HomeMy WebLinkAboutR-2007-151 Washington State Department of Transportation Vanpool Lease AgreementRESOLUTION NO. R-2007-151
A RESOLUTION authorizing and directing the City Council of the City of Yakima to
ratify the City Manager's acceptance of a State Vanpool Rental
Agreement and all other necessary documentation with the
Washington State Department of Transportation to lease 5 (five)
of their passenger vans for a period not to exceed June 30, 2008.
WHEREAS, the City currently provides and intends to continue to provide
Vanpool commuter services through Yakima Transit as part of their public transportation
operation; and,
WHEREAS, Yakima Transit has currently placed all its Vanpool vans out in
service except for one spare unit and needs additional vehicles to meet the increasing
requests for participation by those commuting long distances to work; and,
WHEREAS, the cost to lease each vehicle, will be reimbursed by those riding in
the van and participating in the program, and,
WHEREAS, the City Transit Council Committee has recommended that Transit
secure additional vanpool vehicles to expand their Vanpool Program, and
WHEREAS, it is in the best interest of the City to lease the five vehicles as a
precursor to obtaining additional vans next year on the State's Vanpool Capital Invest-
ment Program funded to provide said vehicles to Transit Agencies; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Council of the City of Yakima is hereby authorized and directed to ratify
the attached "State Vanpool Rental Agreement" (#GCA5559) with the Washington State
Department of Transportation and all other necessary documentation for the temporary
lease of State vanpool vehicles for use in Yakima Transit's vanpool program.
ADOPTED BY THE CITY COUNCIL this 6th day of November 2007.
ATTEST:
City Clerk
avid Edler, Mayor
Vanpool Rental Agreement
Washington State
Department of Transportation
310 Maple Park Avenue
PO Box 47387
Olympia, WA 98504-7387
Contact: Kathy Johnston (360) 705-7925
CONTRACTOR
YakimaTransit
2301 Fruitvale Boulevard
Yakima, WA 98902-1225
Federal ID Number: 91-1588021
Contact: Gary Pira (509) 576-6422
PROJECT COST:
Total Cost $16,200.00
AGREEMENT NUMBER
GCA5559
Scope of Project: The scope of Project as set
forth in Exhibit I, attached and incorporated
by this reference.
Project Period:
October 1, 2007 — June 30, 2008
Service Area:
Yakima County
THIS AGREEMENT, entered into by the Washington State Department of
Transportation (hereinafter referred to as "WSDOT") and the agency written above (hereinafter
referred to as the "CONTRACTOR"), and/or individually referred to as the "PARTY" and
collectively, as the "PARTIES" witnesses that:
WHEREAS, the state legislature has declared in RCW 47.66.010 that there is significant
state interest in assuring that viable multimodal transportation programs are available throughout
the state;
WHEREAS, pursuant to RCW 47 66 010 the state legislature recognized the need to
create a mechanism to fund multimodal transportation programs and projects and sought to create
a process that would allow all transportation programs and projects to compete for limited
resources;
WHEREAS, the State of Washington provides for a statewide Vanpool Investment
Program pursuant to RCW 47.66 070 and the subsequent 2007-2009 biennial appropriation
funding under the Session Laws of 2007, chapter 518, section 224(3);
WHEREAS, WSDOT has set up a revolving fund with funding initially provided
through the Chevron Oil Overcharge Settlement and provided by Stripper Well Settlement funds
to purchase vanpool equipment which WSDOT leases and rents to public agencies around the
state for use for their ride sharing programs; and
WHEREAS, WSDOT is the designated state agency to administer the Vanpool
Investment Program and has identified a need to rent vans to temporarily meet vanpooling needs
in the State of Washington;
NOW, THEREFORE, in consideration of the mutual covenants herein set forth, WSDOT and
the CONTRACTOR agree as follows
Page 1 of 11 GCA5559
Section 1
Purpose of Agreement
The purpose of this AGREEMENT is for WSDOT to provide for the rental of vanpool vehicles
to the CONTRACTOR for vanpooling.
Section 2
Scope of Project
WSDOT hereby agrees to rent to the CONTRACTOR vanpool vehicle(s), as described in Exhibit
I, for the purpose of vanpooling during the Project Period.
Section 3
Time of Performance
The Project Period shall commence and end on the dates indicated in the caption space titled
"Project Period", regardless of the date of signature and execution of this AGREEMENT, unless
teitninated as provided herein. The CONTRACTOR may not unilaterally teltninate the project.
If extended, the CONTRACTOR shall be responsible for perfouning the next scheduled
maintenance service prior to returning the vehicle(s).
Section 4
Financial
The CONTRACTOR hereby agrees to pay to WSDOT the monthly rental cost, as set forth in
Exhibit I for the Project Period. If the Project Period is terminated prior to the 16th day of the
month, the CONTRACTOR as set forth in Exhibit I, agrees to pay one half of the monthly charge
per van. If the project period is terminated on or after the 16th day of the month, the
CONTRACTOR agrees to pay the full monthly fee per van. WSDOT will invoice the
CONTRACTOR on a monthly basis during the first week of the month following the previous
month's rental period (i.e., February billing for January, etc.). The CONTRACTOR shall pay
WSDOT within 30 days of receipt of the invoice.
Section 5
Licensing and Titling
WSDOT shall pay any required fees for the specialized exempt rideshare license plate(s) to be
used throughout the Project Period. The vehicle title will show WSDOT as both the legal and
registered owner.
Section 6
Use of Project Equipment
The CONTRACTOR agrees to use the van(s) for commuter ridesharing as defined in RCW
46.74.010(1). The CONTRACTOR agrees that it may use the van(s) for ride sharing for persons
with special transportation needs such as the elderly and disabled as defined in RCW
46.74.010(3) during times when the CONTRACTOR is not using the van (s) for commuter
ridesharing. The CONTRACTOR further agrees that it will not use or permit the use of the
van(s) in any manner that would void the insurance coverage as required under Section 14 or in a
negligent manner. The CONTRACTOR guarantees that the van(s) will not become subject to any
liens, charges, or encumbrances, and if any liens, encumbrances or charges are levied against any
van, the CONTRACTOR agrees to immediately discharge such lien, encumbrance or charge
upon notification thereof. The CONTRACTOR shall keep or cause to be kept satisfactory
records with regard to the use of the van(s) and shall submit to WSDOT upon request such
Page 2 of 11 GCA5559
information as is required in order to assure CONTRACTOR's compliance under this
AGREEMENT. If, during the term of this AGREEMENT, any Project Equipment is not used, as
permitted under this AGREEMENT is used in a manner different from that permitted under this
AGREEMENT, or is withdrawn from transportation service, the CONTRACTOR shall
immediately notify WSDOT.
Section 7
Maintenance of Project Equipment
The CONTRACTOR shall maintain the van(s) in good repair at all times. All services,
materials, and repairs in connection with the use and operation of the Project Equipment are at
the CONTRACTOR's expense except WSDOT will be responsible for the excess amount of any
separate single repair or replacement, which exceeds $1,000 during the Project Period except for
collision and comprehensive repair. However, if the van(s) is/are under the manufacturer's
powertrain warranty, the CONTRACTOR will be responsible for any deductible amount required
by the manufacturer for each repair.
a) The CONTRACTOR shall regularly service its rental van(s) based on the manufacturer's
recommended maintenance schedule. At no time will the vehicle maintenance be less
than the service recommended by the manufacturer.
b) The CONTRACTOR shall inspect and service the Project Equipment and replace parts, if
necessary, at intervals and according to the requirements contained under the
manufacturer's maintenance schedule. The CONTRACTOR shall take the Project
Equipment to an appropriate service and repair facility for any service and repair under
the manufacturer's powertrain warranty. WSDOT shall not be liable for repairs, except as
outlined above, nor shall any such repairs be charged to it. The CONTRACTOR shall
keep maintenance and service records on file for each van and shall make such records
including original invoices available to WSDOT upon termination of the Project. The
CONTRACTOR shall maintain records and upon request or audit, provide this
information to WSDOT.
c) The CONTRACTOR agrees that inspections are an important part of the vehicle's
maintenance routine and that doing daily, weekly, and monthly inspections will allow
early detection of problems. The CONTRACTOR assumes the responsibility to ensure
that scheduled inspections, at a minimum, are performed in accordance with the
manufacturer's recommendations.
d) WSDOT personnel may periodically inspect the Project Equipment. The
CONTRACTOR's failure to follow inspection and maintenance procedures during the
Project Period shall be grounds for immediate teiiiiination of this AGREEMENT and
cause the return of the Project Equipment to WSDOT. Modification to the vehicle(s) or
the installation of additional equipment, which requires mounting, must be approved by
WSDOT in writing prior to installation.
e) The CONTRACTOR shall return the van in good condition. The interior shall be clean
and free from damage. The seats and carpeting shall be vacuumed and spot cleaned as
needed. Vinyl surfaces and window glass shall be cleaned. Garbage and personal
Page 3 of 11 GCA5559
belongings shall be removed. The exterior shall be clean and free from damage. Normal
road dirt gathered during transport is acceptable.
f) A chipped windshield and/or broken glass shall be repaired prior to return. If windows
are damaged upon return WSDOT will repair and invoice the CONTRACTOR for
reimbursement of repair expenses.
g)
The CONTRACTOR agrees to maintain the tires of the vehicle in a safe operating
condition as set forth in RCW 46.37.425 including maintaining a minimum tread depth of
no less than 2/32nd of an inch as outlined and required by RCW 46.37.425 (4) and any
subsequent amendments thereto, including changes to the tread depth. If the tread does
not meet the requirements of RCW 46.37.425 upon return of the van, WSDOT will
replace the tires and invoice the CONTRACTOR for the reimbursement of new tire(s).
Section 8
Van Graphics
WSDOT will be responsible for the provision of van graphics, which will identify the van(s) as
being part of a vanpool rental program. WSDOT will allow the CONTRACTOR to apply their
agency logo or other identification with telephone number by the use of magnetic signs or decals
on either one or on both driver and passenger doors and the rear of the van. These identifications
must be removed at the time of rental termination without damage to the van finish; should
damage occur the CONTRACTOR shall be responsible for all repairs as set forth in Section 7.
The CONTRACTOR may not remove van graphics provisioned by WSDOT.
Section 9
Van Pick Up by CONTRACTOR
The CONTRACTOR shall pick up the van(s) at a site agreed to by both WSDOT and the
CONTRACTOR. The van(s) will have a full tank of gas or full dual tanks if so equipped at the
time of pick up. The CONTRACTOR shall provide proof of insurance as specified in Section
14, before operating or moving any Vanpool vehicle(s).
Section 10
Requirements of Rental Termination
At the termination of the rental period, the CONTRACTOR shall, in addition to the requirements
of Section 3, Time of Performance, return the van(s) to a site agreed to by both WSDOT and the
CONTRACTOR with a full tank of gas or full dual tanks if so equipped and with the
maintenance records for the rental period including original service and repair invoices. The
van(s) will be in the same condition as at the inception of the rental, adjusted for normal wear.
WSDOT shall charge the CONTRACTOR actual costs for repairs needed to ensure the van is in
operating condition. WSDOT shall charge the CONTRACTOR and the CONTRACTOR shall
pay WSDOT its cost of gas to fill the tank(s) if the CONTRACOR returns the van(s) without the
tank(s) being filled, upon the CONTRACTOR's receipt of WSDOT's demand for payment. A
"Van Transfer Report" report attached hereto as Exhibit II, and incorporated herein by this
reference, shall be completed for each van at the time of return, signed by both the
CONTRACTOR and the representative of WSDOT.
Page 4 of 11 GCA5559
Section 11
Parking Violations
The CONTRACTOR will be responsible for payment of all parking violation fines and penalties
plus all costs incurred by the WSDOT in the event the CONTRACTOR fails to make such
payments.
Section 12
International Travel
International travel to and from Canada will not be allowed.
Section 13
Limitation of Liability
The CONTRACTOR agrees that WSDOT shall not be liable to the CONTRACTOR or to anyone
else for any liability, loss, or damage, both to person and to property, of any kind and however
caused or alleged to be caused directly or indirectly by the Project Equipment; or by the repair,
maintenance, or equipment thereof; or by any inadequacy thereof; or by defect therein; or by any
incident in connection therewith; or by interruption of service; or by use of any Project
Equipment provided pursuant to this AGREEMENT;, or from any liability of any nature growing
out of performance of this AGREEMENT on the part of the CONTRACTOR, its officers,
employees, or subcontractors. To the maximum extent permitted by law, the CONTRACTOR
shall indemnify, hold harmless, and defend WSDOT and all authorized agents, and employees
from all claims, actions, costs, damages, or expenses of any nature whatsoever by reason of the
acts or omissions of the CONTRACTOR, its assignees, agents, contractors, licensees, invitees,
employees, or any person whomsoever, arising out of or in connection with any acts or activities
under this AGREEMENT. The CONTRACTOR further agrees to defend WSDOT, its agents or
employees in any litigation, including payment of any costs or attorney's fees, for any claim or
action commenced, arising out of or in connection with any acts or activities authorized by this
AGREEMENT. This obligation shall not include such claims, costs, damages or expenses, to the
extent that such claims, costs damages or expenses are caused by the sole or concurrent negligent
acts or omissions of WSDOT or its authorized agents, officers or employees. In the event that
any lien is placed upon property of WSDOT or any of its officers, principals, agents, or
employees as a result of the negligent acts, errors, or omissions of the CONTRACTOR, the
CONTRACTOR shall at once cause the same to be dissolved and discharged by giving bond or
otherwise. The CONTRACTOR specifically assumes potential liability for actions brought by
CONTRACTOR's employees and/or any subcontractors, and solely for purposes of this
indemnification and defense, the CONTRACTOR waives any immunity under the State
Industrial Insurance Law, Title 51 Revised Code of Washington.
Section 14
Insurance
The CONTRACTOR shall obtain at its sole cost and expense and keep in force throughout the
Project Period, public liability and property damage insurance covering both business and
personal use of the non -owned vehicle in amounts and with companies acceptable to WSDOT.
The CONTRACTOR shall provide WSDOT a Certificate of Insurance before operating or
moving any Vanpool vehicle(s). WSDOT shall be specifically named as an additional insured in
the insurance policy, which insures the CONTRACTOR. The coverage shall be not less than
$1,000,000 combined single limit bodily injury and property damage per occurrence. The
CONTRACTOR shall secure and WSDOT shall also be named as loss payee on any insurance
Page 5 of 11 GCA5559
purchased covering collision and comprehensive damage to the vehicle. The insurer shall agree
to give WSDOT 45 -days written notice for cancellation or substantial change in coverage.
Coverage in the minimum amount set forth herein shall not be construed to relieve the
CONTRACTOR from liability in excess of such coverage. Further, WSDOT reserves all claims
or rights of action against the CONTRACTOR as if WSDOT were named in the subject policy.
Agencies that are self-insured, must submit to WSDOT, before operating or moving any Vanpool
vehicle(s), certification that the self-insurance at a minimum fulfills the insurance requirements
specified above.
Section 15
Contracts Under this Agreement
Unless otherwise authorized in advance in writing by WSDOT, the CONTRACTOR shall not
assign any portion of the work to be performed under this Agreement, or execute any contract or
sub -contract thereto, or obligate itself in any manner with any third party with respect to its rights
and responsibilities under this Agreement. The CONTRACTOR may not in any way encumber
the van(s).
Section 16
Agreement Modifications
Either party may request changes in these provisions. Such changes that are mutually agreed
upon shall be incorporated as written amendments to this AGREEMENT. No variation or
alteration of the terms of this AGREEMENT shall be valid unless and until such variation or
alteration is made in writing and signed by authorized representatives of the parties thereto. The
CONTRACTOR agrees to include all amendments to this AGREEMENT in and of its
subcontracts or contracts with third parties.
Section 17
Termination
WSDOT may, by written notice to the CONTRACTOR, terminate the project and cancel this
AGREEMENT for any of the following reasons:
a) The CONTRACTOR discontinues the use of the Project Equipment for the purpose of
vanpooling;
b) The CONTRACTOR takes any action pertaining to this AGREEMENT without the
approval of WSDOT, where such approval is required;
c) The commencement, prosecution, or timely completion of the Project by the
CONTRACTOR is, for any reason, rendered improbable, impossible, or illegal;
d) The CONTRACTOR is in default under any provision of this AGREEMENT;
e) The CONTRACTOR in any way jeopardizes its ability to perform under this
AGREEMENT or fails to comply with the regulations of WSDOT or the laws of the
United States of America and the State of Washington or the laws of the local
governmental bodies in which the CONTRACTOR operates;
Page 6 of 11 GCA5559
f) WSDOT may choose to terminate this AGREEMENT if it determines that the
CONTRACTOR has abused or misused the equipment; including, but not limited to,
failure to maintain the equipment according to manufacturer's standards; failure to repair
or replace damaged, defective, or broken parts in a timely manner, or has taken any action
which could adversely affect the ability of the Project Equipment to perform its
designated function.
Section 18
Damaged Vehicle Procedure
In the event the vehicle is damaged in an accident, the CONTRACTOR shall notify WSDOT
within one (1) working day of the accident. The CONTRACTOR shall make or have performed
vehicle repairs as set forth in Section 7, Maintenance of Project Equipment. If the insurance
company deems the Project Equipment a total loss, the CONTRACTOR shall pay WSDOT the
fair market value of the Project Equipment in full, within 45 calendar days after the
determination of total loss. The fair market value will be established based on the condition of
the vehicle one (1) day prior to the date of the accident. WSDOT shall determine the fair market
value using the Average Trade -In vehicle values listed in the N.A.D.A. Official Used Car Guide
Pacific Northwest Edition, Average Trade -In Value.
Upon receiving notification that the vehicle has been declared a total loss, the CONTRACTOR
will provide WSDOT with a copy of all accident reports, passenger statements, complete service
and maintenance records, odometer reading at the time of the accident, and any additional
information as requested by WSDOT.
The CONTRACTOR shall also pay WSDOT outstanding rent payments due up to and including
the date of the accident. WSDOT will amend this AGREEMENT, Section 3 Time of
Performance, terminating the AGREEMENT for the totaled vehicle effective as of the date of the
accident. If more than one (1) vehicle is leased under this AGREEMENT, the conditions and
terms of this AGREEMENT will remain in effect for the additional vehicles.
The PARTIES shall comply with RCW 46.12.101 to perfect the transfer of ownership of the
vehicle from WSDOT to the CONTRACTOR. Upon receipt of payment in full, including the
fair market value of the vehicle and any outstanding payments including but not limited to
outstanding rent payments, WSDOT will release interest in the van and send the Certificate of
Title to the CONTRACTOR. The CONTRACTOR shall be responsible for perfecting the
transfer of legal ownership of the vehicle per RCW 46.12.101, and as hereafter amended, and
shall within fifteen days after delivery of the Certificate of Title to the CONTRACTOR execute
the application for a new Certificate of Title and deliver the Certificates of Title and the
application to the Department of Licensing. The CONTRACTOR shall comply with chapter
46.55 RCW.
Section 19
Safety
The CONTRACTOR shall ensure, that all Project Equipment is maintained and operated in a
safe, prudent manner and that all drivers comply with existing state laws and regulations
regarding the operation of motor vehicles on the streets, roads, and highways of the state.
Page 7 of 11 GCA5559
Section 20
Venue
In the event that either PARTY deems it necessary to institute legal action or proceedings to
enforce any right or obligation under this AGREEMENT, the parties hereto agree that such
action shall be initiated in the Superior Court of the State of Washington situated in Thurston
County.
Section 21
Personal Liability of Public Officers
No officer or employee of WSDOT shall be personally liable for any act or failure to act in
connection with this AGREEMENT, it being understood that in such matters such officers and
employees are acting solely as agents of WSDOT.
Section 22
No Government Obligations to Third Parties
No contract between the CONTRACTOR and its contractors and/or materialmen and/or laborers
and/or their subcontractors shall create any obligations or liability on the part of WSDOT with
regard to this notwithstanding WSDOT's concurrence in, or approval of, the award of any
contract or subcontract or the solicitation thereof. The CONTRACTOR hereby agrees to include
this provision in all contracts it enters into for the employment of any individuals, procurement
of any materials, or the performance of any work to be accomplished under this AGREEMENT.
Section 23
Independent Contractors
The CONTRACTOR shall be deemed an independent contractor for all purposes, and the
employees of the CONTRACTOR or any of its subcontractors, and the employees thereof shall
not in any manner be deemed to be in the employee of WSDOT. Nothing in this AGREEMENT
shall be taken as creating or increasing any right of any third party to recovery by way of
damages or otherwise against either the CONTRACTOR or WSDOT.
Section 24
Remedies Cumulative
All remedies provided in this AGREEMENT are distinct and cumulative to any other right or
remedy under this AGREEMENT or afforded by law or equity and may be exercised
independently, concurrently, or successively.
Section 25
Forbearance by WSDOT Not a Waiver
Any forbearance by WSDOT in exercising any right or remedy hereunder, or otherwise afforded
by applicable law, shall not be a waiver of, or preclude the exercise of, any such right or remedy.
Section 26
Changed Conditions Affecting Performance
The CONTRACTOR hereby agrees to immediately notify WSDOT of any change in conditions
or law, or of any other event, which may significantly affect its ability to perform in accordance
with the provisions of this AGREEMENT.
Page 8 of 11 GCA5559
Section 27
Severability
If any covenant or provision, or part thereof, of this AGREEMENT is judged void, or held to be
invalid, such adjudication or holding shall not affect the validity or obligation of performance of
any other covenant or provision, or part thereof, which in itself is valid, if such remainder
conforms to the terms and requirements of applicable law and with the intent of this
AGREEMENT. No controversy concerning any covenant or provision shall delay the
performance of any other covenant or provision except as herein allowed.
Section 28
Notices
Any notice, request, consent, demand, report, statement, or submission which is required or
permitted to be given pursuant to this AGREEMENT shall be in writing and shall be delivered
personally to the respective parties set forth below or mailed by first class United States mail,
postage prepaid, to the respective parties at the addresses set forth above or to such other
addresses as the parties may from time to time advise by notice in writing. The date of receipt of
any such notice, demand, request, or submission shall be presumed to be the date of delivery if
served personally, or if mailed as aforesaid, on the fifth (5th) business day following the date of
such mailing.
IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT the day and
year written below.
WASHINGTON STATE
DEPARTMENT OF TRAN PORTATION CON'IaMCTOR
THRYN W.
Director, Public
Date:
By:
A LOR Authorized Representative
ransportation
Print Name j CF}/{ Qi A..zaig
1019-o-1 0-7
Approved as to Form:
By: Susan Cruise
Assistant Attorney General
Date: June 8, 2007
Print Title CIT]/ HA i JA & 12 -
Who
Who certifies authority to execute this
AGREEMENT on behalf of the
CONTRACTOR.
Date
�c 19, ROO
Page 9 of 11 GCA5559
Exhibit I
Scope of Project
WSDOT hereby agrees to rent to the CONTRACTOR the vanpool vehicle(s) identified below.
The CONTRACTOR agrees to pay to WSDOT a total rental cost of $1,800.00 per month during
the Project Period. WSDOT will apply the rental payment received from the CONTRACTOR to
the TEF account. Rental agreements beginning or terminating on or after the 16th day of any
given month within the Project Period will determine whether a full or half month rental payment
is due per van as follows:
Van rental agreements beginning before the 16th day of the initial month will be charged the full
monthly rate per van. Van rental agreements beginning on or after the 16th day of the initial
month will be charged half the monthly rate per van for that month only.
Van rental agreements terminating prior to the 16th day of the month will be charged half the
monthly rate per van for that month only. Van rental agreements terminated on or after the 16th
day of the month will be charged the full monthly rate per van.
WSDOT will calculate and invoice the designated and responsible party monthly as described in
Section 4 — Financial of this AGREEMENT.
Page 10 of 11 GCA5559
License
Number
VIN
Make/Year
Description
Monthly
Rate
1.RS06474
1FBSS31L16DA90729
Ford / 2006
EconoX 15 Passenger
$360.00
2.RS06475
1FBNE31L66DA72215
Ford / 2006
EconoX 15 Passenger
$360.00
3.RS06476
1FBNE31LX6DA72220
Ford / 2006
EconoX 15 Passenger
$360.00
4.RS06477
1FBNE31L86DA72216
Ford / 2006
EconoX 15 Passenger
$360.00
5.RS06478
1FBNE31L36DA72219
Ford / 2006
EconoX 15 Passenger
$360.00
The CONTRACTOR agrees to pay to WSDOT a total rental cost of $1,800.00 per month during
the Project Period. WSDOT will apply the rental payment received from the CONTRACTOR to
the TEF account. Rental agreements beginning or terminating on or after the 16th day of any
given month within the Project Period will determine whether a full or half month rental payment
is due per van as follows:
Van rental agreements beginning before the 16th day of the initial month will be charged the full
monthly rate per van. Van rental agreements beginning on or after the 16th day of the initial
month will be charged half the monthly rate per van for that month only.
Van rental agreements terminating prior to the 16th day of the month will be charged half the
monthly rate per van for that month only. Van rental agreements terminated on or after the 16th
day of the month will be charged the full monthly rate per van.
WSDOT will calculate and invoice the designated and responsible party monthly as described in
Section 4 — Financial of this AGREEMENT.
Page 10 of 11 GCA5559
Exhibit II
Organization
VAN TRANSFER REPORT
Pick up date Return date
HOV VIN
Begin odometer End odometer
Start fuel level End fuel level
Start interior condition * End interior condition *
Pick up condition verified by Return condition verified by
Date Date
Comments:
* Describe damage:
Page 11 of 11 GCA5559
•
•
ITEM TITLE:
SUBMITTED BY:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. .4 / `f
For Meeting of November 6, 2007
A Resolution ratifying a Vanpool Rental Agreement (GCA5559) with the
WSDOT for the lease of 5 (five) 2006 Ford 15 passenger vans.
Chris Waarvick, Director of Public Works
Ken Mehin, Transit Manager
CONTACT PERSON/TELEPHONE: Ken K. Mehin, Transit Manager 576-6415
Karen Allen, Vanpool Coordinator 576-6423
SUMMARY EXPLANATION:
Yakima Transit staff respectfully requests the City Council to approve the attached resolution to
ratify the attached contract with the Washington State Department of Transportation. This
contract will provide for the temporary use (through June 30, 2008) of 5 (five) Vanpool vehicles to
meet the existing needs' of the Yakima Transit Vanpool Program.
The WSDOT developed this short term Vanpool Expansion Lease Program to further facilitate
the rapid statewide Vanpool growth effort among transit agencies. These leased vans, (Exhibit 1)
having been meticulously maintained for vanpool use, were available immediately upon the sign-
ing of the contract that the City Manager did on October 12, 2007. The monthly lease amount for
each vehicle has been set at $360.00, or a total of $1800.00 per month. This payment amount
can be deducted from the 25% re -investment owing on the vans purchased through the State's
Vanpool Expansion Program under Resolution R-2005 — 22 that authorized the approval of State
Contract GCA -4268 on January 18, 2005.
Yakima Transit is currently operating its vanpool program with just one spare vehicle in reserve.
Recent higher fuel prices have renewed additional public interest in the program and the intent of
receiving these vehicles is to have them available should new vanpool requests warrant their
placement. This action is a precursor to purchasing additional State vanpool vehicles through a
grant reimbursement program being developed for FY 2008.
The Council Transit Committee endorses this request and recommends that the City Council
adopt the Resolution.
Resolution X Ordinance_ Other _
Contract Mail to (name and address):
Funding Source: The monthly r fee charge will be reimbursed by the vanpool participants
APPROVED FOR SUBMITTAL: � City Manager
STAFF RECOMMENDATION: Adopt the Resolution approving and ratifying the City Manager's
signature on the attached State Vanpool Agreement (GCA5559) with WSDOT.
BOARD/COMMISSION RECOMMENDATION: The Council Transit Committee has reviewed
411) the transportation services elements, has been given periodic updates at their monthly meetings
and supports this request.
COUNCIL ACTION: