HomeMy WebLinkAboutR-2003-022 2003 Yakima County Office of Aging & Long Term Care and People for People Transportation Services AgreementRESOLUTION NO. R-2003- 22
A RESOLUTION authorizing and directing the City Manager and the
City Clerk of the City of Yakima to execute agreement
documents with Yakima County Office of Aging and
Long Term Care (ALTC) and People For People, Inc.
for transportation services for the elderly and
handicapped city residents for 2003.
WHEREAS, the City currently supports, through a contracted paratransit
program, transportation services provided by People For People for disabled
and senior Yakima County citizens within the Yakima Urban Area; and
WHEREAS, federal funds made available to the City of Yakima by the
Department of Transportation's Federal Transit Administration are sufficient
and may be used to fully fund the City's payments for the contracted paratransit
services; and
WHEREAS, the contracted paratransit services provided by People For
People, Inc., are also supported by Yakima County through its Office of Aging
and Long Term Care for the same services throughout Yakima County; and
WHEREAS, it is in the best interest of the City to continue supporting
transportation services for disabled and senior citizens in the Upper Yakima
Valley by using federal funds made available to the City of Yakima by the
Department of Transportation's Federal Transit Administration to match state
funds provided by Yakima County; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
YAKIMA:
The City Manager and the City Clerk of the City of Yakima are hereby
authorized and directed to execute the attached and incorporated contract
documents entitled "Performance Agreement No. 2003-PFP (UV) Administration
Agreement," and "Standard Terms and Payment Provisions 2003 People for
People - Upper Valley" for the purpose of providing senior citizen
transportation services during 2003.
ADOPTED BY THE CITY COUNCIL this 18th of February 2003.
ATTEST:
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City
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City Clerk
Resolution-PFP Senior Transportation/ms
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Mary P/ce, Mayor
PERFORMANCE AGREEMENT NO. 2003 PFP(UV)
ADMINISTRATION OF AGREEMENT
THIS AGREEMENT is entered into this Y day of��j2002, by and between
Yakima County, hereinafter denominated the "County", through the Office of Aging and Long Term
Care whose address is P.O. Box 8349, Yakima, Washington 98908, hereinafter denominated the
"Department", and People For People, whose address is P.O. Box 1665, Yakima, Washington, 98907,
hereinafter denominated the "Contractor", and CITY OF YAKIMA, whose address is 129 North Second
Street, Yakima, Washington, 98901, hereinafter denominated `Third Party", whose duly authorized
representatives are named in documents on file at the Office of Aging and Long Term Care.
THE PURPOSE of this Agreement is to provide for the delivery of Transportation services in
accordance with the terms and conditions set forth in the provisions as listed below:
ADDITIONAL TERMS of this Agreement are set out in and governed by Basic Agreement No.
ALTC-09. In the event the Basic Agreement is revised, this Agreement shall conform to the revisions.
PROGRAM
City of Yakima
Title III -B
SCSA
TOTAL FUNDING ALLOCATION
PERIOD OF AGREEMENT
January 1, 2003 - December 31, 2003
CITY OF YAKIMA
Authorized Signature
AMOUNTS SIGNATURES
Richard A. Zais, Jr., City Manager
(Typed) Name and Title
Date: rL&.axki aS� 3-OQ3
AT:
�
City Clerk
City Contract No. 2003-17
$75,375 PEOPLE FOR PEOPLE
37,687
37,688
$150,750
L Haken-c , CEO
Marilyn Mason -Plunkett, Exec. -Director
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Date: /3 7 1107
YAKIMA COUNTY, Office of Aging and
Long Term Care
ClielerrBrad ey, Dire
CONTRACT AUTHORIZA7TON
BOARD OF YAKIMA COUNTY
COMMISSION���S --icy() No. `` --icy()
Clerk of tBoird��
Date:
Approved as to form by Ron Zirkle
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SPECIFIC PROVISIONS
I APPLICABLE LAWS AND REGULATIONS
The Contractor agrees that services contemplated or delivered within the terms of this
Agreement and funds administered in the delivery of the specified services shall be
provided in accordance with all applicable Federal, State, and local laws and regulations,
in particular the following:
A. CFR Title 45, Subtitle A, Part 74, (Administration of Grants)
B. Older Americans Act of 1965, as amended in 2000 by H.R. 782
C. WAC 388-71-1000 through 1035, (Senior Citizens Services Act)
II PROJECT DEFINITION
Transportation services are designed to transfer older persons to and from social
services, medical and health care services, meal programs, and shopping so such services
will be accessible to eligible individuals who have no other means of transportation or are
unable to use existing transportation. Personal assistance for those with limited physical
mobility shall be provided.
III TARGET POPULATION
A. Transportation services shall be delivered in accordance with the Southeast
Washington Office of Aging and Long Term Care Transportation Program
Standards and information submitted in the Budget Summary. The
Contractor acknowledges receipt of a copy of said standards. Services
provided shall comply with these standards (or as subsequently modified)
and the following:
1. ALTC funding is not to be used to displace other funding sources.
2. Eligible clients who are City of Yakima residents should be referred
to the City's Dial -a -Ride Program for rides to Senior Meal sites and
Elderlink (Adult Day Services).
3. Transportation services for elderly persons are to be provided for
Nutrition, ElderLink (Adult Day Services), medical and shopping.
4. Local medical rides for Medicaid clients living in their own homes, not
covered under DSHS. Prior approval must be obtained from ALTC
before a ride is authorized.
IV PARTICIPANTS
Page 1
The Contractor agrees that:
A. The target population for transportation services are the individuals
referenced in the Transportation Program Standards.
B. There will be written assessment procedures utilized by the Contractor to
determine if clients meet the program target population criteria.
C. The indicators used by the Office of Aging and Long Term Care to assess its
effectiveness at targeting services to individuals who may be vulnerable
are:
Racial minority
Low-income
75 years of age or older
Limited or non-English speaking
Living alone
ALTC funding should encourage the effective targeting of services to the
vulnerable elderly by the Contractor. Specific goals to be attained for 2002
are as follows:
Target Group
Racial or ethnic minorities
Low-income
75 years of age or older
Limited or non-English speaking
Living alone
The Contractor must report on clients served in these categories. Percentages
may be updated by ALTC upon receipt of 2000 census data.
V SERVICE SPECIFICATION
The Contractor agrees that services provided within the terms of this Agreement shall
meet the following specifications:
A. Efforts will be made to assure access of service to the target population, to
include at least the following:
1. Accessible office or site location;
2. Home visits or home delivery of services (if applicable);
3. Multicultural, bilingual persons to assist multicultural, bilingual clients
in receiving services;
4. Publicity of program through public service announcements,
brochures, etc.;
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5. Meeting with other service providers/agencies to explain services the
Contractor provides and how referral can be made;
6. Ability to serve individuals with disabilities.
B. When there are multiple funding sources, ALTC may not be charged for
provider to solicit bids for other contracts; coordination with other
transportation programs is welcome as long as costs are allocated
appropriately, i.e., vehicle depreciation, dispatching, etc.
C. Participants shall be referred to other transportation systems as determined
appropriate.
D. The Contractor shall establish a system through which clients of services
under this approved Agreement may present grievances as outlined in the
Basic Agreement, Section XVIII.
E. Services shall be provided throughout Yakima County.
VI ANTICIPATED SERVICE LEVELS AND EXPENDITURE RATE
The Contractor agrees that:
A. The level of service to be provided shall be as described in the Statement of
Work sections of this Agreement. Failure to meet the service levels as
defined in this Agreement may result in a re -negotiation of the funding
levels provided under the terms of this Agreement;
B. The City or County may unilaterally reduce the Agreement budget within
thirty (30) days of the close of the quarter by the amount of the projected
quarterly expenditures left unspent at the end of the quarter. The City or
County shall submit to the Contractor notification of intent to recapture
unspent funds and a modification to the budget reflecting the adjusted
changes in the Agreement.
C. UNITS OF SERVICE
1. Definition:
a. A unit of transportation service shall be defined as one
(1) vehicle service hour while transporting eligible
participants.
b. A board shall be defined as a one passenger, one-way ride
from pickup point to destination.
2. There will be 200 unduplicated individuals served in the Upper
Yakima Valley by this Agreement.
Page 3
3. Anticipated Service Level by Quarter:
Month
Upper Valley
January - March
Hours
Boards
January — March
1,109
2,706
April — June
1,109
2,706
July — September
1,109
2,706
October - December
1,107
2,706
TOTAL
A,4Y fps
10,824
4. Anticipated Expenditure Rate by Quarter:
Mont
ate
January - March
$37,687
April - June
s37,688
July — September
37,688
October - December
$37,687
TOTAL
$130,750
VII ADMINISTRATIVE AGREEMENTS
A. Access by the County or the City: The Contractor shall provide access at all
reasonable times for the County to monitor and/or evaluate the provisions
of services under this Agreement. Either the County or the City may, with
prior permission from the participant and knowledge of the Contractor,
interview a certain percentage of participants to ascertain their experience
with the program.
B. Records and Reports: The Contractor agrees to:
1. Maintain program records and reports, including statistical
information, and to make such records available for inspection by the
County in order for the County to be assured that contracted
activities remain consistent with the terms of this Agreement and the
currently approved SE/ALTC Area Plan which shall be kept on file at
the ALTC office. The Contractor further agrees to provide such
information as requested by the County within the time limitations
established by the County;
2. Submit the monthly report showing service level provided by the
ninth day of each month following the month during which the
services were provided. A quarterly report must be submitted to
ALTC by the end of the month following the end of each quarter.
3. Complete and submit such additional reports as are required by the
County within the specified time frames, providing the Contractor is
Page 4
given a written request for the reports thirty (30) days prior to the
due date.
C. Inventory: The Contractor agrees to:
1. Submit to the County vendor invoice(s) at the same time with the
monthly billing before County reimbursement of expenditures for
authorized items of $1,000.00, or more;
2. Complete at least once a year a physical inventory, using the forms
provided by the County, of all equipment purchased with Office of
Aging and Long Term Care funds.
D. Contractors Meeting: The Contractor agrees to have a representative
attend meetings of the Office of Aging and Long Term Care contractors and
Long Term Care Planning Committee.
E. Program Publication: The Contractor agrees that:
1. The program shall be publicized on a regular basis, with all publicity
and printed material identifying the Southeast Washington Office of
Aging and Long Term Care as a funding agency;
2. All material distributed with regards to publicizing the program
contain a statement assuring non-discrimination. Following is the
wording suggested:
People for People does not discriminate in providing services
on the grounds of race, creed, color, religion, national origin,
gender, age, marital status, or the presence of any sensory,
mental, or physical handicap.
3. Materials publicizing the program must be printed in other
appropriate languages in counties that have a specific minority 60+
population of three (3%) percent or more of the general 60+
population.
F. Additional Remuneration Prohibited: Neither the Contractor nor any of its
officers, employees, agents or representatives, shall solicit, impose any
fees, or accept any remuneration whatsoever from clients, friends, relatives,
or representatives of any clients for services performed for that client under
this Agreement other than the client matching monies or donations (see
Section I). In the event that this provision is violated, the County shall
have the right to assert a claim against the Contractor on its own behalf
and/or on behalf of the client.
G. Private Pay: The Contractor, who offers to the general public on a private
pay basis a service comparable to the service described in this Agreement,
Page 5
must assure that the County is not charged more for the service than the
private pay fee. The responsibility lies with the Contractor to justify that a
service provided at a different rate is not comparable to this service.
H. Maintenance of Funding Sources: The Contractor agrees that:
1. Neither City nor County funds may be used to replace funds from
any other existing program funding.
2. It will continue or initiate efforts to obtain support from private
sources and other public organizations for this service.
3. It will utilize new funding sources for this service if they become
available through the County or the city and it will make any
changes necessary to meet the requirements of the new funding
sources.
I. Fees and Donations: The Contractor agrees that:
1. It will assure that older persons have the opportunity to contribute
to all or part of the cost of the service, but service will not be denied
if participant cannot or does not wish to contribute;
2. It shall utilize client donations to meet project expenses before using
State or Federal funds.
3. It shall provide that the methods of receiving fees, donations and
contributions from individuals shall be handled in such a manner so
as not to publicly differentiate among individuals;
4. All project income derived from the provision of services described
herein or incorporated by reference herein or derived or generated
through program fund-raising activities or profits earned from fixed
rate service shall stay with the project. The income shall be used to
provide increased levels or improved quality of service to the target
population.
J. Monitoring/Assessment Procedures: The Contractor agrees to:
1. Monitor both its fiscal and program status monthly and assess its
performance on program objectives and activities covered under this
Agreement on an ongoing basis;
2. Monitor and assess on an ongoing basis the performance of any
subcontracting agencies, and insure that funds made available are
expended only in accordance with the specific provisions of this
Agreement;
Page 6
3. Recognize that the County and the City will monitor and assess the
activities and progress of all programs covered under this Agreement
on an ongoing basis. Said monitoring and assessment will be
accomplished through, but not limited to, review of program and
financial reports, on-site visits (service delivery and administrative
sites), conference with program administrators and staff, and visits
by members of the Office of Aging and Long Term Care (ALTC) staff
and ALTC Advisory Council. Monitoring may include assessing
performance based on information submitted in Request for Proposal
(RFP). Prior notice of all such visits will be provided,
4. Authorize and/or participate in any program or fiscal evaluations or
studies conducted by the County or DSHS. Prior notice will be
provided as well as final reports of evaluations or studies,
5. Conduct a self-evaluation of the program annually. The self-
evaluation shall include a survey of at least 10% of clients utilizing
the service. The Contractor shall take steps to correct deficiencies
found during the internal monitoring. Monitoring reports shall be
made available to the County upon request.
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I CONSIDERATION
Payment shall be based on claims for reimbursement as reported on the Office of Aging
and Long Term Care invoice and support documentation and shall be contingent upon
the receipt of all required financial and program reports by the respectively assigned due
dates.
Neither the City nor the County shall be held responsible for any financial loss suffered by
the Contractor as a result of performance of services as outlined in this Agreement in the
mutually agreed budget, service delivery standards, units of service and payment
standards.
II GENERAL PAYMENTS CONDITIONS
The Contractor agrees to the following standards in satisfactorily performing the terms
and conditions of this Agreement:
A. No payment shall be made for any contracted activity rendered by the Contractor
which is not identified within the terms and conditions of this Agreement and set
forth within a category of the budget.
B. Contractor shall submit to the County a written request for approval of budget
revision when:
Page 7
1. The revision would change the scope or objectives of any contracted
activity category;
2. Additional revenue is received for contracted activities within the terms of
this Agreement;
3. The Contractor desires to transfer funds from one budget category to
another. Budget category transfers shall, for the purpose of this
Agreement, be defined as transfers inclusive of those occurring between
sub -object categories when the cumulative amount of all transfers exceeds
five percent (5%) of the County budgeted amount for administration or
service delivery.
C. Payments shall be based on the City and County's respective separate receipt of
all fiscal and programmatic reports required by this Agreement to substantiate
claims for reimbursement. The County expressly reserves the right to withhold
payment in whole or in part when:
1. The Contractor fails to submit all required documentation, or
2. In either the City's or the County's respective judgment, additional
information is required to substantiate the basis upon which claims for
reimbursement are made, provided the request for such additional
information is consistent with the requirements of this Agreement; or
3. Claims for reimbursement are inconsistent with the terms and conditions of
this Agreement; or
4. Claims for reimbursement on unit rate price Agreements exceed the
administrative and service delivery budgets without in-kind contributions by
greater than five (5%) percent of their respective allotted amount; or
5. Claims for reimbursement on line -item cost Agreements exceed the
administrative and service delivery budgets of County contracted funds by
greater than five (5%) percent of their respective allotted amount.
D. Program Income - Gross income received by the contractor and/or subcontractors
directly generated by federal funds or a federal grant supported activity or earned
as the result of the grant and/or federal contract.
1. Program income may include, but is not limited to, income from: fees for
services performed, proceeds from the sale, lease or rent of assets which
were acquired using federal funds, contributions/donations from clients,
honorariums, consultant fees, training fees, and the like, earned by staff
when time spent earning such honorarium or fee was charged to federal
funds, and revenue generated from sale of fabricated items.
Page 8
2. Use program income in accordance with the Department of Health and
Human Services Administration of Grants, 45CFR, Sec. 25. Costs borne by
the program income must be used to satisfy cost sharing.
The City or County agrees to promptly notify the Contractor of any proposed reduction
in funding by State, Federal, or other officials. The Contractor agrees that upon receipt
of such notice it shall take appropriate and reasonable action to reduce its spending in
the affected funding area so that expenditures do not exceed the funding level which
would result if said proposed reduction became effective.
III BILLING PROCEDURES
A. The Contractor shall submit written claims for reimbursement of contracted
activities provided on the appropriate forms. All payments will be based on
contracted activities provided unless otherwise approved in writing by the County.
B. The City and County each agree to make separate payment for equal matching
shares of contracted services. In the case of the County, payment shall be made
by the Auditor of Yakima County with County warrants within twenty (20) working
days, contingent upon the availability of funds, following receipt of the
Contractor's claims for reimbursement, provided that claims for reimbursement are
received by the County by the ninth day of each month following the month
during which the services were provided. No payment shall be made in the month
services are rendered unless otherwise approved by the County. If the twentieth
day of a month falls on a weekend or holiday, payment will be made the next
County working day. Payments at the end of each month will be made on the last
County working day for that month.
C. PAYMENT CONSIDERATIONS
YAKIMA COUNTY: As consideration for services, as described in the Specific
Provisions of this Agreement and in accordance with the Budget Provisions of this
Agreement, the County agrees to pay the Contractor a sum not to exceed $75,375
from available funds. This total sum shall be available during the period January 1,
2003 through December 31, 2003. These funds shall be used to provide
Transportation services. Payment to the Contractor for this unit rate price
Agreement shall be based on the unit rate of $17.00 per vehicle service hour of
Transportation services during the period January 1, 2003 through December 31,
2003. Client donations received in excess of $1,905 will be used to provide
additional units of service at the unit rate of $17.43 per vehicle service hour or be
spent first before ALTC funds are used.
CITY OF YAKIMA: As consideration for senior transportation services, provided
under this Agreement, the City of Yakima shall pay the Contractor a sum not to
exceed $75,375. This total sum shall be available during the period January 1,
2003 through December 31, 2003. Said sum shall be paid monthly upon proper
billings submitted to the City. Said payments are expressly conditioned upon the
Contractor providing satisfactory services hereunder and documentation
Page 9
(invoices/billings). Payment to the Contractor for this unit rate price Agreement
shall be based on the unit rate of $17.00 per vehicle service hour of
Transportation services during the period January 1, 2003 through December 31,
2003. Client donations received in excess of $1,905 will be used to provide
additional units of service at the unit rate of $17.43 per vehicle service hour or be
spent first before City or County/ALTC funds are used.
The payment for COPES services will be in addition to the contracted amount.
The COPES payment will be based on claims for reimbursement as reported on
the COPES services billing. This includes clients now authorized, number of units
of service and the actual number of units provided. The COPES unit rate will be
the current prevailing Medicaid rate for ambulatory clients and wheelchair bound
clients.
Page 10
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. *9
For Meeting of: February 18, 2003
ITEM TITLE: A Resolution Authorizing an Agreement with Yakima County
and People For People, Inc. for Upper County Transportation
Services for the Elderly and Handicapped Citizens
SUBMI'I1'ED BY: Chris Waarvick, Director of Public Works
Ken Mehin, Transit Manager
CONTACT PERSON/TELEPHONE: Ken K. Mehin, 576-6415
SUMMARY EXPLANATION:
Yakima Transit respectfully submits for Council's approval the annual agreement for
transportation services with People For People, Inc. in conjunction with the Yakima
County Office of Aging and Long Term Care (ALTC) transportation program for citizens
residing in the unincorporated areas of Upper Yakima County. This partnership
enhances opportunities for eligible city residents who are elderley or handicapped by
utilizing the same contracted paratransit service provider for Yakima County, People For
People, Inc. Transportation services include trips to and from social services, medical
care facilities, nutrition programs, senior citizen centers, etc. for citizens certified eligible.
No local City funds are utilised in this contract. The City receives federal funds made
available through the Department of Transportation's Federal Transit Administration to
match state funds provided by Yakima County. These funds increase Yakima Transit's
Operating budget to $155,750 and allocates $75,375 for the program. If Council
approves this request, the new ALTC transportation service agreement term is for the
calendar year 2003 (January 1 through December 31).
Resolution X Ordinance _ Other (Specify) "Performance Agreement No. 2003-PFP
,(ITV) Administration Agreement," and "Standard Terms and Payment Provisions 2003 People
for People - Upper Valley" Contract X Mail to (name and address) : ALTC, P 0 Box 8349,
Yakima, WA 98908 (965-0105)
Funding Source: FTA Operating Assistance / Yakima Transit Operating Funds $75,375
APPROVED FOR SUBMITTAL : City Manager
STAFF RECOMMENDATION: Staff respectfully requests the City Council to adopt
the resolution authorizing execution of "Performance Agreement No. 2003-PFP (UV)
Administration Agreement," and "Standard Terms and Payment Provisions 2003 People for
People - Upper Valley" for the purpose of providing senior citizen transportation services
during 2003 with People For People, Inc. in conjunction with the Yakima County Office of
Aging and Long Term Care (ALTC).
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2003-22