East Coast Executive Car &
Limousine
Terms and Conditions
________________
Terms good through 2008
Standard Rates- East Coast Executive Car & Limousine’s standard non-contracted black car rates are posted on our website under Rates. Call for our Chairman Class rates. Prices may change based on current fuel prices (see Fuel Surcharges) and annual inflationary adjustments. Invoiced accounts billing less than $250 will be required to open a credit card billable account and/or individual users will be required to provide a credit card at time of reservation.
Payment Terms
All billable/invoiced accounts are due Net 30 days. A finance charge of 1.5%/month will be added to the following invoice on amounts due on the previous invoice. Delinquency in payment over 90 days will result in the account being billed East Coast's current full standard rate plus 15% gratuity. Once an account has been turned over to collections for lack of payment an additional finance charge of 5% per month will be charged on all outstanding balances.
Rating your Fare - Establish your pick-up and drop-off zones, and then use
the tables to determine
Gratuity, tolls, waiting time, additional stops, parking,
and any applicable service fees are billed additionally. Customers with
special volume discounts may be charge standard rates if actual volume per
quarterly falls 20% or more below the projections upon which the discount was
established.
Affiliate Usage- On occasion, due to high call volume, we may offer you the option of an affiliate company to expedite your request for car service. East Coast selects its affiliates based on fair pricing and/or availability. If you opt for an affiliate, you will be charged based on fair rates, plus any surcharges and wait time charges that apply.
Reservation Process - East Coast allows reservations to be placed directly by phone to our call center at 917-606-1978 or via our online services. You can establish an online account by contacting 917-606-1978 Ext. 277. All reservations, particularly airport pick ups, must contain the passenger's cell phone number. Passengers will be billed if they take another means of transportation without calling East Coast whenever they do not see their car. Under NO circumstances should the passenger direct the driver to change a reservation, or give the driver instructions for return pick-ups. All such changes must go through our call center. East Coast will not be responsible for service issues whenever a driver is instructed directly, other than an 'as directed' ride, nor is East Coast responsible for missed flights.
Driver Interaction and Changes to a Reservation - drivers are instructed as to the pick-up and drop-off locations by a dispatcher. Unless "as directed", passengers should not ask driver for changes in a reservation. All changes to a reservation must be called into the dispatch center at 800-822-8767. East Coast is not responsible for errors if this protocol has not been followed.
Additional stops in the original
pick up zone or a touching zone will be charged at $9.00 each. Additional
stops out of the original pick up zone or not a touching zone will be the full
rate from the pick up zone, to the zone with the stop. Please see
MANHATTAN
ZONES:
Battery to 14th Street East River to Hudson
River…………….......101
14th Street to 34th Street- East River to 5th
Avenue......………….…102
14th Street to 34th Street-Hudson River to 5th
Avenue………….….103
34th Street to 59th Street- East River to 5th
Avenue………….....…..104
34th Street to 59th Street- Hudson River to 5th
Avenue ..…...…..…..
59th Street
59th Street
79th Street
79h Street to
96th Street
96th Street
125th Street to 155th Street- Harlem River to Hudson
River……….112
155th Street to 181st Street- Harlem River to Hudson
River…..……113
181st St to County Line North– Harlem River to Hudson
River.......114
Round Trips
are billed at full price both ways with no stop charge. Waiting time is
applied after a 5 minute grace period.
Multi-Zone Round Trips, if a job is taken in one zone and then returns to
another zone,
Stops in Outer Boroughs are billed at $12.00 per stop within the same zip code.
Otherwise they
price for each borough.
Out-of-Town Rates with Multiple Stops |
|||
Furthest destination
|
Full
Price |
|
|
|
Town in direct route |
Half
Price |
|
|
|
Additional Stops within same town $15 |
|
||
Waiting Time
is $51 per hour, billed in 5 minute increments. It
begins five
minutes after the scheduled reservation time on non-airport pick ups.
Guaranteed Waiting Time may be requested at the time of reservation. This will
guarantee
On-Demand (a.s.a.p. or “now”) calls in Manhattan…If a call is made for a pick-up in less than 30 minutes, it will be considered a live call, and the closest available car will be sent.
Sedan Charge by the hour in Manhattan is based on a 2 hour minimum and
billed at $50 per hour.
Specialty Vehicle Rates
SUV, stretch limousine, van and busses must be requested at time of reservation. Call for SUV, 14, 24 passenger or 56 passenger vehicles.
SUV rates are
$65/hour plus 20% gratuity, plus tolls and taxes, with a 4 hour minimum out of
Manhattan, 2 hour minimum in Manhattan.
CANCELLATION must be no less than 2 hours prior to pick-up time or the full rate will be charged.
Tolls will be charged for both ways on any out-of-town trip. New York airport transfers will incur only one-way toll charges.
Van rates (14
seats) are $75/hour plus 20% gratuity, plus tolls and taxes, with a 4 hour
minimum out of Manhattan, 2 hour minimum in Manhattan.
Events and Parties
Events and parties must be scheduled at least two weeks in advance. Check for availability in November for December parties. Rates will be based on your contracted rate plus 15% gratuity.
On-Site Dispatching is recommended for your events and for reliable
fulfillment of transportation for groups leaving a common location. It is
mandatory for events requiring 15 cars or more. Trained
personnel are in constant radio communication with the base and account
manager to assure prompt service. The rate is $40 per hour, with a 2 hour
minimum.
Theatre Call
service is available for those special nights out on the town. Your chauffeur
will drop you
Holidays- A
special $25 per-ride surcharge will be applied for rides after 6.p.m. on the eve of
Christmas and New Year. The same surcharge will be applied on President's Day,
Memorial Day, 4th of July, Labor Day, Thanksgiving
Day, Christmas Day, and New Year’s Day. In addition, 30% gratuity will be
applied to all fares to compensate our driver’s for taking time from their
families. All airport pick-ups will be inside by baggage claim during these
times.
City-Wide Emergencies
Reservations during disasters, transit strikes and city emergencies will only be taken if and when vehicles become available. Rates will be our standard non-discounted rates with an additional 50% surcharge plus 15% gratuity. Mass transportation services via shuttle vans and busses and ride sharing will be billed in the standard point-to-point manner per passenger plus the surcharge.
Sporting Event Pick-Ups are charged an additional $12. These include Yankee
Stadium, Shea Stadium,
Package Deliveries are billed at standard rates plus $5 service charge for
up to 25 lbs. plus applicable
parking charges. Call for other prices.
No Show
charges are billed under the following conditions:
For Manhattan –
·
The job is cancelled by within 30
min. of scheduled pick-up time for Manhattan and one hour for Borough…or,
·
We contact you, the customer, or
affiliate and you confirm a No Show…or,
·
Passenger does not show after a
total of 15 minutes after scheduled pick-up.
·
We charge a $25 flat fare plus
applicable fees, taxes and surcharges for all Manhattan no-shows.
Note: the above conditions apply to New York City based accounts. Accounts based in other areas will be billed full rate for No Shows.
Airport Rides
–
Airport
Wait Time Limit – we will release a vehicle from an airport pick up 30
minutes after actual posted arrival time for domestic flights, and 45 minutes
for international flights, if no
contact has been made with the customer, or the customer did not call to
advise of a cancellation or flight change. This limit may be modified based on
individual account terms and requirements. Waiting time will be billed for at
full fare after the complimentary period of 15 minutes. This does not apply to
flight delays.
·
No show charges also apply if we
contact the customer and he/she confirms a No Show…or,
· Passenger does not show after a total wait time after scheduled arrival time.
This does not apply to flight arrival delays.
Passengers MUST call us immediately if they do not see their chauffeur. Passengers that do not contact us and take an alternative means of transportation will be billed the full rate. East Coast will make every attempt to contact passengers whenever a chauffeur has difficulty locating them. ALL RESERVATIONS must contain a passenger cell phone number.
·
Charges also apply if a job is
cancelled within:
o
45 min. of scheduled arrival time
for LGA
o
1 hour
for JFK
o
1 hour
for Newark
of
scheduled pick-up time…or,
·
Passenger is required to call us
to cancel or reschedule the reservation whenever his/her flight has been
cancelled. The passenger cannot assume that we will still dispatch a vehicle
if he/she takes another flight.
Flight Diversion
If a flight is diverted to another airport after the car has been dispatched or is already on scene, a no-show charge will be applied. Refunds for these charges will have to be filed with the airline. Most airlines have a Waivers & Favors program.
Out-of-Town Trips –
·
The job is within 2 hours of
scheduled pick-up time (NY upstate east, NJ, CT, PA, all other N.E. states
require 4 hour notification)…or,
·
We contact you, the customer, or
affiliate and you confirm a No Show…or,
·
Passenger does not show after a
total of 1 hour after scheduled pick-up.
Changes & Cancellation
Changes must be called in no less than 30 min prior to
reservation time for Manhattan pick-ups, and one hour for Borough pick-ups.
Cancellations must be requested by phone, and a cancellation confirmation
number must be received. Previously placed online reservations may be
cancelled online. Confirmation must be received for online reservations to be
confirmed. Cancellations will not be accepted via e-mail. We
can only accommodate the best we can based on availability when changes are
made on short notice. Cancellation charges are billed at $25 per reservation
if called in less than 30 minutes from scheduled pick-up in Manhattan. Out of
town cancellations must be called in a minimum of 2 hours before scheduled
pick-up for locations up to 50 miles from mid-Manhattan, 3 hours for locations
51-100 miles, and 4 hours for locations beyond 100 miles, or full fare will be
charged.
Cancellations for National Service (out of the NY tri-state area) 6 hours minimum before requested pick-up time, otherwise full fare will be billed.
Cancellations for International Service - reservations must be cancelled 24 hours before pick-up time, otherwise full fare will be billed.
Cancellation On Site; full charges will be applied whenever a vehicle is
released from its assignment
Children and Pets
Child Seats
are available at an additional $25 per trip (chauffeurs travel off route to
obtain seats)
Pets -
most vehicles have a pet restriction due to luxury interiors; unless pet is in
a small carry-on cage. All other pets will require specially assigned vehicles
at an additional charge of $25 over regular rate.
NOTE: East Coast will not pick up unattended children and/or pets. An adult must accompany these travelers even if the destination is to a guardian.
Foreign Language skilled chauffeurs are available at an additional $50
per hour with the exception of
Spanish speaking chauffeurs at $20 per hour.
Local Cellular Phone usage will be billed at $2 per minute.
Luggage
exceeding the limits of a sedan’s trunk space will require an upgrade to a
van or SUV (typically more than 3 suitcases)
Airport Pick-Ups are always booked as inside pick-ups unless a curbside
pick-up is specified. Parking will be charged for additionally. This
meet-and-greet service is billed at $11 additional. The chauffeur will meet
you at baggage claim and escort you to your vehicle. Look for our sign with
your name on it. As usual, parking, tolls and gratuity are additional.
Note:
We will make every effort to check the current status of flights to minimize
unnecessary
waiting time. We do request that you keep our
reservationists current on any flight or arrival time
changes; otherwise we will be required to charge for
waiting time or bill as a no show.
Billing
East Coast Executive Limousine is dedicated to providing
excellence in service throughout the
complete service cycle; from reservation through billing.
We recognize that
on occasion, discrepancies do occur.
All requests for reconciliation must be forwarded via fax to East Coast's Accounting Department.
Please submit copies of the
The Accounting Department fax
number is 212-255-5552. We will typically respond the same day for
resolution.
Service Fees
– customary service fees charged for include the 2% New York State Surcharge
(mandatory), a Voucher processing fee of $4, and driver’s gratuity (tip) of
5-20% depending on service type, vehicle and contract rate.
Fuel Surcharges - fuel surcharges will be imposed based on average fuel prices as stated by the AAA reports for the NY Metro region. Rate surcharges are reflected in the following table.
| $/gal | 2.00 | 2.25 | 2.50 | 2.75 | 3.00 | 3.25 | 3.50 | 3.75 | 4.00 | 4.25 |
| surcharge | 0.00% | 2.00% | 3.00% | 4.00% | 5.00% | 6.00% | 7.00% | 8.00% | 9.00% | 10.00% |
Taxes and State Regulated Fees - East Coast is required to charge a 2% New York Black Car Fund Worker's Compensation tax on all ride totals. In addition, as of October 1, 2006, the State of New Jersey has placed a 7% service tax for the total on chauffeured services (N.J.S.A. 54:32B-8.11). East Coast is required to collect these additional fees.
Miscellaneous Charges on an Invoice
Items falling under the heading Misc. on an invoice include Baby Seats, Holiday Surcharges and Fuel Surcharges.
Corporate Travel Managers
Most billing issues are a result of minor, but time
consuming, misunderstandings of the basic processes
behind the service agreement. Travel Managers are
requested to advise associates of the terms and
conditions between East Coast and their firm.
Specific protocols of voucher processes, authorized user
lists, authorized callers, department numbers,
credit card usage and reservation protocols must be
reviewed. Your Account Manager will be
more than happy to work with you to draft a policy and
procedures statement to help your
associates expedite their chauffeured transportation
needs.
Rate Tables
will be provided based on agreed to terms and geographic requirements.
Confidentiality and Protocols: East Coast maintains a high level of integrity and
confidentiality in regards to any and all client information, billing and
usage parameters. East Coast will never disclose such information without the
express consent of the authorized client contact. East Coast expects all
clients to observe similar levels of confidentiality in regards to disclosing
East Coast’s pricing, policies and processes to competitors. East Coast also
expects its clients to advise us immediately in the event a driver solicits
the client’s account for work outside of East Coast. Clients cannot
establish direct supplier relationships with drivers still under the East
Coast operating license. Supplier relationships established with East Coast
drivers, either through direct or indirect solicitation, is viewed as
unethical business practices and may violate certain Taxi and Limousine
Commission regulations. It is East Coast’s policy to always have a high
level of communication with its clients regarding such issues.
Terms and Conditions may be subject to change. Please check this website periodically. Revised items will be in blue.
Getting Connected
Airport Procedures to Follow When You Can't Find Your
Chauffeur
q
Always
give your cell phone number to your Travel Manager to have on file and our
reservationsist at time of booking.
q
Provide
an alternate phone number in the event we can not reach you.
q
Specify
if you wish the driver to meet you inside by the baggage claim area, or if it
is an outside curbside pick-up..
q
If
you are to be met inside by baggage claim, look for a chauffeur holding the
light blue East Coast sign with your name on it.
q
If
you requested an outside pick-up, call us at (800) 822-8767 after you
have gathered your luggage and advise the representative that you are ready to
meet the driver curbside. Clearly identify your exact location, landmarks and
attire. Look for the vehicle with a window sign with your name on it. Most of
our fleet consists of black Lincoln Town Cars. Ask the customer service
representative to describe the car to you. You may be advised that the driver
needs to circle the airport due to traffic regulations.
q
If there are any difficulties
getting connected, call us immediately at (800) 822-8767