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Home My WebLink AboutR-2001-153 Extension of Access Paratransit Agreement (Dial-a-Ride services) • . • RESOLUTION NO. R 2001 - 153 A RESOLUTION authorizing and directing the City Manager of the City of Yakima to extend an Agreement with Access Paratransit, Inc., where by said entity shall operate City of Yakima Transit Division's Dial -A -Ride service for a period beginning November 14, 2001 and ending midnight December 31, 2001. WHEREAS, the City of Yakima desires to further engage the existing private contractor Access Paratransit, Inc., to operate the Transit Division's Dial -A -Ride service for a period beginning November 14, 2001 ending midnight December 31, 2001 and, WHEREAS, the City Council has reviewed the recommendation for an Agreement extension; and WHEREAS, the City Council recommends that the City extend the Agreement on the basis of their review; and WHEREAS, The City Council deems it in the best interest of the citizens of the City of Yakima to extend the Agreement with Access Paratransit, Inc., to operate the Transit Division's Dial -A -Ride service in accordance with the terms and conditions of the original Agreement for a period beginning November 14, 2001 and ending midnight December 31, 2001; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized and directed to extend the Agreement with Access Paratransit, Inc., whereby the entity shall operate City of Yakima Transit Division's Dial -A -Ride service for a period beginning November 14, 2001 and ending midnight December 31, 2001. ADOPTED BY THE CITY COUNCIL this (p ? day of November 2001. ATTEST: ;,_: Place, Mayor City Clerk 2001 Agreement Between The City of Yakima and Access Paratransit, Inc. This Addenda is made and entered into this / L./ day of November , 2001 by and between the City of Yakima and Access Paratransit, Inc., a Washington Corporation. In consideration for services provided the citizens of Yakima by Access Paratransit, Inc., a Transportation Provider Agreement between the City of Yakima and Access Paratransit, Inc., (City Contract Number 96 -102) is hereby amended as follows: 9. Term of Agreement — Termination. This 2001 Agreement shall become effective upon full and complete execution by the City and the Contractor and shall terminate at midnight on December 31, 2001 unless terminated earlier by either party in accordance with Section 9 of the Agreement. The City shall pay Access Paratransit, Inc., an amount of $10.10 for each qualified ambulatory trip and an amount of $13.96 for each qualified wheelchair trip extending from November 14, 2001 through midnight December 31, 2001. Except as expressly modified herein, all other terms and conditions of the Agreement between the City of Yakima and Access Paratransit, Inc., (City Contract Number 96 -102) shall remain in full force and effect. City of Yakima Access Paratransit, Inc. By: By: A Richard A. Zais, City Manager Its: CEC Date: / /— q --61 i Date: 1 /' l `i -- Z-f 2 ° 1 ATTEST: C' A /.",\ /ter & il,.a' t,.'l v l 4 °r °; City Clerk '"_t 's-1 ,��.,� City Contract Number: 2001 -117 Resolution No. R- 2001 -153 Access DAR Extension Agreement.l.doc r BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 4' 13 For Meeting Of 11/06/01 ITEM TITLE: A Resolution Authorizing the City Manager to Execute an Extension to an Agreement with Access Paratransit, Inc., to Operate Dial -A -Ride Service from November 14, 2001 through December 31, 2001 SUBMITTED BY: Chris Waarvick, Director of Public Wei .. John A. Haddix, Acting Transit Man CONTACT PERSON /TELEPHONE: John A. Haddix/575 -6005 SUMMARY EXPLLANATION: • Circumstances such as increased federal scrutiny for inclusion of mandatory federal clauses in local contracts and availability of key bid development support staff increased the development time of preparing the Dial -A -Ride contract bid specifications. And, as such, the November 13, 2001 deadline will not be met to award the contract for operating Dial -A -Ride service inside the City limits. As a result, Staff is recommending to Council that the Agreement with Access Paratransit, Inc., be extended from November 14, 2001 through December 31, 2001. This will provide Staff time to review the submitted call for bids and prepare a recommendation to Council as to the selection of a private contractor for operating Dial -A -Ride service inside the City Limits. No appropriation is necessary. The Dial -A -Ride contract is budgeted for the full year of 2001 in the Transit Operating Fund. Resolution: X Ordinance: _ Other (Specify): Extension Agreement Mail to: Access Paratransit, Inc. 612 N 16th Ave. Yakima, WA 98902 Phone: (509) 248 -2229 Funding Source: (462) Transit Operating Fund APPROVED FOR SUBMITTAL : , City Manager STAFF RECOMMENDATION: Adopt Resolution Authorizing the City Manager to Extend the Access Paratransit, Inc., Agreement. COUNCIL TRANSIT COMMITTEE RECOMMENDATION: NA COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R -2001 -153 CONTRACT MODIFICATION NO. 1 PROJECT: City of Yakima Proposal No. 19619 DESCRIPTION: Dial -A -Ride Transportation Service ll VENDOR: Pam Scott, CEO ' Access Paratransit, Inc. 606 1/2 North First Street Yakima, Washington 98901 This contract modification shall amend and be incorporated into the contract dated November 13, 1996, between the City of Yakima and Access Paratransit. The parties agree as follows: A. The following increases have been justified, which do not alter the basic profit margin of Access Paratransit. Non Lift Equipped Boardings $9.00 Lift Equipped Boardings $12.55 B. Access Paratransit shall provide to the City annual audited financial statements. Except to the extent required by RCW Chapter 42.17 or other applicable laws, these documents will be considered to be proprietary and confidential and will not be released to the public. C. Access Paratransit shall provide to the City quarterly profit and loss reports. Except to the extent required by RCW Chapter 42.17 or other applicable laws, these documents will be considered to be proprietary and confidential and will not be released to the public. D. Vehicle Cleaning and Appearance. All DAR vehicles shall be maintained in a high level of cleanliness through vacuuming, washing, and dusting at least twice a week or more if needed, due to weather or roadway conditions. E. No SmokingPolid. In accordance with RCW 70.160.040 (A), no smoking in vehicles when clients are present and also in compliance with City of Yakima no smoking policy, no smoking shall be permitted in vehicles at any time. F. Uniform Standards. All DAR drivers shall be easily identifiable by wearing standardized uniforms or clothing, as dictated by Access Paratransit and agreed to by the City. G. Complaint procedures. Per attachment "A", Dial -A -Ride Complaint Response Procedures. H. Service Area Boundaries. Per attachment "B", Dial -A -Ride Service Boundaries Policy. I. Rider Behavior. Per attachment "C", Dial -A -Ride Rider Behavior Policy. J. Except to the extent expressly amended herein, all of the other terms and conditions contained in the contract shall remain in full force and effect. AUTHORIZATION: 0 City Manager _m Date CONTgACTOR ACCEPTANCE: Access Paratransit ATTEST: Actin4 Cit City Contract No. Resolution No. It/ . / ;? / 7,--4, —) Date I I -) ---(4' ] Date CITY OF YAKIMA City of Yakima, Transit Division 2301 Fruitvale, Blvd. Yakima, WA 98902 Yakima Transit ...................575-6175 Dial -A -Ride ....................... 575-6054 me Transit Administration ........575-6005 DIAL -A -RIDE COMPLAINT RESPONSE PROCEDURES September 29, 1997 As developed previously, the following procedures will be utilized as the Dial -A -Ride (DAR) Complaint Response Procedures. These procedures were established to ensure that complaints are handled quickly and responsively. 1. Whenever written complaints are received by the Access Paratransit office, Access Paratransit is to submit a written response within two (2) business days from receipt of the letter. These responses are, whenever possible, to address each point of the complaint, and the corrective action that was taken to remedy the situation, or an explanation of the Dial -A - Ride rules or policy that governs the area of the complaint. Example - a complaint comes in from an agency dealing with Dial -A -Ride. The complaint specifically mentions the ride was an hour and a half late showing up and that when Access Paratransit was called to check on the ride, they were told the vehicle was "on the way" even though the car did not show up for an additional 45 minutes. In the response the letter should say specifically why the car was late, perhaps there was an error in the address listed and it should also address the staff person's inaccuracy in saying the car was 'on the way' and that a new system has now been established to check with the Dispatcher on late calls to determine exactly how long it will be before a car will go out so that callers get correct information. In this way the complaints will be used to help locate program errors or weaknesses and to help develop methods of remedying those situations. If it is not possible to respond to the person within two business days, a call can be made to the person making the complaint or to the complaining agency, explaining why the response will be delayed. The response letter can then be delayed until the situation is addressed. However, this delay should not take more than an additional five (5) business days without a written explanation to the complainant. 2. If the complaint comes through Yakima Transit, or from some other agency, an informational copy of the response letter will be sent to them as well as the complainant. The same timelines and guidelines apply for how the complaint is to be handled. These copies of response letters may be mailed or faxed. 3. If problems or concerns arise that cannot be handled by the above system, the Dial -A -Ride staff are to contact, the City of Yakima DAR Contract Administrator Karen Allen, or the Transit Manager in her absence, to work out an appropriate solution. CITY OF YAKIMA "TACHMENT "B" City of Yakima, Transit Division 2301 Fruitvale, Blvd. Yakima, WA 98902 Yakima Transit ...................575-6175 Dial -A -Ride ....................... 575-6054 lip Transit Administration ........575-6005 DIAL -A -RIDE SERVICE BOUNDARIES POLICY September 29, 1997 The issue of client transportation beyond the boundaries of service established for the Dial -A -Ride program has become a subject of discussion. We have developed this memo to clarify program boundaries. In accordance with the Dial -A -Ride Contract, No. 19619, the boundaries of Dial -A -Ride service have been established as the corporate limits (city limits) of the City of Yakima. Clients are not to be transported further than the city limits of Yakima. In any case where a client requests transportation to locations near the boundary or suspected to be outside the city limits, the service provider is to verify whether the location is indeed within the area of service, before accepting the trip. Rides are not to be provided outside our service area unless a specific exception has been given. Specific exemptions must be preapproved by Yakima Transit on a case-by-case basis. Access Paratransit has been provided with maps depicting the City of Yakima and showing the city limits. In cases where there is doubt, Access Paratransit staff may call the City of Yakima Codes Department, 575-6121, from 7 a.m. to 5 p.m. Monday - Friday to determine whether the address is within the service area. For ride requests that come in outside of those hours, Access Paratransit staff will need to do their best to determine acceptability using the maps provided and then verify the address as soon as possible the next regular business day. The following two examples will illustrate just how closely we expect you to adhere to this directive - A DAR client requests transportation to the Sea Galley Restaurant. The city limits on South First Street end at the North boundary of Miners Hamburgers. The client could not be transported the additional several blocks to the Sea Galley. (The client could be transported to Miners parking lot and walk the remaining distance, if they, choose. For a return trip they could be picked up in the Miners lot and returned to their home.) A DAR client requests transportation to Manhasset Specialties, located on Fruitvale Blvd. The city limits on Fruitvale run down the center of the road. The City Council Transit Committee has said that we could transport clients to Manhasset Specialties, because it is across 1/2 of a street from the city limits. The client could be transported to Manhasset, because of the specific exemption. If Access Paratransit receive ride requests or notification of trips that have been scheduled for clients by other agencies that are for locations outside the service area, the scheduling agency should be notified immediately of the problem and the trip not provided. The client must be notified of the situation also, preferably by the agency scheduling the ride or by Access Paratransit if you are unsure whether the client will be notified otherwise. Please relay this information to your staff, and impress upon them the need for verifying location acceptability prior to accepting and providing rides. This is an important aspect of the Dial -A -Ride service. The provision of rides .,utside the service area causes many unwelcome repercussions later. The City of Yakima Transit Division may choose not to pay for trips provided outside the service area. Additional maps of the City limits are available from the Codes Division, Yakima City Hall. If Access Paratransit staff have any questions or would like additional information regarding the service area boundaries or other issues contained in this memo, please contact Karen Allen, DAR Contract Supervisor, at your convenience. CITY 0I: AKIMA lir2301 Fruitvale, Blvd. Yakima, WA 98902 '—TA CHMENT "C" City of Yakima, Transit Division Yakima Transit ...................575-6175 Dial -A -Ride ....................... 575-6054 Transit Administration ........575-6005 DIAL -A -RIDE RIDER BEHAVIOR POLICY September 30, 1997 Yakima Transit has established the following client behavior expectations and repercussions from abusive, seriously disruptive or illegal behaviors for clients when using Dial -A -Ride program. This policy was established to clarify program expectations and standards. The Yakima Transit Dial -A -Ride program expects the same levels of behavior of Dial -A -Ride clients as would be expected of passengers utilizing the regular fixed route transit system. Dial -A -Ride is a shared ride program; there may be other passengers riding with you in the vehicle. Each and every rider has the right to a pleasant ride without the threat of physical or verbal abuse. The following are violations of Yakima Transit's Dial -A -Ride Rider Behavior Policy: • Smoking, • Eating or drinking, • Radio, tape or CD playing without earphones, • Harassing the driver or other passengers, • Vandalizing the vehicle, • Inappropriate behavior, which includes violent, seriously disruptive or illegal behaviors, • Other behaviors which create a serious safety hazard for other passengers or the driver. Anyone engaging in such behaviors may have their privileges to utilize Dial -A -Ride vehicles or Yakima Transit vehicles suspended. Upon receiving information about such a violation of the Behavior Policy, Yakima Transit staff will research the issues and may decide to suspend riding privileges, or may institute a probation period, warning or other provisionary rider status. The rider involved will be given verbal and written notice of the decision. In cases of probation or suspension, the cause and the period of time it will be in effect, shall begin upon receipt of the notice. If a client is suspended from Dial -A -Ride for inappropriate behavior, s/he will be given an opportunity to request that Yakima Transit review the suspension. S/he must request a review in writing within 10 calendar days of receiving the suspension notice. Yakima Transit must schedule the review meeting within 10 calendar days of receiving the review request. At a time and location mutually agreeable to the client and the reviewers, reasons why the suspension should not be enforced may presented in person, in writing, or by phone. Upon review of the information, the reviewers will decide to affirm, modify, or terminate the suspension. Previous suspensions will be considered when determining subsequent suspension periods. The reviewers decision will be issued within 10 calendar days of the date of the review meeting. Questions about issues contained in this memo, should be addressed to Karen Allen, DAR Contract Administrator, 2301 Fruitvale Blvd, Yakima, WA 98902. Questions may also be answered by calling 575-6423. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. S For Meeting of 11/4/97 ITEM TITLE: Resolution Authorizing Modification of Dial -A -Ride Service Agreement with Access Paratransit SUBMITTED BY: Jerry D. Copeland, Director of Public Works CONTACT PERSON/TELEPHONE: Bill Schultz, Transit Manager / 575-6005 SUMMARY EXPLANATION: The City of Yakima executed a Contract on November 13, 1996 with Access Paratransit for Dial -A -Ride services. Though Contract expenses to date have been substantially lower than what the City was paying the previous contractor, Access Paratransit has incurred unforeseen costs over the past year for which the contractor is seeking increases to the original contract rates for services. The Council Transit Committee and staff reviewed Access Paratransit's statistical and financial data to substantiate their claim for a rate increase. It has been determined there is justification to their request for rate increases from $6.50 to $9.00 for ambulatory trips and from $10.00 to $12.55 for non-ambulatory trips. The rate adjustment is estimated to increase the 1998 budget expense by approximately $221,500 over the 1997 year end estimate of $493,629. The total increase still remains significantly under the previous contractor's amount. The additional expense will be covered by the Transit Division's operating budget which is supported by the Transit sales and use tax. In addition to rate modification, other modifications are also being proposed to bring the services contract into full compliance with federal regulations and to resolve technical language and operating issues. The proposed other modifications document was reviewed by the Council Transit Committee. EXHIBITS Resolution X Ordinance Contract Modification Document X Funding Source Transit Divisi APPROVED FOR SUBMITTAL: Ci STAFF RECOMMENDATION: Approve resolution modifying contract TRANSIT COMMITTEE RECOMMENDATION: Concur with Staff recommendation COUNCIL ACTION: Resolution adopted. RESOLUTION No. R-97-135 Access Paratransit Month Amb Ridership Non Amb.Ridership Current Terms(1) 1997 Inc. PFP Bid (2) Recommendation $9.16/$12.61 Jan 4228 1621 43,692.00 Feb 3979 1283 38,693.50 Mar 3937 1553 41,120.50 Apr 4026 1574 41,909.00 May 3979 1506 40,923.50 Jun 4064 1485 41,266.00 Jul 4182 1432 41,503.00 Aug 4126 1347 40,289.00 Sep 4357 1510 43,420.50 Oct* 3900 1506 40,403.57 Nov* 3879 1506 40,270.67 Dec* 3858 1506 40,137.77 493,629.00 669,209.96 35.57% 807,703.78 520,651.43 1998 Staff Access Proposal Inc. PFP Bid (2) Recommendation $9.16/$12.61 $10.96/$15.48 $9.00/$12.55 59,169.29 71,431.96 43,692.00 52,626.27 63,470.68 38,693.50 55,646.25 67,189.96 41,120.50 56,726.30 68,490.48 41,909.00 55,438.30 66,922.72 40,923.50 55,952.09 67,529.24 41,266.00 56,364.64 68,002.08 41,503.00 54,779.83 66,072.52 40,289.00 58,951.22 71,127.52 43,420.50 54,706.30 66,046.69 40,403.57 54,518.59 65,822.21 53,807.62 54,330.88 65,597.72 53,623.24 493,629.00 669,209.96 35.57% 807,703.78 520,651.43 1998 Jan* 4651 1702 47,250.70 64,064.18 77,320.50 63,217.93 Feb* 4377 1347 41,921.35 57,079.97 68,824.71 56,298.83 Mar* 4331 1631 44,456.05 60,231.71 72,706.93 59,440.96 Apr* 4429 1653 45,312.90 61,406.52 74,121.25 60,598.79 May* 4377 1581 44,262.85 60,032.60 72,449.35 59,237.42 Jun* 4470 1559 44,650.10 60,611.01 73,132.77 59,802.19 Jul* 4600 1504 44,937.30 61,098.23 73,693.92 60,271.98 Aug* 4539 1414 43,644.40 59,408.53 71,637.19 58,597.49 Sep* 4793 1586 47,007.55 63,894.29 77,071.53 63,032.33 Oct* 4290 1581 43,691.16 59,227.70 71,486.08 58,446.49 Nov* 4267 1581 43,544.83 59,021.04 71,238.93 58,243.49 Dec* 4244 1581 43,398.50 58,814.37 70,991.78 58,040.49 534,077.69 724,890.13 35.73% 874,674.95 715,228.37 (1) Less fare retained by seller (2) Per RFT' dated 7/29/96. *Indicates estimated ridership. 1997 numbers are trend analysis, while 1998 represents 1997 plus 10% for ambulatory hoardings and 5% increase in non-ambulatory boardings over 1997. .....:...:.:: ;.....::: :::::::::::::.:::.......... ............::.::::... .. ACC�l�DTM CRS[F.TRIY ;: :::::o.:.:.....:::::.:.:::':.:::::c:.::::::............. ....................... .. �1 DATE (MM/DD/YY) ....:...::.:::::::...............................:.:.:::::::::::::::..:. 11/24/97 ..; PRODUCER BELL-ANDERSON AGENCY INC THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 724 WEST SMITH ST ALTER THE COVERAGE AFFORDED BY THE POLICES BELOW. PO BOX 887 COMPANIES AFFORDING COVERAGE KENT WA 98035-0887 COMPANY A THE INS CO OF NEW YORK INSURED COMPANY TRANSPORTATION SERVICE INC B _ COMPANY DBA: DIAMOND CAB /CITY CAB 606 NORTH IST STREET C COMPANY YAK I MA WA 98901 D .:::.:::.................:.:..:::::::::::..... b.::V P_;S ...... THISIS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRATION DATE (MM/DD/YY) LIMITS GENERAL LIABILITY GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ COMMERCIAL GENERAL LIABILITY CLAIMS MADE D OCCUR PERSONAL $ ADV INJURY $ EACH OCCURRENCE $ OWNER'S R CONTRACTOR'S PROT FIRE DAMAGE (Any one fire) $ MED EXP (Any one person) $ AUTOMOBILE LIABILITY R4 6 017 7 5 B 11/24/97 11/24/98 COMBINED SINGLE LIMIT $ ANY AUTO BODILY INJURY (Per person) $ 100,000 X ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) $ 300,000 HIRED AUTOS NON-OWNED AUTOS PROPERTY DAMAGE $ 25,000 GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN AUTO ONLY- ANY AUTO EACH ACCIDENT $ AGGREGATE $ EXCESS LIABILITY EACH OCCURRENCE $ AGGREGATE $ UMBRELLA FORM $ OTHER THAN UMBRELLA FORM WORKERS COMPENSATION AND STATUTORY LIMITS EACH ACCIDENT $ EMPLOYERS' LIABILITY DISEASE - POLICY LIMIT $ THE PROPRIETOR/ INCL PARTNERS /EXECUTIVE OFFICERS ARE: EXCL DISEASE - EACH EMPLOYEE $ OTHER R4601775B 11/24/97 11/24/98 UM BI ONLY BI 25,000 /50,000 PD 0 / DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/SPECIAL ITEMS PER ATTACHED LIST OF VEHICLES CkT1IA'fE :HCICDIWF:: :...............::.::::::..::.::....:..::::::..::::::::....:........................................................... IIIN("rL 1ATp_.;. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE CITY OF YAKIMA EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 129 NORTH SECOND 10 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, YAKIMA WA 99901 BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE STEVE JONES K3 A .... .. ..:::..:. a; ..0.0 �vr 1� :i :::1 90 PAGE NUMBER: 1 VEHICLE S C HE D UL E NAMED INSURED DIAMOND CAB CO POLICY #:R4661775B CAB # YEAR MAKE VEHICLE IDENTIFICATION NUMBER 73 1985 51 1987 C-1 1987 38 1994 96 1991 21 1987 47 1990 59 1988 K3 FORD 2FABP44F2FX209654 FORD IFAA Pile; 5UaHG216595 LINCOLN 1LN8M81F7HX690000 CHEVROLET 1G1BL52W3RR116003 CHEVROLET IGIBL5373MR124974 CHEVROLET 1G1BL5168HX177181 PONT IAC 1G2WJ54T8LF277834 CHEVROLET 1G1AW51W056249358 RESOLUTION NO. R-97- 135 A RESOLUTION: authorizing and directing the City Manager and City Clerk to execute a modification of the transportation services agreement (96-102, R-96-131) with Access Paratransit. WHEREAS, the City of Yakima is currently providing public transportation services to Yakima citizens with disabilities through a contracted paratransit program known as Dial -A -Ride, and WHEREAS, the City of Yakima is currently providing Dial -A -Ride service through a contractual agreement with Access Paratransit and WHEREAS, the Yakima City Council wants to make certain modifications to the existing agreement, and WHEREAS, the City Council considers that the modification to the current agreement will serve the best interest of the citizens of Yakima, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and City Clerk of the City of Yakima, are hereby authorized and directed to execute Modification #1 of agreement 96-102, R93-131, a copy of which is attached here to. ADOPTED BY THE CITY COUNCIL this 4th day of November 1997 ATTEST: /S/ MELYNN SKOVALD ACTING CITY CLERK LY N' Lynn Buchanan, MAYOR t serf - iaA to he a true and correct copy of the Grr"diad Med ja my office CITY CLERK Bd Deputy MODIFICATION NO.2 TO DIAL -A RIDE TRANSPORTATION SERVICE BROKER AND/OR PROVIDER AGREEMENT THIS MODIFICATION (hereinafter "Modification No. 2") to the existing Dial -A -Ride Transportation Service Broker and/or Provider Agreement (hereinafter "Agreement") is entered into by and between the City of Yakima, Washington, a municipal corporation, (hereinafter the "City"), and Access Paratransit, Inc., a Washington corporation, hereinafter "Access Paratransit". WHEREAS, on November 13, 1996, the City and Access Paratransit entered into the Agreement for provision of paratransit services; and WHEREAS, on November 7, 1997, and pursuant to City Council authorization, the City and Access Paratransit executed Modification No. 1 that increased the service fee for non -lift equipped boardings from $6.50 to $9.00 per boarding, and the service fee for lift equipped boardings from $10.00 to $12.55 per boarding; and WHEREAS, the City and Access Paratransit desire to further modify the Agreement to increase said service fees by $.28 to reflect recent minimum wage law changes and to add an "escalator" clause regarding service fees. NOW, THEREFORE, the City and Access Paratransit agree to the following under gored modifications to Section 10, "Payment" of the Agreement: 10. Payment. The City agrees to pay the Contractor a fee for services calculated and invoiced as follows: A. On a monthly basis ridership, by boardings requiring a wheelchair lift equipped vehicle and boardings not requiring a lift equipped vehicle. The City shall pay Contractor $10.0012.83 per boarding for boardings requiring a wheelchair lift equipped vehicle, and $6=50 9.28 per boarding for boardings not requiring a wheelchair lift equipped vehicle. B. The appropriate fare per passenger shall be collected and reported. C. An invoice shall be prepared and presented to the City which presents the above information as a net billing. Thus, fares collected shall be retained by the Contracting Agency and deducted from the fees for service amount. D. Effective March 1, 1999, and January 1 of each succeeding year during the term of this Agreement, the service fees referred to in subsection (A) of this Section shall be increased by the percentage change in the Seattle Consumer Price Index for wage earners calculated for the twelve month period ending on Tune 31 of the preceding year. The reference base period for said Seattle CPI is 1982-84 = 100. If the percenta eg change in the Consumer Price Index does not result in an increase, the service fees shall not change. The modification ($.28 increase) of services fees in Section (10)(A) that reflects minimum wage law changes shall be effective and retroactive to January 1, 1999. The modifications contained herein shall be valid for one hundred twenty (120) calendar days following execution of this document. Thereafter, the continued validity of the modifications is subject to successful negotiation and resolution of whether the City is inappropriately subsidizing transportation services of the Contractor to persons beyond the corporate limits of the City of Yakima. In the event that the City and the Contractor are unable to reach agreement concerning resolution of said issue within one hundred twenty (120) calendar days of execution of this document, the modifications contained herein shall no longer be valid and shall be unenforceable. Except to the extent expressly modified herein, all of the other terms and conditions contained in the Agreement and Modification No. 1 shall remain in full force and effect. THIS MODIFICATION is executed by the parties this day of March, 1999. ACCESS PARATRANSIT, INC. CITY OF YAKIMA an President By: City Manager ATTEST: City Clerk Access Paratransit Month Amb Ridership Non Amb.Ridership Current Terms(l) 1997 Inc. PFP Bid (2) Recommendation $9.16/$12.61 Jan 4228 1621 43,692.00 Feb 3979 1283 38,693.50 Mar 3937 1553 41,120.50 Apr 4026 1574 41,909.00 May 3979 1506 40,923.50 Jun 4064 1485 41,266.00 Jul 4182 1432 41,503.00 Aug 4126 1347 40,289.00 Sep 4357 1510 43,420.50 Oct* 3900 1506 40,403.57 Nov* 3879 1506 40,270.67 Dec* 3858 1506 40,137.77 493,629.00 669,209.96 35.57% 807,703.78 520,651.43 1998 Staff Access Proposal Inc. PFP Bid (2) Recommendation $9.16/$12.61 $10.96/$15.48 $9.00/$12.55 59,169.29 71,431.96 43,692.00 52,626.27 63,470.68 38,693.50 55,646.25 67,189.96 41,120.50 56,726.30 68,490A8 41,909.00 55,438.30 66,922.72 40,92350 55,952.09 67,529.24 41,266.00 56,364.64 68,002.08 41,503.00 54,779.83 66,072.52 40,289.00 58,951.22 71,127.52 43,420.50 54,706.30 66,046.69 40,403.57 54,518.59 65,822.21 53,807.62 54,330.88 65,597.72 53,623.24 493,629.00 669,209.96 35.57% 807,703.78 520,651.43 1998 Jan* 4651 1702 47,250.70 64,064.18 77,32050 63,217.93 Feb* 4377 1347 41,921.35 57,079.97 68,824.71 56,298.83 Mar* 4331 1631 44,456.05 60,231.71 72,706.93 59,440.96 Apr* 4429 1653 45,312.90 61,40652 74,121.25 60,598.79 May* 4377 1581 44,262.85 60,032.60 72,449.35 59,237.42 Jun* 4470 1559 44,650.10 60,611.01 73,132.77 59,802.19 Jul* 4600 1504 44,937.30 61,098.23 73,693.92 60,271.98 Aug* 4539 1414 43,644.40 59,408.53 71,637.19 58,597.49 Sep* 4793 1586 47,00755 63,894.29 77,071.53 63,032.33 Oct* 4290 1581 43,691.16 59,227.70 71,486.08 58,446.49 Nov* 4267 1581 43,544.83 59,021.04 71,238.93 58,243.49 Dec* 4244 1581 43,398.50 58,814.37 70,991.78 58,040.49 534,077.69 724,890.13 35.73% 874,674.95 715,228.37 (1) Less fare retained by seller (2) Per RFP dated 7/29/96. *Indicates estimated ridership. 1997 numbers are trend analysis, while 1998 represents 1997 plus 10% for ambulatory boardings and 5% increase in non-ambulatory boardings over 1997. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of 3/2/99 ITEM TITLE: Resolution Authorizing modification of Dial -A -Ride Service Agreement with Access Paratransit SUBMITTED BY: Chris Waarvick, Director of Public Works CONTACT PERSONITELEPHONE: Bill Schultz, transit Manager/575-6005 SUMMARY EXPLANATION: On November 13, 1996, the City of Yakima executed a contractual agreement with Access Paratransit to provide Dial -A -Ride services. The contractor incurred unforeseen costs and the contract rate was modified on November 3, 1997, making the ambulatory rate $9 and the non ambulatory rate $12.55 per boarding. The contractor is continuing to incur unforeseen financial impacts, the latest of which is the increase in the minimum wage rate, the first of which took effect on January 1, 1999, at an estimated operating cost impact of approximately 5%. To deal with such unforeseen expenses, it is proposed that the contract be modified to include 1.) an increase in the rate of compensation to be retroactive from 1/1/99, which will add $.28 to each boarding, and 2.) an annual rate increase tied to the Consumer Price Index (CPI). This will allow the contractor to recover from the impact of such costs over the life of the contract, which runs through November of 2001. - CONTINUED ON NEXT SHEET - (Resolution X Ordinance EXHIBITS Contract Modification Document X (Funding Source: Transit Division Operating Budget PROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Approve resolution modifying contract TRANSIT COMMITTEE RECOMMENDATION: Concur with Staff recommendation COUNCIL ACTION: This item was tabled for two weeks (March 16, 1999) . To approximate the impact of these changes, if the CPI is figured at 2.7% and applied to the rates as modified in 1.) above, it will add $.25 more to the ambulatory rate and $.35 more to the non ambulatory rate. The combined impact of the proposed changes brings the ambulatory rate to $9.53 and the non ambulatory rate to $13.18 per boarding. The total increase in contract cost is estimated at $37,223 for 1999, assuming no change in ridership from `98 levels. This modification has been reviewed by the Council Transit Committee prior to their forwarding it for consideration by the full Council. When the modifications came to the Council at the 2/16/99 meeting, they included a provision which prevents the contractor from providing services to DAR clients which extend beyond City boundaries. It is proposed that this issue be deferred for further legal review. RESOLUTION NO. R-99-. A RESOLUTION authorizing and directing the City Manager of the City of Yakima to execute a "Modification No. 2 to Dial -A -Ride Transportation Service/ Broker and/or Provider Agreement" with Access Paratransit, Inc. WHEREAS, on November 13,1996, the City and Access Paratransit entered into Dial -A - Ride Transportation Service/Broker and/or Provider Agreement for provision of paratransit services; and WHEREAS, on November 7,1997, and pursuant to City Council authorization, the City and Access Paratransit executed Modification No. 1 that increased the service fee for non -lift equipped boardings from $6.50 to $9.00 per boarding, and the service fee for lift equipped boardings from $10.00 to $12.55 per boarding; and WHEREAS, the City and Access Paratransit desire to further modify the Agreement to increase said service fees by $.28 to reflect recent minimum wage law changes and to add an "escalator" clause regarding service fees; and WHEREAS, the City Council has determined that it is in the best interest of the City to authorize the City Manager to execute "Modification No. 2 to Dial -A -Ride Transportation Service/Broker and/or Provider Agreement" in order increase service fees to reflect minimum wage law changes, to add an "escalator" clause regarding service fees, 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 "Modification No. 2 to Dial -A -Ride Transportation Service/Broker and/or Provider Agreement" with Access Paratransit, Inc. ADOPTED BY THE CITY COUNCIL this 2nd day of March, 1999. ATTEST: City Clerk (Ik)—/access pnratra Ipm John Puccinelli, Mayor CONTRACT FOR ` PROPOSAL NO. 19619 DIAL -A -RIDE TRANSPORTATION SERVICE BROKER AND/OR PROVIDER AGREEMENT THIS AGREEMENT is entered into this 01h day of November, 1996, by and between the City of Yakima, Washington, hereinafter called "the City," through the Department of Public Works, Transit Division, 2301 Fruitvale Blvd., Yakima, Washington 98901, and Access Paratransit, Inc., hereinafter called the "Contractor." 1. Purpose of Agreement. The purpose of this Agreement is to provide transportation services within the corporate limits of the City of Yakima to persons who, under the Americans with Disabilities Act, are considered disabled. 2. Scope of Services. Contractor shall, on behalf of the City, provide reservation, dis- patch and transportation services and may broker service to other subcontractors to pro- vide such transportation services to persons who, under the Americans with Disabilities Act, are considered disabled. 3. Service Delivery. The Contractor shall perform transportation services under this Agreement in accordance with the policies and specifications delineated in "EXHIBIT A -- SERVICE DELIVERY" which is attached hereto and incorporated as a part hereof. The City specifically reserves the right to set a limit on the amount of services to be provided by the Contractor based upon the City's budget. 4. Service Area. The Contractor agrees to provide service under this Agreement to those who have been prequalified under procedures established by the City within the corporate limits of the City of Yakima. 5. Training. All vehicle operators employed by the Contractor and its subcontractors and utilized to provide transportation service under this Agreement must, as a mini- mum, possess a valid Washington State Driver's License (or a Commercial Driver's License if required by law), Cardio Pulmonary Resuscitation (CPR) Card, and Basic First Aid Card. Operators and subcontractors must also receive training in passenger handling techniques, sensitivity in dealing with elderly and/or handicapped persons, and vehicle and personal safety on an ongoing basis. These and other forms of training shall be documented and such records kept current for the life of this Agreement. No additional charge shall be made for this service. 6. Data Collection and Reporting. The Contractor shall collect and report operating data in accordance with procedures established, or modified from time to time, by the City. At a minimum, the Contractor must be able to track, produce, and deliver all re- quired monthly and annual statistics in a computer file format compatible with that of the City. These records shall be kept current for the full term of this Agreement. It is the intent of the City to maximize its computer access to client and service data. The Contractor must cooperate, facilitate, and participate fully in this effort. The Contractor shall maintain fiscal records in accordance with generally accepted accounting practice. The Contractor shall make all records pertaining to the services provided under this Agreement available to authorized agents of federal, state or local hip \transit\dial-a-ride folder\19619 DAR Contract 11/7/96 10:24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- Page 1 governmental agencies for the purpose of determining the accuracy of reported infor- mation and the actual cost of services provided. The Contractor shall make no addi- tional charge for this service to the City. 7. Safeguarding of Information.. The use or disclosure by the Contractor of any confi- dential information concerning a participant, recipient, or client for any purpose, with respect to contracted activities provided under this Agreement, is prohibited except on written consent of the participant, recipient, or client, his/her attorney or his/her re- sponsible parent or guardian, or as otherwise provided by law. S. Non -Discrimination in Contracted Activities. The Contractor shall not, on the grounds of race, creed, color, religion, national origin, marital status, age or the presence of any sensory, mental or physical disability: A. Deny any individual any contracted activities or other benefits consistent with the terms of this Agreement; B. Provide any contracted activities or other benefits to an individual which are different, or are provided in a different manner, from those provided to others un- der this Agreement; C. Subject an individual to segregation or separate treatment in any manner re- lated to his receipt of any contracted activities or other benefits provided under this Agreement; D. Deny any individual an opportunity to participate in any program provided by this Agreement through the provision of contracted activities or otherwise, or af- ford him an opportunity to do so which is different from that afforded others under this Agreement. E. Utilize criteria or methods of administration which have the effect of subject- ing individuals to discrimination because of their race, creed, color, religion, na- tional origin, sex, marital status, age, or the presence of any sensory, mental or physical handicap or have the effect of defeating or substantially impairing accom- plishment of the objectives of this Agreement in respect to individuals of a particu- lar race, creed, color, religion, national origin, sex, marital status, age, or the presence of any sensory, mental or physical handicap in determining, (a) the types of contracted activities or other benefits to be provided, or (b) the class of individuals to whom, or the situation in which, such contracted activities or other benefits will be provided, or (c) the class of individuals to be afforded an opportunity to participate in any contracted activities or other benefits. 9. Term of Agreement -- Termination. This Agreement shall become effective after its approval by resolution of the Yakima City Council on the date it is duly signed by the City Manager. The period of this Agreement shall be one year. The period of this Agreement may, by mutual agreement of both parties, be extended annually for an additional year up to a total period not to exceed 5 (five) years. Provided, that either party may at any time during the term of this Agreement, terminate this Agreement by giving thirty (30) days notice in writing to the other party of its intention to terminate. All notices to the City shall be addressed to the City of Yakima, Attention: Transit Manager, 2301 Fruitvale Boulevard, Yakima, Washington 98901. Notice to the Contractor shall be addressed to Pam Scott, Access Paratransit, Inc., 606 N. 1st Street, Yakima, Wa. 98901. lap\ transit\ dial -a -ride folder\19619 DAR Contract 11/7/96 10:24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- Page 2 10. Payment. The City agrees to pay the Contractor a fee for services calculated and in- voiced as follows: A. On a monthly basis ridership, by boardings requiring a wheelchair lift equipped vehicle and boardings not requiring a lift equipped vehicle. The City shall pay Contractor $10.00 per boarding for boardings requiring a wheelchair lift equipped vehicle and $6.50 per boarding for boardings not requiring a wheelchair lift equipped vehicle. B. The appropriate fare per passenger shall be collected and reported. C. An invoice shall be prepared and presented to the City which presents the above information as a net billing. Thus, fares collected shall be retained by the Contracting Agency and deducted from the fees for service amount. 11. Invoicing. On or before the 10th day of each month, the Contractor shall invoice the City's Transit Manager for the services of the previous month as calculated above. The City shall pay within thirty (30) days. Any charge disputed by the City shall be separated from the invoice and the undisputed portion shall be paid. Both parties shall meet and resolve disputed charges within thirty (30) days after the invoice. 12. Relationship of the Parties. The parties agree that an independent contractor rela- tionship is created by this Agreement. The performance of contracted activities and the results to be achieved are solely the responsibility of the Contractor and those subcon- tractors it chooses to hire. No agent, employee, servant, or representative of the Contractor shall be deemed to be an employee, agent, servant, or representative of the City for any purpose under this Agreement and the employees of the Contractor are not entitled to any of the benefits which the City provides for City employees. The Contractor will be solely and entirely responsible for its acts and for the acts of its agents, employees, servants, subcontractors, or otherwise, during the performance of this Agreement. In the performance of the contracted activities herein contemplated, the Contractor is an independent contractor with the responsibility and authority to control and direct the performance of the details of the work, in accordance with the terms and conditions of this Agreement. However, the results of the work contemplated herein must meet the approval of the City and shall be subject to the City's general rights of inspection and review to secure the satisfactory completion thereof. In the event that any of the Contractor's employees, agents, servants, or otherwise, carry on activities or conduct themselves in any manner which may jeopardize the funding of this Agreement, the Contractor shall be responsible for taking adequate mea- sures to prevent said employee, agent or servant from performing or providing any of the contracted activities described within the terms of this Agreement. Communications between the Contractor and the City shall be addressed to the Transit Manager of the City and the executive director of the Contractor at their respec- tive addresses stated herein or at new addresses designated by either party by written no- tice. 13. Hold Harmless. All contracted activities to be rendered or performed under this Agreement shall be performed or rendered entirely at the Contractor's own risk and the Contractor expressly agrees to defend against claims or lawsuits and hold harmless the lap\ transit\ dial -a -ride folder\19619 DAR Contract 11/7/96 10:24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- Page 3 City and all of its officers, agency, employees, or otherwise, from any and all liability, loss or damage, including reasonable cost of defense, they may suffer as a result of claims, demands, actions, or damages to any and all persons or property, costs or judgments against the City which result from, arise out of or are in any way connected with the contracted activities to be performed by the Contractor or its subcontractors under this Agreement. 14. Insurance. The Contractor shall maintain for the duration of the contract commer- cial general liability insurance coverage and automobile liability insurance coverage with a combined single limit of $1,000,000 for each coverage. Such insurance shall name the City, its officers, agents, and employees as additional insureds. The Contractor shall maintain updated records of subcontractor insurance. The Contractor shall assure that all its subcontractors maintain commercial general liability insurance coverage and automobile liability insurance coverage with a combined single limit not less than $300,000 for each coverage. The policy must provide for thirty (30) day cancellation notice to the City if canceled or altered by either party. A certificate of such insurance shall be provided to the Contractor at the time of execution of this Agreement and shall name the City, its officers, agents, and employees as additional insureds. 15. Mandatory FTA Provisions. A. Breach by Contractor. In the event the Contractor fails to perform any require- ment of this Agreement, the City may terminate this Agreement by giving written notice to the Contractor of the City's intention to terminate because of failure of the Contractor to so perform as specified in the notice. If the Contractor corrects the non-performance to the satisfaction of the City within ten (10) days after such notice is given, then this Agreement shall not be terminated on that ground. If the Contractor fails to correct the non-performance to the satisfaction of the City within the ten (10) day period, then this Agreement shall terminate on final written notice by the City. In the event of the breach of this Agreement by the Contractor so that the City engages other carriers to perform the service called for to be performed by the Contractor under this Agreement, the Contractor agrees to reimburse to the City all costs incurred by the City in procuring such service, in excess of the cost provided by this Agreement for that service. B. Disadvantaged Business Enterprises. (1) Policy. It is the policy of the United States Department of Transportation (hereinafter DOT) that disadvantaged business enterprises as defined in 49 CFR Part 23 shall have the maximum opportunity to participate in the performance of contracts financed in whole or part with federal funds under this Agreement. Consequently, the DOT requirements of -49 CFR Part 23 apply to this Agreement. (2) United States DOT Obligation. The recipient or its contractor agrees to ensure that disadvantaged business enterprises as defined in 49 CFR Part 23 have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with federal funds provided un- lap\transit\dial-a-ride folder\19619 DAR Contact 11/7/96 10:24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- Page 4 der this Agreement. In this regard, all recipients or contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that disadvantaged business enterprises have the maximum opportunity to compete for and perform contracts. Recipients and their contractors shall not discriminate on the basis of race, creed, color, national origin, age, or sex in the award and performance of DOT -assisted contracts. (3) DBE Goal. The City currently has an overall goal of ten percent (10%) par- ticipation by Disadvantaged Business Enterprises (DBE). The Contractor will seek opportunities to do business with DBE organizations. DBE participation will be regularly reported to the City on a timing and format to be determined by the City. C. Equal Employment Opportunity. In connection with the execution of this Agreement, the Contractor shall not discriminate against any employee or appli- cants for employment because of race, religion, color, sex, age, or national origin. The Contractor shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, age, or national origin. Such action shall include, but not be lim- ited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The Contractor further agrees to insert a similar provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials. D. Title VI Civil Rights Act of 1.964. During performance of this Agreement, the Contractor, for itself, assignees, and successors in interest agrees as follows: (1) Compliance with Regulations. The Contractor shall comply with the Regulations relative to nondiscrimination in federally -assisted programs of the DOT Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulation), which are herein incorporated by reference and made a part of this Agreement. (2) Nondiscrimination. The Contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, religion, color, sex, age, or national origin in the selection and retention of subcontrac- tors, including procurements of materials and leases of equipment. The Contractor shall not participate either directly or indirectly in the discrim- ination prohibited by Section 21.5 of the Regulations, including employment practices when the contract covers a program set forth in Appendix B of the Regulations. (3) Solicitations for Subcontracts, Including Procurements of Materials and Equipment. In all solicitations either by competitive bidding or negotiation made by the Contractor for work to be performed under a subcontract, includ- ing procurements of materials or leases of equipment, each potential subcon- tractor or supplier shall be notified by the Contractor of the Contractor's obliga- tions under this Agreement and the Regulations relative to nondiscrimination on the grounds of race, religion, color, sex, age, or national origin. lap\transit\dial-a-ride folder\19619 DAR Contact 11/7/96 10.24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- Page 5 (4) Information and Reports. The Contractor shall provide all information and reports required by the Regulations or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of informa- tion, and its facilities as may be determined by the recipient or the Federal Transportation Administration (FTA) to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information is re- quired or a contractor is in the exclusive possession of another who fails or re- fuses to furnish this information, the Contractor shall so certify to the recipient, or the Federal Transportation Administration, as appropriate, and shall set forth what efforts it has made to obtain the information. (5) Sanctions for Noncompliance. In the event of the Contractor's noncom- pliance with the nondiscrimination provisions of this Agreement, the City shall impose such contract sanctions as it or the FTA may determine to be ap- propriate, including, but not limited to: (a) Withholding of payments to the Contractor under the Agreement, in whole or in part. (6) Incorporation of Provisions. The Contractor shall include the provisions of paragraphs 1 through 6 of this section in every subcontract, including pro- curements of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The Contractor shall take such action with respect to any subcontract or procurement as the recipient or the Federal Transportation Administration may direct as a means of enforcing such provisions including sanctions for noncompliance: Provided, however, that, in the event a Contractor becomes involved in, or is threatened with, lit- igation with a subcontractor or supplier as a result of such direction, the Contractor may request the United States to enter into such litigation to protect the interests of the United States. E. Conservation. The Contractor shall recognize mandatory standards and poli- cies relating to energy efficiency which are contained in the State Energy Conservation Plan issued in compliance with the Energy Policy and Conservation Act (42 USC § 6321 et seq.) F. Environmental Violations. The Contractor agrees to comply with all applicable standards, orders, or requirements issued under Section 306 of the Clean Air Act (42 USC 1857(h), Section 508 of the Clean Water Act (33 USC 1368), Executive Order 11378, and Environmental Protection Agency regulations (40 CFR, Part 15) which prohibits the use under nonexempt federal contracts, grants or loans, of facilities in- cluding on the EPA list for violating facilities. The Contractor shall report viola- tions to UMTA and to the USEPA Assistant Administrator for Enforcement (EN)329). G. Drug and Alcohol Testing. As a Contractor to the City, Contractor is subject to the provisions of 49 CFR Part 653.654.40 relative to the testing of employees in safety sensitive positions for drug use and alcohol misuse. The Contractor must either participate in the City's testing program or establish its own program which complies in every way with the appropriate regulations. lap\transit\dial-a-ride folder\19619 DAR Contract 11/7/96 10.24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- Page 6 16. Extent of Agreement. This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. 17. Modification. No change or addition to this Agreement shall be valid or binding upon either party unless such change or addition is agreed and stated in writing ac- knowledged by both parties. 18. Venue Stipulation. This Agreement has been and shall be construed as having been made and delivered within the State of Washington, and it is understood and agreed that this Agreement shall be governed by laws of the State of Washington both as to interpretation and performance. Any action at law, suit in equity, or other judicial proceeding from the enforcement or breach of this Agreement or any provision hereof, shall be instituted and maintained only in any of the courts of competent jurisdiction in Yakima County, Yakima, Washington. 19. Severability. The parties agree that if any part, term, or provision of this Agreement is held by any court to be illegal, the validity of the remaining provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular provisions held to be invalid. If any provisions of this Agreement are in conflict with any federal law, rule or reg- ulation or with any law, rule, regulation or statutory provision of the State of Washington, the conflicting provisions shall be deemed inoperative and null and void insofar as they may be in conflict, and shall be deemed modified to conform to lawful provisions, so as to give them as much effect as legally possible. IN WITNESS WHEREOF the parties have executed this Agreement the day and year first above written. CITY OF YAKIMA By: Richard A. Zais, Jr., City Manager ATTEST: City Clerk rt: cru t, JI:1 1 i ACCESS PARATRANSIT, INC. y. _ Pain Scott, C.E.O. Its: lap\transit\dial-a-ride folder\19619 DAR Contract 11/7/96 10.24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- Page 7 EXHIBIT A -- SERVICE DELIVERY Introduction The service to be performed by Contractor under this agreement shall be a dial -a -ride type service which shall provide door-to-door transportation service to pre -identified handicapped persons on an advanced reservation basis. The Contractor may function as a broker of service by establishing service agreements with direct service providers who shall perform passenger services under supervision of broker. The broker may also be a direct provider of service. Dial -A -Ride service shall be provided from 6:00 a.m. to 7:00 p.m. Monday through Friday, 8:00 a.m. to 7:00 p.m. on Saturdays, and 9:00 a.m. to 2:00 p.m. on Sundays. On-time performance must be adhered to by arriving at the designated pick-up point within fifteen (15) minutes before or after the scheduled pick-up time. Unscheduled return rides (will calls) shall be provided within one (1) hour (or as otherwise agreed to) of receiving notification from passenger or their representative. Service shall be provided within the corporate limits of the City of Yakima or otherwise as may from time to time be determined. The Contractor shall provide for access to Dial -A -Ride service via toll free telephone information and reservation system which shall also provide access to the hearing impaired. Such access shall be provided during normal business hours seven days per week. The Contractor shall provide computerized ride matching services which matches the service request with the lowest cost, appropriate and available service provider. As a broker, control shall be exercised over service providers to protect the interests of those being served. Such oversight shall include, but not be limited to, determining the appropriate insurance is maintained, determining that service personnel are properly trained, are of good character and that vehicles utilized in service are properly equipped and in good, safe running condition. The City reserves the right to disqualify any service provider with the understanding that such action may temporarily cause a shortage of service availability. The Contractor shall determine the eligibility of each service requester against the approved client file prior to providing service. The client files shall be routinely updated by the City as file additions and modifications are made. Dial -A -Ride passengers shall be charged a fare of $1.00 per one-way trip. The fare is subject to change by the Yakima City Council. Contractor shall deduct fare collected from the service billing and submit a net billing in accordance with appropriate provisions of this agreement. Fiscal and operating information and records relative to services provided and invoiced are subject to audit. Such records shall be kept and made available upon request to the authorized representatives of the City of Yakima or other agency of government having an interest in this agreement. Contractor shall make available for sale Dial -A -Ride ticket books for prepayment of fare. The City shall provide ticket books. Any tickets which were sold to passengers prior to lap\transit\dial-a-ride folder\19619 DAR Contract 11/7/96 10:24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- EXHIBIT A this agreement shall be accepted for the payment of fares. These shall be noted separately on, and included with, the invoice and shall not be deducted from the billing. Vehicles and Equipment Contractor shall maintain sufficient numbers and types of vehicles and uniformed personnel under agreement and available to accommodate the service demand as experienced. Each vehicle shall be marked as providing service as "City of Yakima Dial - a -Ride". The actual appearance of such marking shall be as agreed upon by the City. The City retains the right to inspect any and all vehicles utilized in service under this agreement. Said inspection shall take place at a time and place selected by the City and may be conducted by a designated representative at the Contractor's expense. The intent of an inspection shall be to determine the operating condition of the fleet and to review maintenance records. The City retains the right to disqualify any vehicle from service under this agreement if it is considered to be unsafe, until necessary repairs are made and the vehicle is re -inspected. Vehicles utilized to provide service under this agreement shall be kept in good operating condition and maintained according to manufacturer's recommendations as a minimum standard. A permanent record shall be kept of all maintenance and repairs. Maintenance records must be available for inspection upon request. As a minimum, service vehicles shall be equipped with the following safety equipment: Two-way radio communications with Contractor base station One - Five pound fire extinguisher One - First aid kit One - Set of triangle reflectors (containing at least two reflectors) or other similar warning device Prescribed equipment shall be properly maintained and kept in fully functional condition. lap\transit\dial-a-ride folder\19619 DAR Contract "11/7/96 10:24 AM DIAL -A -RIDE TRANSPORTATION CONTRACT -- EXHIBIT A ................ .......... ..................................................................... ___ ... ...... .... .................. ........ ................................ ................................ .. ............................................... .. .... .. .... ..................... ............... .. ......... .. ...... ............. ............. . ... .............. . . ..... ...... ..... ........ . DATE (MM/DD/YY) wolb ....:s . .. ..... ... .. . .... .. . AID A :01: AIRE A4 J: iE: Tl 1: - - c. R NCE. R !Ul A 1" .. ...... .. ... .... 11/06/96 ........ ....................... ...... PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE BELL-ANDERSON AGENCY INC HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 724 WEST SMITH ST ALTER THE COVERAGE AFFORDED BY THE POLICES BELOW. PO BOX 887 COMPANIES AFFORDING COVERAGE KENT WA 98035-0887 COMPANY A FUND INSURED ACCESS PARATRANSIT INC -FIREMAN'S COMPANY B R, E G F,-, I V COMPANY 606 N 1 ST ST C JAN 11 1 19�, YAKIMA WA 98901 CC.MP'Nly D . .........RAGES:.. .:6 .. ............. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICAl . ED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. co LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRATION DATE (MM/DD/YY) LIMITS GENERAL LIABILITY TBA 11/06/96 11/06/97 GENERAL AGGREGATE $1,000, 000 XMMERCIAL 1, GENERAL LIABILITY PRODUCTS - COMP/OP AGG $1,000, 000 CLAIMS MADE OCCUR hcwO PERSONAL & ADV INJURY $1,000, 000 EACH OCCURRENCE $1, 000, 000 OWNER'S & CONTRACTOR'S PROT FIRE DAMAGE (Any one fire) $ so, 000 MED EXP (Any one person) $ 000 AUTOMOBILE LIABILITY 8G2MZG80661261 11/06/96 11/06/97 -5, 1,000,000 ANY AUTO COMBINED SINGLE LIMIT $ BODILY INJURY (Per person) A ALL OWNED AUTOS SCHEDULED AU-10S X X HIRED AUTOS NON-OWNED AUTOS BODILY INJURY (Per accident) $ PROPERTY DAMAGE $ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN AUTO ONLY: ANY AUTO EACH ACCIDENT $ AGGREGATE $ EXCESS LIABILITY EACH OCCURRENCE $ AGGREGATE $ UMBRELLA FORM $ OTHER THAN UMBRELLA FORM WORKERS COMPENSATION AND _F STATUTORY LIMITS EMPLOYERS' LIABILITY EACH ACCIDENT .$ DISEASE - POLICY LIMIT 1$ THE PROPRIETOR/ ROPR'ET INCL PARTNERS/ElEPCIUTIlE DISEASE - EACH EMPLOYEEI $ OFFICERS ARE: EXCL A IOTHER 8G2MZG80661261 11/06/96 11/06/97 TTM 1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES ARE NAMED AS ADDITIONAL INSURED AS TO WORK PERFORMED BY THE NAMED INSURED. ........................................... ....... I ...................................................................... ..................................................... ::CERTIFICATE: wHOLDER: ...... . . .. . ...... ...... .... . . . .. .. . .. .................. . . ...... .......... LA . ...... . ... ........ MANCELLA . TlON .. . ......... SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE CITY OF YAKIMA EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 129 NORTH SECOND STREET 3 0 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, YAKIMA WA 98901 BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE STEVE JONES K3 A ............ ......... _ ........ ............. ........ .......... .................................... .. .. .. ... .............. . .. ............ AWP:.-:�w W.. - ....................... .... . . b '0 10 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of 10/1/96 _ ITEM TITLE: Resolution Authorizing and Directing the City Manager and the City Clerk to execute an agreement with Diamond Cab Company, doing business as Access Paratransit, to provide transportation services for the City's Dial -A -Ride program SUBMITTED BY: Jerry D. Copeland, Director of Public Works CONTACT PERSON/TELEPHONE: Bill Schultz, Transit Manager/575-6005 SUMMARY EXPLANATION: On Monday, July 29, 1996, bids were opened on the Dial -A -Ride contract with three bids having been received. This was followed by a period of staff analysis. On Wednesday, September 18, 1996, the two lowest bidders were interviewed by the Council Transit Committee. It is their recommendation that the contract be awarded to Diamond Cab Company as the lowest responsible bidder, as is indicated on the attached resolution. The contract is annually renewable for up to five years. Resolution X Ordinance Funding Source (APPROVED FOR SUBMITTAL: EXHIBITS Contract X Other (Specify) Manager STAFF RECOMMENDATION: Concur with Transit Committee recommendation TRANSIT COMMITTEE RECOMMENDATION: Approve resolution and execute contract COUNCIL ACTION: Resolution No. R-96-131 • - RE01JEST FOR PROPOSAL — NOT i ORDER PROPOSAL NO. 19619 CITY OF YAKIMA PLEASE QUOTE ON THIS FORM. PURCHASING DIVISION RETURN MARKED "NO BID" DATE July 10. 1996 129 NO. 2ND STREET IF YOU CANNOT QUOTE, YAKIMA, WASHINGTON 98901 AND REASON IN ORDER TO PHONE 575-6093 REMAIN ON VENDOR LIST. VENDOR— _ ADDRESS. Diamond Cab _ PROPOSALS WILL BE RECEIVED 606 N 1st Street Yakima, WA 98901 _ UNTIL, 2:0011.m.. July 29. 1996 PROPOSAL OPENING 2:00 a.m.. July 29. 1996 TO PROPOSER: PLEASE QUOTE YOUR LOWEST PRICE FOR THE FOLLOWING. QUOTE ON EACH ITEM SEPARATELY. THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS AND TO ACCEPT ANY OR ALL ITEMS AT THE PRICE QUOTED. DESCRIPTION The City of Yakima Department of Public Works, Transit Division is requesting proposals to provide for furnishing transportation services to the handicapped within the corporate limits of the City of Yakima per the attached sample contract for Dial -A -ride Transportation Service Broker and/or Provider Agreement. The contracting agency agrees to provide service at a rate of $ t U l 00 per boarding for one (1) passenger requiring a wheelchair lift -equipped vehicle, $ (,,'/ 570 per boarding when transporting a passenger not requiring a wheelchair lift - equipped vehicle. The contracting agency will maintain for the duration of the contract public liability and property damage insurance in a combined single limit of $1,000,000.00. The policy must provide for thirty (30) day cancellation notice to the City if canceled or altered by either party. A certificate of such insurance shall be provided to the City Purchasing Agent at the time of execution of this agreement. The City of Yakima reserves the right to reject any or all bids or accept any presented which meet or exceed these specifications, and which would be in the best interest of the City and will not necessarily be bound to accept the low bid. BQXII Proposal No. 19619-- 7/10/96 rl N CTFY OF t PROPOSAL NO. 126n REQUEST FOR PROPOSAL-- NOT AN ORDE, DESCRIP'T'ION Proposals shall be submitted to the City Clerk's OlTiice, Yakima City Hall, 129 North 2nd Street, by 2.00 p.m. on July 29 1996 in scaled envelope labeled Proposal No. 19619 and including date and time of proposal opening. TO THE PURCHASING AGENT OF THE CI'T'Y OF YAKIMA: DATE l iSIGNE It a F i LWh (,M u TELEPHONE NUMBER: Sbq " Ll 5-3 ^ 3.11 FAX TELEPHONE NTJM-BER: q ^ Lf S 7 — 7o BQXII Proposal No. 19619 -- •2 -- Vn0/96 r- • PEOPLE FOR PEOPLE P.O. Box 1665 302 West Lincoln Yakima, WA 98907 Phone: (509) 248-6726 Fax: (509) 457-7897 July 29, 1996 City Of Yakima Purchasing Division 129 North 2nd Street Yakima, WA 98901 i RE: Proposal No. 19619 Attached please find PFP's bid for Dial -A -Ride services for 1996-1997. Included are the forms provided by the City of Yakima, with the cost proposal, and supplemental information about the service PFP will offer. The necessity of transferring the Dial -A -Ride contract three years ago demonstrated that the City had numerous concerns about the service. In the course of satisfying those concerns, PFP worked with the City to implement some significant changes and improvements. PFP's proposal describes the ways in which PFP has made and will continue to make Dial -A -Ride a successful program. We hope that this additional information will provide a context within which the price proposal can be evaluated. PFP's trips rates in this proposal will keep the City's program among the most cost effective in the State. The average cost ger trip in 1994, the most recent year for which statewide data is available, was just over $14.00; PFP's average cost per trip in this bid is $12.05; only 86% of the statewide average two years ago. PFP has appreciated working closely with the City of Yakima Transit on Dial -A -Ride and is proud of our accomplishments. We look forward to a continued partnership with the City of Yakima. Sincerely, G eggeman, Ex cutive Director GB/cy Encl. P.O. Box 391, 2201 Edison, Sunnyside, WA 98944, (509) 837-7610 P.O. Box 2,16 W. 1 st Ave., Toppenish, WA 98948, (509) 865.5221 P.O. Box 519, 109 East 3rd #t7, Ellensburg, WA, (509) 925-5311 PO Box 1777, 530 West Valley Road, Moses Lake, WA 98837 (509) 765-9249 RE�')EST FOR PROPOSAL -- NOT— V ORDER PROPOSAL NO. 19619 CITY OF YAKIMA PLEASE QUOTE ON THIS FORM, PURCHASING DIVISION RETURN MARKED "NO BID' DATE July 10. 1996 129 NO. 2ND STREET IF YOU CANNOT QUOTE, YAKIMA. WASHINGTON 98901 AND REASON IN ORDER TO PHONE 575-6093 REMAIN ON VENDOR LIST. VENDOR- People For People P.O. Box 1665 PROPOSALS WILL BE RECEIVED ADDRESS 302 West Lincoln — Yakima, WA 98907 — UNTIL 2:00 pm.. July 29. 1996 PROPOSAL OPENING 2:00 p.m.. July 29-1996 TO PROPOSER: PLEASE QUOTE YOUR LOWEST PRICE FOR THE FOLLOWING. QUOTE ON EACH ]TEM SEPARATELY. THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS AND TO ACCEPT ANY OR ALL ITEMS AT THE PRICE QUOTED. DESCRIP'T'ION The City of Yakima Department of Public Works, Transit Division is requesting proposals to provide for furnishing transportation services to the handicapped within the corporate limits of the City of Yakima per the attached sample contract for Dial -A -ride Transportation Service Broker and/or Provider Agreement. The contracting agency agrees to provide service at a rate of $ 15.48 per boarding for one (1) passenger requiring a wheelchair lift -equipped vehicle, $ 10.96 per boarding when transporting a passenger not requiring a wheelchair lift - equipped vehicle. The contracting agency will maintain for the duration of the contract public liability and property damage insurance in a combined single limit of $1,000,000.00. The policy must provide for thirty (30) day cancellation notice to the City if canceled or altered by either party. A certificate of such insurance shall be provided to the City Purchasing Agent at the time of execution of this agreement. The City of Yakima reserves the right to reject any or all bids or accept any presented which meet or exceed these specifications, and which would be in the best interest of the City and will not necessarily be bound to accept the low bid. BQXII Proposal No. 19619 1 -- 7/10/96 CITY OFF IPROPOSAL NO. 12M REQUEST FOR PROPOSAL— NOT AN ORDER - DESCRIPTION Proposals shall be submitted to the City Cleric's Office, Yakima City Hall, 129 North 2nd Street, by - ;00 p.m. on Tuly 29 . 1996 in a sealed envelope labeled Proposal No. 19619, and including date and time of proposal opening, Per Addenda No 1, dated July 26, 1996: Tne period of this contract shall be foi a period of or,e yvzz frow, its cl fOr--`ive date, and thereafter from year to year for four additional years, provided, however, that either party may at any time dosing the life of this contract, or any extension thereof, terminate this contract by giving thirty (30) days notice in writing to the other party of its intention to do so. DATE July 29, 19 96 SIG COMPANY: People For ADDRESS: TELEPHONE 302 West Lincoln Ave. Yakima, WA 98902 FA.� T'EI.EPIIONE. N?jMBER. 457-7897 $QXII Proposal No. 19619 -- 2 -- 7/10/96 OR PEOPLE FOR PEOPLE DIAL A RIDE PROPOSAL INTRODUCTION Although not required, PFP is submitting supplemental material in support of its bid. Trip rates alone are insufficient to evaluate a Dial -A -Ride proposal. In this at- tachment, PFP has outlined some aspects of its service which address the concerns the City of Yakima had when it transferred the service to PFP three years ago — quality, performance, reliability, cooperation, creativity, and cost effectiveness. In making the transition, PFP committed to satisfying the City's concerns in those areas. The way in which those goals have been met, and can continue to be met, are described in the plan below. WORK PLAN CALL TAKING AND TRIP RESERVATIONS TRIP REQUESTS AND CALL TAKING Dial -A -Ride clients may request trips by calling PFP's number 24 hours in ad- vance. Access will be provided during normal business hours 7 days a week. Calls are answered by the Dispatch and Brokering staff. After hours calls are routed to voice mail in order for the client to leave trip request information. After hours calls are re- trieved from voice mad and confirmed with the client during the next day of service. A TTY is available for deaf and hard of hearing clients. Trip requests are received by the Brokering staff; return trip requests are handled by the Dispatch staff. All individuals receiving client phone calls are fully trained to ensure that they know how to respond appropriately to client requests. ELIGIBILITY DETERMINATION PFP utilizes a computer database to identify eligible clients. City Transit staff pro- vide the eligibility information by sending data to PFP via modem. Each trip request is verified with the City's approved database of clients. PFP's computer system identifies clients who have conditional eligibility. That is; some n PEOPLE FOR PEO' -LE 'uiAL-A-RIDE PROPOSAL clients may only be eligible for a specified time or during specified conditions. PFP tracks all of these conditional eligibility requirements to ensure that only eligible cli- ents are served. Clients who are not eligible are referred to the City for eligibility determination. PFP provides those individuals with information about the process and offers to send them the Dial -A -Ride application (see Attachments). PFP does not determine eligibil- iiy or encourage clients to seek eligib' 'ty or adv!sa cheIItS on eLgibd3ty. TRIP RESERVATIONS Trip request information: When a trip is requested all of the information concern- ing the trip is recorded. This includes pick-up and destination times and locations and return information, if known. It also includes details concerning any client require- ments for special assistance while boarding or riding and any special instructions for either pick-up or drop-off. Advance Notice: Dial -A -Ride policies state that trips should be requested the day before they are to be scheduled. PFP follows that policy but under the direction of the Yakima City Transit, PFP would provide same day service whenever possible. Advance: Trips can be scheduled as far in advance as is desired. PFP's software can accept a trip at any future date. Clients whose eligibility is restricted by time are not scheduled for advance trips which occur after their eligibility ending date. Routine: PFP accepts routine trip requests. Routine trips are reviewed by staff and with the client monthly, to ensure that the requested schedule of pick-ups is accurate. In conjunction with its other Brokering activities, PFP offers brokering of Dial -A - Ride trips whenever it is cost effective. Qualified providers in 1996 are Diamond Taxi and Medstar. Diamond Taxi is certified for ambulatory trips. Medstar is certified for both ambulatory and wheelchair transportation. Brokering trips to other providers, even when their trip costs are higher than PFP's can be cost effective when fleet capacity or scheduling becomes a problem. By brokering out peak hour trips, PFP can minimize the size of the Dial -A -Ride fleet. TRIP SCHEDULING Pick-ups: Requests for pick-ups and known returns are scheduled the night before utdizing a computer assisted dispatch system which groups trips and routes vehicles a�iriantly K PEOPLE FOR PEO E 1>IAL-A-RIDE PROPOSAL Returns (Will Calls'}: Since Dial -A -Ride is a demand -response system, PFP must provide return trips upon request. Clients are asked to schedule the outgoing portion of their trip on the previous day but can request the return home at any time during the DAR service hours. The maxum allowable response time is one hour. However there are many situations in which a one hour delay will generate vehement com- plaints; a client in a wheelchair at closing time in the winter would be a good example. Therefore PFP attempts to respond to "will call" returns within 20 minutes. This is the single element which introduces the greatest inefficiencies into the sys- tem, since vehicles and drivers must be held at ready to return people at any time. PFP has encouraged a policy requiring previous day return reservations to help solve this problem. At this time PFP continues to accept `will call' returns. The following chart shows the number of trips provided, hour by hour, for a typi- cal day. 35 30 25 CL 20 M U 15 10 Daily Demand (Typical) a Q a a a a a a a a a a 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 r r r Hour 3 prO-Ai E FOR PEO SERVICE DELIVERY DISPATCH F - ' r.iAT-A-I:I::'r P.RORnCA:. �.. n +U- en. 4— A el..nle w«....»....i L.. A.- DIM .•i. wtwt. rt -u i1.. LL L"b Lu<. .71 ♦T&,%, %&".Y 1Gu1L.iG0 srG V' 1.116 111 VLLJ�J4LL.i1 JLOUL. A -'L"" r peak service hours two dispatchers are on duty at all times. One person receives and records "will call' return trip requests, handles vehicle or driver difficulties, and keeps track of the daily trip records. The other person dispatches vehicles and handles radio traffic. The night dispatcher prepares the vehicle manifests for the following day. FLEET CONFIGLY'RATION AND UTHIZATION PFP dedicates a fleet of 8 sedans and 4 lift -equipped mini -buses to Dial -A -Ride. A A A Additional peak demand capacity is provided by utilizing other PFP vehicles and by brokering out services to other providers. 4:00 PM ® 12:00 PM 0 0 = 10:00 AM 8:00 AM WHIM, Vehicle UtiliZation (Typical) 0 2 4 6 8 10 12 14 Number of Vehicles Making Pick -Ups N tr^�, PEOPLE FOR PEOPLE 1AAL-A-RIDE PROPOSAL SERVICE STANDARDS AND POLICIES The City has developed Dial -A Ride Operating Rules (see Attachments) which PFP has incorporated into its own standards and policies. PFP's policies are: Preferred clients are required to make reservations one day in advance. Minimum: PFP will accept sane day requests whenever possible, up to one hour before the requested trip by direction of Yakima Transit. This is not encour- aged. Routine: routine trips may be scheduled at any time; they are reviewed and re- confirmed monthly. Client accommodations Vehicles assignments: The first criteria in vehicle assignment is the need of the client. The second criteria is cost efficiency. Whenever possible trips are grouped to better utilize vehicle capacity. Special Assistance: Dial -A -Ride is a "door to door" service. Those clients re- quiring boarding assistance are helped from the door of the pick-up point to the vehicle and, again, from the vehicle to the door of the drop-off point. Special Instructions: In many cases clients may have special instructions for boarding locations or procedures. These are recorded at the time the trip is re- quested and given to the driver as a part of the trip manifests for the day. Assistants: Assistants required as escorts for the client and approved by the City are transported at no additional cost. Requested Prior Day: trips requested the previous day are picked up within 15 minutes before or 15 minutes after the requested time. In most cases the actual times are within 5 minutes of the requested time. Requested Same Day: If directed by the Yakima City Transit, trips requested on the same day would be subject to the above standard since PFP cannot guaran- tee the availability of vehicles. When trips are accepted, PFP makes every effort to provide the trip as quickly as possible. Previously scheduled returns are considered to be "trips requested on the prior day" and are subject to the same standards. 5 IaF0PL F F 0 R PFOF�_E n--. - VIAL -A -AIDE PROPOSAL "Will Call" returns are provided as quickly as possible and usually within 30 minutes. Dial -A -Ride standards are 1 hour. NO SHOW AND NO PAY POLICIES NO SHOWS PFP discourages no shows since they are so costly to the system. PFP has a policy in place with which the City of Y2kimu Transit coneLurs. That policy is stated below: Peso : To set forth guidance on administering policy in dealing with Dial A Ride clients that fail to show for scheduled rides. D_..,.,..,L........ T :...,..� L,.1,.-.. ,. ,, .t.e ......,.e.l.._�..1,.,. 71 t.e t..11,...,e.i .. t.e...Ie..i:.......:Fl. "No Show" clients. 1) A client with two un -excused "No Shows' within a calendar month will be sent a certified letter (please see Attachments), return receipt "uuvtuuu� tue,jua of nuc consequences of wntuau.uaz to 'No .aaaow for scheduled rides. Each clients situation must be handled on case by case basis in a sensitive manner. 2) A client with three un -excused "No Shows" within two calendar months will be sent certified letter, return receipt informing them that they will be placed on a 4 week suspension. The client will be given at least a one week grace period prior to the suspension to al- low them to make other transportation arrangements. The letter will explain to the offending client the season for the suspension, the dates in which the infractions took place and instructions on who to call in the event of any questions or disputes. The Opera- tions Manager will notify the appropriate transit staff of the suspen- sion. A copy of the letter suspending the client will be provided to the Brokerage Manager, Yakima Transit Operations Supervisor and other contracted grace providers. 3) The Lead Dispatcher will provide the Operations Manager a listing of 'No Shows" from the previous month. This will include 'No Show" rides from providers. A copy of the clients no shows will be kept on file. 4) Habitual "No Shows" (Clients with more than two suspensions in a six month period) will be handled on a case by case basis. A review of the clients file will be made with representatives of PFP and Yakima Transit to determine what actions will be taken. 6 PEOPLE FOR PEO MAL -A -RIDE PROPOSAL 5) A client that returns to the Dial a Ride program following a suspen- sion, will be sent a letter outlining the rules for the Dial A Ride program. 6) Clients have the right to protest the suspension. Clients that wish to protest may ask to meet with representative s of PFP, Yakima Tran- sit or both. PFP warns clients who are "no shows' of the possible consequences of repeated instances by leaving a notice, in English and Spanish, on the door. A copy of the Door Hanger is included in the attachments. NO PAYS City policy is that all clients must pay the required fare. PFP policy is to pay this fare for the client when, in the best judgment of the driver, it is in the best interests of the program to do so. PFP will not leave a severely disabled person on the street at night or in bad weather. Some clients lack the ability to be responsible for their own fares. In these cases, PFP has negotiated agreements with the care providers for reim- bursement for missing fares. Clients who repeatedly fail to pay the required fare will be advised of the problem in writing. If the problem persists the client and the City will be notified and future service will be refused if the client does not have the fare. The policies described above for those who cannot or do not pay the required fare already provide an adequate limit to this problem. Last year the total cost of "no pays" was $300. DATA RETENTION AND REPORTING DATA RETENTION A complete record of each trip requested and delivered is retained Each trip is identified with a unique number and includes relevant client eligibility information. Trips provided are linked to the trip request log and client eligibility files by the unique number so that a complete audit trail is available. All billings are based on driver trip logs. This ensures that only eligible clients and authorized trips are billed to the program and that the trip actually occurred. COMPUTER AND DATA SECURITY PFP stores and retains all Dial -A -Ride information in its computer system. Call takers and dispatchers are linked to a central file server on the company's Novell LAN. The file server is on an Uninterruptable Power Supply to ensure survivability from commercial power interruptions. As data is entered by call takers and dispatch - 7 PEOPLE FOR PE®Q-�.E ~' IAL. -A -RIDE PROPOSAL, ers, they are written direr ly to the fie server's hard disk and is mirrored to a second disk. All files on the network server are backed up to tape each week and all changes are backed up each night. Tapes are routinely removed to an off-site location for fur- ther protection. To support its extensive computer network (among the largest in the county, r r r euiYivy S L W V AULL a LAI tJlliC prVr'i M1�~'G J FAL&4 v. -"w -A 0#AYk v. %' F`r_ ple. These individuals are available at all times to support Dial -A -Ride should any dif- ficulties arise. REPORTING A complete set of reports is prepared monthly to show Dial -A -Ride program activ- ity. These standard reports include information about demand for service, trip re- n„Pctc hrnkPrM trim and service statistics on PFP-orovided trips. PFP uses a standard "dbf" database structure which makes data readily available for customized reports. This and the availability of on-site programmers, ensures that PFP can generate new and ad hoc reports as needs arise. AUDIT PFP has an audit of it's financial statements conducted annually. Currently PFP's independent auditor is Moss Adams. PFP has never had a significant audit finding and has not had even a minor finding for past several years. in addition, all PFP DAR rec- ords are available to the City upon request. RE�OP.D RETENTION lip 41,18111111 OFF! 1111111,11111111 COST CONTROL AND EFFICIENCY PFP shares Yakima City's awareness of and concern for the escalating cost of Dial - A -Ride. As the City's contractor, PFP has no discretion to refuse or limit trips; so its ability to contribute to cost control is limited to increasing the efficiency of the serv- ices. During its three years of Dial -A -Ride service PFP has offered the City of Yakima one of the lowest cost programs in the state. The most recent year for which statewide mics are available is 1334. In that year the average cost per trip in Washington was $14.01. In this proposal PFP's aver- age cost for trips is $12.05, only 86% of the state average of two years ago. In every survey taken PFP's cost per trip has been either the lowest in the state or the second lowest in the state. 8 Q_ PEOPLE FOR PEO FLEET UTILIZATION V__1AL-A-RIDE PROPOSAL PFP provides paratransit services other than Dial -A -Ride in Yakima City and County. Within the limitations imposed by PFP's various funding sources, PFP util- izes its fleet for multiple program services whenever possible. Through the process of contract negotiations and upgraded software (see below), PFP hopes to further im- prove the utilization of its fleet so that even greater efficiencies can be realized. IMPROVED SOFTWARE Current improvements: At its own expense, PFP has continuously upgraded its computer system to save staff time and improve the efficiency of its services. Among the recent and ongoing improvements are: Address checking: newly introduced mapping software enables PFP staff to pin- point addresses on a computer map of the city. This aids in assuring that trip destina- tions fall within Dial -A -Ride limits and also provides schedulers and drivers with loca- tion information for obscure addresses. Computer aided scheduling. Trip requests are sorted and grouped by computer that the scheduler can assign trips to specific vehicles in the most efficient manner. The computer aided scheduling system is also considerably faster, saving staff time by reducing the length of time spent scheduling. Real time dispatch: a recent and ongoing improvement has been to create a capac- ity for `real time" computer aided dispatch. Real time" dispatch has always been nec- essary to accommodate the `will calls." With recent improvements in PFP's software and the addition of mapping capabilities, the dispatcher can improve his/her ability to dispatch vehicles during the day in a more efficient manner. FleetMax: full implementation of the fleet management program, F1eetMax, helps ensure that vehicles are road worthy, reducing the need for backup vehicles and mini- mizing the number of higher cost brokered trips. Future improvements: It is possible to further improve the efficiency of the service by more sophisticated dispatch software. With new software and a change in radio procedures it is possible to track the current location and seating capacity and future schedule of each vehicle. Once this is in place, the dispatcher can assign new trip re- quests to vehicles on the basis of location and availability in a much more economic manner. To introduce this next level of efficiency, PFP may either upgrade its existing software or replace it with commercial software. FRAUD PREVENTION AND DETECTION During PFP's involvement with Dial -A -Ride, fraud has not been a significant problem. PFP's thorough screening process eliminates almost all potential for ineligi- ble trips. The completeness of PFP's records and detailed audit trail ensure the City 0 PFopr.F F o R PFc�_�._r LIAL-A-RmF PRnpncwr. that all trips biiied are legitimate and within City guidelines. PFP's pre -authorization, screening and monitoring of sub -contracted providers ensures that fraudulent billings, if attempted, would be detected and denied. ngOAVgnyG PFP solicits bid rates from qualified providers. As of the current year, provider bid rates have been higher than PFP's average cost per trip. Even so, under certain condi- tions it is more cost effective to broker out some trips. T his is the case during peak hours of demand, and during very low demand times such as weekends. Whenever it is more efficient, PFP brokers out the trips. In all cases, only those providers who meet program standards are certified. SECURING ADDITIONAL FUNDING A significant contribution to Yakima City's Dial -A -Ride program is made by PFP through its work in acquiring supplemental funding. PFP actively pursues additional sources of transportation funding to supply some of the need in the city and county. In some cases this results in direct savings to Dial -A -Ride. PFP provides approximately 6,000 trips per year from other funding, most of which are senior citizens who either are or would be DAR eligible. This is a direct savings to Dial -A -Ride of over $60,000. With the newer software capabilities described previously, PFP is increasingly able to place riders from different contracts on the same vehicle, effectively sharing the costs of the vehicle and driver among several contracts. Shared cost agreements and coordi- nation of trips could be negotiated with Yakima Transit to maximize these various funding sources available to non-profit transportation providers. QUALITY ASSURANCE When PFP was asked by Yakima City to assume the Dial -A -Ride contract in 1993, one of the driving factors was the need to enhance the quality of service and customer satisfaction. Thus, from its first involvement with Dial -A -Ride, one of the main con- cerns of PFP has been quality assurance. CLIENT COMPLAINTS Although one does not like to receive complaints from clients, they continue to be one of the better barometers of how a service is being performed. Prior to PFP's in- volvement with Dial -A -Ride the City received numerous and almost constant com- plaints about service. Since PFP began service those complaints have dropped to a few per month, and those usually sparked by some exceptional circumstance or change in Dial -A -Ride policy. All client complaints are taken seriously by PFP and are viewed as a cause to ine and improve its service. A new enhancement to its trip reservation software pro - .1L— —11 ro- •1.,.....11 wl-— ... wKw..l- ..1. «♦ ..tw ...w — A.—wiw w. —.A -...w ..w. i ..1 y l"t -J LUG a.4u LAACi A ty LV 6Ll.swu U"%;"16 UWA"F16fULO w L"V %.UVA.IL `UU ulp _...aA.vlu MAl 10 PEOPLE FOR PEOLI. LIAL-A-RIDE PROPOSAL to assign a priority to the complaint. This ensures thzt complaints are recorded and that the appropriate person responds. People For People's complaint procedures are designed to handle client complaints with the utmost in sensitivity and urgency. Clients are informed that they have the right for the complaint to be addressed at the highest levels but are encouraged to al- low first line supervisors the opportunity to address their complaint first. The com- plaint process is handled at the lowest appropriate supervisory level and if not re- solved there, is taken to the Operations Manager for resolution. Complaints that reach the Operations Manager are evaluated and if the situation warrants, the Operations Manager of Yakima Transit is notified. The Operations Manager attempts to resolve the complaint by conducting an investigation to make a reasonable determination on how the situation can be resolved The complainant is constantly kept apprised of the current status of their complaint and is notified of the actions or non action that will be taken and that they are further advised at that time that they have the right to take their complaint directly to Yakima Transit. Complaints that are not able to be addressed at that level are submitted to the Transportation Director and or the Agency Director. Complaints that are not able to be resolved at the Director level are handed over to the Yakima City Transit for fur- ther review under their complaint process. See the Procedures for complaints below. . DAR COMPLAINT PROCEDURES People For People's complaint procedures are designed to handle client com- plaints with the utmost in sensitivity and urgency. Clients are informed that they have the right for the complaint to be addressed at the highest levels but are encouraged to allow first line supervisors the opportunity to address their complaint first. The com- plaint process is handled at the lowest appropriate supervisory level and if not re- solved there, is be taken to the Operations Manager for resolution. Complaints that are not able to be addressed at that level are submitted to the Transportation Director and or the Agency Director. Complaints that are not able to be resolved at the Direc- tor level are handed over to the Yakima City Transit for further review under their complaint process. Complaints that reach the Operations Manager are evaluated and if the situation warrants, the Operations Manager of Yakima Transit is notified. The Operations Manager attempts to resolve the complaint by conducting an investigation to make a reasonable determination on how the situation can be resolved. The complainant is constantly kept apprised of the current status of their complaint and is notified of the actions or non action that will be taken and that they are further advised at that time that they have the right to take their complaint directly to Yakima Transit. 11 PEOPLE FOR Dw :;;Ai. -A -RIDE PROPOSAL DRIVER RECRUITMENT, SELECTION AND TRAINING Dial -A -Ride is a hands-on* service and the driver, unlike the transit driver, has to engage the client and be of direct service. The core of any successful Dial -A -Ride pro- gram is the driver who delivers the service. For this reason PFP places great emphasis on the recruitment, selection and training of its drivers. Because of the relatively low pay (Dial -A -Ride wages do not approach those of the city Transit Drivers, for example) and the need for people to work weekends and holidays there is an ongoing need to replace drivers. PFP maintains a pool of part time drivers who work the odd shifts and fill in during peak demand times. Part time Mv- ers move into full time nositions as turnover occurs. Since turnover among Dart time --- —move --- --- --- --- ---- -- ---- - - - - - — - - - - g A --- - - employees is always greater, recruitment for part time drivers is almost constant to ensure an adequate driving staff. Intensive training is given when the driver is hired, at each monthly driver meeting training ig nffgre_, and drivers are rewired to re -certify in certain areas of tra+Hing on an annual or bi-annual basis. DRIVER STANDARDS People For People drivers are held to the highest standards in terms of ca- tions. The following are the standards that are followed in terms of driver selection and training. Driver Selection: • Minimum of 5 years driving experience • Minimum of 5 years since an at fault accident • Minimum of 3 years since a moving violation • Successfully complete the interview process • Acceptable Department of Licensing (DOL) Records Check • Acceptable State Patrol Felony Check • Acceptable Pre-employment Drug and Alcohol Test • Successful completion of the following training: • Passenger assistance training 12 PEOPLE FOR PEOI-ri; LiAL-A-RIDE PROPOSAL • 1st Aid/CPR training • Sensitivity training • Pre Trip/Routine Maintenance Training • Lift Operations Newly employed drivers are also placed with an experienced driver for hands on training on all of the areas listed above and must demonstrate proficiency before being allowed to work independently. Drivers are required to attend periodic training sessions on additional training re- quired or that may be deemed necessary to the operation. These training events in- clude: • Refresher 1st Aid/CPR Training • Drug and Alcohol Awareness Training • Sensitivity training • Defensive Driving • Driving Under Adverse Conditions • Maintenance Training • Refresher PAT To insure that standards in operations and appearance of the drivers being adhered to, periodic checks and evaluations are performed on all of the drivers by the Driver Supervisor and or the Operations Manager. FLEET CONFIGURATION AND MAINTENANCE PFP maintains a fleet of vehicles dedicated to Dial -A -Ride and supplements this fleet with other vehicles during times of peak demand. The fleet consists of 4 lift equipped mini buses and 8 five passenger sedans. Maintenance standards are: Vehicles are kept in good operating condition and maintained according to manufacturers recommendations as the minimum standard MAINTENANCE STANDARDS Drivers are required to perform daily and weekly checks on their assigned vehicles. 13 PEOPLE FOR PEO -E 1jIAL-A-RIDE PROPOSAL Checks that are performed include all of the vital fluids, lift operations, emergency equipment, and other safety related it that are essential to the safe operation of the vehicle. In addition the following preventive maintenance steps are taken. All fi,,,rl h -vole gra AknnoaA nt Z nnn mica intartsele T1,:c :--I..A-. - _ � _� ..._.. ..... ..�....-b...� ... .i,�.... .....v ...►v. • w.v. a aaau aaa�.auVw changing all filters and a complete safety check of the vehicle. ® Brakes are checked and replaced in accordance with manufa..rturers' recommendation. Tires are rotated every 3,000 miles and checked for serviceability. ® Transmissions are serviced in accordance with manufacturers' rec- „n,...e.,aea ® Lift equipment is checked daily and serviced in accordance with the manufacturers' recommendation. ■ Heaters and Air condltinnPrg are rh--kel se son�lly Minor repairs are performed by the Maintenance Supervisor. Vehicles are washed weekly, more often if road conditions warrant, and are de- tailed inside and out at least quarterly. Maintenance is traced by using an automated system known as FleetMax"m. This system allows for timely schedules of services to be accounted for in accordance with the recommended service schedule. Constant monitoring of all maintenance activities is performed by all levels of the supervisory staff. WOMEN/MINORITY BUSINESS ENTERPRISE (WMBE) POLICY As a contractor of the City of Yakima, we will assist in meeting or exceeding the stated 10% goal for the Women and Minority Business Enterprise Program, PFP has authorized expenditures of $190,490 year to date to a Registered WMBE Business, far exceeding our agency goal of 17%. AGENCY QUALIFICATIONS 30 YEARS OF SERVICE IN YAKIMA In 1996, PFP celebrated its 30`' birthday, making it one of the oldest, best estab- lished and most reputable nonprofit agencies in Yakima. 14 PEOPLE FOR PEOPLE AGENCY MISSION IJIAL-A-RIDE PROPOSAL Although PFP's services, and even our name, have changed over the years, People For People's mission and core vision has remained a constant. It is a community serv- ice ereice organization, whose board and staff are dedicated to improving the quality of life in our cities and towns. The company approaches Dial -A -Ride from that perspective and with that goal. In its delivery of the Dial -A -Ride contract for the past three years, PFP has striven to offer the City the best and most cost effective services it can and also to improve the access to transportation for those who are eligible for Dial -A -Ride. PFP believes it has met both goals. EXPERIENCE WITH DIAL -A -RIDE AND PARATRANSIT EXPERIENCED PROVIDER PFP began offering paratransit services in 1982 at the request of the County Commissioners, when it became necessary to rescue the County's Senior Transporta- tion from imminent collapse. From that emergency effort, PFP developed its trans- portation services into one of the largest and most highly regarded paratransit pro- grams in Washington_ Currently, PFP provides services in Yakima, Grant, Lincoln and Adams Counties through funding from Rural Mobility, Section 18, Section 16 (b) (2), Columbia River Area Agency on Aging, South East Aging and Long Term Care, DSHS Medicaid Brokering, United Way and Dial -A -Ride. PFP has a fleet of 65 vehicles and a driver staff of nearly 100. In 1996, it is the second largest non-profit paratransit provider in the State of Washington. SUCCESSFUL TRANSITION In 1993, Yakima City turned the Dial -A -Ride contract over to PFP because of problems with the contract. Although there was only a few weeks transition time, PFP successfully assumed the contract without a break in service. PFP set out to meet the goals it perceived as important to the City - to upgrade the quality of service, re- duce the volume of complaints and problems, and ensure stability to the program. At the same time, PFP was sensitive to the City's need to contain costs as much as possi- ble. To accomplish the transition, PFP agreed to work closely with the city in a tem- porary contractual arrangement; this has proven to be a successful partnership and all of the original goals of the transition have been met. COOPERATIVE ATTITUDE The transition process was successful because of a cooperative relationship be- tween Yakima Transit and People For People. It has always been a characteristic of PFP that it works closely with its contracting agencies; frequently going well beyond the scope of the contract to accomplish the contractor's goals. Dial -A -Ride has bene - 15 PE^PLE F^4°--.AL=A_Rmy P4^�.D^SAT fited from the partnership which results from this kind of cooperation and PFP be- lieves future cost containment and improvements in the service can be accomplished with a continued effort. INNOVATIVE PARTNER In delivering Dial -A -Ride services, PFP has attempted to be an innovative partner. I_ L t_ t J 11 nn Lam_ systematically L ivu ch tai the innovation has occuffeu internally, as PrP has enhanced its internal operations and capacities. Some has been external, as in PFP's development of the Zone pilot project with the City. PFP commits to continuing its creative efforts to better meet the City's goals for Dial -A -Ride in the future. �va°aAaar'm'aiii�iw m iv 'M s —, exvALS FOR IAL-A-�"aIDLE In conclusion, PFP wishes to formally state its wholehearted commitment to Yakima City's goals for Dial -A -Bide - to provide a safe, stable, reliable, high quality service in the most cost effective manner possible. PFP commits to a continued proc- ess of refinement of Dial -A -Ride in an ongoing effort to control escalating costs while maintaining mandated services. As it has demonstrated in the past, PFP will continue to be an active, cooperative and creative partner with the City of Yakima to make its Dial -A -Ride program the best of it's kind. 16 PEOPLE FOR PEOP,.E biAL-A-RIDE PROPOSAL ATTACHMENTS 17 YakimatransL REQUEST FOR CERTIFICATION AMERICANS WITH DISABILITIES ACT (ADA) PARATRANSIT ELIGIBILITY The information obtained in this certification process will only be used by Yakima Transit for the provision of transportation services. Information regarding the evaluation of your functional ability to use transit services will only be shared with other transit providers to facilitate travel in those areas. The information will not be provided to any other person or agency. When rmmnleted niease mail to: Yakima Transit, 2301 Fruitvale Blvd. Yakima, WA 98902. 1. Name 2. Address City 3. Telephone Number (Home) 4. Date of Birth State Zip Code (Work) S. What is the disability which prevents you from using our fixed route service? Is this condition temporary? If Yes, expected duration until 6. How does this disability prevent you from using fixed route services? Please explain completely. Use an additional sheet if needed. 7. Are there any other effects of your disability of which we need to be aware? - vver - T following ll •__ ! f �m t:.... .r..:/ �n ..nna to nwc.,ra that OM1?' ��9tP walhir-'P iC imice � to p -he Yo91f�s4��i9 IillUl Illilla4laa l388II alb sa,sea 59! saaa,aa6 aa,�,b �n �,g,m...o�._ —*— .m......, ..w --- provide your transportation and that an accurate analysis of your trip requests can be made by Yakima Transit. S. Do you use any of the following aids to mobility? (Check all that apply) Manual wheelchair Electric wheelchair Powered scooter Cane Crutches Personal care attendant Guide dog Other service animal (describe) If you use a wheelchair or scooter, what is its: Length inches Width inches Does the total weight of your wheelchair/scooter and yourself exceed 600 pounds? Yes No Do you currently use any transit or paratransit service in the region? Yes No Please describe any service you use 10. Please answer the following questions: What is the maximum distance you can travel without the assistance of another person? yards (For reference: 1/4 mile = 440 yards; 1/2 mile = FO" yards; 3/4 mile = 1320 yards) , Does your disability prevent you from traveling this distance in snow, ice or over certain terrain? (Explain) Can you climb up and down three 12 inch steps to get on and off of a bus? Yes No Sometimes What is the maximum period you can wait outside without support? minutes. If this time period affected by extremes of hot or cold weather? Yes (If Yes, please describe your situation) 11. I hereby certify that the information given above is correct. Signed No Date i 6 A 4; " AuthorizatAuthorizationfor�l.Pro�7fessiona k. 4V 4-1 In order to allow Yakima Transit to evaluate your request, it ma physician or other professional to confirm the infonnatioriy OU the following information and authorization form. 6 - --to, W rultvale B wh�n complete, ease return pl.:,., V Ma ,ir aeveiopmental u,54unitvt s,x -7-' 7:7- jocial service professional 6 ia 1 with your capabilities* C.PrOVIOM Maw r Yakima Transit Dear Dial -A -Ride Client: Over the past several years there has been a huge increase in the demand for Dial-A-Ride(DAR). In order to make the system more efficient, it has become necessary to modify and clarify some operating policies. Please read the list of procedures below. If you have any questions or comments, contact the Yakima Transit DAR office at 575-6054. DAR OPERATING RULES i. HOW TO SCHEDULE A RIDE: DAR is available for service seven days a week. Rides are scheduled by calling People for People, Monday - Saturday from 8:00 a.m. to 4:30 p.m. and Sundays from 8 am to 1 p.m. The reservation number is 248-6793. The TDD/TTY telephone number is 453-1302. Ride reservations must be made no later than the day prior to service. Reservations can be made up to 14 days in advance. DAR does not provide same day service. People for People has a 30 minute window to pick-up clients. This means they can arrive up to 15 minutes before or after your scheduled pick up time. You must be ready to go when the driver arrives. The driver is not allowed to wait for you. In this regard, Dial -A -Ride will now be more comparable to the regular transit service. It will not operate like a private taxi service. 2. RETURN RIDES: We strongly advise clients to schedule a return trip time whenever scheduling a ride. This allows vehicle schedules to be set and will provide more timely return service. The same 30 minute pick-up window applies to scheduled return rides. You must be ready to go when the vehicle arrives. Drivers are not allowed to wait. 3. NO WAIT RULE: When the driver arrives you must be waiting at the door and ready to go. The driver will make an attempt to contact you and can assist you into the vehicle. If you live in a nursing home or apartment complex with a lobby, you must be in the lobby. The driver will not come to your room. If you are not ready to go when the vehicle arrives, you will be counted as a "no show" and the vehicle will leave. If you are a "no show", your trip cannot be rescheduled for that same day. 4. EACH DESTINATION IS A TRIP: Each destination scheduled for you is counted as a trip and a fare will be collected. The driver is not allowed to stop and wait for you while you do a "quick" errand or to deviate from the next scheduled destination. When you exit the vehicle, the driver will continue to their next destination. 5. FARES: You must have exact $1.00 fare or a ticket. Drivers do not make change. DAR ticket books are available for purchase from the driver for $10.00 per book of 10 tickets. You may also purchase tickets from People for People located at 302 W. Lincoln Avenue. 6. CANCELLING SCHEDULED RIDES: Cancellations for a scheduled ride must be made one hour or more before the scheduled ride u, you will be counted as a "no show". All cancellations must be made through People for People at 248-6793 or 457-1111. 7. 2 GROCERY/SHOPPING BAG LIMIT: Only two (2) standard sized grocery or whopping bags are allowed. Drivers are not allowed to carry bags inside homes, apartments, etc. They will deliver to the door of a home or the lobby of an apartment or nursing home only. If you have a Personal Care Attendant with you, your attendant is to carry the bags, not the driver. Attendants are not allowed to do their own shopping, they are present to assist you. 8. "NO SHOW POLICY": if you have more than one "No Show" within a 30 day period, you will receive a warning letter. Additional "No Shows" within certain timelines can cause you to be suspended from using DAR. Make sure you cancel any rides you are not going to take. Be sure you are ready for each ride so that �� you doo not become a 'No Show". An appeal process exists tor those Who teei a suspension is un dYar rants.,. 9. COMPLETE DOCTOR/FACILITY INFORMATION: We need a complete, current and correct address, plus the suite number of the doctor or facility when a trip is being scheduled. lo. PERSONAL CARE ATTENDANT/FAMILY MEMBERS: The Personal Care Attendant's function is to provide assistance to you. When a person is with you as a Personal Care Attendant, they are not allowed to do their own shopping, since they are present to assist you. The minimum age for a Personal Care Attendant is 18. In rare instances, family member s are allowed on DAR. However, these rides must be pre -authorized by People fnr Pannla nn a raca_hvracP and cnarP avaiiahlP basis nnly- When a family member rides DAR �v . �.v�.,. ..... .. ..... _ -7........ ... .... .. .. -..... �.�...-�.- ----- ----, - - - ---- --------, ----- - - - -- they must pay full fare. �t. UNAUTHORIZED RIDERS: Only the person scheduled for the DAR appointment can be transported. Family members or other individuals cannot take their place. 12. WHEELCHAIR FOOTRESTS MANDATORY: For safety reasons, all wheelchairs must have footrests attached in order to be transported on the lift. Exceptions must be pre -approved by People for Peoplerp for to scheduling a trip. Yakima Transit Dear Dial -A -Ride Client: For your convenience, People For People the DAR provider has a phone number for return trips only. Please call 457-1111, when ready to be picked up and continue to call 248-6793 for rider reservciations, 24- hours in advance. The return trip hotline will help us serve you more 457=1 111 RETURN TRIP HOTLINE For ride reservations call 248.6793 (8:00-430, Monday -Saturday, 8:00-1:00 Sunday We would appreciate your review oT the policy reminders anu pruvAmuram uausu uesww. Policy Reminders 1) Pick Up Window People For People is allowed to arrive 4) Escorts/Family Members 15 minutes before or after the scheduled Escorts or family members (over 18) pick up time. may assist clients if authorized when ride is scheduled. 2) 5 -Minute Limit Upon arrival, an attempt will be made contact the client. If the client does not arrive at the vehicle within 5 minutes, they are considered "no show" and the vehicle will leave. 3) Schedule Change Any change in a scheduled ride must be approved in advance by calling People For People at 457-1111 during business hours. 5) Wheelchair Requirements For safety purposes, all wheelchairs must be safe and have foot rests attached. Exceptions will be considered on a case by case basis. 6) Two grocery Bag Limit Only two bags per client will be allowed. Escorts are not allowed to do their personal shopping when assisting a client. Clients on grocery trips must call the return trip hotline to be picked up. PEOPLE FOR PEOPLE P.O. Box 1665 302 West in Yakima, WA 98907 Phone: (509) 24b -I NT!Pale: (509) 457-s Date: Client Client n; 4-. Name Address: WA 7.i n rnap RE: Client Name: Dear Dial -A -Ride # This letter is to inform you that your Dial -A --aide privileges have been suspended for 30 days. The reason for suspension is your cn going record of no shows. The dates are listed. below. No show dates: 1. 2. 3 . If you have any questions please feel free to call John Rime! at 500-24$-67g3/voice mail extension 210. Monday -Friday between 8:00am and 5:00pm. Sincerely, People For People./Dial-A-Ride Services PO. Box 391, 2201 Edison, Sunnyside, WA 98944, (509) 837-7610 PO. Box 2,16 W.1 st Ave., Toppenish, WA 98948, (509) 865.5221 P.O. Box 519, 109 East 3rd #t7, Ellensburg, WA, (509) 925.5311 P.O. Box 1777, 530 West Valley Road, Moses Lake, WA 98837 (509) 765-9249 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of 10/1196 _ ITEM TITLE: Resolution Authorizing and Directing the City Manager and the City Clerk to execute an agreement with Diamond Cab Company, doing business as Access Paratransit, to provide transportation services for the City's Dial -A -Ride program SUBMITTED BY: Jerry D. Copeland, Director of Public WorgF?� CONTACT PERSON[FELEPHONE: Bill Schultz, Transit Manager/575-6005 SUMMARY EXPLANATION: On Monday, July 29, 1996, bids were opened on the Dial -A -Ride contract with three bids having been received. This was followed by a period of staff analysis. On Wednesday, September 18, 1996, the two lowest bidders were interviewed by the Council Transit Committee. It is their recommendation that the contract be awarded to Diamond Cab Company as the lowest responsible bidder, as is indicated on the attached resolution. The contract is annually renewable for up to five years. Resolution X Ordinance io Funding Source (APPROVED FOR SUBMITTAL: Contract X Other (Specify) City Manager STAFF RECOMMENDATION: Concur with Transit Committee recommendation TRANSIT COMMITTEE RECOMMENDATION: Approve resolution and execute contract COUNCIL ACTION: Resolution adopted. Resolution No. R-96-131 RESOLUTION NO. R-96- 131 A RESOLUTION: authorizing and directing the City Manager and City Clerk to execute a transportation service agreement with Diamond Cab Company, doing business as Access Paratransit. WHEREAS, the City of Yakima is currently providing public transportation services to Yakima citizens with disabilities through a contracted paratransit program known as Dial -A -Ride, and WHEREAS, the City of Yakima desires to continue to provide subsidized transportation services to the disabled in compliance with the Americans with Disabilities Act, and WHEREAS, the City Council deems that the Diamond Cab Company bid for Dial -A -Ride service, Proposal Number 19619, is in compliance with bid specifications and it is in the best interest of the City of Yakima to award the Dial -A -Ride contract pursuant to the aforementioned bid to Diamond Cab Company as the lowest responsible bidder, now, therefore, 4 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and City Clerk of the City of Yakima, are hereby authorized and directed to execute the attached and incorporated Agreement entitled "Contract for Proposal No.19619 Dial -A -Ride Transportation Service Broker and/or Provider Agreement" with Diamond Cab, d.b.a. Access Paratransit. ADOPTED BY THE CITY COUNCIL this jgr day of c _ -oher 1996 Lynn Buchanan, MAYOR ATTEST: IN M