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HomeMy WebLinkAbout2021-07-14 Commissioners of Trust Funds Minutes06Town of Reading REC-IVEU N F Meeting Minutes R E AN G. MA p � Jl��Mf4N� 2021 NOV 15 AM 8: 33 Board - Committee - Commission - Council: Commissioners of Trust Funds Date: 2021-07-14 Time: 6:30 PM Building: Reading Town Hall Address: 16 Lowell Street Purpose: Specific Business Location: Session: Open Session Version: Final Attendees: Members - Present: Neil Cohen, Mark Dockser, John Daly, Elizabeth Klepeis, and Endri Kume Members - Not Present: Others Present: Minutes Respectfully Submitted By: Endri Kume Topics of Discussion: Mr. Cohen called the meeting to order at 6:31 p.m. ♦ Open Session for topics not reasonably anticipated 48 hours in advance of the meeting. Mr. Dockser caution the Commissioners about exchanging emails related to general business that must be discussed in an open meeting. Discuss Alternative Transportation Services LLC Contract for the Reading Response Program Mr. Kume shared the draft contract that he had prepared based on the MassTran Contract. He went over all the proposed changes from the last meeting and present an updated draft. There was a person by the name "Maria Hill" in the waiting room that was trying to join the meeting. When asked by Mr. Cohen to identify who they were the person provided an inappropriate response and was removed out of the meeting. After 30 minutes discussions on the contract the final draft, exhibit 1, was finalized for a vote: On a motion by Ms Klepeis seconded by Mr. Daly, the contract as Presented was approved to be sent out to ATS as a counter offer by a vote of 5-0. Next meeting date. Once ATS response to the contract Mr. Kume will reach out to all the Commissioners to set up the next meeting date. On a motion by Ms Klepeis seconded by Mr. Daly, the Commissioners voted to adiourn its meeting at 7,07 p.m. by a vote of 5-0. Page I 1 Respectfully submitted, Secretary Exhibit 1 A contract between Alternative Transportation Systems, LLC and Town of Reading Trust Fund Commissioners "Reading Response Transportation Program" THIS AGREEMENT made on the day of 2021 by Town of Reading Trust Funds Commissioners ("Commissioners") and Alternative Transportation Systems, LLC ("ATS") 9 Dudley Ct. Arlington, MA 02476 (the "Contract"). WITNESSETH: that the Commissioners and ATS for the consideration hereinafter named, agree as follows: The Commissioners have chosen ATS to administer its Reading Response Transportation Program for a three-year period, starting , 2021. REQUIREMENTS: The Commissioners require that ATS complies with the following: Coordinate transportation with Reading Division of Elder/Human Services (i.e., the Division will determine the eligibility of clients, ATS will schedule appointments). • Be available to take clients to and from medical appointments to the communities stated in this Contract between 9:00 a.m. and 4:00 p.m. Monday through Friday. Be able to make at least 140 trips per month for Reading Response Program. Be understanding of the elderly and/or ill clients and maintain the confidentiality of clients. Have been in business for three years or more. Provide a cellphone that includes a GPS app to communicate between drivers and the Division of Elder/Human Services. Demonstrated ability to comply with CDC, State, and local Covid-19 safety protocols. • Proof of satisfactory liability insurance. Provide evidence that taxes have been paid. • Ensure that all drivers will be: Background checked for criminal records (CORI) and CPR/First Aid Certified SORI Checked through RMV for driving record Passenger assistance and sensitivity training certified Subject to a pre-employment DOT physical exam e Mass Port Badged - TSA Subject to pre-employment drug and alcohol screening and become part of a random screening pool thereafter ATS will provide ambulatory and/or wheelchair accessible vehicle transportation based on 48-hour advanced reservations by clients previously approved as eligible by the Division of Elder Services of the Town of Reading. It is understood and agreed that ATS employs persons skilled in the disciplines necessary to perform the work agreed to be performed by it under this Agreement and that the Commissioners rely upon the skill of such employees to do and perform the work in a skillful manner and that ATS thus agrees to perform such work. Acceptance by the Commissioners of the work performed does not operate as a release of ATS from its Page 1 2 responsibility. It is further understood and agreed that ATS's responsibility shall extend to all work and services required to be performed under this Contract. It is further understood and agreed that ATS is an independent contractor, and neither it nor its employees are considered to be employees of the Commissioners or the Town of Reading. FEE SCHEDULE The Fee Schedule agreed upon is as follows: Zone 1: Burlington, Danvers, Lynn, Lynnfield, Melrose, North Reading, Peabody, Reading, Stoneham, Wakefield, Wilmington, Winchester, and Woburn. Zone 2: Andover, Arlington, Bedford, Beverly, Billerica, Boston, Brighton, Brookline, Cambridge, Charlestown, Chelsea, Everett, Jamaica Plain, Lexington, Malden, Medford, Methuen, North Andover, Revere, Roxbury, Salem, Saugus, Somerville, and Tewksbury. Zone 3: Belmont, Chestnut Hill, Newton, West Roxbury, Waltham, and Wellesley. Zone Ambulator Wheel Chair 1 1$21.50 $52.80 2 1$26.25 $56.75 3 1 $38.40 $60.10 Operator assistant help with reservation will be charged an additional 10% to trip cost as follows: Zone Ambulato Wheel Chair 11 $23.65 1 $58.08 2 1 $28.88 $62.42 3 1 $42.24 $66.11 ATS will receive a $65 fee/hour for a Driver who must wait for a passenger. If a passenger is late or delayed for a pick-up, the first 10 minutes of waiting time will not be charged. Thereafter, ATS will charge for a minimum of one-half hour of time. Additionally, if a Driver is asked to wait for a passenger on drop off to provide a return trip, the waiting time charge will begin immediately from the start of the wait time, at the same rate and with the same one-half hour minimum. The Commission and ATS agree to negotiate changes in the communities approved for service. Trips Cancelled less than 24 hours in advance are 100% billable. Contract Term: The term of this Contract is for three years starting on the date that this Contract is executed. The Commissioners agree to reopen the Contract yearly on July 161 should an adjustment in rates be needed due to unreasonable increases in fuel costs or other factors agreed to by both parties. The Commissioners reserve the right to terminate this Contract for convenience. Payment Terms: Payment will be made to ATS within 30 days of receipt of a monthly -itemized bill submitted to the Division of Elder Services, Reading Response Transportation Program, 16 Lowell Street, Town of Reading, Reading, MA 01867. Page 1 3 Funding Source Disclosure The Reading Response Program is funded by the Town of Reading's Hospital Trust Funds, as allowed in the judgment approved by the Massachusetts Probate Court on March 11th, 1988, whereby the terms of the wills of those donating the Hospital Trust Funds were modified under the doctrine of cy pres. This judgment authorizes the Commissioners to use the annual income derived from the Hospital Trust Funds to defray the expenses of needy citizens of the Town of Reading for the provision of in- home health care, for transportation to hospitals, or other approved medical centers or facilities, or for the provision of such other medically -related services as may be authorized by the Commissioners, notwithstanding the provisions of the wills of George H. Grouard, Harriet Foster, or Gilman Parker to the contrary. CONTRACT DOCUMENTS AND INTERPRETATION This Agreement forms the entire Contract between the parties and shall be governed by the laws of the Commonwealth of Massachusetts. It is agreed that the Commissioners will be solely responsible for the payment of all work performed. Trips will be reserved at least 48 hours in advance, and no trips will be booked on weekends, state or federal holidays. Neither the Commissioners nor ATS shall assign, sublet or transfer any interest in this Contract without the prior written consent of the other. Amendments to this Contract will be valid only if they are in writing and signed by the parties. li;,Y111:7cCC1 ATS shall file a certificate of insurance for the following line of coverage at prescribed limits with the Commissioners, and naming the Commissioners and the Town of Reading as additional insureds. Further, this Certificate will be filed within seven (7) days of award and acceptance of this Contract and prior to the commencement of actual services provided by the contractor. Automobile Liability $1.5 million per accident The Commissioners reserve the right to examine the policies when issued. HOLD HARMLESS CLAUSE ATS shall indemnify, defend and save harmless the Town of Reading, the Commissioners, and all of its officers, agents, and employees against all suits, claims of liability of every nature and name, for or on account of any injuries to persons or damage to property arising out of any negligence on the part of ATS in the performance of the work covered by this Contract, and/or failure to comply with the terms and conditions of this Contract, whether by itself or its employee, sub -consultants or sub -contractors, or other agents, including reasonable attorneys' fees. NON -COLLUSION Page 14 ATS declares that, as of the date of this Contract, no Town official or employee or member of the Commissioners, either directly or indirectly, has a financial interest in this Agreement, and furthermore, ATS pledges that it shall notify the Commissioners in writing should any Town official or member of the Commissioners acquire, either directly or indirectly, a financial interest in this Agreement. ATS further declares that, as of the date of this Agreement, it has not given or donated or promised to donate, either directly or indirectly, to any Town official or employee, member of the Commissioners, or to anyone else, for his/her benefit, any sum of money or another thing of value for aid or assistance in obtaining this Contract. ATS pledges that neither it nor any of its officers, agents or employees shall give or donate or promise to give or donate, either directly or indirectly, to any Commissioner, Town official or employee or to anyone else, for his/her benefit, anything of value, for aid or assistance in obtaining any Contract with the Town or Commissioners. TAX CERTIFICATION CLAUSE Pursuant to M.G.L. c. 62C, § 49A, ATS certifies under the penalties of perjury that, to the best knowledge and belief of undersigned Officer, ATS has filed all state tax returns, and paid all state taxes, reported all employees and contractors, and withheld and remitted state and federal taxes and child support, all as required by Federal and State statute. IN WITNESS WHEREOF, we have caused these presents to be executed respectively by all hereunto duly authorized, the day and year first above written. Alternative Transportation Systems LLC Town of Reading Trust Fund Commissioners Vice Chairman Page 1 5