HomeMy WebLinkAbout20212704.tiffCon f voc- I p - C,I -7
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: August 2, 2022
Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Amendment Agreement with EverDriven
Technologies, LLC, formerly known as ALC
Schools, LLC, a disregarded entity of Alternative
Logistics Technologies Holdings, Inc_
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Amendment Agreement with EverDriven
Technologies, LLC, formerly known as ALC Schools, LLC, a disregarded entity of
Alternative Logistics Technologies Holdings, Inc. Last year, the Department entered into an
Agreement with this provider for alternative school transportation solutions for foster youth. This
Agreement is known to the Board as Tyler ID 2021-2704. The Department wishes to extend this
contract for an additional year and to update the Amendment 1, Fees for Services. The new term
dates will by August 11, 2022 through August 10, 2023. The new fees are noted in the table
below.
{
y qg y�
2021-22
0 es, 1
Difference
:a .r%�Fd��7"�u�H7�
fuaianeiniinazin1nsieiunare
•.... •-III �.
�•
,�
',1...
-._ III
L'''
Pass -Around Memorandum; August 2, 2022 — CMS ID 6178 Page I
Rnd
/
gam �
PRIVILEGED AND CONFIDENTIAL
I do not recommend a Work Session. I recommend approval of this Amendment and authorize
the Chair to sign.
Approve Schedule
Recommendation Work Session Other/Comments:
Perry L. Buck fP
Mike Freeman, Pro -Tom
Scott K. James, Chair
Steve Moreno ________
Lori Saine
Pass -Around Memorandum; August 2, 2022 — CMS ID 6178 Page 2
AGREEMENT AMENDMENT BETWEEN
THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES
AND EVERDRIVEN TECHNOLOGIES, LLC,
FORMERLY KNOWN AS ALC SCHOOLS, LLC,
A DISREGARDED ENTITY OF ALTERNATIVE LOGISTICS TECHNOLOGIES HOLDINGS, INC.
This Agreement Amendment, made and entered into day of U4 2022 by and between the Board
of Weld County Commissioners, on behalf of the Weld County Department of Human S rvices, hereinafter referred to as the
"Department", and EverDriven Technologies, LLC, formerly known as ALC Schools, LLC, a disregarded entity of Alternative
Logistics Technologies Holdings, Inc. hereinafter referred to as the "Contractor".
WHEREAS the parties entered into an Agreement for Alternative Transportation Solutions, (the "Original Agreement")
identified by the Weld County Clerk to the Board of County Commissioners as document No. 2021-2704, approved on September
15, 2021.
WHEREAS the parties hereby agree to amend the term of the Original Agreement in accordance with the terms of the
Original Agreement and any previously adopted amendment, which is incorporated by reference herein, as well as the terms
provided herein.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows:
• The Original Agreement will end on August 10. 2022.
• These Amendments, together with the Original Agreement, constitutes the entire understanding between the parties.
The following additional changes are hereby made to the current Agreement:
1. Term
This agreement is being renewed for an additional one-year term, for the period of August 11, 2022 through August 10,
2023.
2. Attachment 1, Fees for Service, is hereby amended as attached.
• All other terms and conditions of the Original Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above
written.
COUNT'_
ATTEST ® BOARD OF COUNTY COMMISSIONERS
flerk to the Bo WELD UNTY, COLORADO
BY:
Deputy Cler to th Bo o . James, Chair
AUG 082022
TRACTOR
erDriven Technologies, LLC., formerly known as ALC Schools,
LLC., a disregarded entity of Alternative Logistics Technologies
Holdings, Inc.
5680 Greenwood Plaza Blvd., Suite 550S
Greenwood Village, CO 80111
By:
Mega arey, Chie evelopment Officer
Date: 8/1/2022
ATTACHMENT 1 - Fees for Service
The Contractor will transport students with no restriction on age. The Contractor will charge the District a $75 per trip
fee, which includes the first twelve (12) miles and up to five (5) students. Vehicle capacity is determined by student
requirements and vehicle availability. An additional $2.50 per mile will be charged for any trip longer than 12 miles.
The pricing matrix below outlines all associated fees:
d1i'itciin
Trip Fee (includes first 12 miles)
p44
$75.00
Per Mile Fee (after the first 12 miles)
$2.50
Additional Fees (as needed/requested):
Wheelchair Fee (per student)
$35.00
Car Seat/Safety Vest Fee (per student)
$5.00
Wait Time Fee (per hour, billed in 15 min.
increments)
$60.00
Monitor Fee (per hour, 2 -hour minimum)
$35.00
No Show or Late Cancel
Full Price of Trip
Definitions:
Trip: A trip is defined as a one-way transportation event with a student or monitor continually on board. Examples
include:
• Home to School:
o Student 1: Pick-up, Student 2: Pick -Up
■ Both Student 1 & 2 dropped off at School A
o Student 1: Pick-up, Student 2: Pick-up
■ Student 1 dropped off at School A
■ Student 2 dropped off at School B
• School to Home:
o Student 1: Pick-up, Student 2: Pick -Up
■ Both Student 1 & 2 dropped off at Home A
o Student 1: Pick-up, Student 2: Pick-up
■ Student 1 dropped off at Home A
■ Student 2 dropped off at Home B
The total number of trips a District is charged for is arrived at by adding together each one-way trip. The District will only
be charged for miles incurred while a student or Monitor is onboard the vehicle. When no student or Monitor is onboard
the vehicle, no mileage charges will be incurred.
Additional Fees: Additional fees are only incurred per the request of the District to provide additional services. They can
include, but are not limited to:
• Wheelchair Fee: A per student/per trip fee for students requiring a wheelchair vehicle
• Car Seat/Safety A per student/per trip fee for students requiring a car seat/safety vest
Vest Fee:
• Wait Time Fee: Only incurred when authorized by the District to wait for a student.
Billed on an hourly basis in 15 minute increments.
• Monitor Fee: Only incurred when the District requests that the Contractor provide a
student Monitor for the trip. School Districts usually provide the
student's Monitor. When the District provides the Monitor, they are not
charged a "Monitor Fee." The mileage incurred while a Monitor
(whether provided by the Contractor or the District) is onboard the
vehicle without a student (transporting the Monitor to and from their
pick-up location) is considered part of the overall route mileage and will
be billed accordingly.
1. Mileage Charges
Mileage charges are based on driving distance calculations from a third party provider (e.g. Google, MapQuest,
Bing, ESRI). The calculations are based on fastest route, and the total is rounded up to the next whole mile.
Contractor shall be responsible for plotting the routes collectively, and individually using Contractor's
proprietary School Dispatch Software.
Under no circumstances will the District be required to pay for mileage to a pick up or destination other than
those authorized by the District.
2, Fuel Surcharges
When the average gasoline price exceeds $5.00 per gallon, the mileage rate will be increased by calculating 30%
of the price of gasoline that exceeds $5.00 and adding it to the base mileage rate. Thus, if the price of gasoline,
according to the gasoline price index, is $5.20, the increase would be 30% of 20 cents, or 6 cents. The gasoline
price index to be used shall be found under the category of "[Your Specific State or Region[ U.S. Regular Gasoline
Prices* (dollars per gallon)" on the following website:
http://www.eia.doe.gov/oil gas/petroleum/data publications/wrgp/mogas home page.html
3. Invoicing
The invoice shall contain this level of detail and additionally will separate the charges by route showing number
of days and total cost. A No Show Report will also be provided with the invoice showing the students who were
not transported each day of the billing period. In the event of a No Show, the trip will be billed at the normal
rate. The Contractor requires 24 hour notice to remove a student from the route.
4. When Routes Change or Students are Added or Removed
When it becomes necessary to change a route for any reason, including adding or removing students, Contractor
shall plot the revised or new route using Contractor's School Dispatch Software as described above in the most
efficient manner based on the information known to Contractor at that time.
Routes will be optimized from time to time as deemed necessary by Contractor or requested by the District.
Routes will not be optimized more than once in a month.
If the District adds a Student to be transported, that Student may be individually transported until routes are
optimized.
5. Service Location
Contractor partners with five (5) different school districts in Weld County and over 30 throughout Colorado.
Contractor does not have a distance cap or range limit. In the event that the Contractor could not accommodate
a trip due to location, Contractor will notify the District before servicing the trip.
New Contract Request
Entity Information
Entity Name* Entity ID*
ALTERNATIVE LOGISTICS 5'35044424
TECHNOLOGIES HOLDINGS INC
❑ New Entity?
Contract Name* Contract ID Parent Contract ID
ALTERNATIVE LOGISTICS TECHNOLOGIES HOLDINGS INC 6178 20212704
(AMENDMENT 1 )
Contract Lead * Requires Board Approval
Contract Status APEGG YES
CTS REVIEW
Contract Lead Email Department Project #
apeggeldgec: cam; cobhx
xlWeldgov.com
Contract Description*
CONSENT: TRANSPORTATION AGREEMENT RENEWAL. ESTENDTING TERMS AUGUST 11, 2022 THROUGH AUGUST 10, 2023,
UPDATING RATES
Contract Description 2
PA IS BEING ROUTED THROUGH THE NORMAL PROCESS, ETA TO CTR: 5:422,
Contract Type r
Department ent
Requested BOCC Agenda Due Date
AMENDMENT
HUMAN SERVICES
Date* SW0h2022
0870:2522
Amount*
Department Email
80.00
CM-
Will a work session with i3QCC be required`*
HurnanSes"uieesi2Weldgoc.co
NO
Renewable*
NO
Does Contract require Purchasing Dept. to be included?
Department Head Email
Automatic Renewal
C 1 -Huts anServices-
OeptHeadW,s'altfgov.cor
�.+{y�
Grant
County Attorney
GENERAL COUNTY
IGA
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORSEY2AEELDG
O. C.OM
If this is a renewal enter previous Contract ID
If this is part of a MAW enter MSA Contract ID
Note_ the Precious Contract Number and Master Services Agreement Number should be left blank if these contracts are not in
OstRase
Contract Dates
Effective Date Review Date* Renewal Date
(,09'2023
Termination Notice Period Committed Delivery Date Expiration Date �*
281102023
Contact Information
Contact Info
Contact Name Contact Type tact Email
Purchasing
Purchasing r
CONSENT
Approval Process
Department Head
JAMIE ULRtCH
DH Approved Date
08.'02,?2322
Final Approval
110CC Approved
tl0CC Signed Date
110CC Agenda to
0811 8 2022
Originator
APECO
Contact Phone I Contact Phone 2
Purchasing Approved Date
08 2t2 }.2
Finance Approver Legal Counsel
CI NENT CONSENT
Finance Approved Date Legal Counsel Approved Date
08,12`2122 08'12;2 2�
Tyler Ref
AC 08 {1822
RESOLUTION
RE: APPROVE AGREEMENT FOR PROVISION OF ALTERNATIVE TRANSPORTATION
SOLUTIONS AND AUTHORIZE CHAIR TO SIGN - ALC SCHOOLS, LLC
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Agreement for the Provision of
Alternative Transportation Solutions between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, on behalf of the Department of
Human Services, and ALC Schools, LLC, commencing August 11, 2021, and ending
August 10, 2022, with further terms and conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Agreement for the Provision of Alternative Transportation
Solutions between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Human Services, and
ALC Schools, LLC, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 15th day of September, A.D., 2021, nunc pro tunc August 11, 2021.
ATTEST: j..d ►l W...x.uo•cl
Weld County Clerk to the Board
APP
Deputy Clerk to the Board
unty Attorney
Date of signature:
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Stein Moreno- Chair
Perry L. I
iae rreeman
Lori Sai
, Pro -T
CC.HSD
09/23/21
2021-2704
HR0093
PRIVILEGED AND CONFIDENTIAL
DATE: August 31, 2021
TO: Board of County Commissioners -- Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Transportation Agreement with Alternative
Logistics Technologies Holdings, Inc DBA ALC
Schools, LLC
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Transportation Agreement with Alternative
Logistics Technologies Holdings, Inc DBA ALC Schools, LLC. The Department is requesting to enter
into an Agreement for the provision of alternative transportation solutions with ALC Schools, LLC.
School Districts throughout the County utilize ALC Schools, LLC for transporting students. The County
will use this service to transport foster youth in a safe manner, to and from school. By removing
transportation as a barrier, this service will help reduce school placement changes, chronic absenteeism,
and tardiness. Funding for this service will be paid through Every Student Succeeds Act (ESSA).
Trip Fee (includes first 12 miles)
$65.00
Per Mile Fee (after the first 12 miles)
$2.50
Additional F (as used .
Wheelchair Fee (per student)
$25.00
Car Seat/Safety Vest Fee (per student)
$5.00
Wait Time Fee (per hour, billed in 15 min. increments)
$60.00
Monitor Fee (per hour, 2 -hour minimum)
$25.00
No Show or Late Cancel
Full Price of Trip
Legal (G. Kalousek) has reviewed and approved the Agreement.
Pass -Around Memorandum; August 31, 2021 — ID 5230 Page 1
PRIVILEGED AND CONFIDENTIAL
I do not recommend a Work Session. I recommend approval of this Transportation Agreement.
Approve Schedule
Recommendation Work Session
Perry L. Buck
Mike Freeman
Scott K. James, Pro -Tern
Steve Moreno, Chair
Lori Saine
Other/Com ments:
Pass -Around Memorandum; August 31, 2021 — ID 5230 Page 2
CorrlvCtc+
AGREEMENT FOR THE PROVISION OF
ALTERNATIVE TRANSPORTATION SOLUTIONS
THIS AGREEMENT ("Agreement") is entered into as ofJep+. i 5, G*& I, between ALC Schools, LLC.
("Contractor") and Weld County Human Services (the "District"), with the following facts:
A. Certain student(s) of the District require transportation to and from school and/or other
transportation services as requested by the District.
B. Contractor will coordinate such transportation services. The District will reimburse
Contractor for the provision of these services in accordance with the terms and
provisions of this Agreement.
NOW THEREFORE, for a valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, the parties agree as follows:
1. Contractor Services
District may request, from time to time, that Contractor coordinate transportation services,
which Contractor may agree to coordinate. To the extent accepted by Contractor, Contractor
agrees to coordinate such transportation services and District agrees to pay Contractor in
accordance with the provisions of this Agreement. Contractor's coordination of such
transportation services pursuant to this Agreement are sometimes referred to herein as the
"Services."
In operating under this Agreement, the District will purchase services from the Contractor
through the Contractor's agreement with OMNIA Partners (formerly National IPA), Contract
No. R190401, the provisions of which, while not attached hereto, are nonetheless incorporated
herein by this reference, and in accordance with the pricing set forth in Attachment 1 of this
Agreement, which is attached hereto and incorporated herein by this reference.
2. Term
The initial term of this Agreement shall commence on 08/11/2021 and end on
8/10/2022. Either party can terminate with or without cause at any time with thirty (30) days
prior written notice. At the end of the initial term, this Agreement may be renewed for
successive twelve (12) month periods (each a "Renewal Term") on the same terms and
conditions upon written agreement of both parties.
3. Fees for Service
Contractor shall be paid the agreed sum based on fees outlined on Attachment 1, which is
attached hereto and incorporated herein by this reference. Contractor shall invoice the District
for the provision of the Services on a weekly basis and shall be paid within thirty (30) days after
the District's receipt of Contractor's invoice for the provision of the Services for the relevant
week.
1
V021121I OMNIA Partners I Weld County Human Services I Date 08/13/2021
4. Adjustment of Rates
The rates established in this Agreement shall be subject to adjustment once each year. Rate
change notification shall be provided in writing to the District by written amendment to this
Agreement.
Force Majeure
Neither the Contractor nor the District shall be liable for any delay in, or failure of performance
of, any covenant or promise contained in this Agreement, nor shall any delay or failure
constitute default or give rise to any liability for damages if, and only to extent that, such delay
or failure is caused by "force majeure." As used in this Agreement, "force majeure" means acts
of God, acts of the public enemy, unusually severe weather, fires, floods, epidemics,
quarantines, strikes, labor disputes and freight embargoes, to the extent such events were not
the result of, or were not aggravated by, the acts or omissions of the non -performing or
delayed party.
6. Vehicles
As part of its Services and for the compensation set forth in this Agreement, Contractor agrees
to coordinate the supply of such vehicles (the "Vehicles") as may be necessary to lawfully
address the transportation requirements of the District. The District requires that all such
Vehicles shall fully comply with all applicable laws and regulations. Contractor shall be solely
responsible for the management and logistical support necessary to coordinate all Vehicles
used in transporting students.
7. Contractor Personnel and Subcontracted Service Providers
As part of its Services and for the compensation set forth in this Agreement, Contractor shall
provide qualified and properly licensed personnel as required by laws and regulations and as
deemed appropriate by Contractor to coordinate the Services. While Contractor may
subcontract with service providers who will supply drivers ("subcontracted drivers") to provide
student transportation services for the District, Contractor shall at all times remain responsible
for the coordination of the Services under this Agreement. Contractor expressly represents and
warrants to the District that it will only utilize subcontracted drivers that have obtained the
necessary training and are properly licensed to perform the Services.
8. Contractor Insurance
Contractor shall obtain and maintain in full force and effect during the term of this Agreement,
and at no cost to District, general liability and automobile (common carrier) insurance issued by
insurance companies authorized to do business in the state with minimum limits of One Million
Dollars ($1,000,000), Combined Single Limit. The District shall be named as an additional
insured of the policy or policies and shall be furnished with a certificate of insurance (COI). The
District shall be notified at least thirty (30) days prior to cancellation of any such policy or
policies (except 10 days for non-payment of premium).
2
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
9. Background Checks
Because Contractor will be providing transportation services for school children, it is a
requirement of Contractor's insurance that Contractor require and Contractor shall require
each Contractor personnel or subcontracted driver in a position requiring contact with students
to undergo a background check verifying no prior convictions for or pleas of nolo contendere to
a felony or misdemeanor offense involving moral turpitude, including any sexual offense
involving a child.
10. Health and Safety (Tuberculosis Testing)
To the extent required under applicable law, rule or regulation applicable to the provision of
Services and to the transportation services being provided by subcontracted drivers, Contractor
shall require each Contractor personnel or subcontracted driver who may come in contact with
student(s) to provide verification of having been tested for tuberculosis (TB) and cleared to
work with students, as evidenced by a state licensed medical doctor's signature. As a service to
District, Contractor will maintain a copy of said verifications.
11. Drug and Alcohol Testing
Contractor only contracts with transportation service providers who enroll their drivers in a
drug and alcohol testing consortium that provide for pre -employment testing, as well as
random, reasonable suspicion and post -accident drug and alcohol testing. Each consortium
reports to Contractor when a driver tests positive for a prohibited substance as well as when a
driver is enrolled and removed from the consortium pool.
12. Assignment of Contractor's Rights
Except as it relates to the entering into subcontracts as referred to in Section 5 of this
Agreement, Contractor shall have no right to assign its rights or obligations under this
Agreement; provided, however, Contractor shall have the right to assign this Agreement as part
of a transaction wherein it transfers substantially all of its assets.
13. Indemnity of the District
Contractor hereby agrees to indemnify and hold the District, its Board Members, employees,
agents, officers and assigns, free and harmless from and against all claims, causes of action,
liabilities, damages, expenses and costs (including, but not limited to, attorney fees and court
costs) arising out of (a) any injury to any person or property sustained by the District and/or
Contractor and/or any student(s), in connection with the negligent provision of the Services
that are to be provided by its subcontracted service provider or the subcontracted drivers
pursuant to this Agreement, and (b) any injury to any person or property sustained by any
person or entity which is caused or alleged to be caused by any act, neglect, fault or omission
on the part of Contractor or its agents, affiliates and subcontracted service providers or
subcontracted drivers in connection with the provision of the Services, whether or not said
injury or damage occurs on or off District property.
14. Independent Contractor
In providing the management and logistical support necessary to coordinate the Services,
Contractor shall be and act as an independent contractor in all respects and shall not, for any
3
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
purpose hereunder, be or act as an employee or agent of the District. Nothing contained in
this Agreement shall be deemed to create a partnership or joint venture between either of the
parties to this Agreement with each other. Contractor understands and agrees that as an
independent contractor, it will not be eligible to participate in any benefits or privileges given or
extended by the District to its employees. Contractor shall be solely responsible for the
payment when due to appropriate taxing authorities of all federal and state income taxes and
related obligations of any nature whatsoever on any consideration paid pursuant to this
Agreement, as well as any interest, penalties or other sums due thereon and shall indemnify,
and hold the District, its Board Members, Officers, employees and agents free and harmless
therefrom.
15. Notices
All notices or other communication required or permitted hereunder shall be in writing, and
shall be personally delivered (including by means of professional messenger service) or sent by
registered or certified mail, postage prepaid, return receipt requested, or by facsimile or email
transmission followed by delivery of a "hard" copy, and shall be deemed received upon the
date of receipt thereof.
To District: Weld County Human Services
Heather Walker
Child Welfare Director
Phone: 970-400-6218
Email: walkerhd@weldgov.com
To Contractor: Megan Carey, Chief Development Officer
ALC Schools, LLC.
1211 Puerta Del Sol, Suite 200
San Clemente, CA 92673
Phone: 877-225-7750; Fax: 888-252-4342
Email: alc@alcschools.com
Notice of change of address shall be given by written notice in the manner detailed in this
paragraph.
16. Entire Agreement
This Agreement, and Attachments 1-6 which are incorporated herein by this reference, and if
applicable the attached proposal, constitutes the entire Agreement between the parties with
respect to the provision of the Service and may not be amended except by a writing signed by
each of the parties.
17. Waivers
The waiver by either party of a breach or violation of any provisions of this Agreement shall not
operate as, or be construed to be, a waiver of any subsequent breach of this Agreement.
4
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
18. Severability
In the event any of the provisions, or portions, or portions thereof, of this Agreement is held to
be unenforceable or invalid, by any court of competent jurisdiction, the validity and
enforceability of the remaining provision or portion of it shall not be affected.
19. Further Acts
Each party shall perform any further acts and sign and deliver any further documents that are
reasonably necessary to carry out the provisions of this Agreement.
20. Counterparts
This Agreement may be executed in counterparts, each of which will be deemed an original, but
all of which together will constitute one and the same instrument. Executed counterparts of
this Agreement may be delivered by facsimile transmission or by delivery of a scanned
counterpart in portable document format (PDF) by e-mail, in either case with delivery
confirmed. On such confirmed delivery, facsimile or PDF signatures shall be deemed to have the
same force and effect as if the manually signed counterpart had been delivered to the other
party in person.
21. Governmental Immunity. No term or condition of this contract shall be construed or
interpreted as a waiver, express or implied, of any of the immunities, rights, benefits,
protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et
seq., as applicable now or hereafter amended.
DISTRICT
ATTEST
Weld Count Jerk to the Boa
By:
Deputy Cler to th Bc
CONTRACTOR
By: Megan Carey
Title: Chief Develop nt Officer
Signed: fi/t5fti,L
/
Date: 8/3.12021
OARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Moreno, Chair
SEP 1 5 2021
5 U
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021 p'�Oo2� /
ATTACHMENT 1- Fees for Service
The Contractor will transport students with no restriction on age. The Contractor will charge the
District a $65 per trip fee, which includes the first twelve (12) miles and up to five (5) students. Vehicle
capacity is determined by student requirements and vehicle availability. An additional $2.50 per mile
will be charged for any trip longer than 12 miles.
The pricing matrix below outlines all associated fees:
IIiiiRiii
Trip Fee (includes first 12 miles)
$65.00
Per Mile Fee (after the first 12 miles)
$2.50
Additional Fees (as needed/requested):
Wheelchair Fee (per student)
$25.00
Car Seat/Safety Vest Fee (per student)
$5.00
Wait Time Fee (per hour, billed in 15 min. increments)
$60.00
Monitor Fee (perhour,2-hour minimum)
$25.00
No Show or Late Cancel
Full Price of Trip
Definitions:
Trip: A trip is defined as a one-way transportation event with a student or monitor continually on
board. Examples include:
■ Home to School:
o Student 1: Pick-up, Student 2: Pick -Up
■ Both Student 1 & 2 dropped off at School A
o Student 1: Pick-up, Student 2: Pick-up
■ Student 1 dropped off at School A
■ Student 2 dropped off at School B
• School to Home:
o Student 1: Pick-up, Student 2: Pick -Up
■ Both Student 1 & 2 dropped off at Home A
o Student 1: Pick-up, Student 2: Pick-up
■ Student 1 dropped off at Home A
■ Student 2 dropped off at Home B
The total number of trips a District is charged for is arrived at by adding together each one-way trip.
The District will only be charged for miles incurred while a student or Monitor is onboard the vehicle.
When no student or Monitor is onboard the vehicle, no mileage charges will be incurred.
6
V021121 I OMNIA Partners I Weld County Human Services I Date 08/13/2021
Additional Fees: Additional fees are only incurred per the request of the District to provide additional
services. They can include, but are not limited to:
• Wheelchair Fee: A per student/per trip fee for students requiring a wheelchair
vehicle
• Car Seat/Safety A per student/per trip fee for students requiring a car seat/safety
Vest Fee: vest
• Wait Time Fee: Only incurred when authorized by the District to wait for a
student. Billed on an hourly basis in 15 minute increments.
• Monitor Fee: Only incurred when the District requests that the Contractor
provide a student Monitor for the trip. School Districts usually
provide the student's Monitor. When the District provides the
Monitor, they are not charged a "Monitor Fee." The mileage
incurred while a Monitor (whether provided by the Contractor or
the District) is onboard the vehicle without a student (transporting
the Monitor to and from their pick-up location) is considered part
of the overall route mileage and will be billed accordingly.
Mileage Charges
Mileage charges are based on driving distance calculations from a third party provider (e.g. Google,
MapQuest, Bing, ESRI). The calculations are based on fastest route, and the total is rounded up to
the next whole mile. Contractor shall be responsible for plotting the routes collectively, and
individually using Contractor's proprietary School Dispatch Software.
Under no circumstances will the District be required to pay for mileage to a pick up or destination
other than those authorized by the District.
2. Fuel Surcharges
When the average gasoline price exceeds $5.00 per gallon, the mileage rate will be increased by
calculating 30% of the price of gasoline that exceeds $5.00 and adding it to the base mileage rate.
Thus, if the price of gasoline, according to the gasoline price index, is $5.20, the increase would be
30% of 20 cents, or 6 cents. The gasoline price index to be used shall be found under the category of
"[Your Specific State or Region] U.S. Regular Gasoline Prices* (dollars per gallon)" on the following
website:
http://www.eia.doe.gov/oil gas/[petroleum/data publications/wren/mogas home page.html
3. Invoicing
The invoice shall contain this level of detail and additionally will separate the charges by route
showing number of days and total cost. A No Show Report will also be provided with the invoice
showing the students who were not transported each day of the billing period. In the event of a No
Show, the trip will be billed at the normal rate. The Contractor requires 24 hour notice to remove a
student from the route.
7
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
4. When Routes Change or Students are Added or Removed
When it becomes necessary to change a route for any reason, including adding or removing
students, Contractor shall plot the revised or new route using Contractor's School Dispatch
Software as described above in the most efficient manner based on the information known to
Contractor at that time.
Routes will be optimized from time to time as deemed necessary by Contractor or requested by the
District. Routes will not be optimized more than once in a month.
If the District adds a Student to be transported, that Student may be individually transported until
routes are optimized.
5. Service Location
Contractor partners with five (5) different school districts in Weld County and over 30
throughout Colorado. Contractor does not have a distance cap or range limit. In the event that
the Contractor could not accommodate a trip due to location, Contractor will notify the District
before servicing the trip.
8
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
ATTACHMENT 2— The District agrees that the following policies shall be
followed related to Student No -Shows and Late Canceled trips for trips
serviced by the Contractor
No -Shows & Late Cancels
A No -Show occurs when no previous notice is provided to the Contractor by the District/guardian that
a student will not be transported and a driver attempts to pick-up a student but the student is not
there or is not ready. A Late Cancel occurs when less than 2 -hour notice is provided to the Contractor
by the District/guardian that a student will not need transportation.
Trips where a No -Show or Late Cancel occurs are billed at full trip charge.
Possible District Protocols for No -Shows:
If the driver attempts to pick-up a student on a scheduled trip in the AM but the student is not there or
not ready, then the following scenarios could apply (as determined by the District):
1. Single Rider Trips
a. If an AM single rider No -Show occurs, the District will be billed for the AM trip and
the afternoon trip will remain scheduled unless the Contractor is notified by the
parent or the District to cancel the trip.
i. The District may set up a protocol to automatically cancel afternoon trips in
the event of an AM Single Rider No -Show
If the afternoon trip is cancelled within 2 hours of the scheduled pick up time, the
District will not be billed for the afternoon trip.
2. Multiple Rider Trips
a. The afternoon trip always remains scheduled.
No -Show Reports
Each morning an email is sent from the Contractor's School Dispatch team to the District. This email is
sent by 11 AM and alerts the District of the following circumstances:
• Which students were no-shows that morning
• How many consecutive days/trips they have been a no-show
The daily No -Show Report provides the District time to inform the Contractor's School Dispatch if one
of the students on the No -Show Report is attending school that day and will still need a ride home in
the PM.
The District is responsible for alerting the Contractor of any change requests based on the data
provided in the No -Show Report, such as removing a student from a route due to multiple no-shows.
Student Removal / Student Cancellation:
9
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
Permanent Removal of Student from Route:
Permanent removal of a student from a route requires District notification/approval
• The District sends an email stating that a student needs to be removed from a route until
further notice.
Impact:
Once the student is removed from the route, the student's spot is now gone and may be replaced with
a different student, if available, to consolidate routes. If the student was the only one on that route,
the route will be removed entirely and the driver then becomes available to service other routes.
Billing:
Will only be affected if:
• Trip is above the minimum and there is a reduction in the mileage as a result of removing the
student.
The student was the only one on the route, therefore the route is cancelled.
Cancellations/Temporary Removal:
Cancellation of a student from a route requires District notification/approval.
A student is sick one day or will be going on vacation for a few days.
Impact:
Because this is a temporary change, the student is not replaced on the route and their space on the
route is reserved for their return.
Billing:
If the student is a single rider and the student is cancelled or temporarily removed, no charges will be
assessed. When cancelling or temporarily removing the pick-up/drop-off for a student who is part of a
multiple rider trip, the District will be charged the normal trip rate.
10
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
ATTACHMENT 3— Multi -District Billing: An Explanation
Should The District choose to share trips with a neighboring school district that is also under contract
with ALC, the shared trip will be prorated and billed according to the following explanation
Proration of Trip Fees — ALC's Three Step Process
1. Stand Alone District Trips:
Each Districts' students are routed as stand-alone trips, District specific pricing is applied.
Example:
i. District A has two students who routed together cost the District $65 (Trip 1)
ii. District B has a single student whose trip would cost the District $80 (Trip 2)
2. Multi -District Trips
All of the students from the participating Districts, as identified above, are combined into the
most cost effective trips, yielding new "Multi -District trips" and subsequent trip costs.
a. Example (cont.):
i. When all three students are routed together, the total trip cost is $95
3. Proration of Costs for Multi -District Trips
The total cost of the multi -District trips is then allocated to each District based upon the
percentage of the Districts stand-alone trip costs (found in step 1) as compared to the multi -
District trip costs (found in step 2).
Example (cont.):
o Blended Cost of Multi -District Trip = $95
• Stand Alone Cost of Trip for District A = $65
• Stand Alone Cost of Trip for District B = $80
i. District A's Percent Responsibility = Trip A/(Trip A + Trip B)
1. $65/ ($65 + $80)
a. $65/$145 = 44.83%
2. 44.83% x $95 = $42.59
3. District A's Prorated Cost = $42.59
a. District A's Savings = $22.41
ii. District B's Percent Responsibility = Trip B/(Trip A + Trip B)
1. $80/($65+$80)
a. $80/$145 = 55.17%
2. 55.17% x $95 = $52.41
3. District B's Cost = $52.41
a. District B Savings = $27.59
4. No Shows and Cancellations:
11
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
For the purpose of all Multi -District Trips, No Shows and Cancellations are applied to each
District invoice as if the student had boarded the vehicle on schedule even if District notifies
ALC with advanced notice of cancellation.
5. Invoicing
The invoice shall separate the charges by route showing number of days and total cost. A No
Show Report will also be provided with the invoice showing the students who were not
transported each day of the billing period. In the event of a No Show, the trip will be billed at
the normal rate. 24 -hour notice is required to permanently remove a student from a route.
6. When Routes Change or Students are Added or Removed
When it becomes necessary to change a route for any reason, including adding or removing
students, Contractor shall plot the revised or new route using Contractor's School Dispatch
Software as described above in the most efficient manner based on the information known to
Contractor at that time.
Routes will be optimized from time to time as deemed necessary by Contractor or requested by
the District. Routes will not be optimized more than once in a month. If the District adds a
Student to be transported, that Student may be individually transported until routes are
optimized.
12
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
ATTACHMENT 4— The District requires the following from all Subcontracted
Driver(s) working with the Contractor.
As required by the District, prior to beginning services transporting students for the District:
Subcontracted drivers shall have a criminal history record check that is free of convicted offense(s) of a
felony.
Subcontracted drivers shall utilize identification badges during trip service.
13
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
ATTACHMENT 5 —The District requires the following DRIVER TRAINING
modules for all Subcontracted Driver(s) working with the Contractor.
As required by the District, prior to beginning services transporting students for the District:
Subcontracted drivers shall complete a Passenger Service and Safety (PASS) basic training program.
Subject areas include:
• Customer Service, Communication and Stress Management
• Americans with Disabilities Act
• Service Animals
• Disability Awareness: Assisting the Visually Impaired; Hidden Disabilities; Stroke; Epilepsy and
Seizure Disorders
• Bloodborne Pathogens (Hepatitis A, B, C; HIV, Dialysis)
• Wheelchairs
• Emergency and Evacuation Procedures
• Driver/Passenger Sexual Improprieties
14
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
ATTACHMENT 6— The District requires the following from all Vehicle(s)
providing service through the Contractor.
As required by the District, prior to beginning services transporting students for the District:
Vehicles operated by subcontracted drivers will be maintained according to manufactured
specifications with records, and/or inspection report(s) made available upon request.
Vehicles operated by subcontracted drivers will be clean at all times during service.
Vehicles operated by subcontracted drivers shall be marked with a window placard.
15
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
District Name: Weld County Department of Human Services
(Please complete this form and return as soon as possible)
To whom should contract notices be sent?
Name & Title: Human Services Contract Management
Address: 315 N. 11th Avenue, Building A
City: Greeley State: CO Zip: 80632
Email: hs-contractmanagement@co.weld.co.us Fax: (970) 353-5212
Who should our accounting personnel contact regarding accounts payable matters?
Name & Title: Angel Ramirez- Core Billing
Email: ramiream@weldgov.com
Phone: 970-400-6530 Fax:
Who should our dispatchers contact regarding routine transportation matters?
Name & Title: Ryan Traylor- Core Service Coordinator
Email: travlorm@weldgov.com
Phone: 970-400-6266 Fax:
Who should our dispatchers contact regarding emergencies, accidents or student behavior?
Name & Title: Ryan Traylor- Core Service Coordinator
Email: traylorm@weldgov.com
Phone: 970-400-6266 Emergency
Phone:
Who should we email the No -Show Report to each morning?
Name & Title: Ryan T
Email: Traylorm@weldgov.com
16
V0211211 OMNIA Partners I Weld County Human Services I Date 08/13/2021
New Contract Request
Entity Information
Entity Name* Entity iD * ❑ New Entity?
ALTERNATIVE LOGISTICS x00044424
TECHNOLOGIES HOLDINGS INC
Contract Narne *
ALTERNATIVE LOGISTICS TECHNOLOGIES HOLDINGS, INC.
(TRANSPORTATION AGREEMENT)
Contract Status
LEGAL CHECK
Contract ID
5230
Contract Lead
APEGG
Contract Lead Email
apegg@weldgov.corn cobbx
xlkC-weldgov.corn
Contract Description
DBA ALC SCHOOLS, LLC. TERM: 8; 1 1 ;21-8 1022
Contract Description 2
PA IS BRING ROUTED THROUGH THE NORMAL PROCESS, ETA TO CTB. 9:2 � 21
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Type *
Department
Requested BOCC Agenda Due Date
AGREEMENT
HUMAN SERVICES
Date* 09/11 2021
09152021
Amount*
Department Email
SO.00
CM-
Will a work session with BOCC be required?*
HumanServices@reidgov.co
NO
Renewable *
rn
YES
Does Contract require Purchasing Dept. to be included?
Department Head Email
Automatic Renewal
CM-HumanServices-
DeptHeadaweldgov.corn
Grant
County Attorney
GENERAL COUNTY
FGA
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTO RN EYaWELDG
OV.COM
if this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
OnBase
Contract Dates
Effective Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
Approval Process
Department Head
DH Approved Date
Final Approval
BOCC Approved
ROCC Signed Date
8OCC Agenda Date
09`152021
Originator
APEGG
Contact Type
Review Date
06 10! 2022
Committed Delivery Date
Contact Email
Finance Approver
Renewal Date
08,`10!2022
Expiration Date
Contact Phone I Contact Phone 2
Purchasing Approved Date
Finance Approved Date
Tyler Ref #
AG091521
Legal Counsel
Legal Counsel Approved Date
Hello