HomeMy WebLinkAboutR-2006-011 2006 Yakima County Office of Aging & Long Term Care (ALTC) & People For People AgreementRESOLUTION NO. R-2006-11
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 2006.
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. 2006-PFP (UV) Administration Agreement," and "Standard
Terms and Payment Provisions 2006 People for People - Upper Valley" for the purpose of
providing senior citizen transportation services during 2006.
ADOPTED BY THE CITY COUNCIL this 7th of F- • ary, 2007
im_,:
D.vid Edler, Mayor
A I"I'EST:
City Clerk
2006 Resolution-PFP Senior Transportation
PERFORMANCE AGREEMENT NO. 2006 PFP(UV)
ADMINISTRATION OF AGREEMENT
THIS AGREEMENT is entered into this day of %f %a,Y , 2006, 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, 9;3901, hereinafter denominated "Third Party", whose duly
authorized representatives are named in d,>cuments 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 !:,et forth in the provisions as listed below:
ADDITIONAL TERMS of this Agreement are set out in and governed by ALTC's "Basic
Agreement." In the event the Basic Agreement is. revised, this Agreement shall conform to the
revisions. The City of Yakima shall be an additional party to the Basic Agreement and shall have all of
the rights and privileges of Yakima County Southeast Washington Aging and Long Term Care contained
in said Basic Agreement.
PROGRAM
4MOUNTS
City of Yakima $75,400
Title III -B (CFDA #93.044) 52,000
SCSA 23,400
TOTAL FUNDINGALLOCA770N $150,800
PERIOD OF AGREEMENT
January 1, 2006 - December 31, 2006
CITY OF YAKIMA
Authorized Signature
R. A. Zais, Jr.
City Manager
(Typed) Name and Title
Date: •--
ATTEST:
City Clerk
10 o
City Contract No. 0006, -Jo
Resolution No. R-a'eo - //
Date:
SIGNATURES
PLE FOR PE LE
ilyn Mason -Plunkett, CE
Date: ca - a -
YAKIMA COUNTY, Office of Aging and
Long Terra -Care
' !! anradley, Director
,v: `��t.r aK ..mA cc, , Date: % -" Q
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G,�;c�c
c ua : u) 2 zCON7 RACT AUTHORIZATION
=_ = ¢OARD OF YAKIMA COUNTY
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'o :OMMISSIONE
,y%��".5• • ••5��,�°��' Resolution No. I HI 21 O(o
EST:
Clerk f Board
Date: 1ti`.c.�-.-1 T, 9
Appra ed
enior' Duty
Prosecuting Attorney
STANDARD TERMS AND PAYMENT PROVISIONS
2006 People for People — Upper Valley
SPECIFIC PROVISIONS
I APPLICABLE LAWS AND REGULATIONS
The Contractor agrees that services contemplated or delivered within the terms of this
Agreement and funds administered in the delivery of the specified services shall be
provided in accordance with all applicable Federal, State, and local laws and regulations, in
particular the following:
A. CFR Title 45, Subtitle A, Part 74, Administration of Grants
B. Older Americans Act of 1965, as amended in 2000 by H.R. 782
C. WAC 388-106-1100 through 1120, (Senior Citizens Services Act)
D. WAC 388-106-0300 (10), (COPES Transportation)
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, City of Yakima and
Catholic Family & Child Service Adult Day Services.
3. Transportation services for elderly persons are to be provided for Nutrition,
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.
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IV PARTICIPANTS
The Contractor agrees that:
A. The target population for transportation services are the individuals referenced in
the Transportation Program Standards.
B. There will be written assessment procedures utilized by the Contractor to determine
if clients meet the program target population criteria.
C. The indicators used by the Office of Aging and Long Term Care to assess its
effectiveness at targeting services to individuals who may be vulnerable are:
Racial / Ethnic 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 2006 are as follows:
Target Group Percentage
Racial or ethnic minorities 12%
Low-income 40%
75 years of age or older 60%
Limited or non-English speaking 6%
Living alone 40%
The Contractor must report on clients served in these categories. Percentages may
be updated by ALTC upon compilation of 2000 census data.
V SERVICE SPECIFICATION
The Contractor agrees that services provided within the terms of this Agreement shall meet
the following specifications:
A. Efforts will be made to assure access of service to the target population, to include
at least the following:
1. Accessible office or site location;
2. Home visits or home delivery of services (if applicable);
3. Multicultural, bilingual persons to assist multicultural, bilingual clients in
receiving services;
4. Publicity of program through public service announcements, brochures, etc.
5. Meeting with other service providers/agencies to explain services the
Contractor provides and how referral can be made;
6. Ability to serve individuals with disabilities.
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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 XXIV.
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 172 unduplicated individuals served in the Upper Yakima
Valley by this Agreement.
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3. Anticipated Service Level by Quarter:
4. Anticipated Expenditure Rate by Quarter:
Month
Lipper Valley
Month
Hours
Boards
January — March
1,117
2,764
April — June
1,117
2,764
July — September
1,117
2,764
October - December
1,118
2,764
TOTAL
4,459
11,056
4. Anticipated Expenditure Rate by Quarter:
Month
AL TC
City of
Yakima
Total
January - March
$18,850
$18,850
$37,700
April - June
$18,850
$18,850
$37,700
July — September
$18,850
$18,850
$37,700
October - December
$18,850
$18,850
$37,700
TOTAL
$75,400
$75,400
$150,800
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 given a written
request for the reports thirty (30) days prior to the due date.
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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
$5,000, or more;
2. Complete at least once a year a physical inventory 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, 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:
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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;
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;
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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.
PAY ° PROM OMS
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:
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.
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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 ten (10%) 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 ten (10%) percent of their respective allotted amount.
D. Program Income - Gross income received by the contractor and/or subcontractors
directly generated by federal funds or a federal grant supported activity or earned as
the result of the grant and/or federal contract.
1. Program income may include, but is not limited to, income from: fees for
services performed, proceeds from the sale, lease or rent of assets which
were acquired using federal funds, contributions/donations from clients,
honorariums, consultant fees, training fees, and the like, earned by staff
when time spent earning such honorarium or fee was charged to federal
funds, and revenue generated from sale of fabricated items.
2. Use program income in accordance with the Department of Health and
Human Services Administration of Grants, 45CFR, Sec. 25. Costs borne by
the program income must be used to satisfy cost sharing.
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.
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E. Termination of Contract
1. Either party, upon ninety (90) days advance written request, in which case
the two parties shall devise by mutual agreement the conditions of
termination including the effective date and in case of termination in part, the
portion to be terminated.
2. The Director, immediately upon written notice, if funding is withdrawn or
reduced to the extent that the continuation is not in the best interest of the
County.
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 thirty (30) 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 tenth 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 last working day of a
month falls on a Saturday, Sunday or holiday, payment will be made on the last
County working day of the 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 $75,400
from available funds. This total sum shall be available during the period January 1,
2006 through December 31, 2006. These funds shall be used to provide
Transportation services. Payment to the Contractor for this unit rate price
Agreement is based on the unit rate of $16.87 per vehicle service hour of
Transportation services during the period January 1, 2006 through December 31,
2006.
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 $75,400. This total sum shall be available during the period January 1, 2006
through December 31, 2006. Said sum shall be paid monthly upon proper billings
submitted to the City. Said payments are expressly conditioned upon the Contractor
providing satisfactory services hereunder and documentation (invoices/billings).
Payment to the Contractor for this unit rate price Agreement is based on the unit
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rate of $16.87 per vehicle service hour of Transportation services during the period
January 1, 2006 through December 31, 2006.
COPES Transportation:
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 $50
for ambulatory clients and $54 wheelchair bound clients (round trip).
The Contractor shall:
a. Provide Clients with transportation to essential community services and resources in
accordance with a therapeutic goal included in the Client's Service Plan. The
Contractor shall allow the Client's personal care attendant to accompany the Client at
no extra cost if the Client needs assistance during the trip or at the destination.
Transportation provided under this Contract shall not replace Transportation Services
to medical care provided under the Medicaid transportation brokerage.
b. Be responsible for the entire performance of the Transportation Services in
accordance with federal, state, and local ordinances, statutes, and regulations.
c. Have a current driver's license, or employ drivers who have current drivers' licenses,
appropriate to the operation of the vehicle(s) utilized in the transport of Clients.
d. Transport Clients to community services and resources required by the Client's plan of
care as authorized by DSHS.
e. Maintain transportation records to document the dates, times, destinations, and
distances of each Client's Transportation Services. Upon request, the Contractor shall
make the records available to DSHS or DSHS/designee for review and audit.
f. Maintain sufficient vehicle and passenger insurance coverage in accordance with the
requirements in this Contract.
g. Operate and maintain the transportation vehicles in a manner consistent with
protecting and promoting the Client's health and welfare.
h. Schedule and operate the Transportation Service to effectively meet the Client's
physical and psychosocial needs including but not limited to:
(1) Physical assistance
(2) Timeliness
(3) Courtesy
(4) Patience.
Duty to Report Suspected Abuse. In addition to the preceding Services, the Contractor shall
report, in accordance with state law, all instances of suspected Client abuse immediately to the
Department at the current state abuse hotline (1-800-562-6078).
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. f t_ )
For Meeting of: February 7, 2006
ITEM TITLE: A Resolution authorizing a Performance Agreement with
Yakima County and People For People, Inc. for Upper County
Transportation Services during 2006
SUBMITTED 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
participants residing in the unincorporated areas of Upper Yakima County. Utilizing the
same contracted paratransit service provider for Yakima County, People for People, this
partnership enhances opportunities for older individuals, those with disabilities or limited
physical mobility, and other certified eligible individuals who have no other means of
transportation or are unable to use existing transportation. Examples include trips to
and from social services, medical and healthcare facilities, meal programs, the Harmon
Center, and shopping.
No local City funds are utilized 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 $150,800 and allocates $75,400 for the program. If City Council
approves this request, the new ALTC transportation service agreement term is for the
calendar year 2006 (January 1 through December 31).
Resolution X Ordinance Other (Specify) "Performance Agreement No. 2006-PFP
(UV) Administration Agreement," and "Standard Terms and Payment Provisions 2006 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 $75,400
APPROVED FOR SUBMITTAL • < _,n City Manager
STAFF RECOMMENDATION: Staff respectfully requests the City Council to adopt
the resolution authorizing execution of "Performance Agreement No. 2006-PFP (UV)
Administration Agreement," and "Standard Terms and Payment Provisions 2006 People for
People - Upper Valley" for the purpose of providing senior citizen transportation services
during 2006 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 R-2006-11