HomeMy WebLinkAboutR-1996-131 Agreement / Transportation Services / Diamond cab / Access Paratransit•
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,
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 1st day of ort-ohPr 19 9 6
ATTEST:
14.(191'-e-vL .>4)
CITY CLERK
7..y7;Buchanan, MAYOR
CONTRACT FOR
PROPOSAL NO. 19619
DIAL -A -RIDE TRANSPORTATION
SERVICE BROKER AND/OR PROVIDER
AGREEMENT
THIS AGREEMENT is entered into this 1st day of October, 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 Diamond Cab, d.b.a.
Access Paratransit, 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, dispatch and transportation services and
may broker service to other subcontractors to provide such
transportation services to persons who, under the Americans
with Disabilities Act, are considered disabled.
3. Term of Agreement -- Termination. This Agreement shall
become effective on its approval by resolution of the Yakima
City Council, and shall terminate on June 30, 1997, unless
extended upon mutual agreement of both parties for a 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,
Diamond Cab, d.b.a Access Paratransit, 606 No 1st Street,
Yakima, Wa 98901
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.
Dial -A -Ride Transportation Contract -- 1 --
5. 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, shall be reported with
each multiplied by the appropriate rate per boarding.
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.
6. 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
7. 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
8. Insurance. The Contractor shall maintain for the duration of the
contract commercial general liability insurance and automobile
liability insurance with a combined single limit of $1,000,000
each. 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 and automobile liability
insurance with a combined single limit not less than $300,000
each. 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
Dial -A -Ride Transportation Contract 2
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9. 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 under
this Agreement,
C. Subject an individual to segregation or separate treatment
in any manner related 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 afford
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 subjecting individuals to discrimination
because of their race, creed, color, religion, national origin,
sex, marital status, age, or the presence of any sensory,
mental or physical handicap or have the effect of defeating
or substantially impairing accomplishment of the
objectives of this Agreement in respect to individuals of a
particular 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.
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9/27/96
10. Safeguarding of Information. The use or disclosure by the
Contractor of any confidential information concerning a
participant, recipient, or client for any purpose, with respect to
contracted activities provided under this Agreement, is prohib-
ited except on written consent of the participant, recipient, or
client, his/her attorney or his/her responsible parent or
guardian, or as otherwise provided by law
11. 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 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
12. Modification. No change or addition to this Agreement shall be
valid or binding upon either party unless such change or
addition is in writing and executed by both parties.
13 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 regulation 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
Dial -A -Ride Transportation Contract
9/27/<,
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14. Relationship of the Parties. The parties agree that an
independent contractor relationship 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 subcontractors 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 measures 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 respective addresses stated
herein or at new addresses designated by either party by written
notice
15. 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
Dial -A -Ride Transportation Contract -- 5 --
9/27/9f
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of the courts of competent jurisdiction in Yakima County,
Yakima, Washington.
16. 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.
17. 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
required 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 lo-
cal governmental agencies for the purpose of determining the
accuracy of reported information and the actual cost of services
provided The Contractor shall make no additional charge for
this service to the City
18. Training. All vehicle operators employed by the Contractor and
its subcontractors and utilized to provide transportation service
under this Agreement must, as a minimum, 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.
Dial -A -Ride Transportation Contract
9 '96
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19. Mandatory FTA.Provisians.
A. Breach by Contractor. In the event the Contractor fails to
perform any requirement 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 Enterprise.
(1) Policy It is the policy of the United States
Department of Transportation (hereinafter DOT)
that disadvantaged business enterprise 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 under 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
Dial -A -Ride Transportation Contract -- 7 --
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%) participation 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 applicants 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 limited 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 1964. 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.
Dia] A Ride Transportation Contract
9/27/96
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(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 subcontractors, including
procurements of materials and leases of equipment
The Contractor shall not participate either directly
or indirectly in the discrimination prohibits by
Section 21.5 of the Regulations, including
employment practices when the contract covers a
program set forth in Appendix B of the
Regula tions
(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, including
procurements of materials or leases of equipment,
each potential subcontractor or supplier shall be
notified by the Contractor of the Contractor's
obligations under this Agreement and the
Regulations relative to nondiscrimination on the
grounds of race, religion, color, sex, age, or national
origin
(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 information, 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 required or a contractor is in the
exclusive possession of another who fails or refuses
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
Dia] -A -Ride Transportation Contract
9/t7/<at
(5) Sanctions for Noncompliance. In the event of the
Contractor's noncompliance with the
nondiscrimination provisions of this Agreement,
the City shall impose such contract sanctions as it or
the FTA may determine to be appropriate,
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 procure-
ments 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, litigation 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 policies 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 including on the EPA list for
violating facilities. The Contractor shall report violations
to UMTA and to the USEPA Assistant Administrator for
Enforcement (EN)329)
Dial -A -Ride Transportation Contract -- 10 --
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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.
IN WITNESS WHEREOF the parties have executed this Agreement the
day and year first above written.
CITY OF YAKIMA DIAMOND CAB, d.b.a. ACCESS
PARATRANSIT
By. By.
Richard A Zais, Jr , City Manager Pam Scott, Owner
Its.
ATTEST
City Clerk
Dial -A -Ride Transportation Contract
9,_ • q
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
Dial -A -Ride Transportation Contract -- 12 --
9/27 .c.
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1110
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 tlus 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 bilking
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
Dial -A -Ride Transportation Contract -- 13 --
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.
Dial -A -Ride Transportation Contract
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PROPOSAL NO. 19619 CITY OF YAKIMA
RE 'JEST FOR PROPOSAL -- NOT ORDER
lam. c
DATE
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PURCHASING DIVISION
July 10. 1996 129 NO. 2ND STREET
YAKIMA, WASHINGTON 98901
PHONE 575-6093
VENDOR _
ADDRESS
Diamond Cab
606 N 1st Street
Yakima, WA 98901
PLEASE QUOTE ON THIS FORM,
RETURN MARKED 140 BID"
IF YOU CANNOT QUOTE,
AND REASON IN ORDER TO
REMAIN ON VENDOR LIST.
PROPOSALS WILL BE RECEIVED
UNTIL 2:00 p.m.. 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 ITEM
SEPARATELY. THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS AND 10
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-nde Transportation Service Broker and/or Provider
Agreement.
Schedule I - Dial -A -Ride:
•
The contracting agency agrees to provide service at a rate of
$ f 0 ' 0 0 per boarding for one (1) passenger requiring a wheelchair lift -equipped vehicle,
$ (3'1 50 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.
7/10/96
Proposal No 19619
CITY OF YAKIMA
PROPOSAL NO 19619 REQUEST FOR PROPOSAL-- NOT AN ORDER
•
DESCRIPTION
Proposals shall be submitted to the City Clerk's Orrice, Yakima City Hall, 129 North
2nd Street, by 2:00 p.m. on July 29 , 1996 in
a sealed envelope labeled Proposal No. 19619 and including date and time of proposal
opening.
TO THE PURCHASING AGENT OF THE CITY OF YAKIMA.
DATE 7 / d I 19 96 SIGNED PCO'LY S J LG Gbh
r
COMPANY (Q vii ci/ aug, Covutpopi
ADDRESS. l9 G JO 1 1— S'-r-�
yeilpvic„ gen() /
TELEPHONE NUMBER. Sbq ^ 5-3 -- 31 / 3
FAX TELEPHONE NUMBER. cd 9 ^—1 S 7 76 C�
BQXII Proposal No 19619
7/10/96
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• J/PEOPLE POR PEOPLE
P 0 Box 1665(509) 2-6726
302 West Lincoln
Yakima, WA 98907 PhoneFax: (509) 457-7897
July 29, 1996
City Of Yakima
Purchasing Division
129 North 2nd Street
Yakima, WA 98901
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 Yakuna, 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 tnps rates in this proposal will keep the City's program among the most cost
effective in the State. The average cost per 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,
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. 1st Ave., Toppenish, WA 98948, (509) 865-5221
P.O. Box 519,109 East 3rd #7, Ellensburg, WA, (509) 925-5311
P.O Box 1777 530 West Valley Road, Moses Lake, WA 98837 (509) 765-9249
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PROPOSAL NO. 19619
•A1E July 10. 1996
VENDOR _
ADDRESS
RECJEST FOR PROPOSAL -• NOT V ORDER
CITY OF YAKIMA
PURCHASING DIVISION
129 NO. 2ND STREET
YAKIMA, WASHINGTON 98901
PHONE 575-6093
People For People
P.O. Box 1665
302 West Lincoln
Yakima, WA 98907
PLEASE QUOTE ON THIS FORM,
RETURN MARKED "NO BID"
IF YOU CANNOT QUOTE,
AND REASON IN ORDER TO
REMAIN ON VENDOR LIST
PROPOSALS WILL BE RECEIVED
UNTIL 2:00 p.m.. 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 ITEM
SEPARATELY THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS AND 10
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.
• Schedule I - Dial -A -Ride:
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 vetucle.
The contracting agency will maintain for the duration of the contract public liability and property damage
insurance in a combined single limit of 51,000,000.00. 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.
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BQXII Proposal No 19619
7/10/96
C\
CITY OF YAKIMA
PROPOSAL NO. 19619 REQUEST FOR PROPOSAL-- NOT AN ORDER
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DESCRIPTION
Proposals shall be submitted to the City Clerk's Office, Yakima City Hall, 129 North
2nd Street, by 2:00 p.m. on July 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:
The period of this contract shall
date, and thereafter frau year to
however, that either party may at
extension thereof, terminate this
writing to the other party of its
be for a period of one year from its effective
year for four additional years, provided,
any time during the life of this contract, or any
contract by giving thirty (30) days notice in
intention to do so.
TO THE PURCHASING AGENT OF THE CITY OF YAKIMA.
DATE July 29, 19 96 SIGNED
COMPANY
ADDRESS.
People For People
302 West Lincoln Ave.
Yakima, WA 98902
TELEPHONE NUMBER. 248-6726
FAX TELEPHONE NUMBER. 457-7897
BQXII Proposal No 19619
7/10/96
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PEOPLE FOR PEOPLE
DIAL .A RIDE PROPOSAL
INTRODUCTION
Although not required, PFP is submitting supplemental material in support of its
bid. Tnp 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 m 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 m order for the client to leave tnp request information. After hours calls are re-
tneved from voice mail 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 DETEKMJNATION
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 cheats.
PFP's computer system identifies clients who have conditional eligibility That is;
some
QEPEOPLE FOR PEO
MAL -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-
ity or encourage clients to seek eligibility or advise clients on eligibility.
TRIP RESERVATIONS
Tnp request information. When a trip is requested all of the information concern-
ing the tnp 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 nduig 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 restncted by time are not
scheduled for advance trips which occur after their eligibility ending date.
Routine: PFP accepts routine trip requests. Routine tnps are reviewed by staff and
with the client monthly, to ensure that the requested schedule of pick-ups is accurate.
BROKERING
In conjunction with its other Brokering activities, PFP offersbrokering 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 traps, 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
utili ing a computer assisted dispatch system which groups trips and routes vehicles
efficiently
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PEOPLE FOR PEO E t1IAL-A-RIDE PROPOSAL
Returns .(`Will Calls'): Since. Dial -A -Ride is a demand -response. system, PFP must
provide return tnps upon request. Clients are asked to schedule the outgoing poruon
of their trip on the previous day but can request the return home at any time during
the DAR service hours. The maximum 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 dosmg time in the wmter 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 requirmg 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
Daily Demand
(Typical)
35-1
30
25-A
10
5
0
iriiii .1
)11 <<<<<<an.aa.
s a.
a O.
0 0 0 0 0 0 0 0 0 0 0 0
0 0 0 0 0 0 0 0 0 0 0 0
m co O N •- H in 4 Mi
r r
Hour
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PEOPLE FOR PEOC1
SERVICE DELIVERY
DISPATCH
LIAL-A-RIDE PROPOSAL
During the service day vehicles are controlled by the PFP dispatch staff. During
peak service hours two dispatchers are on duty at all times. One person receives and
records 'will call' return tnp 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 CONFIGURATION AND UTILIZATION
PFP dedicates a fleet of 8 sedans and 4 lift -equipped mini -buses to Dial -A -Ride.
Additional peak demand capacity is provided by utilizing other PFP vehicles and by
brokering out services to other providers.
4.00 PM
2:00 PM
12:00 PM
u.= 10.00 AM
8:00 AM
6:00 AM
Vehicle Utilization
(Typical)
0 2 4 6
• Aug menting Vehicle
■ DAR Dedicated Vehicle
8 10 12 14
Number of Vehicles Making Pick -Ups
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PEOPLE FOR PEO trIAL-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:
Reservations
Preferred clients are required to make reservations one day in advance.
Minimum. PFP will accept same day requests whenever possible, up to one
hour before the requested trip by direction of Yakima Transit. This is not encour-
aged.
Routine: routine tnps may be scheduled at any time; they are reviewed andre-
confirmed monthly
Client accommodations
Vehicles assignments: The first cntena in vehicle assignment is the need of the
client. The second cntena 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 boarduig 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.
On-time standards
Requested Pnor Day trips requested the previous day are picked up within 15
minutes before or 15 minutes after the requested ume. 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 pnor
day" and are subject to the same standards.
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PEOPLE FOR PEOCE NIAL-A-RIDE 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 Yakima Transit concurs. That policy is stated below:
Purpose: To set forth guidance on administering policy in dealing with Dial A Ride
clients that fail to show for scheduled ndes.
Procedures Listed below are the procedures that will be followed when dealing with
'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
informing them of the consequences of continuing to 'No Show"
for scheduled ndes. 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 penod pnor to the suspension to al-
low them to make other transportation arrangements. The letter
will explain to the offending client the reason 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 service providers.
3) The Lead Dispatcher will provide the Operations Manager a listing
of 'No Shows' from the previous month. This will include 'No
Show" ndes 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 rase 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.
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PEOPLE FOR PEOQ IAL -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 m 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 tip 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 tip request log and client eligibility files by the
unique number so that a complete audit trail is available.
All billings are based on driver tip logs. This ensures that only eligible clients and
authorized traps 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 -
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PEOPLE FOR PEO'IIJIAL-A-RIDE PROPOSAL
ers, they are written directly to the file 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), PFP employs two hill time programmers plus other computer support peo-
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 informauon about demand for service, trip re-
quests, brokered trips and service statistics on PFP-provided 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
RECORD RETENTION
All computer and paper records are stored for 7 years.
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 statistics are available is 1994. In that
year the average cost per trip m 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 m the state.
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PEOPLE FOR PEO
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DIAL -A -RIDE PROPOSAL
FLEET UTILIZATION
PFP provides paratransit services other than. Dial -A -Ride in Yakima City and
County. Within the l mitations 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 pm -
point addresses on a computer map of the city This aids in assuring that trip destina-
tions fall within DnaLA-Ride lunits and also provides schedulers and dnvers with loca-
tion mnformitnon for obscure addresses.
Computer aided scheduling. Tnp 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 m a more efficient manner
FleetMax: full implementation of the fleet management program, FleetMax, helps
ensure that vehicles are road worthy, reducing the need for backup vehicles and mini-
mizing the number of higher cost brokered tnps.
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 tnps. The completeness of PFP's records and detailed audit trail ensure the City
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PEOPLE FOR PEO LiAL-A-RIDE PROPOSAL
that all trips billed are legitimate and within City guidelines. PFP's pre -authorization,
screening and momtonng of sub -contracted providers ensures that fraudulent billings,
if attempted, would be detected and denied.
BROKERING
PFP solicits bid rates from qualified providers. As of the current year, provider bid
rates have been higher than PFP's average cost per tnp. Even so, under certain condi-
tions it is more cost effective to broker out some trips. This 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 uty 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 dnver among several contracts. Shared cost agreements and coordi-
nation of trips could be negouated with Yakima Transit to inaTIM»e 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 m 1993,
one of the dnving 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 Pnor to PFP's in-
volvement with Dial -A -Ride the City received numerous and almost constant com-
plaints
oniplaints 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 senously by PFP and are viewed as a cause to exam -
me and improve its service. A new enhancement to its trip reservation software pro-
vides the call taker a way to attach client complaints to the client and trip record and
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PEOPLE FOR PEOPr::E
L1AL-A-RIDE PROPOSAL
to assign a pnonty to the complaint. This ensures that 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
nght 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 an 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.
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PEOPLE FOR PEOPa.fi
LAL -A -RIDE PROPOSAL
DRIVER RECRUITMENT, SELECTION AND TRAINING1111
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 Dnvers, for example) and the need for people to work weekends and
holidays there is an ongoing need to replace dnvers. PFP maintams a pool of part time
drivers who work the odd shifts and fill in during peak demand times. Part time driv-
ers move into full time positions as turnover occurs. Since turnover among part time
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
trauung is offered; and dnvers are required to re -certify in certain areas of training on
an annual or bi-annual basis.
DRIVER STANDARDS
People For People drivers are held to the highest standards in terms of qualifica-
tions. The followmg 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
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PEOPLE FOR PEOI•ri.
LIAL-A-RIDE PROPOSAL
• 1st Aid/CPR training
• Sensitivity training
• Pre Tnp/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.
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PEOPLE FOR PEoh LIAL-A-RIDE PROPOSAL
Checks that are performed include all of the vital fluids, lift operations, emergency
equipment, and other safety related items that are essential to the safe operation of the
vehicle. In addition the following preventive maintenance steps are taken.
• All fluid levels are changed at 3,000 mile intervals. This includes
changing all filters and a complete safety check of the vehicle.
• Brakes are checked and replaced m accordance with manufacturers'
recommendation.
• Tires are rotated every 3,000 miles and checked for serviceability.
• Transmissions are serviced in accordance with manufacturers' rec-
ommended schedule.
• Lift equipment is checked daily and serviced m accordance with the
manufacturers' recommendation.
• Heaters and Air conditioners are checked seasonally
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 FIeetMa . This
system allows for timely schedules of services to be accounted for in accordance with
the recommended service schedule.
Constant monitonng 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 m meeting or exceeding the
stated 10% goal for the Women and Minority Business Enterprise Program. PFP has
authonzed expenditures of S190,490 year to date to a Registered WMBE Business, far
exceeding our agency goal of 17%.
AGENCY QUALIFICATIONS
30 YEARS OF SERVICE IN YAHIMA
In 1996, PFP celebrated its 30th birthday, making it one of the oldest, best estab-
lished and most reputable nonprofit agencies in Yakima
14
•
•
PEOPLE FOR PEOPLE ILIAL -A -RIDE PROPOSAL
AGENCY MIISSION
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 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 perspecuve
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 m 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 onginal 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
PEOPLE FOR PEO .
LiAL-A-RIDE PROPOSAL,
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
Much of the innovation has occurred internally, as PFP has systematically 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 m the future.
COMMITMENT TO THE CITY'S GOALS FOR DIAL -A -RIDE
In conclusion, PFP wishes to formally state its wholehearted commitment to
Yakima City's goals for Dial -A -Ride - to provide a safe, stable, reliable, high quality
service m 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 m 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
r
PEOPLE FOR PEOhE LiAL•A•RIDE PROPOSAL
•
ATTACHMENTS
•
•
17
emomi
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YakimaTransl
REQUEST FOR CERTIFICATION
AMERICANS WITH DISABILITIESACT (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 completed please mail to: Yakima Transit, 2301 Fruitvale Blvd. Yakima, WA 98902.
1. Name
2. Address
City State Zip Code
3. Telephone Number (Home) (Work)
4. Date of Birth / /
What is the disability which prevents you from using our fixed route service?
Is this condition temporary? If Yes, expected duration until
/ /
How does this disability prevent you from using fixed route services? Please explain
completely. Use an additional sheet if needed.
07. Are there any other effects of your disability of which we need to be aware?
- Over -
The following information wil. de used to ensure that an appro. bate vehicle is used to
provide your transportation and that an accurate analysis of your trip requests can be
made by Yakima Transit.
8. Do you use any of the following aids to mobility? (Check all that apply) 40
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
9. 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 =
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 No
(If Yes, please describe your situation)
11. I hereby certify that the information given above is correct.
;%.
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In order to allow Yakima Transit to evaluate your request, it may-be.necessary tckcontact r.:7721:,.
physician or other professional to confirm the information you have.proyidet Please C041Plet0.
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12. Please identify the professional best able to verify yourtu ability to uscw.„1:::,,,
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transit services. , Fa-I...exam 1 If you 17044 mobilit • aid or IV* Una le
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list of your frequent destinations already on computer helps;'
to make the system work better for all our clients.
A ; _ WHERE ADDRESS - • ' Vis' PH
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Yakima Transit
44 ear 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
1 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 TDDITTY 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.
.ti
6. CANCELLING SCHEDULED RIDES:
Cancellations for a scheduled ride must be made one hour or more before the scheduled ride
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 shopping 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 waming 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 do not become a "No Show" An appeal process exists for those who feel a suspension is
unwarranted
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.
•
io. 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
for People on a case-by-case and space available basis only When a family member rides DAR
they must pay full fare
11. 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 People prior to scheduling a trip.
1
t
Yakima Transit
DIAL -A -RIDE
Dear Dial -A -Ride Client:
For your convenience, People For People the DAR provider has a .phone number
for retum 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 efficiently.
RETURN TRIP
HOTLINE
457-1111
For ride reservations call 248-6793 (8:00-430, Monday -Saturday, 8:00- 1:00 Sunday
We would appreciate your review of the policy reminders and procedures listed below.
Policy Reminders
1) Pick Up Window
People For People is allowed to arrive
15 minutes before or after the scheduled
pick up time
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.
4) Escorts/Family Members
Escorts or family members (over 18)
may assist clients if authorized when ride
is scheduled.
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.
•
• •
\VPEOPLE
FOR PEOPLE
PO. Box 1665
Yakima, WA 98907
Date
Client Name
Client Address
City WA Zip Code.
302 Wes k
Phone. (509) 2
Fax: (509) 457-
RE Client Nacre Dial -A -Ride #
Dear
This letter is to inform you that your Dial -A -Ride 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 Rimel at
509-248-6793/voice mail extension 210, Monday -Friday between8:00am
and 5 OOpm
Sincerely,
People For People/Dial-A-Ride Services
P.O. Box 391, 2201 Edison, Sunnyside, WA 98944, (509) 837-7610
P.O. Box 2, .16 W 1st Ave., Toppenish, WA 98948, (509) 865.5221
P.O. Box 519,109 East 3rd *7, Ellensburg, WA, (509) 925-5311
P.O. Box 1777, 530 West Valley Road, Moses Lake, WA 98837 (509) 765-9249
40)
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 Work,
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
EXHIBITS
Resolution X Ordinance Contract X Other (Specify)
Funding Source Transit Division Opera t''rg Budge
APPROVED FOR SUBMITTAL.
A -cif
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
1
•
0,
CONTRACT FOR
PROPOSAL NO. 19619
DIAL -A -RIDE TRANSPORTATION
SERVICE BROKER AND/OR PROVIDER
AGREEMENT
THIS AGREEMENT is entered into this /3 --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 hmit 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 m 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
lap\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
8. 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 intenhon 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
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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 hoardings 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 hoardings 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
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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-
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•
i
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 1964 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.
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(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.
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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.
By.
ATTEST
CITY OF YAKIMA
Richard A. Zais,Jr
City Manager
City Clerk
Cly mek,CT 11A
(p— 13 l
PES(i.UTK»I MC'
ACCESS PARATRANSIT, INC.
By /M4/.
Pam Scott, C.E.O
Its C �a
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DIAL -A -RIDE TRANSPORTATION CONTRACT -- Page 7
• Introduction
•
•
EXHIBIT A -- SERVICE DELIVERY
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
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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.
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BUSINESS OF THE CITY COUNCIL
111 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 G%
CONTACT PERSON/TELEPHONE BiII 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
EXHIBITS
Resolution X Ordinance Contract X Other (Specify)
Funding Source Transit Division Opera g BudaQi
APPROVED FOR SUBMITTAL.
AQ1
City Manager
STAFF RECOMMENDATION: Concur with Transit Committee recommendation
TRANSIT COMMITTEE RECOMMENDATION: Approve resolution and execute
contract
COUNCIL ACTION Resolution No. R-96-131