HomeMy WebLinkAboutItem 3.4 Paratransit Services Contract CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 9 , 1984
SUBJECT Paratransit Services Contract
EXHIBITS ATTACHED Contract ; Resolution
RECOMMENDATION Adopt Resolution authorizing Mayor to execute
agreement
FINANCIAL STATEMENT: TDA Grant - $8 ,892
City Subsidy - $5 , 192
DESCRIPTION At the regular City Council meeting on May 29 , 1984 ,
the Council approved the concept of having the San Ramon Valley Community
Center provide paratransit services .
The City has received notification of a TDA grant in the amount of $8 ,892 .
In addition, as a part of the 1984-85 budget process, sufficient funds have
been allocated to cover the City subsidy. Contra Costa County has prepared
a formal agreement which is the same as the 1983-84 agreement .
It is recommended that the City Council adopt the attached resolution
authorizing the Mayor to execute a contract with the San Ramon Valley
Community Center for Paratransit Services .
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COPIES TO:
ITEM 'NO. e5r .4
RESOLUTION NO. - 84
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AUTHORIZING MAYOR TO EXECUTE
CONTRACT FOR PARATRANSIT SERVICES
FOR FISCAL YEAR 1984-85
WHEREAS, the City Council of the City of Dublin is
desirous of providing paratransit services to the transportation
indigent in the City of Dublin; and
WHEREAS, the City Council of the City of Dublin has
determined that the San Ramon Valley Community Center provides the
best service at the lowest cost ; and
WHEREAS, the City Council of the City of Dublin is
desirous of contracting with the San Ramon Valley Community Center
for the provision of paratransit services for Fiscal Year 1984-85 .
NOW, THEREFORE, BE IT RESOLVED that the City Council of
the City of Dublin hereby approves the contract between the City
of Dublin and the San Ramon Valley Community Center , and further ,
authorizes the Mayor to execute said agreement .
PASStD, APPROVED AND ADOPTED this 9th day of July, 1984 .
AYES :
'NOES :
ABSENT :
Mayor
ATTEST:
City Clerk
t1 I
CONTRACT
This contract, made and entered into this 1st day of July, 1984, by and between the
County of Contra Costa, the City of Dublin, political subdivisions of the State of
California, hereinafter referred to as "County" and "City" respectively, and San Ramon
Valley Community Center, Inc. , a non-profit corporation, hereinafter referred to as
"Contractor";
RECITALS:
1. County is desirous of contracting with Contractor for the provision of certain
services, a description of which is presented in Exhibit A, attached hereto.
2. County anticipates receiving funds pursuant to -the funding source indicated in
Exhibit B.
3. Contractor is willing and able to perform duties and render services which are
determined by the Board of Supervisors to be necessary or appropriate for the welfare
of residents of the County and City.
4. County desires that such duties and services be provided by Contractor, and Contractor
agrees to perform such duties and render such services, as more particularly set forth
below.
NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED as follows:
1. Attached hereto, marked Exhibit A, and by this reference made apart hereof, is
a description of the duties and services to be perforrn�'d for County by Contractor,
and Contractor agrees to comply with all provisions, to perform all work, and to provide
all such duties and services set forth in Exhibit A in a professional and diligent
manner.
2. Payment shall be made pursuant to the terms and conditions set forth in Exhibit
B, attached hereto and by this reference made apart hereof. Sums not so paid shall
be retained by County. In no event shall the total amount paid to Contractor exceed
the sum of $48,000 without prior amendment to this contract. Contractor shall not
exceed the line items in its budget, attached hereto as Exhibit C and made a part hereof
by this reference.
3. The term of this contract shall be one year beginning on the 1st day of July, 1984
and end of the 1st day of June, 1985, or until terminated earlier by either party submitting
in writing to the other a 60-day notice of termination. This contract shall supersede
any prior contracts signed by the County and the Contractor.
4 . Contractor shall maintain on a current basis complete records, including books
of original entry, source documents supporting accounting transactions, eligibility
and service records as may be applicable, a general ledger, personnel and payroll records,
canceled checks, and related documents and records to assure proper accounting of funds
and performance of this contract in accordance with instructions provided and to be
provided by County. Said instructions may include requirements as to the length of
time such records are to be retained by Contractor. Contractor shall comply with all
such instructions. Contractor shall cooperate with County in the preparation of, and
shall furnish any and all information required for, reports to be prepared by County
as may be required by the rules, regulations, or requirements of County or of any other
governmental entity. To the extent permitted by law, Contractor will also permit access
to all books, account, or records of any kind to County or to any other governmental
entity for purposes of audit or investigation, in order to ascertain compliance with
the provisions of this contract.
5 . Contractor shall , at no cost to County, obtain and maintain during the term hereof:
(a) Workers' compensation insurance pursuant to state law, and (b) comprehensive liability
insurance, including coverage for owned and non-owned automobiles, with a minimum combined
single limit coverage of $500,000 for all damages due to bodily' injury, sickness or
disease, or death to any person, and damage to property, including the loss of use
thereof, arising out of each accident or occurrence. Contractor shall furnish evidence
of such coverage, naming County, its officers and employees as additional insureds,
and requiring 30 days' written notice of policy lapse or cancellation.
6. Contractor shall defend and indemnify County, its officers and employees, against
1 1
any and all claims or liability for injury or damage caused by any act or omission
of Contractor or any of contractor ' s employees or volunteers in the performance of
this contract, including County's active or passive negligence but excluding County's
sole negligence, and Contractor shall hold County harmless from any and all loss occasioned
in the performance of, or otherwise arising out of, this contract.
7. County shall make at least one program evaluation during the term and each extension
of this contract not later than the ninth month of the term or extension. County,
with prior written notice of 14 days to Contractor, may at any time conduct additional
evaluations of the program. Said evaluations shall cover both objectives and program
of Contractor. Contractor shall maintain and retain records with respect to such object-
ives, program, and evaluations, and shall cooperate with County in making these or
any other evaluation reports; Contractor shall permit access by County to the premises,
shall furnish all information requested by County, and shall afford County access to
all such records of Contractor.
8. Contractor shall not claim reimbursement from County for (or apply sums received
from County with respect to) that portion of its obligations which has been paid by
another source of revenue. However, unrestricted or undesignated private charitable
donations and contributions shall not be considered revenue applicable to this contract;
Contractor has total freedom in planning for the usage of such resources in expanding
and enriching programs, or in providing for such other operating contingencies as it
may desire. Sums received as a result of applications for funds from public or private
organizations shall be considered such revenue insofar as such sums are or can be applied
to the work to be performed by Contractor pursuant to this contract. Nothing herein
shall be deemed to prohibit Contractor from contracting with more than one entity to
perform additional work similar to or the same as that herein contracted for.
9. None of the work to be performed by Contractor shall be sub-contracted without
the prior written consent of County. Contractor shall be as fully responsible to County
for the acts and omissions of any sub-contractors, and of persons either directly or
indirectly employed by them, as Contractor is for the acts and omissions of persons
directly employed by Contractor. Contractor shall not transfer any interest in this
contract (whether by assignment or novation) without the prior written approval of
County. No party shall , on the basis of this contract, in any way contact on behalf
of, or in the name of, the other party to the contract, and any attempted violation
of the provisions of this sentence shall confer no rights, and shall be void.
10. Neither the Contractor nor any of its employees shall by virtue of this contract
be an employee of County for any purpose whatsoever, nor shall it or they be entitled
to any of the rights , privileges, or benefits of County employees. Contractor shall
be deemed at all times an independent contractor and shall be wholly responsible for
the manner in which it performs the services required of it by the terms of this contract.
Contractor assumes exclusively the responsibility for the acts of its employees as
they relate to the services to be provided during the course and scope of their employment.
11. Contractor agrees to maintain the confidentiality of any information which may
be obtained in connection with this work . County shall respect the confidentiality
of information furnished by Contractor to County.
12. If, through any cause, Contractor shall fail to fulfill , in timely and proper
manner, its obligations under this contract, or if Contractor shall violate any of
the covenants, agreements, or stipulations of this contract, County shall thereupon
have the right to terminate this contract by giving written notice to Contractor of
such termination and specifying the effective date of such termination. Without prejudice
to the foregoing, Contractor agrees that if, prior to the termination or expiration
of this contract, upon any final or interim audit by County concluding that Contractor
has failed in any way to comply with any requirements of this contract, then Contractor
shall forthwith bring itself into compliance and shall pay to County forthwith whatever
sums are disclosed to be due to County (or shall , at County' s election, permit County
to deduct such sums from whatever amounts remain undisbursed by County to Contractor
pursuant to this contract) ; if this contract shall have terminated or expired, and
it is disclosed upon such audit, or otherwise, that such failure has occurred , the
Contractor shall pay to County forthwith whatever sums are so disclosed to, or determined
by, County to be due to County, or shall , at County's election, permit the County to
deduct such sums from whatever amounts remain undistributed by County to Contractor
pursuant to this or any other contract between the County and Contractor.
13. Contractor shall comply with all applicable laws, ordinances, and codes of federal,
state and local governments in performing any of the work embraced by this contract.
. 14. In the event that payment under this contract is other than by fee-for-service,
title to all personal property having a unit purchase price of over $175 acquired by
Contractor in connection with this contract or the services rendered pursuant thereto
shall vest in County, and shall be returned to County at the expiration or termination
of the contract.
15 . County shall assign a liaison to Contractor with respect to the performance of
this contract. If any adjustment in line items in the attached budget is requested
by Contractor, such adjustment may be made upon receipt by Contractor of the written
approval of the liaison department . Such budget adjustment shall not alter ( 1 ) the
basic scope of services or other performance to be provided under this contract, (2)
the time of performance of any act hereunder, or (3) the total amount of money allocated
hereunder.
16. Contractor agrees to comply with all requirements which are now, or may hereafter
be, imposed by the funding government with respect to the 'receipt and disbursement
of the funds referred to in Exhibit B, as well as. such requirements as may be imposed
by County. Without limiting the generality of the foregoing, Contractor agrees that
it will not use funds received pursuant to this agreement, either directly or indirectly,
as a contribution in order to obtain any federal funds under any federal or state programs
without prior written approval of County.
17. Contractor agrees that no person shall on the ground of race, religion, national
origin, sex, age or handicapped condition, be excluded from participation in, be denied
the benefits or, or be subjected to discrimination under, any program or activity funded
in whole or part with funds made available to Contractor by County pursuant to this
contract.
18. Contractor and County recognize that unforeseen events may cause significant increases
in the costs to be borne by Contractor in rendering services hereunder and in otherwise
performing this contract. If the Board of Supervisors determines that the Contractor
has incurred unforeseen significant costs which, if"not paid, will interfere substantially
with Contractor ' s performance hereunder, and reimbursement thereof is necessary in
order to prevent undue hardship to the recipients of Contractor 's services, and such
costs were beyond the Contractor's control , this contract may be amended to alter the
fee-for-service rate or line-item budget and to make such other changes therein as
may be necessary or appropriate to accomplish the foregoing.
19. This contract can be amended only by written agreement of the parties hereto.
COUNTY OF CONTRA COSTA CONTRACTOR
Name
By
Chair, Board-of—supervisors Street Address
City, State, ZIP Code
ATTEST: J.R. OLSSON, COUNTY CLERK )
By _ By1y. _�/
Deputy t�
APPROVED AS TO FORM: Title
VICTOR J. WESTMAN
By B
eputy
cr a Z re- s .
CITY OF DUBLIN Title
By
Mayor
ATTEST:
By
City Clerk
Approved As To Form:
By
City Attorney
STATE OF CALIFORNIA
COUNTY OF CONTRA COSTA
On July 2, 1984 before me, the under-
signed, a Notary Public in and for said State,
personally appeared Gay K. wyne
known to me to be the Vice President , and
Gerold E. Clifford , known to me to
be Treasurer of the corporation that executed
the within Instrument , known to me to be
the persons who executed the within Instrument
on behalf of the corporation therein named,
and acknowledged to me that such corporation
executed the within instrument pursuant to
its by-laws or a resolution of its board
of directors.
WITNESS my hand and official al .
Signature 17AIe i Aw
..44Z iz_�k��/r
Valerie Schil ing
-one (Typed or Printed)
(C.C. Secs. 1190, 1190.1)
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OFFICIAL SEAL
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<' iF,." eit NOTARY PUBLIC —CALIFORNIA
SSs• =�' Contra Costa County a
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EXHIBIT A
IDENTIFICATION OF SERVICE
Objective of Program
San Ramon Valley Communit,y Center,_Inc. ,_ hereinafter referred to as Contractor, shall
provide paratransit services for transportation of handicapped individuals who are
age 60 and over, and/or because of physical/developmental/mental frailty, isolation,
or similar reason, unable to use ordinary public transit transportation services.
Services of Program
Contractor shall provide accessible van paratransit service for transportation handicapped
individuals who request such services. The service shall meet the following minimum
requirements:
1 . The dispatching/scheduling of trips beginning at 8:30 a.m. and ending at 4:30 p.m. ,
Monday through Friday.
2. Transportation equipment owned by Contra Costa County (until such time as the Central
Contra Costa County Transit Authority is able to assume ownership and liability for
said equipment) shall be operated by employees of Contractor.
A. There shall be a minimum of one eleven-passenger van and one lift-equipped van
or bus.
B. All vehicles used must conform to vehicle specifications, laws, and regulations
of the State of California. Lifts must be of accepted manufacture and acceptable
to Contra Costa County.
3. The paratransit services to be provided shall meet each of the following trip needs:
A. Scheduled Trips - The user needs transportation on a regular basis, or the user
needs transportation to a scheduled appointment. These trips should be scheduled
in advance. These trips are the normal mode of operation.
B. Immediate Response Trips - The user needs transportation as soon as possible.
C. Out-of-Service-Area Medical - The user needs transportation to Walnut Creek
or the Pleasanton-Livermore areas for specialized medical treatment, or to- Hayward
for dialysis treatment , these trips should be scheduled at least 24 hours in
advance.
D. Escort Service Trips - Users requiring escort assistance shall be encouraged
to provide their own escorts . Escorts may travel at the same cost per trip
as the eligible user. The volunteer escort's trip cost is the same rate charged
the user, and is paid by scrip. The escort is picked up at the user residence
with the user. If no escort is available, the dispatcher may refuse to schedule
the trip until an escort is available.
4 . If trip demand exceeds delivery capacity, priority shall be given by Contractor
to requests for trip purposes in the following order:
Transportation handicapped, in the following sites:
(1) Medical appointments and jobs.
(2) Personal business and senior citizen nutrition sites.
(3) Shopping.
(4) Recreation (senior center).
(5) All others.
5 . Contractor shall , in concurrence with Central Contra Costa County Transit Authority
(CCCTA) join with AC Transit and BART to prepare for the integration of services at
the time buses become available for transportation of handicapped persons. Coordination
of hours of operation and transfers will be arranged. '
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6. Contractor shall dispense, upon request, either in person or by mail, scrip books
to all eligible paratransit users (as defined in Exhibit A) during normal business
hours.
A. Scrip books shall include the following information:
(1) Place for signature when scrip purchased.
(2) Place for user signature when scrip given to driver.
(3) Serial number.
(4) Name and address of Contractor.
(5) Value of each ticket.
(6) Distinguish transportation handicapped and general public.
B. Scrip books shall contain ten tickets (each valued- at 75 cents), and be sold
for $7.50. Three or more books may be provided an eligible user in any one
month only after 50% of the tickets provided in previous months have been used.
The above is subject to change with the approval of both parties.
C. Fares ( see Figure 1 ) for definition of boundary designations and zones) shall
be paid at rates that are set below:
To or From Zone Fare
Within zone of origin $ .75
To second zone 1.50
To third zone (outside service area) 2.25
Fare is subject to change without notice by County in order to maintain a 10% farebox
recovery.
7. Contractor shall purchase, through the County bid process, the necessary equipment
to provide the services described above. Equipment to be purchased is limited to amended
contracts which provide for capital purchase.
ContractSRVCC
EXHIBIT B
METHOD OF PAYMENT
Maintenance of Records
1. Service usage records (daily drivers' logs) which include:
A. Driver's name.
B. Location of client pickup.
C. Location of client dropoff.
D. Signature of driver.
2. Employee time records signed by employee, and approved by- supervisor.
3. Invoicing and payment records, and related fiscal and program information. Drivers'
logs are to be maintained for a period of five years. Should Contractor cease
to exist as a legal entity, records will be forwarded to the Contra Costa County
Department of Public Works.
Required Reports
1 . Contractor shall provide County with a completed Metropolitan Transportation Report
MTC each quarter. This report shall be on a MTC prescribed form and shall include
the following information:
A. Itemization of all revenue.
B. Itemization of all expenditures.
C. Operating data, including number of:/ Total passenger trips, total miles, and
total hours of operation.
D. Marketing and other activities.
Payment Schedule
1 . Monthly billings will be for actual expenses incurred, not to exceed the total
contract amount without written approval by Contra Costa County.
2. The City of Dublin will reimburse the County upon receipt of invoice for City
Transportation Development Act, Article 4. 5 funds expended under the terms of
this contract with the Center. The amount not to exceed the sum of $8,892.00.
Capital Purchases
Contractor shall be reimbursed upon invoice for the actual purchase price of any capital
equipment listed in subsequent contract amendments.
County Liaison
Program and contract liaison with the County, is to be maintained through the Contra
Costa County Department of Public Works.
Funding
Funding under this contract does not duplicate funding from other sources. Should
future funding duplicate the funding under this contract, the invoices to Contra Costa
County shall be reduced accordingly by the amount of the duplicate funding. Funding
for this contract is provided under the Transportation Development Act, Article 4.5.
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San a ®n 'Valley Community Center, Inc.
P.O.Box 004 • 135 Love Lane • Danville,Califomia 94528 • 837-8235
1984-1985 _ Juli 1, 1984
EXPENSES
A . Personnel
Dispatcher/Coordinator $ 12 , 000
Drivers 25, 740
Sick Leave 1, 764
• Vacation 2, 753
Substitutes 330
Workmens Compensation 3, 458
F . I . C. A. 2, 853
1, 266
1, 266
Travel Allowance '300
Administrative/C.lerical 10,'296 '
Sub Total $ 60, 760
B. Services & Supplies
--" Training 100
' Office Supplies 894
i Small Tools 25
Telephone 1, 608
Vehicle maintenance/Repair 8,703
Gas & Oil 12,267 ,
Equipment Rental 72
Vehicle Insurance 5, 500
Liability Insurance 996
Advertising/Printing/Promotion 2, 596
Space Rental 1 , 728
Professional Services/Audit 1, 668
Taxes/License 330
Radio Use & Repair 1 , 200
Sub Total $ 37 , 687
Total $ 98, 447
INCOME
Alameda County 8, 892
Contra Costa County 39 , 108
Farebox 18, 240
Subsidy 32 , 207
Total $ 98, 447
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