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~O• • N-2008-015
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PASS DISTRIBUTOR'S AGREEMENT NO.
BETWEEN
ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
CITY OF SANTA ANA
THIS AGREEMENT is made and entered into this- day of , ,200_, by and
between the Orange County Transportation Authority, a public corporation of the state of California
(hereinafter referred to as "AUTHORITY") and City of Santa Ana (herein after referred to as
"DISTRIBUTOR").
WHEREAS, AUTHORITY wishes to provide convenient distribution opportunities for customers
to obtain multiple use bus passes and whereas DISTRIBUTOR wishes to provide multiple use bus
passes to it's clients, employees, students or customers;
NOW, THEREFORE, as herein set forth, the parties agree as follows:
ARTICLE 1. STATEMENT OF WORK
A. DISTRIBUTOR agrees to provide AUTHORITY Youth, Senior, Disabled, Regular and
Express Bus Passes (hereinafter called "BUS PASSES") for AUTHORITY to eligible persons in
accordance with the AUTHORITY Policy and Procedure for Bus Pass Sellers and Distributors attached
18 II hereto.
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B. DISTRIBUTOR shall display on its premises such advertising material as may be
supplied by AUTHORITY.
C. DISTRIBUTOR shall properly post and maintain all printed material, time schedules,
folders, circulars and bulletins supplied by AUTHORITY and shall to the best of its ability furnish to the
public complete and accurate information in accordance therewith.
D. DISTRIBUTOR shall pay AUTHORITY no later than 30 days from the date of each
invoice supplied by AUTHORITY.
Page 1 of 5
AGREEMENT NO.
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ARTICLE 2. GENERAL TERMS AND CONDITIONS
AUTHORITY shall fulfill orders received from DISTRIBUTOR provided the DISTRIBUTOR
presents an order to AUTHORITY using an AUTHORITY supplied order form and such order meets the
minimum order requirement, does not exceed the AUTHORITY established credit limit for the
DISTRIBUTOR, and the DISTRIBUTOR's account with AUTHORITY is not past due. If DISTRIBUTOR
fails to perform its obligations under this AGREEMENT, AUTHORITY shall have the right to withhold
orders without prior written notice to DISTRIBUTOR. If DISTRIBUTOR fails to pay in accordance to the
within 30 days of receipt of invoice, late fees of 1.5% may be assessed monthly to the total balance due
and DISTRIBUTOR will be obligated to all collection costs incurred by AUTHORITY including but not
limited to late fees.
ARTICLE 3. INDEPENDENT CONTRACTOR
DISTRIBUTOR is an independent contractor and not a beneficiary or employee of AUTHORITY
within the meaning of any Workers' Compensation law, or any law which would entitle DISTRIBUTOR
to benefits arising out of any state or federal unemployment or old age fund or similar law, or any right
or privilege extended by AUTHORITY to its employees. DISTRIBUTOR's authority is limited to the
purposes herein specified. DISTRIBUTOR has no power to bind AUTHORITY, by contract or
otherwise, except as herein provided as to the distribution of AUTHORITY BUS PASSES.
ARTICLE 4. INDEMNITY
DISTRIBUTOR shall be responsible for BUS PASSES delivered to it and shall indemnify and
hold the AUTHORITY harmless from any loss whatsoever to such BUS PASSES. Loss of any type of
BUS PASSES does not relieve the DISTRIBUTOR's responsibility for payment to AUTHORITY.
ARTICLE 5. INSPECTION OF RECORDS
DISTRIBUTOR shall permit the authorized representative of AUTHORITY, during reasonable
hours, to examine BUS PASSES and AUTHORITY supplied documents as provided in this Agreement.
Page 2 of 5
AGREEMENT NO.
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ARTICLE 6. ASSIGNMENT AND MODIFICATION
This Agreement shall not be assigned or transferred by DISTRIBUTOR. DISTRIBUTOR must
notify AUTHORITY of any event that may have an effect on this AGREEMENT, which includes but is
not limited closure or relocation of a DISTRIBUTOR's location. No modification of this Agreement shall
be effective unless made in writing and signed by both parties.
ARTICLE 7. TERM
A. This Agreement shall be effective upon execution by both parties and shall continue in
full force and effect until canceled by either party upon written notice to the other party at least thirty (30)
days prior to the effective date thereof.
B. AUTHORITY may terminate this Agreement for its convenience at any time, in whole or
part, by giving DISTRIBUTOR written notice thereof. Upon said notice, DISTRIBUTOR may retum any
unused passes for credit to be applied toward any outstanding balance owed or for refund if no balance
owed exists. If DISTRIBUTOR retains unsold passes, DISTRIBUTOR shall remit payment, including
any late fee charges no later than thirty (30) days from the date of the AUTHORITY supplied. invoice.
C. AUTHORITY may terminate this Agreement for DISTRIBUTOR's default if
DISTRIBUTOR breaches any material provision of this Agreement and fails to cure such breach within
ten (10) calendar days of receipt of written notice from AUTHORITY. If AUTHORITY so terminates for
default, then DISTRIBUTOR shall remit payment in full to AUTHORITY within ten (10} calendar days of
receipt of the notice of termination. DISTRIBUTOR may return unsold passes to AUTHORITY for credit
to be applied toward any outstanding balance owed or for refund if no balance owed exists.
ARTICLE 8. SCHEDULING
No provision of this Agreement shall be construed to require AUTHORITY to continue to
operate any bus service to or from the facility of DISTRIBUTOR or elsewhere during the term of this
Agreement and it is expressly agreed that the AUTHORITY shall incur no liability to DISTRIBUTOR due
to any rerouting, rescheduling, discontinuance, or other changes in bus or other transit services
operated by the AUTHORITY.
Page 3 of 5
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AGREEMENT NO.
ARTICLE 9. NOTIFICATION
All notices hereunder and communications with respect to this Agreement shall be effective
upon the mailing thereof by registered or certified mail, return receipt requested, postage prepaid, and
addressed as follows:
To DISTRIBUTOR: To AUTHORITY:
City of Santa Ana Orange County Transportation Authority
1000 E. Santa Ana Blvd # 200 550 South Main Street
Santa Ana, CA 92701
P.O. Box 14184
Orange, CA 92863-1584
Lydia Morgan Virginia Abadessa
ATTENTION: ATTENTION:
Contact name (714) 560-5623
Manager, Contracts Administration and
Phone number: 714-565-2623
Materials Management
ARTICLE 10. COMPLETE AGREEMENT
This Agreement and documents incorporated herein constitute the complete and exclusive
statement of the terms of the Agreement between AUTHORITY and DISTRIBUTOR and it supersedes
all prior representations, understandings, and communications. The invalidity in whole or in part of any
provision of this Agreement shall not affect the validity or other provisions. AUTHORITY's failure to
insist in any one or more instances upon the performance of any term or terms of this Agreement shall
not be construed as a waiver or relinquishment of AUTHORITY's right to such performance or to future
performance of such a term or terms, and DISTRIBUTOR'S obligation in respect thereto shall continue
in full force and effect. Time shall be of the essence hereunder, but DISTRIBUTOR shall perform work
and make deliveries hereunder, only to the minimum extent consistent with delivery schedules and
other requirements herein. Changes hereto shall not be binding upon AUTHORITY except when
Page 4 of 5
AGREEMENT NO.
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specifically confirmed in writing by an authorized member of AUTHORITY'S Contracts Administration
and Materials Management Department. The issuance of information, advice, approvals, or instructions
by AUTHORITY'S technical personnel or other representatives shall be deemed expressions of
personal opinions only and shall not affect AUTHORITY's and DISTRIBUTOR'S rights and obligations
hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the
day and year first above written.
DISTRIBUTOR: City of Santa Ana ORANGE COUNTY TRANSPORTATION AUTHORITY
By BY
Virginia Abadessa, Manager
Contracts Administration and Materials Management
APPROVED AS TO FORM:
By
Kennard R. Smart, Jr.
General Counsel
Page 5 of 5
IN WITNESS WHEREOF, the parties have executed this Agreement which shall not
exceed $25,000 on the date and year first above written.
ATTEST:
PATRICIA E. HEALY
Clerk of the Council
CITY OF SANTA ANA
.~
DAVID N. RE
City Manager
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
Lisa Storck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
r• "I'
ST HEN G. ING
Deputy City Manager
for Development Services
m
OCTA
DI~~r
° ! '"~
January 9, 2008
City of Santa Ana, Santa Ana Work Center
1000 E. Santa Ana Blvd #200
Santa Ana, CA 92701
Dear Lydia Morgan,
As a current distributor of OCTA bus passes, I want to thank you for your
patronage with Orange County Transportation Authority and inform you about
upcoming changes to this program which will affect the way you. currently
receive passes for distribution. In the past, your organization purchased
passes at face value. Recent changes to the program will allow you to receive
discounts for purchases of $1,000 or more. Enclosed is a Pass Distributor
Agreement which will replace the current purchase order system. OCTA will
no longer be accepting purchase orders effective November 1, 2007.
Please review the enclosed documents thoroughly. Changes to the program
include:
• Discounts to orders as follows:
$1,000 to $2,000 - 2% discount
$2,001 to $3,000 - 3% discount
$3,001 to $4,000 - 4% discount
Over $4,001 - 5% discount
• Order requirement and frequency:
Each order must be $1,000 or more. One order will be accepted each
month but you are not obligated to order passes every month. Passes do
not expire if they are not used.
• Payment terms:
Payment is due 30 days from the date of OCTA's invoice.
We encourage distributors with multiple sites to try to take advantage of this
new discount program by utilizing a single location to purchase and distribute
passes. By combining orders. from multiple sites, your discount eligibility is
maximized.
I am enclosing a new agreement and Business Reference and Banking
Information Credit Applications for you to review, sign and return. Please do
not fill in the date on the first page of the agreement. OCTA will date this
agreement upon approval and will return a copy to you. Also enclosed is our
new policy and procedures to help you understand this new program. Your
purchase order to OCTA will be cancelled effective October 31, 2007.
If you would like to purchase more than $1,000 in passes, please sign the
enclosed agreements and return them to OCTA before November 1, 2007.
T I f
VUta~E~v,t ~£xi~' c~~7~ kip ~fti `~t~uctc/at (k~t -Laura IO~I~o ~ .S6,a?.
,~Ig ~~,i S~~
~so~
If you would like to purchase passes for distribution but do not have a need to
purchase $1,000 in passes at one time, there is no need for you to complete
any of the enclosed paperwork. Your current contract with OCTA has been
cancelled effective October 31, 2007. If you need to purchase passes before
the paperwork has been returned, you may purchase them;
• Online at www.octa.net (Visa or MasterCard purchase)
• In person at the OCTA store located at 550 S. Main Street in Orange
(check, credit card or cash)
• By phone with a Visa or MasterCard at (714) 560-5932
• By mail with a check or money order to:
OCTA Pass Sales office
P.O. Box 8957
Brea, CA 92822-5957
We hope you will return the enclosed paperwork quickly. Please be sure to
sign and return both Pass Distributors Agreements and the two applications.
If you have any questions, I can be reached at 714-560-5893 or
sboyle@octa.net.
Best regards,
Sandy Boyle
Section Manager
OCTA Policy and Procedure
OCTA Bus Pass Sellers and Distributors Policy and Procedure
Overview
Nearly 60% of the people who ride Orange County Transportation Authority (OCTA) buses each
day use a bus pass. The purpose of OCTA's pass program is to provide convenient points of
purchase and distribution opportunities for bus riders. Bus riders who purchase a bus pass
realize savings per ride when compared to paying for each ride on an as occurs basis. Riders
using bus passes expedite the fare collection process on-board the bus thereby aiding OCTA's
on-time performance.
Stores located in neighborhoods where our customers live or work and are located near busy
bus stops can attract new customers to their stores by offering bus pass sales. Additionally,
distributors of bus passes can receive a percentage of the bus pass sales price. The result of
the bus pass program is it provides value to all participants.
Eligibility
Any agency, school, retailer, city, employer or other entity must apply and be approved by
OCTA to participate in the OCTA Bus Pass Seller and Distributor program.
Application Procedure
Retail Outlets:
A retail outlet licensed to do business in the city of their retail outlet may apply to sell bu:
passes by submitting the following completed documents to the OCTA Pass Sales Manager:
• OCTA Pass Sellers Agreement
• Pass Seller Business Reference and Credit Application (a copy of a current business
license required)
Pass Seller Credit Application -Banking Information Bank Notification
Order Form
Other Outlets: (Agency, Employer. Non-Profrt and Schools)
• OCTA Pass Distributor Agreement
• Pass Distributor Business Reference and Credit Application
• Pass Seller Credit Application -Banking Information Bank Notification
• Order Form
All applicants will be evaluated using the following criteria:
• Location
Resellers of passes must provide a value to OCTA by being in a location where a retail
outlet presence is needed. OCTA will determine if this criterion is met by the applicant.
• Quantity
While convenience for customers is important, labor is an important component of the cost
to provide the service. Pass sellers must purchase a minimum of $1000 of passes with
each order to qualify.
Credit Worthiness
A bank and business reference check will be performed by OCTA and if approved, OCTA
will set a credit limit for each applicant. Upon approval of an applicants application, OCTA
will fulfill your order and prepare an invoice to accompany the delivery of the pass order.
Page 1 of 5
OCTA Policy and Procedure
Ordering Procedure
Orders for $1000 or more in passes will be processed following an account review. OCTA shall
not fill any order if your account is not current. Your orders may be submitted once a month. If
you need passes and the total order is less than $1000, you can purchase those passes on-line
at https://www.octa.net/buypass1.asp or at the OCTA Store located at 550 S. Main Street in
Orange. Payment for passes purchased on-line and in the OCTA Store is due at purchase.
OCTA Pass Order form (Attachment A) must be used for all orders over $1,000. This form can
be emailed, faxed, mailed or hand delivered to OCTA. For all accounts in good standing, orders
are processed and will be shipped within 2 -4 business days from receipt of the order.
B entail: mmelber octa.net
B Fax: 714 560.5793
OCTA
By U.S. Mail: PO Box 14184
Orange, CA 92863-
1584
OCTA
Hand Delivery: 600 S
Main Street
Order will be received by .
receptionist. Passes will Orange, CA 92863
be returned by mail.
714 560.6282
Discounts
Only orders over $1000 will be discounted. If the passes are sold to a bus rider, they
should be sold at the full price of the pass. Discounts are variable and depend on the
total order amount as shown in the chart below.
Order Amount Discount
$1001 - $2000 2%
$2001 - $3000 3%
$3001 - $4000 4%
$4001 or more 5%
Payment Terms
Upon receipt of order, OCTA will fill the order and mail the passes with an accompanying
invoice. The invoice will reflect the total of the passes ordered less the applicable discount.
Payment is due 30 days from the date of invoice. If payment is not received within 30 days,
OCTA will initiate collection activities in accordance to the terms of the agreement.
Refunds/Returns
OCTA maintains an all sales final policy. OCTA will not replace or provide credit for any lost
or stolen cards. Since passes are printed without prices or expiration dates, the shelf life of
an unused pass is indefinite.
Page 2 of 5
OCTA Policy and Procedure
Exchange
Pass exchange will be considered when the passes were purchased from OCTA more than
30 days previous and remain unsold (purchase means OCTA received a check more than
30 days prior to request) and the distributor has a proven ability to sell or distribute the
requested pass types.
Refunds
Pass refunds are only granted when a Pass Seller's Agreement terminates and then only
applies to passes for which OCTA received payment in full more than 30 days before
request. Refunds are issued minus 5% the retail value.
Pass Types
Bus passes offered by OCTA are designed to provide value to the riders. As a distributor of
these passes, it is your responsibility to make sure the pass you provide to a bus rider is a pass
that may be used by the customer. Regular passes do not require any eligibility for use
however, some passes are specific to certain routes. Passes for youths, seniors, or persons
with disabilities have eligibility requirements that must be met and/or documented. If a pass is
sold to a customer who does not have acceptable ID, that customer will not be able to use the
pass when boarding the bus.
Senior/Disabled Pass
Patrons 65 years or older must provide documentation verifying their age including the
following:
- DMV Driver License or Senior ID card,
- Red, white and blue Medicare card
- An OCTA reduced fare photo identification card
Persons with disabilities must provide verification of their disability. Acceptable verification
includes:
- Red, white and blue Medicare card
- OCTA reduced fare photo identification card or a disabled identification card from
another transit agency
- Service-connected Veteran identification card
- Braille Institute identification card
- DMV Disabled Placard
- ACCESS eligible OCTA reduced fare photo identification card
Youth Pass
Children under 7 years old may ride free when accompanied by an adult. Passes for
children ages 7 - 18 are available at a discounted rate when purchased as a 30-Day Pass
or a Summer Youth Pass that is good from June 1 to August 31.
Express 30-Day Passes
There is a OC Express 30-day pass for routes that
Express 30-day pass for routes that operate between
County, and Los Angeles. These passes provide ar
travelers.
operate with limited stops and an
points in Riverside County, Orange
excellent value to longer distance
Page 3 of 5
OCTA Policy and Procedure
Prices
One Day Pass Book
Regular - $27.00
Senior (65+) and Disabled - $g.00
,~; Each pass is good for one full day as payment on all OCTA local
routes. If the pass is used on express service an additional fare
may be required. An OCTA Day Pass is honored as full fare on
Los Angeles County MTA and Inland Empire Connection within
Orange County. The pass is accepted as an interagency transfer
X27.00 $9,pa for the connecting ride only by bus transit agencies connecting with
(book of 10) (book o! 1 ~ OCTA.
7-Day Pass
Regular - $15.00
Senior (65+) and Disabled - $5.00
e~+aea® The pass is valid for 7 consecutive days. The first use of the pass
7 7 ~ begins the 7-day period. This pass is valid for payment of the full
~/ ~ DAYa~. cash fare on all OCTA local routes. If the pass is used on express
service an additional fare may be required.
•. Y
~ys.oo ~s.oo
15-Day Pass
Regular - $26.00
Senior (65+) and Disabled - $g.00
The pass is valid for 15 consecutive days. The first use of the pass
begins the 15-day period. This pass is valid for payment of the full
cash fare on all OCTA local routes. If the pass is used on express
service an additional fare may be required.
$26.OO $9.00
30-Day Pass
Regular - $45.00
Youth - $26.00
Senior (65+) and Disabled - $15.00
Passes are valid for 30 consecutive days. The first
use of the pass begins the 30-day period. This pass is
valid for payment of the full cash fare on all OCTA
local routes. If the pass is used on express service an
additional fare may be required. This pass is honored
~as.oo ~is.ao ~2e.oo
Page 4 of 5
OCTA Policy and Procedure
as full fare on Los Angeles County MTA and Inland Empire Connection within Orange County.
OC Express 30-Day Pass
Regular- $86.00
This pass is valid for 30 consecutive days. The first use of the pass begins the
30-day period. The pass is used by riders of any service with a $2.50 one way
fare.
$86.00
Express 30-Day Pass
Regular - $128.00
This pass is valid for 30 consecutive days. The first use of the pass begins the
30-day period. The pass is used by riders of inter-county express service to Los
Angeles and is good for payment of one day fare on any OCTA local or express
service.
$ri28.08
Contact lnformafion
For questions about:
Your application status or
to cancel your agreement:
Your pass order:
Acceptable identification:
TransitChek:
Website:
OCTA Mailing Address:
OCTA Pass Sales Manager 714-560-5893
OCTA Accounting 714-560-5731
OCTA Customer Relations 714-560-5932
call 1-800-531-2828
www.octa.net
OCTA
P.O. Box 14184
Orange, CA 92863-1584
Page 5 of 5
Pass Seller Business Reference and Credit Application
OCTA
Credit limit requested by Applicant: $
Page 1 of 2
2. Business Name: -.
Address:
City: State: Zip:
Contact Name: Phone:
Account Number:
3. Business Name:
Address:
City: State: Zip:
Contact Name: Phone:
Account Number:
4. Business Name:
Address:
City: State: Zip:
Contact Name: Phone:
Account Number:
5. Business Name:
Address:
City: State: Zip:
Contact Name: Phone:
Account Number:
Page 2 of 2
Pass Seller Credit Application -Banking Information
Bank Notification
OCTA
. -
Contact Name:
Business Name:
Business Address:
City: State: Zip:
Accounts Payable Contact: Phone Number:
.~ .
Business Account Bank Name:
Bank Address:
Bank Phone Number:
Bank Account Number:
Applicant authorizes and provides permission for the release of information concerning the
above referenced bank account status to Orange County Transportation Authority.
Release Authorization Signature:
Printed Name: Date:
A
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