RES 1155RESOLUTION NO.1165
A RESOLUTION authorizing the execution of an Emergency
Ride Home Program Agreement between the City of Vancouver
and the City of Camas.
WHEREAS,the City of Camas and other local entities entered into an interlocal
agreement for commute trip reduction with an effective date of July 1,2007,and
WHEREAS,the City of Vancouver has proposed an Emergency Ride Home Program
Agreement to facilitate the .operation of said interlocal agreement,
NOW,THEREFORE,BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
CAMAS AS FOLLOWS:
SECTION I
The Emergency Ride Home Program Agreement between the City of Vancouver and the
City of Camas,attached hereto as Exhibit "A"is hereby approved and may be executed by the
appropriate representative of the City of Camas.
,2009.ADOPTED at a regular Council meeting this MLi
R-JL vSIGNED:
Mayor
Clerk
ATTEST:
APPROVED as to form:
A
City Attorney
£^cV\ctov\~v /V l V
Emergency Ride Home Program Agreement
Between
City of Vancouver (Clark County Commute Trip Reduction Program)
and City of Camas
This Agreement is made and entered into by and between CITY OF VANCOUVER
and City of Camas (“Company”).
1.PURPOSE OF AGREEMENT
The purpose of this Agreement and Attachments A and B,which are incorporated
herein,is to define the responsibilities of CITY OF VANCOUVER and the Company
under CITY OF VANCOUVER’S Emergency Ride Home Program (hereinafter
referred to as “the program”)and that is set forth in the Interlocal Agreement for
Commute Trip Reduction which is incorporated by reference herein into this
agreement.CITY OF VANCOUVER’S responsibilities include arranging for taxi
service under separate contracts and providing materials necessary to run the
program.The Company’s responsibilities include informing its employees of the
program’s existence ,benefits,how to use the program,administering the program
in the spirit it was offered ,and providing CITY OF VANCOUVER with the
information it needs to monitor and evaluate the program.
This Agreement sets forth all the rights and duties of the parties with respect to
the subject matter thereof and replaces any and all previous agreements or
understandings,whether written or oral,relating thereto.This Agreement may be
amended only as provided for in Section 10.
2 .ELIGIBLE EMPLOYEES DEFINED
An eligible employee must have traveled to work by any nonsingle-occupancy
vehicle mode on the day they wish to use the service.Nonsingle-occupancy vehicle
modes include:carpool,vanpool,bus,light rail,walking,bicycling,and other CITY
OF VANCOUVER pre-approved alternatives.
3.PROGRAM COORDINATOR DEFINED
The “Program Coordinator”shall mean the Company’s designated staff person (s)
or office responsible for administering the program for each shift.
4.SCOPE OF PROGRAM AND DURATION
The program will begin the date of Agreement execution (Section 13)and continue
until one or both parties decide to terminate the contract as provided for in
Section 10.
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5.ELIGIBLETRIPSDEFINEDTheprogrammaybeusedonlyinthefollowingsituationstotransporttheemployeetohomeortoanotherdestination:Employee’sorfamilymember’sunexpectedillness.a.Workinglateunexpectedly(employeelearnsthatdayhe/shemustworklatethatday),suchthatthenormalridewillnotbeavailable.Subsequentovertimedaysknowntotheemployeewillnotbeeligible.b.Missingthenormalridehomeforreasonsoutsidetheperson'scontrol,forexample,carpooldriverhadanemergency,transitusermissedthebushome,etc.c.Otheremergencysituationsorunanticipatedschedulechangeswhichoccurduringtheworkday.d.FurthereligibilityguidelinesaresetforthinAttachmentB.Thisprogramshallnotbeusedfortransportationincasesofwork-relatedemployeeinjuryorillnesswhenuseofanambulanceismoreappropriate.Eacheligibleemployeewillbesubjecttoathree(3)-triplimitperyear,witha50-miletriplimitationoneway.Employeeshallpaytheremainderofthefarebeyond50miles.6.ABUSEOFTHEPROGRAMCITYOFVANCOUVERmayinvestigateserviceandshallhavetherighttorecovercostsfromemployersfortheiremployees’intentionalabuseoftheprogram.CITYOFVANCOUVERreservestherighttoterminatetheprogramattheCompanyincasesofpersistentabuseasdeterminedbyCITYOFVANCOUVER.Employees’abuseisdefinedas:usingtheprogramforinappropriatetrips,takingtripsforscheduledappointments,takingtripswithunauthorizedintermediatestopsorunauthorizeddestinations,andschedulingtripsandfailingtoappearforwhateverreasonwithoutnotifyingthetaxicompany.CITYOFVANCOUVERshallalsohavetherighttorecovercostsfromemployerswhoknowingly,willfully,orintentionallyviolatethetermsofthisAgreementbyauthorizinginappropriatetripsorfailingtofulfilltheirresponsibilitiesasdescribedinthisAgreement.2
7.CITY OF VANCOUVER’S RESPONSIBILITIES
CITY OF VANCOUVER shall:
Arrange for taxi service for eligible employees for eligible trips.The
parties understand and agree that CITY OF VANCOUVER is not
responsible for providing transportation services under the program.
The provision of the taxi service and its quality and reliability shall be
the sole responsibility of the taxi service provider,and CITY OF
VANCOUVER shall not be liable for any claims of injury or damages
related to an individual’s need for or use of the service.
a.
b.Provide the Company with brochures to inform and instruct its
employees about the program.
Provide the Program Coordinator with the program vouchers,written
procedures for accessing service,and written guidelines for determining
service legitimacy (see Attachments A and B).
c.
d .Pay taxi fares incurred by eligible persons for eligible trips.CITY OF
VANCOUVER will not pay for the cost of the driver’s gratuity,which is
at the discretion of,and to be paid by,the passenger.
Conduct an evaluation of the program’s effectiveness.e.
8.PROGRAM FUNDING
CITY OF VANCOUVER shall provide funding for the program.In no event shall
total cost of service for any calendar year exceed a total sum of $1,000 per
participating employer or $3,000 for all participating employers combined
(excluding sales tax)except through a written amendment to this Agreement
signed by both parties and attached hereto.
9.COMPANY’S RESPONSIBILITIES:
The Company shall:
Designate the Program Coordinator responsible for administering the
service for each shift at the Company,providing for the possibility that
person (s)may occasionally be unavailable.In this occurrence ,an
alternate Program Coordinator will be designated.
a.
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ConfirmeligibilityoftriprequestbasedonthisAgreementincluding,butnotlimitedto,AttachmentBandtheprogrammaterialsprovidedbyCITYOFVANCOUVER.b.AccessservicethroughadesignatedserviceproviderandgivethedispatchernecessaryinformationasdetailedinAttachmentA.c.d.KeepacompleterecordofallservicerequestssuchthatCITYOFVANCOUVERcantrackprogramusageandcheckemployerrecordswiththoseprovidedbythetaxicompany.Trackindividualemployee’suseoftheprogramtoensurethatnoneexceedthethree(3)-triplimitsor50-mileone-waytriplimitation.e.ParticipateintheevaluationprocessbyprovidinginformationmentionedaboveandallowingCITYOFVANCOUVERtosurveyorconductfocusgroupsamongtheCompany’semployees.f.FollowproceduresassetoutinAttachmentsAandB.g-10.AMENDMENTSANDTERMINATIONOFAGREEMENTThisAgreementandanyofitstermsorprovisionsmaybeamendedbywrittenagreementoftheparties.AllamendmentstothisAgreementshallbeinwritingandsignedbythepersonsauthorizedtobindthepartiestothisAgreementandasprovidedherein.TheAgreementmaybeterminatedbyeitherCITYOFVANCOUVERortheCompanyforconvenienceandwithoutcausebygivingwrittennoticeofsuchterminationtotheotherpartyatleastthirty(30)dayspriortotheeffectivedateofsuchtermination.CITYOFVANCOUVERshallhavetherighttoterminatetheAgreementimmediatelyiftheCompanyplacesCITYOFVANCOUVERorthepublicatundueriskasdeterminedbyCITYOFVANCOUVER.11.ATTORNEY’SFEESANDCOSTSIfanylegalproceedingisbroughtfortheinterpretationorenforcementofthisAgreementorbecauseofanallegeddispute,breach,default,ormisrepresentationinconnectionwithanyoftheprovisionsofthisAgreement,theprevailingpartyshallbeentitledtorecoverfromtheotherparty,inadditiontoanyotherrelieftowhichsuchpartymaybeentitled,reasonableattorney’sfeesandotherscostsincurredinsuchactionorproceeding.4
12.SUCCESSORS AND ASSIGNS
This Agreement and all terms,provisions,conditions,and covenants hereof shall
be binding upon the parties hereto and their respective successors and assigns.
The Company,however,agrees that it will not assign or delegate the duties to be
performed under this Agreement to an outside contractor without prior written
approval from CITY OF VANCOUVER.
13.APPLICABLE LAW AND FORUM
Each party’s performance shall comply with all applicable federal,state ,and local
laws,regulations,and ordinances.In the event of any litigation under this
Agreement,the parties agree that venue shall rest in the Superior Court of Clark
County,Washington,and the Company hereby submits to personal jurisdiction
therein.
14.EXECUTION OF AGREEMENT
This Agreement shall be effective as 04 /06 /09.This Agreement shall be executed
in two (2 )counterparts,any one of which shall be regarded for all purposes as the
original.
CITY OF VANCOUVER
PO Box 1995
Vancouver,WA 98668-1995
CITY OF CAMAS
PO Box 1055
Vancouver ,WA 98607
Pi/
Sisfier for City of Vancouver Signature of Program CoordinatorI<2 f Id ±l °l
Date Date
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ATTACHMENTAProgramCoordinatorInstructionsHowtoaccessEmergencyRideHomeservice:1.Determinevalidneedforservicebyemployee(seeAttachmentB,Guidelines).2.MakesureemployeepossessesaphotoID(driver’slicense,employerID).3.Filloutallrequestedinformationontheprogramvoucherfortheemployee,includingdate,triptimerequested,employee’sname,organization’sname,yourname,pick-upaddressandlocation,destinationaddressorname,anyintermediatestops,andthereasonthetripwasrequested.4.Contactaserviceproviderasdirectedinprogrammaterials.5.TelltheoperatorwhoanswersthatyouarerequestingCITYOFVANCOUVEREmergencyRideHomeservice.6.Identifyyourselfandyouremployer,andgivetheoperatortheemployee’sname,pick-upaddressandlocation,andthetimethetaxiisneeded(CityofCamasseeOpenReturnbelow).Informthedispatcherifanintermediatestophasbeenauthorized.Remindtheoperatortohavethedriverconfirmthepassenger’sdestinationandidentitybycheckingthenameontheprogramvoucherwiththepassenger’sphotoID.7.Retainthegoldenrodcopyofthevoucheraspartofyourprogramrecords.Givethewhite,pink,andyellowcopiestotheemployeetosubmittothetaxidriverandfortheirownrecords.8.9.RemindtheemployeethatthedriverwillrequestphotoID.10.Tipsareatthediscretionoftheemployeeandwillnotbereimbursed.Discourageemployeesfromrequestingataxirideiftheyareunsuretheywilluseit.CITYOFVANCOUVERpaysafeefor“no-shows.”Ifforsomeunavoidablereasontheemployeedoesnotshowupforthetaxiride,contactCITYOFVANCOUVERassoonaspossible.11.CityofCamasOpenReturn:Ifanemployeerequestsprogramservicebecauseofunexpectedlyworkinglateattherequestofasupervisor,ANDdoesnotknowexactlywhenaridewillbeneeded,ANDthattimeisaftertheProgramCoordinatorwillhavecompletedworkfortheday,theProgramCoordinatorshould:1)phonethetaxiserviceandrequestarideunderOpenReturn,2)providetheemployeewiththetaxicompany’sphonenumber,3)informthedispatcherthattheemployeewillphoneassoonasthepick-uptimeisknown.Theemployeeshould:1)StatethattheProgramCoordinatorpreviouslyrequestedtherideunderOpenReturn,2)Phonethetaxicompanyassoonasthedesiredpick-uptimeisknowntoreducetheamountofwaitingtime.6
ATTACHMENT B
Guidelines for Determining Legitimacy of Service Request
CITY OF VANCOUVER’S Emergency Ride Home Program should be used in
the following situations to transport an employee from work to home or
another destination:
Employee’s or family member’s unexpected illness.1 .
Working late unexpectedly (employee learns that day he /she must work late
that day),such that the normal ride will not be available.Subsequent
overtime days known to the employee will not be eligible.
2 .
Missing the normal ride home for reasons outside the person’s control,e.g.,
carpool driver had an emergency,transit user missed the bus home,etc.
3.
Other emergency situations or unanticipated schedule changes which occur
during the workday.
4.
Note:Nonemergency side trips are not allowed .The Program Coordinator must
authorize emergency side trips in advance.
Program Limitations:Three (3)-trip limits per employee per year;a 50-mile trip
limitation one way (employee will pay the remainder of the fare after 50 miles).
Examples of circumstances in which Emergency Ride Home is not to be used
include:
Prescheduled doctor or other appointments.1.
Transporting employees who have incurred injuries or illness related to their
occupation when using an ambulance is appropriate.Taxis should never be
used in lieu of an ambulance and taxi service is not intended to replace an
employer’s legal responsibility under workers’compensation regulations.
2 .
Other situations in which,in the opinion of the Program Coordinator,
alternate transportation could have been arranged in advance.
3.
Transporting employees because of scheduled overtime.4 .
The Program Coordinator will have some power of discretion in this program.It
may occasionally be necessary for the Program Coordinator to judge whether a
unique situation constitutes a true emergency.Coordinators may contact Jan
Bowers,CITY OF VANCOUVER’S Emergency Ride Home Program representative ,
at (360)487-7733 weekdays between 8 a.m.and 5 p.m .for assistance in these
situations.
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