HomeMy WebLinkAboutR-2001-166 People for People & Yakima County Office of Aging and Long Term Care Agreement ( Transportation services agreement )RESOLUTION NO. R 2001- 166
A RESOLUTION authorizing and directing the City Manager to execute a transportation
services agreement between the City of Yakima, Yakima County, and
People for People to provide needed transportation services to older
citizens in the area.
WHEREAS, some older citizens in the area are in need of transportation to and from
social services, medical and health care services, meal programs, and shopping; and
WHEREAS, Yakima County and the City of Yakima desire to hire a transportation
provider to provide these necessary services to these older citizens; and
WHEREAS, People for People has the experience and expertise to provide the
necessary transportation services and is willing to do so in accordance with the terms and
conditions of the attached transportation services agreement; and
WHEREAS, the City Council deems it to be in the best interest of the City of Yakima
to enter into the attached agreement with Yakima County and People for People for
transportation services, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the attached and
incorporated transportation services agreement between the City of Yakima, Yakima
County, and People for People to provide needed transportation services to older citizens in
the area.
ADOPTED BY THE CITY COUNCIL this 18th day of December, 2001.
ATTEST:
City Clerk
(1k)res/ transit altc people for people dec 01.pm
441(-
ry Place, Mayor
PERFORMANCE AGREEMENT NO. 2002 PFP(UV)
ADMINISTRATION OF AGREEMENT
2Cev-
THIS AGREEMENT is entered into this IS IStltday of 3C1fliO4 \f , 2**1", by and between Yakima
County, hereinafter denominated the "County, through the Office of Aging and Long Term Care whose
address is P.O. Box 8349, Yakima, Washington 98908, hereinafter 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,
hereinafter 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 AMOUNTS
City of Yakima $75,375
Title III -B 37,687
SCSA 37,688
TOTAL FUNDINGALLOCAT/ON $150,750
PERIOD OF AGREEMENT
January 1, 2002 - December 31, 2002
CITY OF YAKIMA
Authorized Signature
Richard A. Zais, Jr. City Manager
(Typed) Name and Title
Date: yOo
ATTEST:
City Clerk
City Contract No. 2001-132
Resolution No. R-2001-166 `�,r`` kp, Cr0Uy''�iir
Date: i e•-00--NA"
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SIGNATURES
PEOPLE FOR PEOPLE
Marilyn
ason-Plunkett, Exec. Director
Date: 114 k-1"
YAKIMA COUNTY, Office of Aging and Long
Term Care
0
2002 Contracts\2002 SIG PFP(UV)
rev 11/9/01
41.1
4
-411/Helen Bradley, hector
Date p2G4/
CONTRACT AUTHORIZATION
BOARD OF YAKIMA COUNTY
COMMISSIONERS
Resolution No. a(3 .i7260a.
ATTEST:
)/k_ Warms
Clerk of th Board
Date: fij•-0;-
``� Approved as to form by Ron Zirkle
,yo "7" ..... ..•••;�
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STANDARD TERMS AND PAYMENT PROVISIONS
2002 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.
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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.
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 2002 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);
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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.
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.
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b. A board shall be defined as a one passenger, one-way ride from
pickup point to destination.
2. There will be 160 unduplicated individuals served in the Upper Yakima
Valley by this Agreement.
3. Anticipated Service Level by Quarter:
Month
Up er Valley
January - March
Hours
Boards
January — March
1,165
3,312
April — June
1,165
3,312
July — September
1,165
3,313
October - December
1,165
3,313
TOTAL
4,660
13,250
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 under this Agreement. Either the County or the City may, with prior
permission from 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;
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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.
F. Additional Remuneration Prohibited: Neither the Contractor nor any of its
officers, employees, agents or representatives, shall solicit, impose any fees, or
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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:
J•
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.
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.
Monitoring/Assessment Procedures: The Contractor agrees to:
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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;
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 five percent (5%).
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Neither the City nor the County shall 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;
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
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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.
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
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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.
This total sum shall be available during the period January 1, 2002 through December
31, 2002. 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 $16.18
per vehicle service hour of Transportation services during the period January 1, 2002
through December 31, 2002. Client donations received in excess of $1,800 will be used
to provide additional units of service at the unit rate of $16.56 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, 2002 through
December 31, 2002. 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 $16.18
per vehicle service hour of Transportation services during the period January 1, 2002
through December 31, 2002. Client donations received in excess of $1,800 will be used
to provide additional units of service at the unit rate of $16.56 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 the current
prevailing Medicaid rate for ambulatory clients and wheelchair bound clients.
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. / D
For Meeting Of 12/18/01
ITEM TITLE: A Resolution Authorizing the City Manager 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 P
John A. Haddix, Acting Tran
orks
ager
CONTACT PERSON/TELEPHONE: John A. Haddix, Acting Transit Manager / 575-6005
SUMMARY EXPLANATION:
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: medical care facilities, nutrition programs, senior citizen centers, social services, etc. to all
citizens certified eligible under the ALTC transportation program. The new ALTC transportation
service agreement is for calendar year 2002 (January 1 through December 31).
With Council's adoption of the City's 2002 budget, $75,375 is approved in the Transit Operating
Fund to provide financial support for the Upper County ALTC transportation service. At this time,
receipt of operating assistance from the Federal Transit Administration provides the source of
revenue to fund the City's participation in the transportation program. The total cost of providing
the AT ,TC transportation service is split (50/50) between the County and the City.
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 SUBMITTAT 4:
City Manager
STAFF RECOMMENDATION: Adopt Resolution Authorizing the City Manager to execute the
ALTC Transportation Agreement.
BOARD/COMMISSION RECOMMENDATION: N/A
COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2001-166