SR 09-23-2014 3FAgenda • item:
To: Mayor and City Council
From: Karen Ginsberg, Director of Community and Cultural Services
Subject: Award and Modify Agreement for Ride Attendant Services for Older Adults
and Persons with a Disability
Recommended ,Action
Staff recommends that the City Council:
1. Award federal New Freedom funds for "Door Through Door Ride Attendant Services"
to WISE & Healthy Aging, a California non - profit corporation; and
2. Authorize the City Manager to negotiate and execute a second modification to
Funding Agreement No. 9875 (CCS) in the amount of $146,544 for ride attendant and
outreach services, resulting in a three year agreement for a total amount not to exceed
$176,676.
Executive Summary
The City of Santa Monica submitted a successful grant application for Federal Transit
Administration (FTA) New Freedom funds available through the Los Angeles County
Metropolitan Transportation Authority (LACMTA) in 2012. Effective July 1, 2013 the City
entered into a Memorandum of Understanding (MOU) with the LACMTA to provide 36
months of Door Through Door attended ride services for older adults and persons with a
disability. In October 2013 the City procured services for Year 1 to be paid for with
federal New Freedom funds. Federal funds in the amount of $30,132 were awarded to
WISE & Healthy Aging and services began in February 2014 under Funding Agreement
No. 9875 (CCS). The current agreement expires on October 31, 2014. In April 2014 the
City procured for services for Years 2 and 3 to be paid for with federal new Freedom
funds. Staff recommends that Council award additional federal funds in the amount of
$146,544 to WISE & Healthy Aging and modify the existing agreement to extend the
term through Years 2 and 3 for a total amount of $176,676 in federal New Freedom
funds.
Background
On Aijq L'j_ 2012, staff presented Council with options for expanding access to
transportation for older adults and people with disabilities in Santa Monica. One of
1
those options was the expansion of the pilot Door Through Door attended ride program
operated by WISE & Healthy Aging in conjunction with the City's Dial -A -Ride Program.
Dial -A -Ride is a curb to curb program, but some people with mobility issues need
assistance from their door to the curb, and from the curb to the door of their destination.
At the April 2012 meeting, Council authorized staff to submit an application to the
LACMTA for FTA New Freedom funds to expand the Door Through Door Program. The
successful application secured federal funds in the amount of $469,971 over three
years to expand available hours for rider assistance, providing 7,800 one -way attended
rides.
The City entered into a MOU with LACMTA effective July 1, 2013. Per federal
procurement guidelines, in October 2013 the City issued a Request for Proposals for
ride attendant, outreach services, grant management and oversight for Year 1 only in
order to coordinate procurement with the Dial -A -Ride van services. One proposal was
received from WISE & Healthy Aging. On Februaw 1 1,_2014 Council awarded federal
New Freedom funds in the amount of $30,132 to implement ride attendant, outreach
services, grant management and oversight to WISE & Healthy Aging. Federally- funded
services began February 15, 2014 under Funding Agreement No. 9875 (CCS).
Discussion
The second contract modification and award of federal funds are necessary to continue
providing Door Through Door services for the full three -year term proposed in the
application for New Freedom funds outlined in the MOU between the City and the
LACMTA. The program is on -track to meet the goal of providing 1,800 rides in Year 1.
Federally- funded one -way trips provided from February 2014 through June 2014 total
744 attended rides. In Years 2 and 3, additional 0.5 FTE ride - attendant staffing provided
through this contract modification, as well as the procurement of an additional,
accessible van funded with New Freedom funds, is projected to provide 3,000 attended
rides annually.
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In the needs assessment process for the City's 2008 Evaklation or Serii,cr_? for Older
Adui s in Santa Allonk a, older adults identified a need for paratransit services enhanced
with ride - attendant services. According to the 2010 Census, 20% (17,851) of the City's
total population (89,736) is in the 50 to 64 "boomer" age range and 15% (13,416) is
aged 65 and older. Limited mobility and the development of multiple disabilities
correlate with increasing age. Sixty -two percent (62 %) or 4,228 of our seniors age 75
and older have at least one disability while 41% (2,811) have two disabilities. This is the
target population for the services provided through the second contract modification.
The added capacity to provide attended rides through the existing Dial -A -Ride program
will meet the needs of Santa Monica's older adults as they age in the community and
experience more mobility issues.
Vendor Selection
In April 2014, the City published a Request for Proposals (RFP) for ride attendant,
outreach services, grant management and oversight as proposed for Years 2 and 3 in
the application for New Freedom funds outlined in the MOU between the City and the
LACMTA. The RFP was posted the City's online bidding website, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal code provisions. There were over 400 vendors notified and 13 vendors
downloaded the RFP. One proposal was received by the deadline of May 15, 2014.
City staff reviewed the proposal based on price, experience, access, outreach and
compliance with federal requirements. Based on these criteria, WISE & Healthy Aging is
recommended as the best vendor to provide ride attendant, outreach services, grant
management and oversight in accordance with the MOU between the City and the
LACMTA.
Financial Impacts & Budget Actions
The contract modification to be awarded to WISE & Healthy Aging is $146,544, for an
amended contract total not to exceed $176,676. Funds in the amount of $42,315 are
included in the FY 2014 -15 budget in division 262; the contract will be charged to
K
account 202627.563160. Funds in the amount of $104,229 will be requested in the FY
2015 -17 biennial budget for account 202627.563160 and are contingent upon Council
approval and budget adoption.
Prepared by: Stacy Rowe, Senior Program Analyst
Approved: Forwarded to
0
Rod Gould
City Manager
Reference:
Modified Agreement No. 9875
(CCS)