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HomeMy WebLinkAboutR-1997-135 Dial-A-Ride Services• • • 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 • 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. • 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. • • 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: