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R-20-036

RESOLUTION

RELATIVE TO THE ACCEPTANCE AND APPROPRIATION OF $2,092,948 FROM
THE STATE OF NEW HAMPSHIRE, CORONAVIRUS AID, RELIEF, AND
ECONOMIC SECURITY ACT (“CARES ACT”) TO COVER ELIGIBLE COVID-19
RELATED EXPENSES

CITY OF NASHUA

In the Year Two Thousand and Twenty

RESOLVED by the Board of Aldermen of the City of Nashua that the City of Nashua is
authorized to accept and appropriate $2,092,948 from the State of New Hampshire, Coronavirus
Aid, Relief and Economic Security Act (“CARES ACT”) into Grant Activity “Governor’s Office
for Emergency Relief and Recovery (GOFERR) Funds” for the purpose of covering eligible
COVID-19 related expenses incurred from March 1, 2020 to August 31, 2020. No local match is
required. The Mayor is authorized to enter into any grant agreement or other documents
necessary to further the purposes hereof.

LEGISLATIVE YEAR 2020
RESOLUTION: R-20-036

PURPOSE: Relative to the acceptance and appropriation of $2,092,948
from the State of New Hampshire, Coronavirus Aid, Relief
and Economic Security Act (“CARES ACT”) to cover eligible
COVID-19 related expenses

SPONSOR(S): Mayor Jim Donchess

COMMITTEE

ASSIGNMENT:

FISCAL NOTE: Fiscal impact is a $2,092,948 erant to be used for a specific

purpose. No local match is required

ANALYSIS

This resolution authorizes the City of Nashua to accept and appropriate $2,092,948 from the
State of New Hampshire, Coronavirus Aid, Relief and Economic Security Act (“CARES ACT”)
for the purpose of covering eligible COVID-19 related expenses incurred from March 1, 2020
through August 31, 2020. The CARES Act provides that payments from the Fund may only be
used to cover costs that are necessary expenditures incurred due to the public health emergency
with respect to the Coronavirus Disease 2019 (COVID-19), were not accounted for in the City’s
FY2020 adopted budget or the proposed FY2021 budget, and are not reimbursable through other
federal sources, including FEMA.

Approved as to Financial Services Division
account number

and/or structure, and

amount: By: /s/ John Griffin

Approved as to form: Office of Corporation Counsel

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Date: Man A q tVaIO

R-20-037

RESOLUTION

AUTHORIZING THE CITY OF NASHUA TO ENTER INTO A CONTRACT WITH
THE SQUHEGAN VALLEY TRANSPORTATION COLLABORATIVE FOR TRANSIT
SERVICES

CITY OF NASHUA

in the Year Two Thousand and Twenty

RESOLVED by the Board of Alderman of the City of Nashua that the City is authorized
to enter into the contract substantially in the attached form with the Souhegan Valley

Transportation Collaborative for transit services for the period of July 1, 2020 through June 30,
2021,

LEGISLATIVE YEAR 2020

RESOLUTION: R-20-037

PURPOSE: Authorizing the City of Nashua to enter into a contract with
the Souhegan Valley Transportation Collaborative for transit
services.

SPONSOR(S): Mayor Jim Donchess

COMMITTEE

ASSIGNMENT:

FISCAL NOTE: This revenue contract provides local matching funds to the transit

operating grant.

ANALYSIS

This resolution authorizes the City of Nashua to enter into a contract with the Souhegan Valley
Transportation Collaborative for the period of July 1, 2020 through June 30, 2021.

Approved as to form: Office of Corporation Counsel

.

By: wad

Date: 05/05/2020

SERVICE AGREEMENT

This Agreement between The City of Nashua, a New Hampshire municipal corporation, 229
Main Street, Nashua, NH 03061 ("CITY"), the Souhegan Valley Transportation
Collaborative, a New Hampshire nonprofit corporation, P.O. Box 753, Hollis, NH 03049
("SVTC") and Nashua Regional Planning Commission, a Regional Planning Commission
pursuant to RSA 36:45-53, as fiscal agent for SVTC, 30 Temple Street, Suite 310, Nashua NH
03030 (“NRPC”).

WHEREAS: CITY operates the Nashua Transit System ("NTS") and has excess capacity to
provide Paratransit Services as described herein; and

WHEREAS: SVTC provides wheelchair accessible rides to non-emergency medical
appointments and to fulfill fundamental needs such as grocery shopping and essential personal
appointments to persons in need residing in any of the communities participating in the funding
of SVTC.

WHEREAS: CITY has been authorized by its Board of Aldermen and SVTC and NRPC have
been authorized by their respective Board of Directors to enter into this Agreement;

NOW, THEREFORE IT IS AGREED by and between the parties, as follows:
DEFINITIONS SECTION

“Paratransit Service” includes NTS vehicles, drivers, monthly service reporting, other reporting
as described in this Agreement and call center operations. Paratransit Service also includes
NTS transportation to and from, but is not limited to, the following for Qualified Riders:

o Healthcare appointments including but not limited to doctor visits, outpatient
services, counseling, laboratory visits, pharmacies and dialysis

o Social service appointments including SHARE, DHHS and SSA

o Municipal offices including Town Halls and local libraries in the participating
towns

o Local community dining locations in participating towns sponsored by St Joseph
Community Services

o Local senior activity locations including the Milford Area, Hollis and Brookline
Seniors, the Parkhurst Place Community Room, and the Nashua Senior Activity
Center and Nashua YMCA

o Rides are available for shopping as scheduling and space allow throughout the
SVTC communities and Nashua.

o Local Courts in any of the participating towns or Nashua

o Rides to most destinations in the Six Towns and Nashua will be accepied. Rides
to these other destinations and for shopping in Nashua and the Six Towns may
or may not be available on any given day due to availability in the daily schedule

o SVTC may submit written requests for modifications to scheduled service days or
destinations with 21 days’ notice to NTS operations

“Holidays” shall mean: Independence Day, Labor Day, Thanksgiving Day, Christmas Day, New
Year’s Day and Memorial Day.

“Participating Towns” shall mean Amherst, Brookline, Hollis, Milford, Mont Vernon, and Wilton,
New Hampshire.

“Qualified Rider” shall mean any person residing in a Participating Town who has submitted an
application and been approved for paratransit services. Individuals permanently residing in long-
term care facilities (i.e. nursing homes) are, however, excluded from being a “Qualified Rider.”
Individuals admitted to rehabilitation centers in Participating Towns for short-term rehab and
who have previously used the Paratransit Service may continue to do so provided all other
transportation funding sources have been exhausted.

SECTION 1: SERVICES AND SERVICE AREA

1.1 CITY shall provide, through NTS, Paratransit Services for Qualified Riders subject to this
Agreement and the NTS terms and conditions of ridership within and to the boundaries of
Nashua, Amherst, Brookline, Hollis, Milford, Mont Vernon, and Wilton, New Hampshire.

1.2 CITY shail provide, through NTS, and SVTC shail purchase at the rate set forth in
Section 3.1 thirteen (13) hours per day of scheduled Paratransit Service Monday through
Friday, excluding Holidays and the day after Thanksgiving, for a monthly total of schedule
service hours equal to the number of service days in the month multiplied by 13 contracted
hours of service (# of service days X 13 hours = total monthly contracted service hours). To
provide additional flexibility, SVTC will begin the contract at 13 hours of service per day, and
when NTS and SVTC determine that demand warrants a reduction of hours (as service hours
are reduced), then service will be billed at 12 hours per day. This determination must happen by
the 20th day of the month, to be effective on the 1° of the following month. Likewise service can
change from 12 back to 13 hours per day in the same manner. The intent is not to make this
change on a monthly basis, but rather to be sensitive to changing demands placed on SVTC
service.

o On occasion, relative to the day before or the day after a holiday, hours may be
redistributed but will not exceed the above stated language in Section 1.2. All changes
by SVTC in regards to holiday service must be transmitted in writing by SVTC to NTS at
least 8 weeks prior to select holidays or change in service.

o With the exception of the above bullet, at no time shall the monthly allotment of
contracted service hours be exceeded without just compensation to NTS.

o If the monthly allotment of schedule service hours are found to be in excess of monthly
contracted service hours, NTS will bill SVTC for each hour of overage at the rate set
forth in Section 3.1.

o CITY shall provide, through NTS, SVTC notice via phone or email on a monthly basis
when 80% of the total contract hours has been exceeded.

1.3 The hours of operation for service shall be Monday through Friday 8AM — 6PM including
travel time to/from the Nashua garage, excluding Holidays.

1.4 Any expansion or diminishment of Paratransit Services will require written agreement
from both CITY and SVTC, and may require changes to the amount of service hours purchased
and/or the hourly rate or both.

1.5 Applications.

Applications for Paratransit Services will include, as a separate page, a copy of the agreed upon
No Show and Cancellation Policy. Applications received by SVTC will be emailed or otherwise
delivered in hardcopy to a designated person at NTS. Applications received by NTS will be

In addition, and to facilitate the proper and timely payment of invoices, the City of Nashua requires
that all submitted invoices contain a valid PURCHASE ORDER NUMBER.

The City of Nashua will pay for work satisfactorily completed and accurately invoiced by Independent
Contractor within thirty (30) days from the time of approval by the City of Nashua.

5. Effective Date of Contract. This contract shall not become effective until the date of execution by
the City of Nashua.

6. Notices. All notices, requests, or approvals required or permitted to be given under this contract
shall be in writing, shall be sent by hand delivery, overnight carrier, or by United States mail, postage
prepaid, and registered or certified, and shall be addressed to:

Any notice required or permitted under this contract, if sent by United States mail, shall be deemed to
be given to and received by the addressee thereof on the third business day after being deposited in the
mail. The City of Nashua or Independent Contractor may change the address or representative by giving
written notice to the other party.

Address for Giving Notices to Owner: Address for Giving Notices to Independent Contractor:
Lisa Fauteux, Director Lynne Emerson Monroe

City of Nashua - Division of Public Preservation Company

9 Riverside Street 5 Hobbs Road

Nashua, NH 03062 Kensington, NH 03833

IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed and intend to be legally
bound thereby.

City of Nashua, NH (signature) Preservajion Company (signature)

James W Donchess, Mayor Ly, AN e— Em ét son Non yee ~ Cl EK, J
(Printed Name and Title) (Printed Name and Title)” Rey
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Date Date!

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emailed or otherwise delivered in hardcopy to a designated person at SVTC. Every effort will be
made by NTS to process applications as scon as possible, but processing may take up to 10
business days. In extreme circumstances, NTS will make every effort to process the application
expeditiously.

1.6 Reservations.

Reservations must be made two business days in advance and can be made Monday through
Friday, from 8 AM to 5PM. Requests must be submitted by end of business on Thursday for
rides scheduled on the following Monday. Business days do not include weekends or Holidays.

Healthcare related trips take priority over all other types of rides. When scheduling conflicts
arise, NTS will work with SVTC, to ensure rides are prioritized by senior citizens and those living
with a disability over rides reserved by other residents. The SVTC van cannot be back to
Nashua for any appointments prior to 10:00 am. All rides may be scheduled up to 2 weeks in
advance. There is a 30 minute pick-up window, which riders will be given upon scheduling a trip.
The 30-minute pick-up window is included in the total travel time. All reservation pick-up
windows are subject to change depending on the daily demand. If changes are required, all
passengers will be notified by 5pm the day before the Parairansit service is requested, unless
there are weather or emergency related changes necessitating a shorter timeframe.

Total Travel Time
Travel Times Amherst, Brookline, | Mont Vernon and Wilton
Hollis, and Milford
In-Town Trips 1 hour 1 hour
Out of Town Trips 1.5 hours 1.5 hours
To Nashua 1.5 hours 2 hours

Total Travel Time is the beginning of the 30 minute pick-up window to the appointment time.
Riders need to be ready and prompt as drivers are only allowed to wait 5 minutes for a
passenger to board the Paratransit. All riders may be dropped off within the beginning of the
window or the end of the total travel time (Rider should ensure that their destination will be open
during the allotted travel time frame.)

1.7 Shopping.

Shopping is available on weekdays, as agreed upon by SVTC and NTS, for Amherst, Brookline,
Hollis, Milford, Mont Vernon, and Wilton residents. A minimum of 1 hour is scheduled for
passengers(s) to complete shopping per destination. Due to safety and space limitations on
vehicles there is a 2 shopping bag limit per rider. Passengers must be able to manage their
shopping bags as NTS drivers are not able to assist.

Shopping carts are allowed with the basket size not to exceed 18” in width; 14” in depth; and 20”
in height. These size limitations do not include the handle.

Passengers must inform dispatch of their intent to bring a cart when scheduling a ride. The use
of shopping carts is on a space available basis. If your cart cannot be accommodated you will
be notified in advance. All iterms must be contained within the cart, properly controlled by the
passenger, and safely secured in the designated storage area.

1.8 Safety.

After prior approval from NTS Supervisors, which approval shall be at his or her sole discretion,
NTS drivers will go into driveways with safe turn around access. This is necessary to ensure
adequate space is available for Paratransit to turn around. If NTS determines a driveway is
unsafe to enter, NTS will notify SVTC and the rider. Drivers are able to assist passengers in
boarding or disembarking safely from the Paratransit. As noted previously drivers cannot assist
with shopping bags.

When asked, drivers will assist passengers with securing seatbelts. Drivers will secure all
wheelchairs or scooters. Drivers will assist riders from and to origin and destination doors
unless the access way is not safe due to snow or ice or other unforeseen obstacles.

1.9 No-Shows and Cancellations.

No-Show Policy :

o No-Shows are defined as: rides not cancelled by the passenger or their
representative at least two (2) hours before the scheduled pick-up time and rides
where the passenger does not board the van to take a scheduled ride within 5
minutes of the van’s arrival.

o 1®*' No-show = letter

o 2 No-show = 2™ letter

o 3 No-show = NTS and SVTC will monitor passenger use of the service. If a
passenger has three No-Shows in a 30-day period, the NTS Operations
Supervisor or designee will contact the passenger to discuss resolving any
barriers or constraints that may be causing the pattern of No-Shows.

o Thereafter, if a passenger has frequent No-Shows, including late cancellations,
NTS and SVTC will evaluate the passenger's travel history including number of
one-way rides scheduled, rides cancelled, and rides not taken (No-Shows).
Passenger ridership over the past six month will be used to evaluate for patterns
or practice of missed rides and a 10% No-Show rate will be taken into
consideration to determine if there is “cause” for service suspension.

o NTS and SVTC will coordinate any additional follow-up actions to be taken prior
to an actual suspension letter being sent to the passenger. NTS and SVTC will
make every effort to help the passenger resolve any barriers or consiraints that
may be causing the pattern of No-Shows.

o A suspension due to a pattern or practice of No-Shows will be for 15 days of
service.

o All No-Shows are tracked on a monthly basis from date of 1*' No-Show, and will
be tracked for a rolling six month period. After six months the No-Show will
remain on file but will no longer be included in the roiling six month accrual
period.

e Cancellation Policy:

o All cancellations by SVTC passengers require a two (2) hour notice, due to the
amount of travel time for towns outside of Nashua, prior to the scheduled pick up
time or they will be considered a no show.

e NTS will notify SVTC in writing via email or otherwise delivered in hard copy when a
passenger is being sent a suspension letter. A passenger may appeal a decision by NTS
to SVTC as per the SVTC Passenger Appeals Policy (dated June 2011, or as amended)

e Onacase-by-case basis, with extenuating circumstances, SVTC and NTS will work with
individual passengers on utilizing alternate transportation plans to address unique
needs.

e Any amendments or changes to passenger policies by NTS or SVTC will be mutually
agreed upon and communicated in writing to the other party in a timely manner.

SECTION 2: TERM

This agreement shall be effective as of July 1, 2020 and shall terminate on June 30, 2021
unless terminated earlier by one of the parties, in which case, written notice of termination shall
be required no less than thirty (30) days prior to the proposed termination date. Upon
termination of this Agreement any and all property used in connection with this Agreement will
be prompily returned to the party hoiding title thereto.

SECTION 3: SVTC RATE, FARES AND PAYMENT
3.1 SVTC shall pay $53 per hour for contracted or scheduled Paratransit Service.

3.2 Fares.

Each one way ride is $2.00 per person. Personal Care Assistants ride at no cost while
accompanying a paid rider. Children age 5 and under ride free but must be accompanied by an
adult. Guest(s) are an additional $2.00 per person, and are treated as a separate rider. NTS
must be notified about the guest(s) when the ride is scheduled. Each SVTC Bus Fare Pass
provides 1 one-way ride free of charge to the passenger.

3.3 Billing and Payment.

SVTC is obligated to pay any Paratransit Fare fees accrued through the SVTC Free Bus Fare
Program on a quarterly basis. NTS will collect the SVTC Free Bus Fare Passes on a monthly
basis for pick-up by SVTC.

NTS shall submit quarterly bills for the Purchase of Paratransit Services and the Free Bus Fare
Program rides to NRPC.

NRPC will review the Purchase of Paratransit Service bill and request approval by SVTC and
submit to NHDOT. Upon approval by SVTC, NRPC will submit the quarterly Purchase of
Paratransit Services invoice to NHDOT for payment. Once payment is received from NHDOT,
NRPC will release the payment to NTS.

NRPC will send the NTS Free Bus Fare Program bill to SVTC for review and approval. Once
approved, NRPC, acting as SVTC’s fiscal agent, will release payment to NTS. in the event that
SVTC assumes financial management of its resources, SVTC will release said payment to NTS.

3.4 SVTC may conduct service and financial audits for services operated with any funding
from SVTC.

SECTION 4: CITY RESPONSIBILITY