Reimbursement Agreement for Transit Providers
AGREEMENT BETWEEN VCTC AND VENTURA COUNTY TRANSIT OPERATORS: CITY OF
THOUSAND OAKS, CITY OF MOORPARK, CITY OF CAMARILLO, CITY OF OJAI, CITY OF
SIMI VALLEY AND GOLD COAST TRANSIT DISTRICT
For good and sufficient consideration, the receipt of which is hereby acknowledged, this Agreement is made and entered into by and among the Ventura County Transportation Commission (VCTC) and the City of Thousand Oaks/Thousand Oaks Transit, City of Moorpark/Moorpark City Transit, City of Camarillo/Camarillo Area Transit, City of Ojai/Ojai Trolley, City of Simi Valley/Simi Valley Transit, Gold Coast Transit District referred to herein individually as “AGENCY” and collectively as “AGENCIES.” Together, VCTC and the AGENCIES are collectively referred to herein as “Parties.” WHEREAS, VCTC and AGENCIES are party to that Reimbursement Agreement for Transit Providers entered into as of 1 day of September 2022 (“Prior Agreement”); and WHEREAS, the Prior Agreement only outlined procedures for reimbursement of the College Ride Program; and did not include the updated reimbursement rate for the Youth Ride Free Program; and
WHEREAS, the Parties desire to repeal and replace the Prior Agreement and enter into this new Reimbursement Agreement for Transit Providers, which outlines procedures and obligations applicable to all of the Free Fare transit programs: College Ride Program, Youth Free Ride Program, and Free Fare Days (with the reimbursement rate of 75% of the operator's full fare effective April 1, 2024); and
In light of the foregoing, the Parties agree as follows:
Section 1: Termination of Prior Agreement.
By executing this Agreement, the Parties agree that the Prior Agreement is terminated and shall be void and of no further effect. This Reimbursement Agreement for Transit Providers shall govern the relationship of the Parties as to the Free Fare transit programs, including the College Ride Program, Youth Ride Free Program, and Free Fare Days. Effective April 1, 2024, the reimbursement will be 75% of the operator's full fare.
Section 2: Purpose
The purpose of this Agreement is to outline the terms, conditions, and obligations for the VCTC to cooperatively provide reimbursement for the use of AGENCIES’ services for Free Fare programs such as the College Ride Program, the Youth Ride Free program or Free Fare days.
Section 3: Program Funding Eligibility
a) College Ride Program. Enrolled College Students, eligible to ride through the College Ride Program, are those individual college and university students currently enrolled at the Eligible Schools. Eligible Schools include the California State University Channel Islands, the Ventura County Community College District, California Lutheran University, University of California Santa Barbara and Santa Barbara City College.
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b) Youth Free Ride Program. Youth 18 and under and those enrolled in continuation schools are eligible to ride free through the Youth Ride Free program. c) Fare Free Days. The Parties may elect to hold Free Fare days where all passengers ride transit free. When funding is available and agreed upon in writing in advance by VCTC, VCTC will reimburse the Agencies for free rides taken on these days.
Section 4: Term
This Agreement is effective as of April 1, 2024 and shall continue in full force unless or until the Agreement is terminated pursuant to Section 8 below.
Section 5: Operation
The responsibilities of the AGENCIES with respect to the Free Fare Programs are as follows:
a) Fare Collection:
i. College Ride passengers shall provide the transit vehicle operator (driver) the passenger’s individual student identification card from the Eligible Schools or the Approved Alternative Fare Media. Approved Alternative Fare Media shall be mutually agreed upon by the AGENCIES prior to acceptance. The collecting AGENCY shall record the ridership data by route for each Eligible School boarding.
ii. Youth Ride Free passengers do not have to show proof of age, except for those that appear to be 18 or older, which is to be determined by the drivers’ discretion.
The collecting AGENCY shall record the ridership data by route for each boarding.
iii. For Free Fare days, the collecting AGENCY shall record the ridership data by route for each boarding.
This data may be captured manually using “Tally Sheets” OR collected using on-board vehicle technology. The per-route boardings data will be provided as backup to the AGENCIES invoice.
b) Reimbursement: An accounting invoice listing the number of boardings by each Free Fare boarding type; College Ride, Youth Ride Free or Free Fare Day, will be submitted no more than once a month to the VCTC. As backup, the Tally Sheets OR original, unedited, and untampered data system reports that accurately reflect the number of times eligible passengers were provided a trip. VCTC will reimburse the AGENCY providing the trip at the rate per trip equal to:
• College Ride: 75% of the AGENCY’s full fare as approved by the AGENCY’s governing body for the trip taken, effective April 1, 2024. • Youth Ride Free: 75% of the AGENCY’s full fare as approved by the AGENCY’s governing body for the trip taken, effective April 1, 2024. • Fare Free Days: 75% of the AGENCY’s full fare as approved by the AGENCY’s governing body for the trip taken, effective April 1, 2024.
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The VCTC will provide reimbursement on a quarterly basis, following the acceptance of completed invoice packets (i.e. invoice and tickets) from all participating agencies in the Free Fare Program. Reimbursement amounts per trip are subject to change if the AGENCY’s governing board (City Council, Board of Directors, etc.) approves adjustment to the value of the per trip fare charge. The VCTC shall provide sixty (60) days prior written notice to all transit AGENCIES participating in the program for changes to the reimbursement rate.
c) Return of Funds: In the event that an AGENCY discovers that they have received more reimbursement than is justified, AGENCY shall immediately notify VCTC and return any excess funds to VCTC within 30 days.
Section 6: Beneficiaries of Agreement
This Agreement is for the sole benefit of the Parties hereto and no individual, organization, group, firm, or other entity shall have any claim for benefits hereunder.
Section 7: Changes to Agreement
This agreement may only be amended by written agreement signed by all parties.
Section 8: Termination of Agreement
The Agreement may terminated by VCTC for any reason by providing a 30-day written notification to all AGENCIES. The AGENCIES may terminate the Agreement upon a 30-day written notification to VCTC, but all AGENCIES must agree in writing to such termination.
Individual AGENCIES may elect to withdraw from the Agreement upon 30 days’ written notification to VCTC and the other AGENCIES. In the event that any one AGENCY withdraws, the Agreement shall continue in full force and effect as to the remaining AGENCIES.
Section 9: Hold Harmless
To the fullest extent allowed by law, each of the AGENCIES (individually when referred to herein as the “Indemnifying Party”) shall indemnify, protect, defend and hold VCTC, and the other AGENCIES, their officers, employees and agents harmless from all liability, claims or damages arising out of, caused by, or resulting from, the Indemnifying Party’s negligence, recklessness, or willful misconduct in providing the underlying transit service and/or performing its obligations pursuant to this Agreement.
Section 10: Notices or Notification
Any notice required to be given in writing under this Agreement, or other notifications, shall be given to the parties at the following addresses
Martin R. Erickson
VCTC
Executive Director
751 E. Daily Drive
Camarillo, CA 93010
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AGENCIES (See Exhibit “A”)
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Date: __________________
In witness whereof, the parties hereto have executed this Agreement on the dates stated below.
By: _______________________________
Martin R. Erickson, Executive Director
Agency: Ventura County Transportation Commission
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By: Date:
Name:
Agency: City of Thousand Oaks
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EXHIBIT A
AGENCIES
Ventura County Transit Operators
General Manager
Gold Coast Transit District
301 E. Third St.
Oxnard, CA 93030-6048
City Manager
City of Simi Valley Transit
City Hall
2929 Tapo Canyon Road
Simi Valley, CA 93063
City Manager
City of Ojai Transit/Ojai Trolley
Ojai City Hall
401 S. Ventura Street
Ojai, CA 93023
City Manager
City of Camarillo/Camarillo Area Transit
City Hall
601 Carmen Drive
Camarillo, California 93010
City Manager
City of Moorpark/Moorpark City Transit
City Hall
401 S. Ventura Street
Ojai, CA 93023
City Manager
City of Thousand Oaks/Thousand Oaks Transit
City Hall
2100 Thousand Oaks Boulevard
Thousand Oaks, CA 91362
CC Agreement 2024-140