HomeMy WebLinkAboutR-1997-135 Dial-A-Ride Services•
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RESOLUTION NO. R-97- 135
A RESOLUTION: authorizing and directing the City Manager and City
Clerk to execute a modification of the transportation
services agreement (96-102, R-96-131) with Access
Paratransit.
WHEREAS, the City of Yakima is currently providing public transportation
services to Yakima citizens with disabilities through a contracted paratransit
program known as Dial -A -Ride, and
WHEREAS, the City of Yakima is currently providing Dial -A -Ride service
through a contractual .agreement with Access Paratransit and
WHEREAS, the Yakima City Council wants to make certain modifications
to the existing agreement, and
WHEREAS, the City Council considers that the modification to the current
agreement will serve the best interest of the citizens of Yakima, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAK MA:
The City Manager and City Clerk of the City of Yakima, are hereby
authorized and directed to execute Modification #1 of agreement 96-102, R93-131, a
copy of which is attached here to.
ADOPTED BY THE CITY COUNCIL this Lip/ day of Akti 6k 1997
A'1'1'EST:
-I V
s j(j4Wit--e-ek
CJTY CLERK
nn Buchanan, MAYOR
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Access Paratransit
Month Amb Ridership Non Amb.Ridership
1997
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct*
Nov*
Dec*
1998
Jan*
Feb'
Mar*
Apr*
May*
Jun*
Jul*
Aug*
Sep*
Oct*
Nov*
Dec*
4228
3979
3937
4026
3979
4064
4182
4126
4357
3900
3879
3858
4651
4377
4331
4429
4377
4470
4600
4539
4793
4290
4267
4244
1621
1283
1553
1574
1506
1485
1432
1347
1510
1506
1506
1506
1702
1347
1631
1653
1581
1559
1504
1414
1586
1581
1581
1581
Current Terms(1)
43,692.00
38,693.50
41,120.50
41,909.00
40,923.50
41,266.00
41,503.00
40,289.00
43,420.50
40,403.57
40,270.67
40,137.77
Access Proposal
$9.16/$12.61
59,169.29 •
52,626.27
55,646.25
56,726.30
55,438-30
55,952.09
56,364.64
54,779.83
58,951.22
54,706.30
54,518.59
54,330.88
Inc. PFP Bid (2)
$10.96/$15.48
71,431.96
63,470.68
67,189.96
68,490.48
66,922.72
67,529.24
68,002.08
66,072.52
71,12752
66,046.69
65,822.21
65,597.72
Staff
Recommendation
$9.00/$12.55.
43,692.00
38,693.50
41,12050
41,909.00
40,923.50
41,266.00
41,503.00
40,289.00
43,420.50
40,40357
53,807.62
53,623.24
493,629.00
669,209.96
35.57% 807,703.78
520,651.43
47,250.70
41,921.35
44,456.05
45,312.90
44,262.85
44,650.10
44,937.30
43,644.40
47,007.55
43,691.16
43,544.83
43,398.50
64,064.18
57,079.97
60,231.71
61,406.52
60,032.60
60,611.01
61,098.23
59,408.53
63,894.29
59,227.70
59,021.04
58,814.37
77,320.50
68,824.71
72,706.93
74,121.25
72,449.35
73,132.77
73,693.92
71,637.19
77,07153
71,486.08
71,238.93
70,991.78
63,217.93
• 56,298.83
59,440.96
60,598.79
59,237.42
59,802.19
60,271.98
58,597.49
63,03233
58,446.49
58,243.49
58,040.49
534,077.69
724,890.13
35.73% 874,674.95
715,228.37
(1) Less fare retained by seller
(2) PerRFP dated 7/29/96.
'Indicates estimated ridership. 1997 numbers are trend analysis, while 1998 represents 1997 plus 10% for ambulatory
boardings and 5% increase in non-ambulatory boardings over 1997.
CONTRACT MODIFICATION NO. 1
PROJECT: City of Yakima Proposal No. 19619
DESCRIPTION: Dial -A -Ride Transportation Service
VENDOR: Pam Scott, CEO
Access Paratransit, Inc.
606 1/2 North First Street
Yakima, Washington 98901
This contract modification shall amend and be incorporated into the contract dated
November 13, 1996, between the City of Yakima and Access Paratransit. The parties
agree as follows:
A. The following increases' have been justified, which do not
alter the basic profit margin of Access Paratransit.
Non Lift Equipped Boardings $9.00
Lift Equipped Boardings $12.55
B. Access Paratransit shall provide to the City annual audited
financial statements. Except to the extent required by RCW
Chapter 42.17 or other applicable laws, these documents will
be considered to be proprietary and confidential and will not
be released to the public.
C. Access Paratransit shall provide to the City quarterly profit
and loss reports. Except to the extent required by RCW
Chapter 42.17 or other applicable laws, these documents will
be considered to be proprietary and confidential and will not
be released to the public.
D. Vehicle Cleaning and Appearance. All DAR vehicles shall
be maintained in a high level of cleanliness through
vacuuming, washing, and dusting at least twice", a week or
more if needed, due to weather or roadway conditions.
E. No Smoking Policy. In accordance with RCW 70.160.040
(A), no smoking in vehicles when clients are present and
also in compliance with City of Yakima no smoking policy,
no smoking shall be permitted in vehicles at any time.
F. Uniform Standards. All DAR drivers shall be easily
identifiable by wearing standardized uniforms or clothing,
as dictated by Access Paratransit and agreed to by the City.
G. Complaint procedures. Per attachment "A", Dial -A -Ride
Complaint Response Procedures.
H. Service Area Boundaries. Per attachment "B", Dial -A -Ride
Service Boundaries Policy.
I. Rider Behavior. Per attachment "C", Dial -A -Ride Rider
Behavior Policy.
J. Except to the extent expressly amended herein, all of the
other terms and conditions contained in the contract shall
remain in full force and effect.
AU HORIZATION:
H-7 7
City Manager Date
CONTRACTOR ACCEPTANCE:
aliAteigiS 3c40)--31
1 f/17 r7
Access Para transit Date
City Contract No. 9'7.—/03
Resolution No. 1Q--97- i3
CITY OF YAKIMA
2301 Fruitvale, Blvd. Yakima, WA 98902
City of Yakima, Transit Division
Yakima Transit 575-6175
Dial -A -Ride 575-6054
Transit Administration 575-6005
DIAL -A -RIDE COMPLAINT RESPONSE PROCEDURES
September 29, 1997
As developed previously, the following procedures will be utilized as the Dial -A -Ride (DAR)
Complaint Response Procedures. These procedures were established to ensure that
complaints are handled quickly and responsively.
1. Whenever written complaints are received by the Access Paratransit office, Access
Paratransit is to submit a written response within two (2) business days from receipt of the
letter. These responses are, whenever possible, to address each point of the complaint, and
the corrective action that was taken to remedy the situation, or an explanation of the Dial -A -
Ride rules or policy that governs.the area of the complaint.
Example - a complaint comes in from an agency dealing with Dial -A -Ride. The
complaint specifically mentions the ride was an hour and a half late showing up and that
when Access Paratransit was called to check on the ride, they were told the vehicle was
"on the way" even though the car did not show up for an additional 45 minutes.
In the response the letter should say specifically why the car was late, perhaps
there was an error in the address listed and it should also address the staff person's
inaccuracy in saying the car was 'on the way' and that a new system has now been
established to check with the Dispatcher on late calls to determine exactly how long it
will be before a car will go out so that callers get correct information. In this way the
complaints will be used to help locate program errors or weaknesses and to help
develop methods of remedying those situations.
If it is not possible to respond to the person within two business days, a call can be made to
the person making the complaint or to the complaining agency, explaining why the response
will be delayed. The response; letter can then be delayed until the situation is addressed.
However, this delay should not take more than an additional five (5) business days without a
written explanation to the complainant.
2. If thecomplaint comes through Yakima Transit, or from some other agency, an
informational copy of the response letter will be sent to them as well as the complainant. The
same timelines and guidelinesapply for how the complaint is to be handled. These copies of
response letters may be mailed or faxed.
3. If problems or concerns arise that cannot be handled by the above system, the Dial -A -Ride
staff are to contact, the City of',Yakima DAR Contract Administrator Karen Allen, or the Transit
Manager in her absence, to work out an appropriate solution.
CITY OF YAKIMA
2301 Fruitvale, Blvd. Yakima, WA 98902
-TACHMENT "B"
City of Yakima, Transit Division
Yakima Transit 575-6175
Dial -A -Ride 575-6054
Transit Administration 575-6005
DIAL -A -RIDE SERVICE BOUNDARIES POLICY
September 29, 1997
The issue of client transportation beyond the boundaries of service established for the Dial -A -Ride
program has become a subject of discussion. We have developed this memo to clarify program
boundaries.
In accordance with the Dial-A-Ride'Contract, No. 19619, the boundaries of Dial -A -Ride service
have been established as the corporate limits (city limits) of the City of Yakima. Clients are
not to be transported further than the city limits of Yakima.
In any case where a client requests transportation to locations near the boundary or
suspected to be outside the city limits, the service provider is to verify whether the location is
indeed within the area of service, before accepting the trip. Rides are not to be provided outside
our service area unless a specific exception has been given. Specific exemptions must be
preapproved by Yakima Transit on a case-by-case basis.
Access Paratransit has been provided with maps depicting the City of Yakima and showing the city
limits. In cases where there is doubt, Access Paratransit staff may call the City of Yakima
Codes Department, 575-6121, from 7 a.m. to 5 p.m. Monday - Friday to determine whether th
address is within the service area. For ride requests that come in outside of those hours, Acces
Paratransit staff will need to do their best to determine acceptability using the maps provided and then
verify the address as soon as possible the next regular business day.
The following two examples will illustrate just how closely we expect you to adhere to this directive -
A DAR client requests transportation to the Sea Galley Restaurant. The city limits on
South First Street end at the North boundary of Miners Hamburgers. The client could not be
transported the additional several blocks to the Sea Galley. (The client could be transported to
Miners parking lot and walk the remaining distance, if they choose. For a return trip they could
be picked up in the Miners lot and returned to their home.)
A DAR client requests transportation to Manhasset Specialties, located on Fruitvale
Blvd. The city limits on Fruitvale run down the center of the road. The City Council Transit
Committee has said that we could transport clients to Manhasset Specialties, because it is
across 1/2 of a street from the city limits. The client could be transported to Manhasset,
because of the specific exemption.
If Access Paratransit receive ride requests or notification of trips that have been scheduled for clients
by other agencies that are for locations outside the service area, the scheduling agency should be
notified immediately of the problem and the trip not provided. The client must be notified of the
situation also, preferably by the agency scheduling the ride or by Access Paratransit if you are unsure;
whether the client will be notified otherwise.,
Please relay this information to your staff, and impress upon them the need for verifying location
acceptability prior to accepting and providing rides. This is an important aspect of the Dial -A -Ride
service. The provision of rides .,utside the service area causes many unwelcome repercussions later.
The City of Yakima Transit Division may choose not to pay for trips provided outside the service area.
dditional maps of the City limits are available from the Codes Division, Yakima City Hall.
Access Paratransit staff have any questions or would like additional information regarding the
service area boundaries or other issues contained in this memo, please contact Karen Allen, DAR
Contract Supervisor, at your convenience.
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CITY OF YAKIMA
2301 Fruitvale, Blvd. Yakima, WA 98902
' "'TACHMENT "C"
, City of Yakima, Transit Division
Yakima Transit 575-6175
Dial -A -Ride 575-6054
Transit Administration 575-600
DIAL -A -RIDE RIDER BEHAVIOR POLICY
September 30, 1997
Yakima Transit has established the following client behavior expectations and repercussions from
abusive, seriously disruptive or illegal behaviors for clients when using Dial -A -Ride program. This
policy was established to clarify program expectations and standards.
The Yakima Transit Dial -A -Ride program expects the same levels of behavior of Dial -A -Ride clients
as would be expected of passengers utilizing the regular fixed route transit system. Dial -A -Ride is a
shared ride program; there may be other passengers riding with you in the vehicle. Each and every
rider has the right to a pleasant ride without the threat of physical or verbal abuse.
The following are violations of Yakima Transit's Dial -A -Ride Rider Behavior Policy:
• Smoking,
• Eatingor drinking,
• Radio, tape or CD playing without earphones,
• Harassing the driver or other passengers,
• Vandalizing the vehicle,
• Inappropriate behavior, which includes violent, seriously disruptive or illegal behaviors,
• Other behaviors which create a serious safety hazard for other passengers or the driver.
Anyone engaging in such behaviors may have their privileges to utilize Dial -A -Ride vehicles or
Yakima Transit vehicles suspended. Upon receiving information about such a violation of the
Behavior Policy, Yakima Transit staff will research the issues and may decide to suspend riding
privileges, or may institute a probation period, warning or other provisionary rider status. The rider
involved will be given verbal and written notice of the decision. In cases of probation or suspension,
the cause and the period of time it will be in effect, shall begin upon receipt of the notice.
If a client is suspended from Dial -A -Ride for inappropriate behavior, s/he will be given an opportunity
to request that Yakima Transit review the suspension. S/he must request a review in writing within 10
calendar days of receiving the suspension notice. Yakima Transit must schedule the review meeting
within 10 calendar days of receiving the review request. At a time and location mutually agreeable to
the client and the reviewers, reasons why the suspension should not be enforced may presented in
person, in writing, or by phone.
Upon review of the information, the reviewers will decide to affirm, modify, or terminate the
suspension. Previous suspensions will be considered when determining subsequent suspension
periods. The reviewers decision will be issued,within 10 calendar days of the date of the review
meeting.
Questions about issues contained in this memo, should be addressed to Karen Allen, DAR Contract
Administrator, 2301 Fruitvale Blvd, Yakima, WA 98902. Questions may also be answered by calli
575-6423.
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting of 11/4/97
ITEM TITLE: Resolution Authorizing Modification of Dial -A -Ride Service
Agreement with Access Paratransit
SUBMITTED BY: Jerry D. Copeland, Director of Public Works lei
CONTACT PERSON/TELEPHONE: Bill Schultz, Transit Manager / 575-6005
SUMMARY EXPLANATION: The City of Yakima executed a Contract on November 13, 1996
with Access Paratransit for Dial -A -Ride services. Though Contract expenses to date have
been substantially lower than what the City was paying the previous contractor, Access
Paratransit has incurred unforeseen costs over the past year for which the contractor is
seeking increases to the original contract rates for services.
The Council Transit Committee and staff reviewed Access Paratransit's statistical and
financial data to substantiate their claim for a rate increase. It has been determined there is
justification to their request for rate increases from $6.50 to $9.00 for ambulatory trips and
from $10.00 to $12.55 for non-ambulatory trips. The rate adjustment is estimated to increase
the 1998 budget expense by approximately $221,500 over the 1997 year end estimate of
$493,629. The total increase still remains significantly under the previous contractor's
amount. The additional expense will be covered by the Transit Division's operating budget
which is supported by the Transit sales and use tax.
In addition to rate modification, other modifications are also being proposed to bring the
services contract into full compliance with federal regulations and to resolve technical
language and operating issues. The proposed other modifications document was reviewed by
the Council Transit Committee.
EXHIBITS
Resolution X Ordinance Contract Modification Document X
Funding Source Transit Division Operating Budget
APPROVED FOR SUBMITTAL:
City l nager
STAFF RECOMMENDATION: Approve resolution modifying contract
TRANSIT COMMITTEE. RECOMMENDATION: Concur with Staff recommendation
IDCOUNCIL ACTION: