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CITY OF EL MIRAGE
TRANSPORTATION SERVICE CONTRACT
THIS TRANSPORTATION SERVICE AGREEMENT, (“Agreement”) is made and entered into this Ist day
of July, 2020, by and between the City of El Mirage, an Arizona municipal corporation (“City”), and
Northwest Valley Connect (“Consultant”).
RECITALS
A. The City of El Mirage is authorized and empowered by provisions of the City Code to execute contracts
for transportation services by and through its City Manager;
B. The City desires to contract for Consultant to perform/provide Dial-a-Ride transportation services to
qualified residents of El Mirage. The Dial-a-Ride service provides on-demand door-to-door shared-ride
transportation (“Services”) as described in the attached scope of work (Exhibit “A”) in accordance with
the terms of this Agreement;
C. Contractor is duly qualified to perform the requested Services.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises and obligations set for herein, the parties hereto
agree as follows:
DESCRIPTION, ACCEPTANCE, DOCUMENTATION
Consultant shall act under the authority and approval of the Contract Administrator for the City to provide the
Services required by this Contract. The Contract Administrator for the City shall be Crystal Dyches, City Manager,
or designee. The Contract Administrator shall oversee the execution of this Contract, assist the Consultant in
accessing the organization, audit billings, and approve payments. The Consultant shall channel reports and special
requests through the Contract Administrator. City reserves the right to change the Contract Administrator for the
City without prior approval of the Consultant.
SERVICE DESCRIPTION
Consultant shall provide the Services described in Exhibit “A.” All work will be reviewed, evaluated, approved,
and monitored by the Contract Administrator to determine acceptable completion. Review and approval by the
Contract Administrator shall not relieve Consultant of any liability for improper, negligent or inadequate services
rendered pursuant to this Contract. Consultant shall provide all work necessary to assure the Services are completed
ina timely and efficient manner consistent with service requirements, including, but not limited to, working in close
interaction with, and interfacing with, City and its designated employees, and working closely with others, including
other consultants or contractors retained by City.
DOCUMENTATION AND DATA
All documents, including but not limited to, data compilations, studies, and reports which are prepared in the
performance of this Contract are to be, and remain the property of, the City and are to be delivered to the Contract
Administrator before final payment is made to the Consultant.
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3
FEE SCHEDULE, RECORDS, AUDIT RIGHTS
The fee Consultant shall be paid for all Services provided pursuant to the terms of this Contract, inclusive of all
expenses under this Contract. shall not exceed Eighty Thousand Four Hundred Seven Dollars ($80,407.00).
The Contract Administrator reserves the exclusive right to determine the amount of work performed and payment
due the Consultant on a monthly basis. Consultant shall maintain all books, paper documents, accounting records
and other evidence pertaining to such monthly billings and shall make such materials available at all reasonable
times to the Contract Administrator. Monthly billings shall be accompanied by such documentation as the Contract
Administrator may require to make a determination of work performed and payment due.
Consultant’s records (hard copy, as well as computer readable data) and any other supporting evidence deemed
necessary by the City to substantiate charges and claims related to this Contract shall be open to inspection and
subject to audit and/or reproduction by City’s authorized representative to the extent necessary to adequately permit
evaluation and verification of cost of the work, and any invoices, change orders, payments or claims submitted by
the Consultant or any of its payees pursuant to the execution of the Contract. The City’s authorized representative
shall be afforded access, at reasonable times and places, to all of the Consultant’s records and personnel pursuant
to the provisions of this article throughout the term of this contract and for a period of three years after last or final
payment.
Consultant shall require all subconsultants, insurance agents, and material suppliers (payees) to comply with the
provisions of this article by insertion of the requirements hereof in a written contract agreement between Consultant
and payee. Such requirements will also apply to any and all subconsultants.
If any audit in accordance with this article discloses overcharges of any nature by the Consultant to the City in
excess of one percent (1%) of the total contract billings, the actual cost of the City’s audit shall be reimbursed to
the City by the Consultant. Any adjustments and/or payments which must be made as a result of any such audit or
inspection of the Consultant’s invoices and/or records shall be made within a reasonable amount of time (not to
exceed 90 days) from presentation of City’s findings to Consultant.
ADDITIONAL SERVICES; PRICE ADJUSTMENT
The total Scope of Work to be performed by Consultant in accordance with this Contract is set forth herein and in
Exhibit “A.” Services not included in this Contract, including Exhibit “A,” will be considered Additional Services.
Consultant shall not perform any Additional Services without written authorization from the City. It shall be
presumed that all Services performed/provided by Consultant were included in the Contract and contemplated by
Consultant as being part of the original Scope of Work and the fees set forth herein, unless such Services have been
separately approved by the City, in writing, as Additional Services. Consultant shall not be paid for any Additional
Services that are not authorized by the City in writing.
TERM AND EXTENSION
This Contract shall be in full force and effect only when approved and signed by City’s City Manager as attested
by the City Clerk.
This Contract is for an initial one (1) -year term commencing on July 1, 2020, and expiring June 30, 2021. The City
may at its sole option and with the consent of the Consultant, extend the period of this Contract in two (2) additional
two (2)-year extensions, for up to a total of five (5) years. The Consultant shall be notified in writing when the
contract renewal has been approved within thirty (30) days of contract expiration. Rates may be renegotiated upon
exercising of the second extension option. Either party has the right to cancel this contract at any time with a thirty
(30) -day written notice.
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TERMINATION
3.2.1
3.2.2,
Termination for Cause
The City has the right to terminate this Contract for cause in the event Consultant materially breaches any
provision of this Contract or portion of the Services and fails to remedy the breach within five (5) business
days of notification of the breach, if the breach is remedial. If Consultant fails to remedy the breach or if
the breach is not remedial, City may terminate this Contract for cause immediately upon written notice to
Consultant. In the event the City terminates this Contract or any part of the Services as herein provided
pursuant to this Section 3.2.1, the City shall notify the Consultant in writing, and immediately upon receipt
of such notice, the Consultant shall discontinue all work under this Contract.
Upon termination for cause, Consultant shall immediately deliver to the City all drawings, research, data,
studies, reports, estimates and any and all other docttments or work product generated by the Consultant
under the Contract, together with all unused material supplied by the City. Consultant shall be responsible
only for such portion of the work which has been completed and accepted by the City. Use of incomplete
data by the City shall be the City’s sole responsibility.
In the event of termination for cause, Consultant shall only be compensated a portion of the agreed upon
fee for such portion of the work that City agrees, in its sole discretion to accept. City shall have no obligation
to accept any portion of Consultant’s work if the contract is terminated for cause, and shall have no
obligation to pay Consultant for any portion of the work, if any, not accepted by City.
If the Consultant materially fails to fulfill in a timely and proper manner its obligations under this Contract,
of if the Consultant violates any of the covenants, agreements, or stipulations of this Contract, the City may
withhold from payment due to the Consultant such amounts as are necessary to protect the City’s position
for the purpose of set-off until such time as the exact amount of damages can be determined.
Termination for Convenience
The City has the right to terminate this Contract for convenience or to abandon any portion of the work for
which Services have not been performed by the Consultant. In the event the City terminates this Contract
or any part of the Services as herein provided pursuant to this Section 3.2.2, the City shall notify the
Consultant in writing, and immediately upon receipt of such notice, the Consultant shall discontinue all
work under this Contract.
Upon such termination for convenience or abandonment, the Consultant shall immediately deliver to the
City all drawings, research, data, studies, reports, estimates and any and all other documents or work
product generated by the Consultant under the Contract, together with all unused material supplied by the
City. Consultant shall be responsible only for such portion of the work which has been completed and
accepted by the City. Use of incomplete data by the City shall be the City’s sole responsibility.
The Consultant shall receive as compensation in full for Services performed to the date of such termination
or abandonment, a fee for the percentage of Services actually completed and accepted by the City. This fee
shall be in an amount to be mutually agreed upon by the Consultant and the City, based upon the scope of
work set forth in Exhibit “A’ and the payment schedule set forth in Article 2, hereof. If mutual agreement
cannot be reached after reasonable negotiation, the Contract Administrator shall determine the percentage
of satisfactory completion of each task set forth in the scope of work contained in Exhibit “A” and the
amount of compensation Consultant is entitled to for such work and the Contract Administrator’s
determination in this regard shall be final. The City shall make such final payment within sixty (60) days
after the Consultant has delivered the last of the partially completed items.
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4.4
4.5
4.6
4.7
FUNDS APPROPRIATION
If the City Council does not appropriate funds to continue this Contract and pay for charges hereunder, the City
may terminate this Contract at the end of the current fiscal period. The City agrees to give written notice, pursuant
to Section 3.2, Termination, of this Contract to the Consultant at least thirty (30) days prior to the end of its current
fiscal period and will pay to the Consultant all approved charges incurred through the end of such period.
The City's fiscal year begins July Ist and ends June 30th each calendar year. The City may make payment for
Services rendered or costs encumbered only during a fiscal year and for a period of sixty (60) days immediately
following the close of the fiscal year, under the provisions of Arizona Revised Statutes § 42-17108. Therefore,
Consultant must submit billings for Services performed or costs incurred prior to the close of a fiscal year within
forty-five (45) days to allow payment within this period.
ENTIRE AGREEMENT
This Contract constitutes the entire understanding of the parties and supersedes all previous representations, written
or oral, with respect to the Services specified herein. This Contract may not be modified or amended except by a
written document, signed by authorized representatives of each party.
ARIZONA LAW
This Contract shall be governed and interpreted according to the laws of the State of Arizona. Any action brought
to interpret or enforce any provision of this Contract that cannot be administratively resolved, or otherwise related
to or arising from this Contract, shall be commenced and maintained in the state or federal courts of the State of
Arizona, Maricopa County, and each of the parties, to the extent permitted by law, consents to jurisdiction and
venue in such courts for such purposes.
COMPLIANCE WITH LAWS
Consultant shall comply with all existing and subsequently enacted federal, state and local laws, ordinances, codes,
and regulations that are, or become applicable to this Contract. If a subsequently enacted law imposes substantial
additional costs on Consultant, a request for an amendment may be submitted pursuant to this Contract.
MODIFICATIONS
Any amendment, modification or variation from the terms of this Contract shall be in writing and shall be effective
only after approval of all parties signing the original Contract.
ASSIGNMENT
Services covered under this Contract shall not be assigned or sublet in whole or in part without the prior
written consent of the Finance Director and Contract Administrator.
SUCCESSORS AND ASSIGNS
This Contract shall extend to and be binding upon Consultant, its successors and assigns, including any individual,
company, partnership or other entity with or into which Consultant shall merge, consolidate or be liquidated, or any
person, corporation, partnership or other entity to which Consultant shall sell its assets.
ATTORNEY'S FEES
In the event either party brings any action for any relief, declaratory or otherwise, arising out of this Contract, or on
account of any breach or default hereof, the prevailing party may be entitled to receive from the other party
reasonable attorneys’ fees and reasonable costs and expenses determined by the court sitting without a jury or
arbitration board, which shall be deemed to have accrued on the commencement of such action and shall be
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4.10
4.11
4.12
4.13
enforceable whether or not such action is prosecuted to judgment or by arbitration award.
INDEPENDENT CONTRACTOR
The Services Consultant provides under the terms of this Contract to the City are that of an Independent Contractor,
not an employee or agent of the City. The City will report the value paid for these Services each year to the Internal
Revenue Service (1.R.S.) using Form 1099.
City shall not withhold income tax as a deduction from contractual payments. As a result of this, Consultant may
be subject to I.R.S. provisions for payment of estimated income tax. Consultant is responsible for consulting the
local I.R.S. office for current information on estimated tax requirements. Consultant will not be entitled to any
benefits provided by City to its employees, including, but not limited to, health benefits, workers’ compensation,
unemployment coverage, deferred compensation, and all other typical employee benefits.
CONFLICT OF INTEREST
This Contract is subject to cancellation pursuant to A.R.S. §38-511,
NOTICES
All notices or demands required to be given pursuant to the terms of this Contract shall be given to the other party
in writing, delivered by hand or registered or certified mail, at the addresses set forth below, or to such other
address as the parties may substitute by written notice given in the manner prescribed in this paragraph.
In the case of Consultant: Northwest Valley Connect
Attn: Kathryn Chandler
9445 N. 99" Avenue
Peoria, Arizona 85345
in the case of City City of El Mirage
Attn: City Manager
10000 North El Mirage Road
El Mirage, Arizona 85335
With a copy to: City of El Mirage
City Attorney
10000 North E] Mirage Road
El Mirage, Arizona 85335
Notices shall be deemed received on date delivered, if delivered by hand, and on the delivery date indicated on
receipt if delivered by certified or registered mail.
FORCE MAJEURE
Neither party shall be responsible for delays or failures in performance resulting from acts beyond their control.
Such acts shall include, but not be limited to, acts of God, riots, acts of war, epidemics, governmental regulations
imposed after the fact, fire. communication line failures, power failures, or earthquakes.
TAXES
Consultant shall be solely responsible for any and all tax obligations which may result out of the Consultant’s
performance of this Contract. The City shall have no obligation to pay any amounts for taxes of any type incurred
by the Consultant.
ADVERTISING AND PROMOTION
Consultant shall not publish, release. disclose or announce to any member of the public. press, official body. or any
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other third party: (1) any information concerning this Contract, the Services, or any part thereof; or (2) any
documentation or the contents thereof, without the prior written consent of the City, except as required by law or
judicial or regulatory process. The name of any site on which Services are performed shall not be used in any
advertising or other promotional context by Consultant without the prior written consent of the City.
COUNTERPARTS
This Contract may be executed in one or more counterparts, and each originally executed duplicate counterpart of
this Contract shall be deemed to possess the full force and effect of the original.
CAPTIONS
The captions used in this Contract are solely for the convenience of the parties, do not constitute a part of this
Contract and are not to be used to construe or interpret this Contract.
SUBCONSULTANTS
During the performance of the Contract, the Consultant may engage such additional subconsultants as may be
required for the timely completion of this Contract. The addition of any subconsultants shall be subject to the prior
approval of the City.
In the event of subcontracting, the sole responsibility for fulfillment of all terms and conditions of this Contract
rests with the Consultant.
INDEMNIFICATION
The Consultant agrees, to the fullest extent permitted by law, to indemnify and hold harmless the City, its officers,
directors and employees (collectively, City) against all damages, liabilities or costs, including reasonable attorneys’
fees and defense costs, to the extent caused by the Consultant’s negligent performance of professional services
under this Contract and that of its subcontractors or anyone for whom the Consultant is legally liable.
The City agrees, to the fullest extent permitted by law, to indemnify and hold harmless the Consultant, its officers,
directors, employees and subcontractors (collectively, Consultant) against all damages, liabilities or costs, including
reasonable attorney’s fees and defense costs, to the extent caused by the City’s negligent acts in connection with
the Services and the acts of its contractors, subcontractors or consultants or anyone for whom the City is legally
liable.
Neither the City nor the Consultant shall be obligated to indemnify the other party in any manner whatsoever for
the other party’s own negligence or for the negligence of others.
INSURANCE
The Consultant shall secure and maintain at all times that this Contract is in effect, insurance coverage which shall
include statutory workers’ compensation, comprehensive general and automobile liability, owner’s and
Consultant’s protective liability insurance and errors and omissions professional liability. The comprehensive
general and automobile liability limits shall be no less than one million dollars ($1,000,000) combined single limit.
The owner’s and Consultant’s protective liability limits shall be no less than one million dollars ($1,000,000) for
each occurrence and one million dollars ($1,000,000) policy aggregate naming the City as an additional insured.
The minimum amounts of coverage for Consultant’s professional liability shall be one million dollars ($1,000,000).
In other than errors and omissions professional liability, City’s and Consultant's protective liability and worker’s
compensation, the City of E] Mirage shall be named as an additional insured.
All insurance coverage shall be written through a carrier licensed in Arizona. or an approved non-admitted list of
carriers published by the Arizona Department of Insurance, and possessing an A.M. Best rating of at least A- or
above with policies and forms satisfactory to the City.
Page 6 of 9
4.19
The Consultant shall submit to the City a certificate of insurance evidencing the coverage and limits stated in the
foregoing paragraph within ten (10) days of award of this Contract. City shall not issue a “Notice to Proceed” until
after Consultant has submitted the certificate of insurance to City. Insurance evidenced by the certificate shall not
expire or be canceled or materially changed without thirty (30) days prior written notice to the City, and a statement
to that effect must appear on the face of the certificate and the certificate shall be signed by a person authorized to
bind the insurer.
The insurance policies, except Workers’ Compensation required by this Contract, shall name the City, its agents,
representatives, officers, directors, officials and employees as Additional Insureds.
FEDERAL AND STATE EMPLOYMENT IMMIGRATION LAWS
To the extent applicable under A.R.S. § 41-4401, Consultant warrants its and its subconsultants’ compliance with
alt federal immigration laws and regulations that relate to their compliance with the E-verify requirements under
A.R.S. § 23-214(A). Consultant’s or its subconsultants’ breach of the above-mentioned warranty shall be deemed
a material breach of the Contract and may result in the termination of the Contract by the City. The City retains the
legal right to randomly inspect the papers and records of Consultant and its subconsultants to ensure that the
Consultant and its subconsultants are complying with the above-mentioned warranty.
The Consultant warrants to keep the papers and records open for random inspection during normal business hours
by the City. The Consultant shall cooperate with the City’s random inspections including granting the City entry
rights to Consultant’s property to perform the random inspections and waiving its right to keep such papers and
records confidential. The failure of Consultant to comply with this warranty regarding the keeping of papers and
records and cooperating with City’s random inspections shall constitute a material breach of the Contract and the
City will have the right to immediately terminate the Contract.
CITY OF EL MIRAGE CONSULTANT: Nox Tluvest Vel ley (onne ct
By: cofecth. Cyn Che. uncle ro
Print Name
By: J. Crystal Dyches 2 fy
Its; City Manager one Ae h é
¢¢ Signature
tts_& cecttive ) ree ctor
Title
ATTEST:
Sharon Antes, City Clerk
APPROVED AS TO FORM:
Justin Pierce, City Attorney
Page 7 of 9
EXHIBIT “A
PO Box 9303 T (623) 282.9300
NORTHWEST VALLEY Surprise, AZ 85374 F (623) 282.9301
CONNECT www.NorthwestValleyConnect.org
March 11, 2020
City of El Mirage
Administration Department
10000 N. El Mirage Rd
El Mirage, Arizona 85335
Kathryn Chandler
Executive Director
Northwest Valley Connect
9445 N. 99" Ave
Peoria, Az, 85345
RE: City of El Mirage Door-To-Door Transportation Services
Dear City of El Mirage Administration:
On behalf of Northwest Valley Connect Program Staff and Board of Directors, | am writing to support the
City of El Mirage endeavor, Door-To-Door Services that address the transportation needs of elderly seniors
and those that are disabled.
We are a nonprofit transportation organization since 2014 and located in Peoria, Arizona. Our
organization is “home grown” and service seniors who are 65 years and older, those with disabilities and
veterans residing in the west valley communities. NVC mission advances equality, human dignity, and
quality of life using mobility services while promoting choices that are designed to further independence
and addresses the transportation culture of seniors aging in place.
Since 2017 we delivered a transport program to the City of El Mirage that is more than the ADA
requirements. Personalized support is provided for those that are burdened by ambulatory, and cognitive
disabilities and may require “door-to-door” or “door-through-door” pick-up and delivery, and safety
monitoring or a van with a lift capability. The concern for those we serve addresses reasonable costs
because we know the cost of transport can be devastating for those attending to medical and social
service treatments 2-3 times per week. Dependency on public service is foreboding for too many seniors
when access is not available
Enclosed is our proposal that addresses NVC Mobility Program services. We look forward to joining the
City of El Mirage once again to provide transport services to community residents.
Best regards
ty ji {
NOP TN Rice tol?
Kathryn Chandler/ Executive Director
NORTHWEST VALLEY
CONNECT
El Mirage Dial A Ride Proposal
mRNA
bi Connecting our community
n solutions
ith transportatlor
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Northwest Valley Connect Submitted by Kathryn Chandler/Executive Director
PO Box 9303 Surprise AZ 85374 Date Submitted: March 11, 2020
9445 N 99" Ave Peoria, AZ 85345 Phone: 623-282-9304
I. ABOUT NORTHWEST VALLEY CONNECT:
Northwest Valley Connect (NVC) is a nonprofit transportation organization located in Peoria, Arizona. NVC
was established in 2014 in response to west valley communities lack of public and limited third party
transit services for an aging population. NVC’s mission addresses the provision of personalized support
to connect area residents who are 65 years and older, those with disabilities and veterans with available
transport services while developing options that overcome existing service gaps. NVC recognizes that our
work must be grounded in and respond to the needs and preferences of the underserved, and the
communities and organizations that we were created to serve. Critical to our success is the ability to partner
with communities, such as the City of El Mirage in an effort that further develops and funds both our
missions for accessible transport.
The vital lifeline of transportation becomes more apparent in the occurrence of nonexistent public
transport, gaps in third party transit services, or discontinuance of personal driving ability. During this past
year NVC teamed with the City of El Mirage in support of the City of El Mirage Dial-a-Ride Program for
transporting seniors to health service appointments, grocery shopping, and social events, such as the El
Mirage Senior Center all of which sustains and enhances quality of life for individuals in this community.
In accordance with the FY2018-FY2020 contract agreements, Northwest Valley Connect is in good
standing and wishes to continue the relationship with the City of El Mirage for FY2020-2021. During
FY2019-2020 contract year we supported your community, particularly 100 of the most frail seniors and
persons with disabilities needing ride services. 60 Individuals used Lyft services; 19 individuals used the
accessible ride services and 14 individuals used the Senior Bus service, although 6,000 plus trips were
provided.
Mh QUALIFICATIONS AND EXPERIENCE OF KEY PERSONNEL:
Kathryn Chandler was chosen as the Executive Director/Mobility Manager for Northwest Valley Connect
in 2014 and answers to an 11-Member Board of Directors. She is NVC’s motivator that drives a volunteer
transit organization to connect communities with transportation solutions where none is available. The
focus is seniors that are 65 years and older, those with disabilities and veterans. During Kathryn’s tenure
she received awards for her strategic mobility management accomplishments in the west valley
communities and most recently received the Sun City West Independent Hometown Hero Award for
Nonprofit Business. Early in 2019 Congress Woman Lesko congratulated Northwest Valley Connect transit
services by presenting Ms. Chandler with a Community Service Award. Kathryn along with a volunteer
staff grew the organization from 288 ride referrals in 2014 to 16,895 trips in 2019. Her 8 years’ experience
as Mobility Manager and 10 years’ experience as a Paratransit Manager for Northern Arizona
Intergovernmental Public Transportation Authority ensures compliance of Paratransit and ADA
regulations as applied to the City of Et Mirage Dial-a-Ride program.
Fleet Manager: The person chosen for this position is responsible for ensuring that all drivers are correctly
trained, and driver manifests are followed properly according ride requests and NVC Policy and
Procedures. A primary concern for safety is equipment maintenance and ensuring that all vehicles comply
with state standards for maintenance and safety. Training drivers on equipment and vehicle utilization
are important functions of NVC Driver Program. Maintaining communication with Drivers, Dispatcher and
Call Center Representatives assures riders of timely, appropriate and safe equipment for requested rides.
Preparation of the Driver Program reports and submitted to the Executive Director supports effectiveness
of the Mobility Program services and efficient utilization of vehicles.
Dispatcher: This position is full-time and reports directly to the Executive Director. The Dispatcher is a key
component of the Mobility Center Program that works with volunteer Call Center Representatives and
Program Drivers. This person receives ride requests from community members, schedules rides with
designated drivers and assure riders are safely serviced as a result of monitoring the rides. In addition,
this position facilitates the Lyft program using the routing software. According to NVC Policies and
Procedures, best practices, this person projects a caring attitude, communicates well with others, and
enjoys assisting a diverse group of disabled and/or older adults with special transportation needs. A
current Arizona Driver's License is maintained along with auto insurance. A national background check is
current, as well as, the PASS training that supports transporting people with disabilities.
Drivers: Van Drivers work according to designated schedule between 8 a.m. and 5 p.m. Monday through
Friday. Drivers are supervised by the Fleet Manager while scheduled trips are coordinated with the
Dispatcher. The Driver is Passenger Assistance and Safety (PASS) trained, defensive driver trained, and
must have a positive background checked. Drivers are responsible for daily fueling services. The drivers
for the Senior Center Bus Program receive training from E! Mirage Public Works fleet staff on fueling
procedures for the Dysart Unified School District fuel depot.
ih. SCOPE OF WORK/NVC SERVICES - PROJECT UNDERSTANDING:
* Mobility management - An innovative approach for managing our Mobility Center Driver
services delivers coordinated transport to the City of El Mirage seniors who are 65 years and
older, those with disabilities, veterans and low-income individuals qualifying for the ADA or
Dial-a-Ride program. Daily operations are Monday through Friday 8:00 am. — 5:00 p.m,
however, emergency ride services are available in lieu of nonmedical transport 24/7. NVC
drivers follow a deviated route and assist with door-to-door transport as opposed to curb drop-
off and pick-up for seniors. Ride requests most often are for medical and health services, such
as, doctor's appointments, pharmacies, dialysis, cancer treatment, eye exams and social
services, such as the El Mirage Senior Center, The Mobility Management Center operates the
only transportation call center in the valley and Call Center Representatives are trained to
provide appropriate ride options for rider requests. Ride accornmodations are made for those
that are ambulatory, physically and cognitively impaired and those needing a wheelchair lift.
The collection of rider information is entered in a data base as a transport case management
service that further supports personalized transit solutions for individuals. Call Center
Representative completes Customer surveys quarterly and surveys are submitted to the
Executive Director for assessment of project objectives and recommendations for modification.
Depending on the level of service needed the ride is either booked with a transport network
company, such as Lyft or Uber and monitored by the Dispatcher or booked on NVC's accessible
ride services. The Dispatcher contacts the Driver with a client manifest and schedules the ride.
All rides are monitored for efficiency and safety.
« Special Considerations:
¥ NVC is a volunteer-based organization. Volunteers are selected from
neighborhoods having a high concentration of rider requests. They are people
with a desire to serve and may be family members, friends, or neighbors who use
personal vehicles, assume fuel and insurance costs. They are trained to drive NVC
accessible vans at cost to the organization. As NVC secures special projects, such
as the El Mirage Dial-a-Ride, volunteer drivers are the primary persons eligible for
employment through the contract, thus achieving a quality outcome within
budget limitations.
Y NVC has acquired three FTA 5310 grant funded vehicles to complete a fleet of
three accessible cutaway vans, an accessible minivan with a ramp, a twelve-
passenger van and a regular minivan. Our compliance with City of Phoenix for the
5310 vehicles has created a high levet of vehicle maintenance and safety training
for the drivers,
Y Trips originate or terminate from within the City limits of El Mirage. See Attached
Map. Trips requested outside of the map area or city limits must be preapproved.
NVC routing software maintains all reporting requisites
© Lyft Services — NVC provides a Lyft service negotiated with the community organizations
for qualified low-income residents and the service is a transport solution designed to be
a safety net, nonemergency medical transport. Rides are received by NVC Dispatcher are
scheduled and monitored for rider safety.
SCOPE OF WORK/NVC SERVICES - PROJECT PROPOSED METHODOLOGY;
Senior Bus Program:
Eligibility is determined by the Director of the El mirage Senior Center.
NVC enrolls the community member into our client database and schedules a rider subscription
for days chosen to go to the center.
NVC Driver picks up the El Mirage van at the El Mirage Public Works yard, does a basic pre-trip
before starting the route.
NVC Dispatcher develops the route the drivers follow each day. Dispatcher and Executive Director
communicate with the Senior Center Director about client schedule changes for field trips and
more.
NVC Dispatcher pulls monthly reports for NVC Bookkeeper, who invoices each client a $2 fare per
trip. NVC Bookkeeper invoices the City of El Mirage each month.
El Mirage Dial a Ride:
NVC Call Center Representative receives calls from City of El Mirage resident who qualifies the
resident to be 65 years or older or with a disability and explains the Dial a Ride program. The
resident is forwarded an enrollment form for ride services.
NVC Executive Director determines eligibility for enrollees according to paratransit requirements.
NVC Call Center Representative for the El Mirage Project not only receives calls from community
members, and enters the new client into the trips database, but personalizes the process by
calling and educating the person on how the program works; how to book a trip and the process
for setting up a rider subscription. The Call Center Representative obtains approval for long
distance trips. Our Representative then calls 2 to 7 days prior to the requested trip and makes
sure the client understands the $2 fare, how it is billed, and how to cancel a ride. The
Representative walks the client though the workings of the Lyft trips and/or the accessible trips
The Dispatcher schedules clients able to use Lyft trips on Lyft and schedules a driver for the
accessible trips. The Dispatcher then cails all clients and lets them know that they are booked and
for accessible clients who their driver is.
NVC Drivers who cover the accessible trips call the clients the night before to make sure they are
still going and get any special Instructions for gate codes or directions.
Dispatcher monitors Lyft from 8am to 5pm to ensure clients aren’t missing their rides and that
the ride is occurring as requested. Special instructions are included in the Lyft bookings for clients
who need added assistance, such as calling out their name for a sight impaired client or going to
the door for the client. The Dispatcher then makes a phone call to those drivers to ensure they
are following the instructions.
Accessible Van Drivers go to the door for clients and provide the level of service needed, such as,
pushing the wheelchair into the doctor’s office, providing an arm for a sight impaired client.
Dispatcher pulls monthly reports for the Bookkeeper to invoice each client for the $2 trip fare.
The bookkeeper also invoices the City of El Mirage at the end of each month.
ATTACHMENT C -— COST PROPOSAL
(To be included with Proposal Subinittal)
A. Accessible Trips — 1,248 Estimated Annual Accessible Trips
| to 7 miles (762 estimated annual trips) $34. per trip x 762 = $25,908
8 to 15 miles (27 estimated annual trips) $44 per trip x 27 = $ 1,188
16 to 25 miles (12 estimated annual trips) $_ 54 _spertrip x 12 ~ $ 648
26+ miles Negotiable -- not to be included in cost proposal
Total Annual Estimated Cost of Accessible Trips $27,744
. Authorized Rideshare Provider Trips — 5,250 Estimated Annu
Total Annual Administrative Fees $6.50 per trip x 5,250 = § 34,125
C. Senior Bus Program — 1,248 E: ted Annual Trips
Monthly Fee (Total monthly costs of driver{s), background check(s), training, scheduling, overhead, etc.)
otal Annual Monthly Fee ) 1545 per month x 12 = 5.
LA 1 Monthly F $1545 h x 12 = $18,538
TOTAL, ANNUAL COST PROPOSAL (A +B + C) $80,407
(Riders will be charged $2 for each one-way trip within the local E] Mirage service area and Consultant will be
responsible for billing the rider. The City of El Mirage will keep all fare charges.)
Page 11 of 18
Ey xa: . 10
City of El Mirage Door-to-Door Transportation Services
— . PO Box 9303 T (673) 282.9300
NORTHWEST VALLEY Surprise, AZ 85374 F (623) 282.9301
CONNECT www.NorthwestValleyConnect.org
Sample City Invoice Invoice Date: Jan 31, 2020
Invoice No. 10953
PO No. 18075
Invoice Due Date: Feb 29, 2020
City of El Mirage
Attn: Robert Nilles, Finance Director
10000 N El Mirage Rd
El Mirage AZ 85335
Transportation services rendered by Northwest Valley Connect..
Previous Charges
Dec 2019 Trips (Invoice 10916) $7,032.84
Paid ($7,032.84)
TOTAL OUTSTANDING $ 0.00
Current Charges
Jan 2020 Trips
Senior Bus Program = Monthly Charge 1,025.00
Minus Client Fees (118 x $2) (236.00) 789.00
Accessible 1-7 Miles 60x $12.00 = 720.00
8-15 Miles 6 x $20.00 = 120.00
16-25 Miles 0 x $30.00 = 0.00, 840.00
Minus Client Fees: (132.00) 708.00
Lyft
388 Trips = 4,277.82
Minus Client Fee (388 x $2) = (776,00) 3,501.82
Admin Fees 388 Trips x $5.00 = 1,940.00
TOTAL DUE $6,938.82
UPON RECEIPT
Billing according to July 2019 — June 2020 Contract Agreement between El Mirage AZ and Northwest
Valley Connect. Payment due upon receipt. Contact: Kathy Chandler 623-282-9300
Attachment B:
List a minimum of three (3) references of current or former clients/customers familiar with your work,
whom the Administration Department may contact:
1. Company: Dysart Community Center
Contact: _Annie Ansel Address: 14414 N El Mirage Rd, El Mirage, AZ 85335
Email: dcec.annie@gmail.com
Phone: ___(623) 249-3812
2. Company: __Sun City West POSSE
Contact: _ Fran McElroy Address: 20450 N Stardust Blvd, Sun City West, AZ 85375
Email: francin803@gmail.com
Phone: __ (623) 680-5255
3. Company: __PORA- Property Owners and Residents Association
Contact: __ Tracy McGuire Address: 13815 W Camino Del Sol, Sun City West, AZ 85375
Email: tracy. mceguire@ porascw.org
Phone: 623-584-4288
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