Vanpool Guide

Alaska VDG Press-Ready:Layout 1 8/9/11 3:36 PM Page 1
Vanpool
Guide
1220 Rankin Drive
Troy, MI 48083
www.vanride.com
1-800-VAN-RIDE (Local Office)
1-800-223-VPSI (World Headquarters)
© 2006-2011 VPSI Inc.
Printed 8/1/11
Introduction / Local Contact Information
Introduction
Welcome to Commuter Vanpooling with VPSI, Inc. This Vanpool Guide
is being provided by VPSI to help you organize and operate your
commuter vanpool. Please keep this Guide in the vehicle at all times
for quick reference.
Local Contact Information
If you have questions about the vanpool program, please contact your
local VPSI Customer Service Center at:
VPSI Anchorage Office:
310 K Street, Suite 200
Anchorage, AK 99501
Tel: 907-264-6732
Toll Free: 1-800-Van-Ride (1-800-826-7433)
Fax: 907-264-6738
Share-A-Ride:
3600 Dr. Martin Luther King Jr. Ave.
Anchorage, AK 99507
Tel: 907-562-7665
Fax: 907-249-7329
World Headquarters:
1-800-223-8774
www.vanride.com
Your local VPSI Customer Service Center is open to help you during
normal business hours:
Monday - Friday
8:00 am to 5:00 pm
If you’ve been involved in an accident,
call 907-727-1312 and follow all prompts.
In the event a local contact cannot be made immediately,
please call the VPSI accident management company,
toll free at 866-278-6335: 24 hours a day, 7 days a week
Table of Contents
Vanpooling with VPSI
1
Vanpooling Basics
2
Orientation
3-5
Washing and Fueling your VPSI Vehicle
6
Monthly Reporting
7
Participant Responsibilities
8-11
Monthly Invoices
12
Passenger Charges
13
Maintenance
14-15
Local Account Store Locator
16
Tires
17-18
Towing and Roadside Assistance
18
Glass Repair/Registration & State Inspection 19
Vanpool Safety
20-26
Accidents, Incidents, Damage or Theft
27-28
Vanpooling: Frequently Asked Questions 29-36
Vanpooling with VPSI
Municipality of Anchorage
Share-A-Ride Commuter Vanpool Program
As a full-service transportation agency, Municipality of Anchorage (MOA),
Public Transportation Department, Share-A-Ride Program provides vans
for use by commuters like you who travel to and from work in Anchorage
and the surrounding areas. The Municipality of Anchorage contracts
with VPSI Commuter Vanpools to provide the management, operations,
and marketing for the Share-A-Ride Commuter Vanpool program.
Together, the agencies provide all the services necessary for you to
enjoy a comfortable, convenient, and economical commute.
Please take the time to carefully read this Guide so you know and
understand all aspects of Municipality of Anchorage’s Vanpool Program
and your responsibilities as a Driver or Rider. If you have any questions
or comments regarding the Share-A-Ride Program, please do not hesitate
to contact Share-A-Ride at 907-562-POOL (7665).
VPSI Moves the World
VPSI started in the mid-seventies, about the same time the word
"Commuter Vanpool" was first uttered. A couple of enterprising young
men in Chrysler Corporation's Office of Public Responsibility launched
the Chrysler Employee Commuter Vanpool Program as a way to conserve
fuel and reduce vehicle emissions. The program was a success so Chrysler
organized a subsidiary company and gave us the mission "…to provide
innovative transportation services."
Since incorporating in 1977, we've grown and broadened the range of
services that we provide.Today we are a privately held company, operating
commuter transportation and mobility management programs from
over 40 Customer Service and/or Commuter Centers serving 50 major
urban areas throughout the world! Over the past 30 years we've become
the largest private provider of Commuter Vanpool transportation services
in the world employing over 170 people, maintaining a fleet of over
5,500 vans in top condition and accommodating over 20 million passengertrips annually in VPSI-operated vehicles.
1
Vanpooling Basics
What is a Commuter Vanpool?
A Commuter Vanpool is a group of 7 - 15 people who commute together
on a regular basis in a van. Anchorage’s vans are 13 passenger Ford
Econoline vans.
The VPSI Commuter Vanpool Program
VPSI provides an all inclusive Commuter Vanpool Program that includes
comfortable commuter vehicles, a comprehensive insurance program
featuring a $0 deductible, a bumper to bumper maintenance program
which includes all scheduled and unscheduled maintenance, and best of
all, no long term commitment. Anchorage’s lease rate also includes fuel.
How does it work?
One person volunteers to be the Driver/Coordinator of the van. The
riders share a fee that covers the Commuter Vanpool fare. Riders usually
meet at a designated pick-up location like a park and ride location or a
shopping center parking lot. Groups must obtain approval from the
property owner/manager if they choose to meet at a retail or business
location, to ensure it is ok to do so if not already an approved lot.
Some vans have more than one pick-up point, some don't. The same
applies for drop-off points at the destination. It all depends on the nature
and needs of the Commuter Vanpool group. Of course the fewer stops,
the faster you'll get to work and home again.
Program Information
Participation in the Share-A-Ride Vanpool Program requires an obligation
from both the drivers and the riders. The following describes program
information and participant responsibilities unique to the Anchorage
Share-A-Ride Program. These responsibilities, along with those listed in
the VPSI Volunteer Driver Agreement and Alternate Driver Agreement
are required to fulfill the obligations of both the Municipality of
Anchorage and VPSI.
2
Orientation
Commuter Vanpool Orientation Course
VPSI requires all Volunteer Drivers and Alternate Volunteer Drivers to
complete a Commuter Vanpool Driver Orientation Course after
completion of all applications and prior to driving the vehicle. Subjects
to be covered in the course are as follows:
Volunteer Driver/Alternate Driver Agreement
A review of the Volunteer Driver Agreement and Alternate Driver
Agreements highlighting key areas of the agreement including but not
limited to: authorized and unauthorized use of the vehicle, maintenance
service responsibilities, accident reporting procedures, collection and
payment of fare, mileage allowance and term of the contract.
Driver Safety Training
All Volunteer Drivers and Volunteer Alternate Drivers are required to
view the VPSI Safety Video, The Vanpool Difference, which highlights the
key differences in driving a Commuter Vanpool Vehicle and an individual's
personal car. All drivers are also required to view the video, The Keys to
Foul Weather Driving" which describes how to prepare and handle the
hazards of driving in inclement weather. Following the viewing of these
two videos, all Drivers must sign a form acknowledging they have viewed
the videos and may discuss at that time any questions they have with a
VPSI representative.
In addition, VPSI will provide an operating demo of the Commuter
Vanpool Vehicle features and allow Drivers to road test the Commuter
Vanpool Vehicle to gain familiarity with the handling capabilities of the
vehicle for any driver that requests it.
3
Orientation
Sample Commuter Vanpool Guidelines
All participants in the Share-A-Ride Vanpool Program share a variety of
responsibilities that will help to make the Commuter Vanpool a success.
It is suggested that each Commuter Vanpool Group develop their own
guidelines that address their unique day-to-day operations. Since vanpooling
is a cooperative venture, all participants should take part in establishing
these guidelines. These guidelines may address the following issues:
• Pick-Up and Drop Off Points - Identify pick-up points and drop
off points and advise participants to always meet the van on time.
Remember, as many as 12 other riders are counting on everyone
to be prompt. Most vanpool groups set a time limit on how long
they'll wait.
• Contact Information - Provide vanpool participants contact
information and advise them of who to contact if they won't be
riding on any given trip. Make sure participants have the appropriate
phone numbers and e-mail addresses. Many vanpools provide
ridership rosters for easy access in the event of an emergency
or an unscheduled absence.
• Alternate Commute Plan - There may be rare occasions when the
Commuter Vanpool is not available for the commute trip. The
group should assist the driver with developing an alternate commute
plan such as identifying carpools. If the vehicle is inoperable due
to a mechanical breakdown, VPSI will adjust the monthly fare based
on a prorated basis.VPSI will not be responsible for costs incurred
for the alternate transportation. VPSI insurance coverage applies
only to the Commuter Vanpool.
• Fare Collection - Payment is due to VPSI by the 5th of each month.
Participants need to be prompt with their prorated share of the
total monthly vanpool payment. Make sure you know who to pay
and what the preferred form of payment is. Checks should be made
payable to the Volunteer Driver who will send one check for the
entire vanpool group (and any vouchers) to VPSI for payment.
4
Orientation
• Radio Stations - Most vanpoolers decide as a group if the radio
will be played and on what station.
• Seating Assignment - Many groups assign seats based on some
agreed upon format (seniority, pick up/drop off origin, etc.), while
some groups rotate seats on a regular basis. Decide what is best
for your group and stick to the plan.
• Personal Property - All personal property left in the Commuter
Vanpool vehicle is at the risk of the Commuter Vanpool member.
We suggest that all personal items be removed any time that the
Commuter Vanpool members do not occupy the van.
• Non Discrimination - Participation in a Commuter Vanpool is
voluntary. No person should be denied the opportunity to
participate in the Commuter Vanpool Program due to race, creed,
color, sex, age, national origin, political or union affiliation, nor the
presence of any sensory, mental, or physical disability.
• Grievances - Vanpool participants should make every attempt to
solve their grievances on their own. If the group finds they cannot
resolve the issue on their own, they can contact VPSI for assistance.
• Smoking Policy - Smoking is prohibited on all VPSI Commuter
Vanpools.
Washing and Fueling your VPSI Vehicle
Vehicle Washes
The appearance of the van is important to all of us. A clean, well-kept
van reflects a good image to the general public, helps improve the resale
value of the van and is attractive to riders. The Commuter Vanpool is
expected to be cleaned regularly inside and out.
Each month VPSI will credit the vanpool account for up to $25 for van
washing. In addition, one vehicle wash credit (up to $100) is provided
annually for a detailed interior cleaning of your vanpool. To obtain
reimbursement, you must submit your vehicle wash receipt(s) with your
vanpool reports. If you are currently receiving 100% of your payment in
Commuter Vouchers, please contact VPSI to discuss special arrangements.
Please note: Not all facilities can accommodate a full size van and drivers
are responsible for observing height restrictions prior to entering an
enclosed facility. Please refer to your Owner’s Manual for height restrictions.
Fueling
The Commuter Vanpool Program includes fuel in the monthly rate. All
fuel must be purchased at service stations which accept fuel cards.
Self-service, regular, unleaded fuel (no premium) should be purchased
within Anchorage to minimize fuel costs. Fuel cards are kept in each van
and are not to be removed. Each Volunteer Driver is assigned a pin
number to use when pumping fuel. This pin number is not to be shared
with any other driver at any time. Drivers should retain their fuel receipts
for their own records.
• Follow the Golden Rule - Simply treat your fellow passengers as
you yourself would like to be treated.
5
6
Monthly Reporting
Participant Responsibilities
Monthly Reporting Procedures
The Anchorage Share-A-Ride Vanpool Program is primarily funded by
Federal grants. To obtain this funding, certain vehicle and driver information
must be tracked and provided to the Municipality of Anchorage and the
Federal Transportation Agency.
Primary Volunteer Driver Responsibilities
The Volunteer Driver is responsible for operating the Commuter Vanpool
vehicle and collecting and forwarding payment to VPSI. In exchange for
these responsibilities, the Volunteer Driver typically receives a free fare
and limited personal use of the vehicle.
There are two reports that are required to be completed each month
by the Vanpool Driver/Coordinator: Vanpool Rider Report and the Trip
Length Worksheet Report. The reports must be e-mailed, faxed, or mailed
to the VPSI Anchorage Office no later than the 5th of each month. Copies
of these reports along with instructions for their completion are provided
by VPSI. Accurate vanpool reports must be submitted. Submission of
inaccurate or falsified reports will result in a loss of vanpool privileges.
Prior to participation in the Commuter Vanpool Program, a Volunteer
Driver must sign an agreement with VPSI that outlines the responsibilities
of both VPSI and the Volunteer Driver. To view a copy of this agreement,
please visit:
http://www.vpsiinc.com/pdf/ADAwA.pdf
Your local VPSI Customer Service Representative is happy to help guide
you through the paperwork process. Be sure to contact him/her to
ensure you have the proper forms and they are completed correctly.Your
local VPSI representative can also help determine if special paperwork
requirements pertain to your particular situation.
All volunteer driver applicants will receive written notification of the
approval decision by VPSI. A copy of the letter will be sent to both the
applicant and the Primary Driver of the vanpool. As the Primary Driver,
you must know who the other approved drivers are, and be able to
demonstrate this at all times. Please contact your local VPSI office if
you have any questions as to whether someone is approved by VPSI to
drive or not.
It is important that all participants understand the responsibilities
necessary to operate and maintain a successful Commuter Vanpool.
Following is a basic list of the responsibilities of a volunteer driver:
• Provide a safe, dependable commute by driving defensively.
• Maintain safe driving habits by obeying all traffic regulations and
speed laws. VPSI will not be responsible for any citation a driver
receives.
• Complete a Commuter Vanpool Driver Safety Course prior to
taking possession of the van and assuming Commuter Vanpool
driving responsibilities.
7
8
Participant Responsibilities
• Ensure that only individuals authorized (in writing) by VPSI to
drive are allowed behind the wheel of the vehicle.
• Alaska law mandates that driver and all passengers wear seat belts.
• Follow the pickup and delivery schedule agreed upon by your
vanpool group.
• Collect monthly passenger charges, including gas, tolls, and parking,
if applicable, and remit payment according to the instructions
provided by VPSI.
• Arrange for scheduled (preventive) maintenance and any
necessary repairs in a timely manner.
• If van is kept outside, plug in the engine block heater when the
temperature drops below 20o F.
• Check the tire pressure and fluid levels weekly.
• Clean the vehicle regularly, both inside and out.
• Observe height, width, length and weight clearance requirements
of the vehicle as defined in the Owner’s Manual. (Note: Commuter
Vanpool Vehicle has height requirements that must be observed
prior to entrance into any underground parking structure.)
• Immediately report to VPSI any accident/incident involving
the vehicle.
• Give VPSI a 30-day written notice to terminate the vanpool
agreement.
• It is the Primary Driver's responsibility to keep open two-way
communication with all riders regarding changes in rates, policies
and procedures that involve riders and drivers.
• Follow the terms of the Volunteer Driver Agreement.
Participant Responsibilities
In addition, to the VPSI Volunteer Driver Agreement the drivers must also
agree to meet additional requirements necessary to fulfill the obligations
imposed by the Municipality of Anchorage. These responsibilities include:
• Completing a Commuter Vanpool Orientation Course prior to
taking possession of the van and assuming Commuter Vanpool
responsibilities.
• Attempting to maintain the Commuter Vanpool at its maximum
ridership and keep the Share-A-Ride office informed of ridership
changes.
• Keeping and submitting records as required by VPSI for the
Municipality of Anchorage and make available to riders, VPSI and
MOA if requested.
• Enlisting sufficient Drivers (one primary and two back-up Drivers)
to ensure continued operation of the Commuter Vanpool.
• Coordinating the provisions of alternate transportation when
the Commuter Vanpool vehicle is not available or an approved
Driver is not available.
• Coordinating the development of Vanpool Guidelines for the
day-to-day operation of the Commuter Vanpool (i.e. waiting
times, radio playing, etc.).
• Not parking the vehicle at a tavern or adult entertainment facility.
• Using alternate options if four or fewer people will be commuting
for an extended period of time, holidays excluded.
Failure to adhere to these requirements will result in a loss of
Volunteer Driver privileges.
Alternate Volunteer Driver Responsibilities
An Alternate Volunteer Driver is responsible for the operation of the
vehicle and must sign an agreement with VPSI that outlines the responsibilities of both VPSI and the Alternate Driver. The Alternate Driver is
typically compensated for driving by receiving a free fare on the days
he/she is required to drive.* To view a copy of this agreement, please visit:
www.vpsi-inc.com/home/submenu.asp?MMID=1&SMID=106&OID=261*
*Drivers share one free fare. Each group individually decides how this will be shared.
9
10
Participant Responsibilities
Rider Responsibilities
A Rider is any person who rides in the Share-A-Ride Commuter Vanpool
vehicle, including the Volunteer Driver and Alternate Drivers. To participate
in the Share-A-Ride Commuter Vanpool, a rider must complete a
Share-A-Ride Registration Form obtained by downloading from
www.peoplemover.org (click on Share-A-Ride link) or by contacting
Share-A-Ride at 907-562-7665 and agree to the following Municipality
of Anchorage requirements:
The Driver and Riders mutually agree to:
• Submit a 3 in 1 form to join, change or leave a vanpool group.
• Pay the monthly Commuter Vanpool fares to the Primary Driver
in a timely manner.
• Notify the Driver in advance of any planned absence.
• Notify the Driver 30 days in advance of planned termination
from the Commuter Vanpool Program.
• Assist in maintaining the Commuter Vanpool ridership at its maximum
level. When a rider withdraws from the Commuter Vanpool and
that rider is not replaced, the Commuter Vanpool fares must
be adjusted accordingly for the month following the withdrawal.
• Assist in maintaining the required number of qualified Drivers.
• Arrange alternate transportation when the van is not available.
• Be held responsible for the cleanliness of the interior of the
Commuter Vanpool vehicle.
• Abide by all guidelines established by the Commuter Vanpool
Group (See Sample Commuter Vanpool Guidelines on page 4.)
• Indemnify and hold harmless MOA and VPSI, its authorized agents,
the Driver and employees from liability claims and demands for
personal injury resulting from any delays, tardiness, failure to make
an appointment or scheduled pick-up, absence of the vehicle on
particular days; or from termination of the program. Participation
in the program is your express agreement to adhere to these
guidelines.
• Not add or display any signage on the vehicle (interior and
exterior), without the written approval from the MOA. Only MOA
approved signage will be allowed on the vehicle.
• Not cause disturbances in the van or distract the driver.
Failure to adhere to these requirements will result in removal from the
11 Share-A-Ride Vanpool Program.
Monthly Invoices
An invoice will be mailed to the Driver/Coordinator on or about the
18th day of each month. This invoice details VPSI vanpool charges due
for the upcoming month. This invoice will also itemize any credits or
debits from the previous month's operation (down days, maintenance
deductions, vouchers, etc.).
• Payment is due by the 5th day of the month. Send the upper
portion of your invoice to VPSI with a check or money order
made payable to VPSI, Inc.
• Always write your account # on the front your check, money
order, transit voucher, or CommuterBucks.
• A statement appears at the bottom of each invoice informing you
of your projected odometer reading based upon your monthly
mileage allowance. Please check this against the actual odometer
on your vehicle to make sure you are not accumulating excess
mileage.
• Other payment methods include credit or debit card or electronic
funds transfer (EFT). Please contact your local VPSI office to
arrange for these payment methods.
• Invoices may be viewed and paid on-line by visiting the customer
log-in section on VPSI's website at:
www.vanride.com/Home/Index.asp?OID=261
12
Passenger Charges
Passenger Charges
Because you share the cost with up to 12 other people, Commuter
Vanpooling is typically much less expensive than driving yourself to work.
To see what your drive alone commute costs are check out our driving
cost calculator at www.peoplemover.org, click on Share-A-Ride, and
commute calculator.
To calculate individual passenger charges, add any additional costs such
as parking and tolls to your monthly VPSI vanpool fee. Divide this total
by the number of paying passengers in your vanpool group. A local VPSI
representative will be happy to help you set up the process for calculating,
collecting, and tracking actual costs for these expenses.
Helpful Hint: Consider establishing a separate checking account for
your vanpool to better track monthly expenses.
Maintenance
Local VPSI Office
907-264-6732
VPSI Maintenance Department (Troy, MI)
1-800-223-8774
Maintenance Department Hours of Operation
Monday - Thursday
4:15am - 3:00pm, Alaska Standard Time
Friday
4:15am - 1:00pm, Alaska Standard Time
Saturday
4:00am - 12:00pm, Alaska Standard Time
Sunday
Closed
Closed Most Major Holidays - Please contact your local VPSI office or
call the Maintenance Department for holiday hours of operation.
Preventive Maintenance Coupon Book
Each vehicle has a VPSI Preventive
Maintenance Coupon Book securely
attached to the vehicle glove box or
map pocket.
The books contain preventive maintenance coupons for use at specified
mileage intervals. Locate your coupon book and take a few minutes to
familiarize yourself with the coupons and mileage intervals. Each coupon
has a mileage interval in the upper right hand corner and a list of services
to be performed at that interval. SAR vans receive preventive maintenance
at 7,500 mile intervals.
Coupon Instructions
When your vehicle is within 750 miles of a specific coupon's stated
mileage interval (for example, 30,000 miles), the vehicle should be
scheduled for the service listed on the respective coupon. The service
may be performed by any of our local approved vendors.When you arrive
at the service facility, tell the service writer you are a VPSI customer.
Let him/her know where your Preventive Maintenance Coupon Book
is located. A copy of our approved vendor list will be supplied at driver
orientation. Vans must be properly maintained on schedule. Improper
care of the van can result in the loss of all program privileges and
immediate repossession of the van.
13
14
Maintenance
Coupon Instructions (continued)
The coupon lists which services are pre-authorized. There is additional
billing information on the back of the coupon for the service facility.
Call VPSI if you encounter any problems.
Emergency Coupons
Located in the back of the Preventive Maintenance Coupon Book are
emergency coupons. These coupons may be used for a minor emergency
repair after hours to get you back on the road quickly. This would involve
such items as jump starts, flat repair, tire change, or any emergency
repair, not to exceed $50.00.
Local Account Store Locator
Local Preferred Repair Shops
The Anchorage VPSI office maintains a list of preferred repair shops.
These suppliers are equipped to handle your vehicle service and repair
needs with the least amount of inconvenience to you. If you have any
questions or concerns regarding a particular supplier, please contact
your local VPSI customer service representative at 907-264-6732.
Repairs
If your vehicle experiences poor drivability, loss of power, noises not
heard before, or any of the warning lights become activated, it is necessary
to have the vehicle checked by a qualified automotive repair facility.
Please call your local VPSI office for assistance in selecting the most
appropriate facility to repair the vehicle. If your vehicle is less than
three (3) years old and has less than 36,000 miles on the odometer,
the repair may be covered under warranty and must then be serviced
by an authorized factory warranty repair center (i.e., a Ford dealer). If
your vehicle is beyond the warranty period, the vehicle may be serviced
by the nearest preferred vendor for your area. Tell the service writer
you are a VPSI customer and request that they call 1-800-223-8774 to
obtain repair authorization.
Out of Pocket Expense
If you pay for required items such as engine oil, wiper blades, flat tire
repair, headlights, bulbs or fuses, you may be eligible for reimbursement.
You may obtain a maintenance reimbursement request at www.vanride.com.
Simply complete the form and attach the original receipt along with your
monthly remittance. Once the VPSI maintenance department approves
your out-of-pocket expense, a credit will be posted to your account.
15
16
Tires
Tire Inflation
VPSI recommends drivers check and adjust tire pressure (including the
spare) to the vehicle manufacturer’s specifications on a weekly basis.
Locate the correct tire pressure on the sticker attached to the driver
door post, door edge, glove box, or fuel door. This information can also
be found in the Owner’s Manual. Please be mindful that some vehicles,
especially larger commuter vans, have different tire pressure
recommendations for the front and rear tires.
The recommended tire pressures for your vehicle are "cold" tire pressure
levels. For accuracy, always check your air pressure with a tire gauge
when the tires are cold. Driving, even relatively short distances, heats
up tires and can affect the accuracy of tire pressure readings. If you are
uncertain about where to locate tire inflation information, or cannot
find the vehicle manufacturer's tire pressure recommendations, call
your local VPSI office.
Tire Replacement
Tires are replaced on an as-needed basis. If the tread depth is 4/32 of an
inch or less, or the tires show uneven wear, cupping, or sidewall damage,
the tires may need to be replaced. If you notice anything questionable
with the tires during your pre-ride inspection or inflation check, the
tires should be inspected at the nearest VPSI approved vendor. The
vendor will follow regular repair authorization procedures for tire
replacement. Call your local VPSI office if you have specific questions.
17
Tires / Towing and Roadside Assistance
Studded Tires
Studded tires are provided for winter driving. They are installed and
removed following state and local policies for allowable dates. Please
contact your local VPSI office for additional instructions.
Important Towing Instructions
If you require roadside assistance or towing, it is important to contact the
local VPSI office at 907-264-6732. A VPSI Customer Service Representative
will make recommendations based on your vehicle needs.
When calling for roadside assistance, regardless of vehicle manufacturer,
the caller will need to have ready the complete Vehicle Identification
Number (found on the driver door post or the dashboard), odometer
reading, and location of the vehicle. Knowing a mile marker or nearest
cross street will help speed up the process. Suppliers providing towing
services will also need access to the van keys if the vehicle is left unattended.
1-800-241-3673
Ford Warranty Roadside Assistance
The Ford Roadside Assistance Program covers flat tire change and, if
your vehicle is inoperable, towing to the nearest Ford authorized
service center.
Coverage: 3 years/ 36,000 miles
Loaner Vehicles
During extended maintenance on your vehicle or in the event of a
breakdown,VPSI will always attempt to provide you with a loaner vehicle.
In the event a loaner vehicle is not provided and you are not able to use
your regular vehicle due to mechanical failure or extended maintenance,
VPSI will credit your account for any days you are without a VPSI vehicle.
Contact your local office to arrange for a loaner vehicle.
18
Glass Repair / Registration and State Inspection
Call your local VPSI office when you experience damage to any glass on
your VPSI vehicle. A VPSI representative will arrange for the glass to be
repaired or replaced. The first sign of damage from road debris is often
a small chip or "star" in the windshield glass. When caught early, a small
chip or "star" can usually be repaired, eliminating the need for a more
expensive glass replacement. Please contact your local VPSI Representative
as soon as you become aware of any damage. In most instances, glass
repair/replacement can be done on-site by a mobile supplier.
Vanpool Safety
Introduction
Every VPSI approved Volunteer Driver, as well as any rider interested in
becoming a Volunteer Driver, should read this section of the Vanpool
Guide. It has been prepared to assist in safe vanpooling by all vanpool
participants.
Approved Drivers
Only VPSI approved Volunteer Drivers may operate a VPSI vehicle. Be
sure you have an approved Volunteer Driver ready at all times to drive.
Anticipate vacation and holiday schedules and submit applications with
the proper paperwork to VPSI allowing ample time for processing. Each
applicant will receive a written approval or denial letter from VPSI.
VPSI Safety Video, “The Vanpool Difference”
VPSI, Inc. makes a large investment in vanpool safety. As a VPSI approved
Volunteer Driver, you play a significant role in the safety of your vehicle
and your vanpool group. VPSI has developed a vanpool safety video,
"The Vanpool Difference" and makes it available to all participants via
the internet at www.vanride.com. VPSI also provides "The Vanpool
Difference", upon request, as a CD-ROM or a VHS tape in both English
and Spanish. It is a requirement that all approved Volunteer Drivers
view the safety video. The CD-ROM version of the video is located in
the blue and white zippered bag labeled Important Vanpool Documents
which can be found in your vehicle.
Photo Provided Courtesy of Safelite AutoGlass
Registration and State Inspection
VPSI is responsible for assuring that your vehicle is properly registered
and complies with local inspection programs. You are required to have
valid registration in your vehicle at all times. If you have questions or
concerns regarding your vehicle registration, contact your local VPSI
office at 907-264-6732.
“The Vanpool Difference” is Available in
CD-Rom and VHS Formats
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Vanpool Safety
Seat Belts
Utilizing seat belts is the single most effective measure you and your
passengers can take to reduce the risk of injury or death in the event
of a serious accident. VPSI mandates that seat belts be worn at
all times when the vehicle is being operated. As the driver, it is
your responsibility to ensure that seat belts are operable and available
for all seating positions, and for insisting that everyone buckle up.
Should you experience any lack of cooperation from a rider, advise
your local VPSI office immediately.
Seat Belts Must be Worn at all Times
Cell Phones and Other Wireless Devices
Merely handling a cell phone, let alone talking on a cell phone, has been
determined to be a major distraction for a driver and increases the risk
of an accident. It is the policy of VPSI that cell phone use by a
driver is forbidden, even when a hands-free device is available.
Should a driver need to make a cell phone call, another vanpool member
can make the call for the driver or the driver must pull off the road.
Drivers Should Never Use Cell Phones While Driving.
All Important Calls Should be Made by Passengers.
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Vanpool Safety
Tire Safety
Checking and maintaining proper tire pressure is one of the most
important safety precautions you can take. Even trained mechanics may
have a hard time distinguishing between a properly inflated tire and
one that is significantly under-inflated. For this reason, VPSI includes a
tire pressure gauge with each vehicle we provide. Rely on a good tire
gauge for an accurate reading. Please refer to the Tires section of this
Guide for more details on what you can do to ensure the tires on
your vehicle are properly inflated.
It’s Difficult to See the
Difference Between a
Properly Inflated Tire and an
Under-Inflated Tire
Check Tire Pressure Weekly
Clearances
It is important to know the height, width, and length of the vehicle you
are driving. This information is contained in the Owner’s Manual. When
you are driving a van that is taller, wider, and longer than other vehicles,
you must operate it differently. Whenever possible, park in spaces where
you are not required to back out. Allow extra space on both sides of
your vehicle when approaching a gas
pump or making turns in a parking lot.
Approach overhead clearances with
caution and be sure you know the
height clearance of your van. Proceed
slowly. See your Owner’s Manual for
specific information about your vehicle’s
clearance requirements.
Large Vans Require a Minimum
of 7’ (84”) Clearance
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Vanpool Safety
Following Distance
Allow ample room between you and the vehicles around you. One
difference between a large van and a car is the van's extra height. On one
hand, the driver’s position behind the steering wheel provides a great
view of the road, but the van's height also obstructs the view for those
drivers behind the vehicle. You need to provide the extra cushion of
safety not only for yourself, but also for motorists behind you because
they cannot see, as you can, traffic events developing ahead.
When the van is filled with passengers, the additional weight requires
more braking time. When driving a van, using a four second space cushion
affords you the time required to start applying your brakes sooner than
you would in a car in order to come to a smooth, complete stop. Vans
don't respond as well as cars to abrupt steering maneuvers so make sure
there is always ample room between you and others on the roadway.
Vanpool Safety
Boarding and Exiting
It is important to find a safe place to pick up and drop off passengers.
Locate a well lit area that is off the road and protected from traffic.
When loading your vanpool vehicle, passengers should fill the front seats
first to reduce the rearward shift of the vehicle's center of gravity.
Instruct riders in the proper manner to board and exit a van. They
should face the vehicle when entering and exiting and make sure their
feet are firmly on a running board and then on the ground before letting
loose of a safety handle or assist strap. Ask the front seat passenger to
open the passenger side door and assist others in and out of the vehicle.
People Mover Bus Stops are not to be used for boarding and exiting.
Be Careful While Entering
and Exiting the Vehicle
Allow at Least Four Seconds of Space Between Vehicles
Route Selection
As the Driver, you will need to select a safe and efficient route to and
from work. Whenever possible, avoid routes with left turns, left exit
lanes, and high speed merge lanes. Consider alternate routes when
weather or road repairs pose a problem to your regular route.
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Changing Lanes
Vans are longer and wider than cars and special care must be taken when
changing lanes. Most vans are equipped with combination side-view
mirrors and convex lenses to help eliminate blind spots. Check your
blind spots frequently while driving. Think of your passengers as your
co-pilots and ask them for guidance when you're changing lanes. Signal
your lane change well in advance and begin your maneuver slowly.
24
Vanpool Safety
Vanpool Safety
Driver Fatigue
As the Volunteer Driver behind the wheel, you are the most important
person in the vanpool group. Your task is to get your passengers to
and from work each day in a safe and efficient manner. Fatigue has been
determined to be a leading contributor to accidents. If you feel tired
while driving, pull off the road. Ask an experienced VPSI approved Alternate
Driver to take on the task if you are feeling drowsy or you are taking
medications that list drowsiness as a potential side effect. Your approved
Alternate Drivers should keep in practice by driving on a regular basis.
These Drivers will gain valuable experience handling the van, thereby
making each trip a safe one.
Be Prepared and Start Each Commute Safely
A well-prepared vehicle driven by a well-rested and qualified Driver will
safely get you and your riders to and from the job each day. Be sure
that your vehicle is in great shape each time you start your commute.
Check in, under, and around your vehicle for objects or obstacles each
time before you operate it. Notice how close other vehicles are parked
next to your vehicle. Before starting out, make sure all doors are closed
securely, your passengers are wearing their seat belts, and that nothing
blocks your visibility out of the front, side, or rear windows. Alert your
riders that you are departing and ask for assistance with blind spots, if
necessary, before putting the van in gear.
Curved Rural Roads
Be especially cautious on curved rural roads and maintain a safe speed
to avoid running off the road. Unexpected occurrences can happen to
the best, most alert drivers in any type of vehicle. For example, if your
wheels drift onto the shoulder of the road, slow down gradually, letting
up on the accelerator while steering the vehicle straight ahead. If you
must brake, do so gradually and gently. Hard panic braking or attempting
to re-enter the flow of traffic too quickly could result in a dangerous
loss of control. Pull back onto the roadway only when you have
reduced your speed to a point where it is safe to do so and when traffic
conditions permit.
Establish a weekly routine to check safety and maintenance related items
on the van. Ensure that the van is clean inside and out and that mirrors
are clean and properly aligned for your view. Check the windshield
wipers to verify that they are in good shape. Check all fluid levels, including
windshield washer fluid, oil, and gas. Check the overall condition of
your tires for any signs of damage or uneven wear. Make certain that
seat belts are available and operable.
Distracted Driving
Eating, drinking, tuning the radio, using a cell phone, and handling a map
are among the most common things that can distract a Driver. You
volunteered to be the Driver and that deserves your undivided attention.
The use of a cellphone while driving a van is strictly prohibited.
Drive with Care
This Guide is intended to help you maintain, care for, and operate your
vanpool vehicle.VPSI is proud of the contributions made by our Volunteer
Drivers. Congratulations on becoming a Volunteer Vanpool Driver and
please, drive with care.
Traffic Tickets
Obey all traffic and speed laws. If you are ticketed for a moving or
parking violation, you are responsible for the ticket and for letting VPSI
know that you were ticketed. VPSI will not be responsible for tickets
issued to Drivers.
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26
Accidents, Incidents, Damage or Theft
Introduction
The Driver must immediately report accidents, incidents, vehicle damage,
or theft of the vehicle to the local VPSI office. Written copies of the
accident report must be received by the local office within 24 hours of
occurance. Each Driver is responsible for filing any accident report form(s)
that may be required in the jurisdiction in which the accident occurs.
Each vehicle contains accident reporting instructions to follow in the
event of an accident. These instructions include a sample report form
illustrating the important information which must be obtained from the
scene of an accident. Accident reporting instructions can be found
within the vehicle in the blue and white zippered bag labeled Important
Vanpool Documents.
Accidents
As a Driver, do not discuss the facts of the accident with anyone other
than law enforcement and NEVER ADMIT FAULT; simply tell law
enforcement your observations.
When involved in an accident, if there is even a minor complaint of
injury, immediately summon emergency medical personnel and local
law enforcement (call 911).
• Even if there are no injuries resulting from the accident,
contact local law enforcement.
• Activate hazard flashers if the vehicle is disabled.
• Secure the vehicle in a safe manner to avoid any secondary
collisions and wait for professional emergency assistance.
• Exercise cautious judgment as to whether passengers
should remain in the van or move to a safer location.
• If the vehicle contains safety reflective triangle kits or flares,
and instructions for their use, use them accordingly. These additional
safety materials may be purchased by the group if they so desire.
• Cooperate with law enforcement. Do not leave the accident
site until the investigating agency has completed its
inquiry and officially released you.
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Accidents, Incidents, Damage or Theft
Contact your local VPSI office and report the events. Local office personnel will assist in the removal of the vehicle from the accident scene
(if not driveable) and arranging for alternate transportation. In the
event of an accident involving injuries, contact the VPSI Headquarters at
1-800-223-8774 and select extension 3540 for the Insurance Manager,
24 hours a day, 7 days a week.
With the assistance of the accident reporting instructions located in the
vehicle, secure as much information as possible, and report the accident
according to the instructions. Write down the names, addresses, and
the driver license numbers of all persons involved in the accident and
those of any witnesses. Write down the license plate number and
insurance information for all vehicles involved in the accident.
If you are involved in a collision with another vehicle and the other
driver does not stop or refuses to remain at the scene, record as
much information as possible, including license plate number of the
other vehicle, vehicle make, model, and color. Once you have obtained
as much information as you can, contact local law enforcement and
your local VPSI office immediately with this information.
Incidents
Incidents include, but are not limited to, occurrences such as a rider
falling or being hurt within the vehicle or while entering/exiting the
vehicle; or any collision with another vehicle, pedestrian, property, or
stationary object, whether the van is parked
or mobile. These incidents or occurrences
must be reported to your local VPSI office.
The local authorities must be contacted for
response, regardless of severity of accident.
Damage or Theft
Damages resulting from vandalism, unknown
causes, and thefts must be reported to the
local VPSI office promptly.
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Vanpooling: Frequently Asked Questions
Share-A-Ride & VPSI
Anchorage Share-A-Ride (SAR) works to reduce traffic congestion and
improve air quality by promoting alternatives to driving alone. Vanpoolers
benefit from sharing the ride in many ways including increased savings
by decreasing their gas, parking and maintenance costs; enjoying a
stress-free commute and reducing their carbon footprint.
VPSI Commuter Vanpools is the largest Private Provider of Vanpools
Nationwide. Since 2005 VPSI has been contracting with SAR to provide
vanpool service to Anchorage and Mat Su Borough residents. For more than
30 years VPSI has been providing a quality vanpool experience to commuters.
The vanpool program is made up entirely of Volunteer Drivers and riders.
Therefore, should your Driver no longer continue, the group should
discuss who might take their place. VPSI can help you identify potential
alternatives. Please call our office for assistance. In the case that no
Drivers can be identified we will help to see if there is another van
available that matches your schedule. Each van should have sufficient
Alternate Drivers approved to help with emergency situations, and each
rider should know what the group’s alternate commute plan might be.
This document provides answers to questions frequently asked by vanpool
participants. It covers a variety of concerns relating to the monthly
fare, our Emergency Ride Home program, to transit tax benefits. We
encourage you to contact the local VPSI office if you have any questions
about the program.
Program Background
Servicing the Municipality of Anchorage (MOA) since the late 1970s,
vanpooling was added in 1995. In addition to offering rideshare services
to both commuters and employers, public transportation promotes
transit, vanpooling, carpooling, biking and walking.
In 2011, SAR contracted with VPSI, Inc. to provide fleet management
and operations services for its vanpool program. VPSI also managed
the program from 2005-2010.
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Vanpooling: Frequently Asked Questions
Participation in the SAR vanpool program requires a commitment from
both the drivers and riders. The following describes program information
and participant responsibilities unique to the SAR program. These
responsibilities, along with those listed in the VPSI Volunteer Driver
Agreement and Alternate Driver Agreement are required to fulfill the
obligations of both the MOA and VPSI.
What is vanpooling?
A vanpool is a group of eight to 13 people who regularly commute
together by leasing a van on a month-to-month basis with VPSI, Inc., the
Municipality of Anchorage’s vanpool contractor. Together, we provide all
the services necessary for you to enjoy a comfortable, convenient and
economical commute.
Volunteer drivers pick up riders at specific points, drop them off at or
near their worksite and return them to their pick-up points at the end
of each work day.
How do I get into a vanpool?
You can register online at http://ShareARide.muni.org, call 562-7665 or
email your request to pool@muni.org. Ridematching is free and confidential.
We’ll need your home and work addresses, work hours and contact
phone number. Share-A-Ride will provide a matchlist of current vanpools
that best match your information. If none match, we can add you to
our active list for future matches when others commuting your way
and time register in our program. Until then, Share-A-Ride can connect
you with a list of people interested in carpooling in your area.
There is one convenient form to fill out for every type of vanpool
inquiry. It is called the 3 in 1 form and all participants must submit it to
the Share-A-Ride office for any of the reasons listed below. The 3 in 1
form is available at:
http://www.muni.org/Departments/transit/ShareARide/Documents/
Revised_Rider_Form.pdf
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Vanpooling: Frequently Asked Questions
How do I get into a vanpool? (continued)
The 3 in 1 form has several purposes:
• To register in the Share-A-Ride program.
• To apply to ride in a specific vanpool after you’ve been approved
but before you actually begin commuting.
• To give notice that you will leave a specific vanpool. This may be
due to changing jobs and the van no longer goes where you need
to go, because you are moving, or because you simply do not wish
to continue vanpooling.
Please remember that a person cannot ride in a van without first submitting
a 3 in 1 form to SAR and have notified both the Vanpool Coordinator
and rider by phone or email when all required paperwork has been
received and the new rider has been authorized to ride.
How much does it cost to be in a vanpool?
Fares vary depending on the number of riders and the commuting distance.
The monthly fare per rider who travels 100 miles round trip each day
in a full vanpool is approximately $130. The total cost of the van is fixed
and is simply divided amongst the riders. The more riders you have, the
less each rider pays. The driver rides free.
What does the fare cover?
The monthly fare covers all fuel, operating, maintenance and insurance
costs, which are divided equally among the riders in exchange for a
guaranteed seat.
How many people are needed to start a vanpool?
To start a vanpool there must be at least eight riders for the 13-passenger
van, including the Primary Driver/Coordinator and two Alternate Drivers.
How can a person join an existing vanpool?
You may join an existing van if there is space available; there is no one on
the vanpool active listing for the specific van’s route and schedule and the
vanpool group agrees to add you as an additional rider. This is particularly
important if you would like the van to make an additional stop. Doing
so increases the commute time. Each vanpool group has the ability to
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Vanpooling: Frequently Asked Questions
accept or deny a new vanpool rider if an extra stop is required.
If all above requirements are met, you’ll need to submit 3 in 1 form to SAR,
checking the Apply to Ride in Specific Van box. Once the form has been
received and approved, both the Primary Driver/Coordinator and you (the
new rider) will be contacted and informed when you may begin to ride.
Can I vanpool part-time?
Yes, riders may commute part-time until a full-time rider is approved to
join the vanpool group. Part-time riders are typically charged a rate of
1.5 times the daily price of a full-time rider and are not guaranteed a
seat. Part-time riders must be willing to make alternative arrangements
if upon meeting their vanpool group, 13 full-time seats are already taken.
Primary Driver/Coordinators use their discretion as to how many part-time/
standby riders they have on their roster. A person can join a vanpool
as part-time until a full-time seat opens up, allowing them to switch to
a full-time status. Or if they only wish to vanpool a couple times a
week or a few times a month, they can maintain their part-time status.
What is an active listing?
A vanpool active listing is a list of commuters who have registered in
the program and want to join a vanpool. If there are no vacancies in an
existing van or if there are no vans that travel near your work location
at your scheduled time, your name will be placed on our vanpool
active listing. When a vacancy becomes available, names will be pulled
from the active listing in the order they were added and given to the
Primary Driver/Coordinator.
How is the monthly fare collected?
Riders pay their monthly fare to the Primary Driver/Coordinator which
in turn pays VPSI’s monthly invoice. The invoice will detail vanpool charges
due and itemize any credits or debits (applicable) from the previous month.
Can I try out a vanpool to see if it’s a good fit?
Through SAR’s Try-A-Ride program, a commuter can ride in a vanpool
up to three times at no cost to see if a particular vanpool is a good
match for them.
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Vanpooling: Frequently Asked Questions
What happens if a rider drops out of the vanpool?
All vanpool vacancies must first be filled from our vanpool active listing.
Primary Drivers/Coordinators are encouraged to contact SAR if a rider
has given notice to leave or if they’re low on riders, to obtain a list of
commuters who match their van's route and work times. Vanpoolers
are encouraged to promote the program by talking with co-workers,
neighbors and friends about it.
If the group is not able to recruit a new rider, then each rider’s fare will
increase to cover the cost of the rider that left. The most effective way to
keep the van full and cost effective is to keep SAR informed of any changes
within your vanpool group, including time or pick-up & drop-off points. The
slightest changes may be all it takes to fit another commuter’s schedule.
What other responsibilities must Drivers and riders fulfill to SAR?
• Attempt to maintain the vanpool at its maximum ridership
capacity and keep the SAR office informed of all ridership and
commute changes. Doing so not only keeps each rider’s fare low,
but presents a positive image to the public.
• Primary Drivers/Coordinators are responsible for submitting the
Vanpool Rider Report each month. As SAR’s vanpool program is
primarily funded by federal grants, certain vehicle and driver
information must be tracked and provided to the MOA and
Federal Transportation Agency (FTA). Special care should be taken
to ensure the reports are both accurate and timely.
Failure to adhere to these requirements may result in removal from
the SAR vanpool program.
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Vanpooling: Frequently Asked Questions
Do you offer an Emergency Ride Home?
Yes, full-time vanpool participants are allotted a reliable ride home up
to twice a year for qualified* emergencies. When an emergency arises,
participants call VPSI to obtain authorization and coordinate a plan to
get home. See our web site for more detailed information regarding
Emergency Ride Home.
*A qualified emergency is defined as personal illness, illness of a family
member, or a death in the family.
How long of a commitment must I make to a vanpool?
Vanpools are set up on a month-to-month basis. If you decide at any
point that you would like to discontinue the vanpool, simply submit a
3 in 1 form with 30 days notice, signed by yourself and the Primary
Driver/Coordinator to SAR. The 30 day notice does not take effect
until both parties have signed the form and it has been received and
approved by SAR.
How is fueling handled?
Fuel is included in rider’s vanpool fares. To minimize fuel costs, only
regular, unleaded fuel (no premium) can be purchased at authorized
service stations. For a list of these stations, contact the Vanpool Contract
Administrator at 907-343-8435. Drivers should retain their fuel receipts
for their own records. Fuel cards are kept in each van and are not to
be removed. The card can only be used to fuel the van it was assigned to.
Each authorized Volunteer Driver is assigned an individual pin number to
use when pumping fuel. Pin numbers are not to be shared with anyone
except the person to whom it has been assigned and authorized drivers
are not to use a card from one van to purchase gas for a different van
(eg. loaner). If these requirements are not met, groups may lose their
ability to use FleetOne fuel cards.
34
Vanpooling: Frequently Asked Questions
What kind of vehicle is provided?
Share-A-Ride vans, Ford E-350s, accommodate one driver and 12
passengers. Each maxi-van is equipped with an automatic transmission,
individual overhead reading lights, reclining high-back seating (like those
used on airlines), a first aid kit, and studded tires for winter driving.
Where is the van parked at night?
The Primary Driver/Coordinator takes the van home at night for garage
or off-street parking. SAR does not allow vans to be left overnight other
than at the residence of an Alternate Driver or vanpool participant
without prior written approval from VPSI. At no time is a van to be parked
at an alcohol or adult entertainment establishment. If the van is parked
outside, plug in the engine block heater when the temperature drops
below 20 degrees F.
Can the driver use the van for personal use?
Yes, each van has a personal mileage allowance of up to 200 miles per
month that can be used for non-commute trips.
Vanpooling: Frequently Asked Questions
How are the vans purchased?
SAR vanpool vehicles are purchased through Federal Transit Administration
and Federal Highway Administration grants that require up to 20% in
local matching. These grants require all trips must either begin or end
within the Municipality of Anchorage.
Alaska Share-A-Van is a regional vanpool program established in
December 2009 between SAR and the Matanuska-Susitna Borough
(MSB). Their vehicles are purchased through a Federal Transit
Administration grant and a MSB capital grant match and prefer their
trips to begin and end within the Mat-Su Borough.
Are there any special tax incentives to vanpooling?
Yes, currently the Federal Tax Code allows employers to offer their
employees up to a predetermined amount per month in tax-free benefits
for transit passes and vanpool fares. Alternatively, employees can set
aside a portion of their payroll (pre-tax) for transit or vanpool expenses.
Neither the employer nor the employee pays payroll or income taxes
on the benefit amount. The amount fluctuates yearly; please call our
office for the most up to date information regarding limits.
Can I save on my personal automobile insurance?
Vanpoolers who no longer use their personal vehicle for commuting to
work should check with their insurance agent to see if a reduction on
their automobile insurance is available.
What can I do if I change work locations?
Contact SAR to update your commute information, as another vanpool
may match your new work location. If not, then we would add your name
to our vanpool active listing.
Who’s in charge of van operations & maintenance?
The Municipality of Anchorage contracts with VPSI to manage, operate
and market the vanpool program, and coordinate with the Primary
Driver/Coordinator.
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Alaska VDG Press-Ready:Layout 1 8/9/11 3:36 PM Page 1
Vanpool
Guide
1220 Rankin Drive
Troy, MI 48083
www.vanride.com
1-800-VAN-RIDE (Local Office)
1-800-223-VPSI (World Headquarters)
© 2006-2011 VPSI Inc.
Printed 8/1/11