SAAA-FIA Service Agreement FY2016
Agreement BETWEEN SHENANDOAH AREA AGENCY ON AGING, INC
AND FAITH IN ACTION FOR HUMAN SERVICES TRANSPORTATION UNDER DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION FY16 FTA-5310 CAPITAL GRANT
- Purpose of the Agreement:
The purpose of this agreement is for the acquisition of Volunteer Transportation Services performed by Faith in Action, for Non-Emergency Medical Transportation, of ambulatory clients who reside within Planning District 7 of the Commonwealth of Virginia, to scheduled medical appointments.
- Parties to the Agreement:
Contacts for this agreement are:
Shenandoah Area Agency on Aging (SAAA)Robert D. Haas
207 Mosby Lane
Front Royal, VA 22630
(540) 551-5705
Email: / Faith in Action (FIA)
Nancy Feldman
333 W. Cork Street #727
Winchester, VA 22601
(540) 536-1006
Email:
- Period of Agreement:
This agreement covers the period from October 1, 2015 through September 30, 2016. The period of the agreement may be extended for an additional 6-months if needed and the terms of the agreement modified by mutual agreement of the parties.
- Funding Source:
Funding for this agreement is provided through a FTA Sec 5310 Capital Grant from the Virginia Department of Rail and Public Transportation to SAAA. This agreement between SAAA and FIA is dependent upon Grant authorization and lawful appropriations of Commonwealth Transportation Funds and is subject to all terms and conditions of the Master Agreement for Use of Commonwealth Transportation Funds between SAAA and DRPT, and the Master Agreement for use of Federal Transit Administration Section 5310 Capital Funds between SAAA and DRPT, both of which are incorporated and attached to this agreement (Attachments A & B). It is further agreed FIA shall, upon receipt of invoice from SAAA, remit payment to SAAA the required Sec 5310 capital grant matching funds (20% of authorized grant value) and the fee for grant maintenance and administration not to exceed $1,250. The total shall not exceed $6,250. SAAA shall remit payment to DRPT for the 20% matching funds upon demand.
- Scope of Service:
FIA shall provide Volunteertransportation service of ambulatory clients to various medical facilities as described in this agreement. The terms of this agreement may be modified by mutual agreement of the parties.
FIA volunteer transportation services do not include handicapped accessible vehicles, therefore only ambulatory client transports are eligible under this agreement.
The Volunteer drivers and vehicles will be acting and operating exclusively under the management of FIA, which will provide supervision and dispatch services to coordinate the schedule and route of the service. FIA is responsible for verification of volunteer driver credentials, valid operator licensing and auto insurances, and FIA will provide additional liability and/or auto insurances as deemed necessary.
FIA will work with their clients, volunteers and various medical providers, to schedule rides accommodating requests within available resources.
- Reporting:
During the term of this agreement,FIA shall provide monthly reports to SAAA showing, at minimu,unduplicated number of persons served by jurisdiction (County of Clarke, Frederick, Shenandoah and Warren, or City of Winchester) the total number of one way trips completed during the month, the number of trips being submitted for the current month billing period, the general trip purpose (Dialysis, Cancer, Other), and number of trips to/from the UVA Hospital. FIA shall also report any human-interest stories and/or any registered complaints. SAAA and FIA shall mutually agree upon a format for the monthly report, which may include milestones and progress on additional activities.
- Rate and Method of Payment:
SAAA will reimburse FIA at a rate of $22 per one-way trip, not to exceed $25,000 or a total of 1136 one-way trips. FIAshall submit an invoice to SAAA for the number of eligible one-way trips of service completed during the month multiplied by the rate of $22 per trip. The invoice and monthly report shall be submitted no later than the 15th of the following month. Upon receipt and verification of the monthly invoice, SAAA shall remit payment to FIA within thirty (30) days.
- Passenger Fares and Fees:
It is understood that FIA does not collect fares or fees for any of the referenced one-way trips. However, any/all FIA collected donations or contributions are completely unrelated to this agreement and belong solely to FIA to use at their discretion.
- Additional Reporting:
All customer complaints, accidents or significant incidents shall be reported to SAAA within 5 days to Robert D. Haas at or by phone to (540) 551-5705.
- Insurance:
During the term of this agreement, FIA will procure, maintain and provide proof of liability and any secondary auto insurance coverage for injuries to persons and property damage as may arise from operation of the service and actions of its agents, volunteers, subcontractors or employees. Insurance coverage will meet state-mandated requirements for the service provided.
- Compliance with Laws, Rules, Regulations and Title VI:
FIA agrees to comply with all federal, state and local laws, rules and regulations and Title VI civil rights requirements applicable to work performed and procured under this Agreement. The SAAA Title VI policy is attached to the agreement as Attachment C.
- Termination of Agreement:
This agreement may be terminated by either party for material breach by the other party where the breach has not been cured within 60 days after written notice of said breach. The agreement may also be terminated by mutual written agreement of the parties. In the case of termination, SAAA shall reimburse FIA for completed one-way trips to the extent such funds are approved for reimbursement by DRPT. Such reimbursements shall not exceed the per trip rate and/or dollar limits specified in Section 7 above.
This agreement is dependent on SAAA’s FTA Sec 5310 capital grant funding of $25,000 from DRPT and will be terminated or reduced in the event that SAAA’s grant is terminated or significantly reduced.
- Hold Harmless Provision:
FIA agrees to indemnify, defend and hold harmless SAAA and its members, the Commonwealth of Virginia, their employees, officers and agents from all damages, costs, suits, actions, or claims of any kind, including attorneys’ fees, brought on account of any personal injuries, damages, or violations of rights sustained by any person or property in consequence of any neglect in performance of work related to this agreement or on account of any act or omission by SAAA or its employees or agents, or from any claims or amounts arising from violation of any law, ordinance, regulation or decree.
Accepted by:
Faith in Action
______
Signature Date
Nancy Feldman
Executive Director
Shenandoah Area Agency on Aging
______
SignatureDate
Catherine C. Galvin
Executive Director
Page 1
Attachment A:
Master Agreement for Use of Commonwealth Transportation Funds between SAAA and DRPT
Attachment B
Master Agreement for use of Federal Transit Administration Section 5310 Capital Funds between SAAA and DRPT
Attachment C:
SAAA Title VI Plan & Procedures