the activities and progress of all programs covered under this Agreement on an ongoing basis. Said monitoring and assessment will be accomplished through, but not limited to, review of program and financial reports, on-site visits (service delivery and administrative sites), conference with program administrators and staff, and visits by members of the Office of Aging and Long Term Care (ALTC) staff and ALTC Advisory Council. Monitoring may include assessing performance based on information submitted in Request for Proposal (RFP). Prior notice of all such visits will be provided, 4. Authorize and/or participate in any program or fiscal evaluations or studies conducted by the County or DSHS. Prior notice will be provided as well as final reports of evaluations or studies, 5. Conduct a self-evaluation of the program annually. The self-evaluation shall include a survey of at least 10% of clients utilizing the service. The Contractor shall take steps to correct deficiencies found during the internal monitoring. Monitoring reports shall be made available to the County upon request. PAYMENT PROVISIONS I CONSIDERATION Payment shall be based on claims for reimbursement as reported on the Office of Aging and Long Term Care invoice and support documentation and shall be contingent upon the receipt of all required financial and program reports by the respectively assigned due dates. The County shall renegotiate the unit rate the following contract year if revenue and expense reports indicate a profit of more than three percent (3%). Neither the City nor the County shall not be held responsible for any financial loss suffered by the Contractor as a result of performance of services as outlined in this Agreement in the mutually agreed budget, service delivery standards, units of service and payment standards. II GENERAL PAYMENTS CONDITIONS The Contractor agrees to the following standards in satisfactorily performing the terms and conditions of this Agreement: A. No payment shall be made for any contracted activity rendered by the Contractor which is not identified within the terms and conditions of this Agreement and set forth within a category of the budget. B. Contractor shall submit to the County a written request for approval of budget revision when: 1. The revision would change the scope or objectives of any contracted activity category; Page 6 2001 Contracts \ 2001 STP PFP(UV) 2. Additional revenue is received for contracted activities within the terms of this Agreement; 3. The Contractor desires to transfer funds from one budget category to another. Budget category transfers shall, for the purpose of this Agreement, be defined as transfers inclusive of those occurring between sub -object categories when the cumulative amount of all transfers exceeds four percent (4%) of the County budgeted amount for administration or service delivery. C. Payments shall be based on the City and County's respective separate receipt of all fiscal and programmatic reports required by this Agreement to substantiate claims for reimbursement. The County expressly reserves the right to withhold payment in whole or in part when: 1. The Contractor fails to submit all required documentation, or 2. In either the City's or the County's respective judgment, additional information is required to substantiate the basis upon which claims for reimbursement are made, provided the request for such additional information is consistent with the requirements of this Agreement; or 3. Claims for reimbursement are inconsistent with the terms and conditions of this Agreement; or 4. Claims for reimbursement on unit rate price Agreements exceed the administrative and service delivery budgets without in-kind contributions by greater than five (5%) percent of their respective allotted amount; or 5. Claims for reimbursement on line -item cost Agreements exceed the administrative and service delivery budgets of County contracted funds by greater than five (5%) percent of their respective allotted amount. D. Program Income - Gross income received by the contractor and/or subcontractors directly generated by federal funds or a federal grant supported activity or earned as the result of the grant and/or federal contract. 1. Program income may include, but is not limited to, income from: fees for services performed, proceeds from the sale, lease or rent of assets which were acquired using federal funds, contributions/donations from clients, honorariums, consultant fees, training fees, and the like, earned by staff when time spent earning such honorarium or fee was charged to federal funds, and revenue generated from sale of fabricated items. 2. Use program income in accordance with the Department of Health and Human Services Administration of Grants, 45CFR, Sec. 25. Costs borne by the program income must be used to satisfy cost sharing or matching requirements. The County agrees to promptly notify the Contractor of any proposed reduction in funding by State, Federal, or other officials. The Contractor agrees that upon receipt of such notice it shall take appropriate and reasonable action to reduce its spending in the affected funding area so that expenditures do not exceed the funding level which would result if said proposed reduction became effective. Page 7 2001 Contracts \ 2001 STP PFP(UV) III BILLING PROCEDURES A. The Contractor shall submit written claims for reimbursement of contracted activities provided on the appropriate forms. All payments will be based on contracted activities provided unless otherwise approved in writing by the County. B. The City and County each agree to make separate payment for equal matching shares of contracted services. In the case of the County, payment shall be made by the Auditor of Yakima County with County warrants within twenty (20) working days, contingent upon the availability of funds, following receipt of the Contractor's claims for reimbursement, provided that claims for reimbursement are received by the County by the ninth day of each month following the month during which the services were provided. No payment shall be made in the month services are rendered unless otherwise approved by the County. If the twentieth day of a month falls on a Saturday, Sunday or holiday, payment will be made the next County working day. Payments at the end of each month will be made on the last County working day for that month. C. PAYMENT CONSIDERATIONS YAKIMA COUNTY: As consideration for services, as described in the Specific Provisions of this Agreement and in accordance with the Budget Provisions of this Agreement, the County agrees to pay the Contractor a sum not to exceed $75,375 from available funds as submitted on the 2001 Contract Extension Budget Summary. This total sum shall be available during the period January 1, 2001 through December 31, 2001. These funds shall be used to provide Transportation services, Payment to the Contractor for this unit rate price Agreement shall be based on the unit rate of $14.50 per vehicle service hour of Transportation services during the period January 1, 2001 through December 31, 2001. Client donations received in excess of $1,650 will be used to provide additional units of service at the unit rate of $14.82 per vehicle service hour or be spent first before ALTC funds are used. CITY OF YAKIMA: As consideration for senior transportation services, provided under this Agreement, the City of Yakima shall pay the Contractor a sum not to exceed $73,375. This total sum shall be available during the period January 1, 2000 through December 31, 2000. Said sum shall be paid monthly upon proper billings submitted to the City. Said payments are expressly conditioned upon the Contractor providing satisfactory services hereunder and documentation (invoices/billings). Payment to the Contractor for this unit rate price Agreement shall be based on the unit rate of $14.50 per vehicle service hour of Transportation services during the period January 1, 2000 through December 31, 2000. Client donations received in excess of $1,650 will be used to provide additional units of service at the unit rate of $15.46 per vehicle service hour or be spent first before City of County/ALTC funds are used. The payment for COPES services will be in addition to the contracted amount. The COPES payment will be based on claims for reimbursement as reported on the COPES services billing. This includes clients now authorized, number of units of service and the actual number of units provided. The COPES unit rate will be $33.50 per round trip for ambulatory clients and $39.50 per round trip for wheelchair bound clients. Page 8 2001 Contracts \ 2001 STP PFP(UV) BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 4 For Meeting Of 01/09/00 ITEM TITLE: A Resolution Authorizing and Directing the City Manager and City Clerk to Execute an Agreement with Yakima County and People For People, Inc. Relating to Upper County Transportation of Elderly and Handicapped Citizens. SUBMITTED BY: Chris Waarvick, Director of Public Works CONTACT PERSON/TELEPHONE: John A. Haddix, SUMMARY EXPLANATION: Transit Manager / 575-6005 Yakima Transit is submitting for Council's approval the annual Aging and Long Term Care (ALTC) Transportation Agreement with Yakima County and the City of Yakima that provides transportation services to citizens residing in the unincorporated areas of Upper Yakima County. People for People, Inc. (also an Agreement participant) provides the actual transportation to and from social services, medical care facilities, nutrition programs, senior citizen centers, etc. to all citizens certified eligible under the ALTC transportation program. The new ALTC transportation service agreement is only for the calendar year 2001 (January 1 through December 31). With Council's adoption of the City's 2001 budget, $75,375 is approved in the Transit Operating Fund to provide financial support for the Upper County ALTC transportation service provided by People for People, Inc. At this time, receipt of operating assistance from the Federal Transit Administration provides an additional revenue source to fund the City's continued participation in the program. The total cost of providing the ALTC transportation service is split (50/50) between the City and the County. Resolution: X Ordinance: Other: (Specify) Contract: X Mail to: ALTC, P.O. Box 8349, Yakima, WA 98908 Phone: (509) 965-0105 Funding Source: Federal Transit Administration, Yakima Transit Operating Funds APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Adopt Resolution Authorizing the City Manager and City Clerk to execute the Transportation Agreement. BOARD/COMMISSION RECOMMENDATION: N/A COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2001-02