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HomeMy WebLinkAbout4.03 Crossing Guard Services CITY CLERK File # Dla[Q]IOl-[ES1OJ AGENDA STATEMENT CITY COUNCIL MEETING DATE: April 4, 2006 SUBJECT. ATTACHMENTS: I 2. 3 RECOMMENDATION /l/ FINANCIAL STATEMENT Annual Contract Review. Crossing Guard Services Report Prepared by- Julie Carter, Assistant to the City Manager 1995-96 Agreement between the City of Dublin and All City Management Services, Inc. (ACMS) for Crossing Guard Services Contract Renewal Letter from All City Management Services Resolution Authorizing Amendment to Agreement with All City Management Services, Inc. for the Provision of Crossing Guard Services for Fiscal Year 2006-2007 Adopt the Resolution and authorize the City Manager to execute an amendment to the agreement with All City Management Services, Inc. for the provision of crossing guard services for Fiscal Year 2006-2007. The estimated cost to fund crossing guard services for FY 2006- 2007 is $88,51 L This cost is based on a fixed rate of $14.51 per hour, which includes a 6% contract rate increase proposed for Fiscal Year 2006-2007. DESCRIPTION The City of Dublin currently funds the provision of adult crossing guard services. Adult crossing guards are typically assigned where official supervision of elementary pedestrians is desirable while they cross a public highway on the "suggested route to schooL" Further, pursuant to the State of California Traffic Manual, "adult crossing guards are a supplemental technique and not a traffic control device," Section 10-07.2. The City has funded crossing guard services since Dublin's incorporation in 1982 (with the exception of school year 1993-94 when the Dublin Unified School District (DUSD) funded the service. The City has provided this service under contract with various agencies, including Alameda County Department of Public Works, TSU Temporary Staffing, and with the current provider All City Management Services, Inc. The City of Dublin currently provides crossing guards, which serve six of the six public elementary schools. A comprehensive review of the City's crossing guard services was conducted by the City's Traffic Engineer during Fiscal Year 2005-2006. The analysis resulted in the City Council's approval to eliminate one of two locations at Dublin Elementary due very low utilization, specifically the crossing at San Ramon & Shannon was eliminated. ------------------------------------------------------------------------------------------------------------- COPIES TO: Baron Farwell, ACMS ~ DUSD ITEM NO. . Later, in September of 2005 Eleanor Murray (EM) Fallon School (K-8) opened and the City's Traffic Safety Committee recommended that the City Council authorize the addition of two crossing guard locations to serve the new school site. Currently, school year crossing guard services are provided 180 days per year, for approximately 4 hours per day Summer crossing guard coverage at Amador Valley Boulevard and Burton Street have been added to serve Fredricksen Elementary covering approximately 25 days. The current crossing guard locations are as follows: L Amarillo Rd. and Alegre Dr.(Nielsen Elementary) 2. Silvergate Dr and Amarillo Rd. (Nielsen Elementary) 3 Shannon Ave. and Vomac Rd. (Dublin Elementary) 4. Bonniewood Lane and Davona Drive (Murray Elementary) 5 Amador Valley Blvd. and Bnrton St. (Fredricksen Elementary) 6. Aspen & Central Parkway (Dougherty Elementary) 7 South Dublin Ranch Drive & Woodshire Lane (EM Fallon School) 8. Antone Way & Grafton Street (EM Fallon School) Summer School Coverage: 9 Amador Valley Blvd. and Burton St. Current Contract Performance - All City Manal!:ement All City Management Services, Inc. (ACMS) provides a variety of traffic and safety-related services including crossing guard services, parking enforcement and traffic control to public agencies. ACMS is headquartered in Los Angeles and serves numerous cities in Northern and Southern Califomia. In response to the increased demand for crossing guard services in Northern California, ACMS has assigned additional personnel to the area. Dublin is currently assigned 1 - Area Supervisor and I - Field Supervisor who monitor the activities of crossing guards. ACMS has submitted a proposal to continue to provide crossing guard services to the City of Dublin in 2006-2007 The proposed services involve the direct provision of adult crossing guards, along with all administrative support for the program, including personnel recruitment, training, supervision, and payroll functions. The estimated cost to provide the current level of service for Fiscal Year 2006-2007 is $88,511 This number is based on 6,100 hours of contract service at the rate of$14.51 per hour ACMS has proposed a 6% increase in their contact rate. The 6% rate adjustment request is the first in four years from ACMS. Staff believes that ACMS has done a good job of coordinating this program. The City has received no complaints regarding the services provided during Fiscal Year 2005-2006. The contractual agreement with ACMS appears to be the most cost effective and efficient manner in which to provide the school crossing guard services. The ability to utilize a well-established program with a sufficient pool of qualified personnel benefits the community. In addition, the individuals assigned to the City of Dublin are adequately trained and supervised. RECOMMENDATION: Consistent with previous contract reVIews, Staff has evaluated the cost effectiveness of the services currently being provided by ACMS Staff recommends that the City Council receive the report and adopt the Resolution and authorize the City Manager to execute an amendment to the agreement with All City Management Services, Inc. for the provision of crossing guard services for Fiscal Year 2006-2007 lo{ ,h RECEIVED ALL CITY MANAGEMENT SERVICES, INC. JUN 261995 CITY OF DUB AGREEMENT BETWEEN THE CITY OF DUBLIN LlN AND ALL CITY MANAGEMENT SERVICES, INC. FOR CROSSING GUARD SERVICES THIS AGREEMENT made and entered into this July 1st, 1995 , by and between the CITY OF DUBLIN, a municipal corporation, hereinafter called the "City", and ALL CITY MANAGEMENT SERVICES, INC., hereinafter called the "Contractor"; WITNESSETH The parties hereto have mutually covenanted and agreed as follows: 1. This Agreement is for a period of time v.11ich commences July 1st., 1995, and ends on June 30, 1996, and for such term thereafter as the parties may agree upon. 2. The Contractor is an independent contractor and the guards to be furnished by it shall at all times be its employees and not those of the City 3. The City's representative in dealing with the contractor shall be the City Manager or such person as the City Manager may designate. 4 The City shall notify Contractor in writing of hours and locations when and where guards shall be furnished by the Contractor. 5 The Contractor shall provide supervisory personnel to see that guard activities are taking place at the required places and times, and in accordance with all items of this Agreement. 6. The Contractor shall maintain adequate reserve personnel to be able to furnish alternate guards in the event that any person fails to report for work at the assigned time and location. 7. The Contractor shall provide personnel properly trained as herein specified for the performance of duties of Crossing Guards. In the performance of their duties the Contractor and employees of the Contractor shall conduct themselves in accordance with the conditions of this Agreement and the laws and codes of the State of California and the City of Dublin. 8. The Contractor shall train, schedule, provide, and supervise personnel in accordance with the contract and the rules and regulations of the City of Dublin. Crossing Guards shall perform their duties as trained and within the City's rules for such guards. 4.2> 4/4/06 ATTACHMENT I J..ofh ALL CITY MANAGEMENT SERVICES, INC. 9. Persons provided by the Contractor as Crossing Guards shall be trained by the laws and codes of the State of California and the City of Dublin pertaining to general pedestrian safety and school crossing areas. 10. Crossing Guard Services shall be provided by the Contractor at the designated locations and at the designated hours on all days on which the designated schools in the City of Dublin, are in session. 11. The Contractor shall provide all Crossing Guards with apparel by which they are readily visible and easily recognized as Crossing Guards. Such apparel shall be uniform for all persons performing the duties of Crossing Guards and shall be worn at all times v.11ile performing said duties. This apparel must be appropriate for weather conditions. The Contractor shall also provide all Crossing Guards with hand held Stop signs and any other safety equipment which may be necessary Apparel and equipment shall be pre-approved by the City Manager or the designee. 12. The Contractor shall at all times provide workers' compensation insurance covering its employees, and shall provide and maintain liability insurance for Crossing Guard activities. The Contractor will provide to the City an Acord Certificate of Insurance naming the City as an additional insured. Such insurance shall include commercial general liability with a combined single limit of not less than $5,000,000.00 per occurrence and in aggregate for property damage and bodily injury. Such insurance shall be primary with respect to any insurance maintained by the City and shall not call on the City's insurance contributions. Such insurance shall be endorsed for contractual liability and personal injury and shall include the City, its officers, agents and employees of the City Such insurance shall not be cancelled, reduced in coverage or limits or non-renewed except after thirty (30) days written notice by Certified Mail, Return Receipt Requested has been given to the City Manager, or designee for the City of Dublin. 13. Contractor agrees to indemnify and defend the City, its Officers, employees and agents against, and will hold and save them and each of them harmless from, any and all actions, claims damages to persons or property, penalties, obligations or liabilities that may be asserted or claimed by any person, firm, entity, corporation, political subdivision or other organization arising out of the negligent acts or intentional tortious acts, errors, or omissions of Contractor, its agents, employees, subcontractors, or invitee, in performing the services provided for herein. a) Contractor will defend any action or actions filed in connection with any of said claims, damages, penalties, obligations or liabilities and willi pay all costs and expenses including attorney's fees incurred in connection herewith. 2or6 ALL CITY MANAGEMENT SERVICES, INC. b) Contractor will promptly pay any judgement rendered against City, its officers, agents or employees for any such claims, damages, penalties, obligations or liabilities. c) In the event City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the sole negligence of Contractor hereunder, Contractor agrees to pay City, its officers, agents, or employees, any and all costs and expenses incurred by City, its officers agents or employees in such action or proceeding, including, but not limited to, reasonable attorney's fees. 14 City shall have the right to cancel this Agreement by giving written notice. The Contractor shall have the right to cancel this Agreement by giving thirty (30) days written notice to the City 15. The Contractor shall not have the right to assign this Contract to any other person or firm except with the consent of the City. 16. The City agrees to pay the Contractor for the services rendered pursuant to this Agreement the sum of Eleven Dollars and Seventy-Nine Cents ($11.79) per hour of guard services provided. It is understood and agreed that the cost for providing Four Thousand and Fifty hours (4,050) of services shall not exceed Fourty-Seven Thousand Seven Hundred Fourty-Nine Dollars ($47,749.00). During the term of this Agreement if Contractor provides Crossing Guard services to the Cities of Concord, Walnut Creek and Pleasanton the Cities' hourly rate wil be reduced to approximately $10.79 17. In the event that this Agreement is extended beyond June 30, 1996, the compensation for services shall be established by mutual written Agreement 'i oU:; ALL CITY MANAGEMENT SERVICES, INC. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. CITY OF DUBLIN municipal corporation Attest by: f0L /..E./L K. ALL CITY MANAGEMENT SERVICES, INC. 5of-6 ...,.,...,.. .."::,,. ,.c"""'-"'. AlUL CITY MANAGJEMlENT SIERV!CIES f-U::='^'~-:!'rE'"' f"l--." ~"""..... \I U ,-,J! v OF DU8' iN .;;f....". ~ ~ ,,_' ;' 'r CiTY MANAGER.I:; OPFle'" I: January 24, 2006 Mr. Richard C. Ambrose, City Manager City of Dublin 100 Civic Plaza Dublin, CA 94568 Re: Pricing for 2005-2006 Fiscal Year Dear Mr Ambrose: It is once again that time of the year when many agencies are formulating budgets for the coming fiscal year. To that end we would like to confirm our interest and propose our pricing for the coming year. Our goal is always to improve the quality of our service while maintaining the efficiency of our operations and subsequent costs. Unfortunately, our overall operating costs have increased this past year Consequently, we must appeal for a modest increase in our billing rate. We are proposing a six percent (6%) adjustment, which increases our billing rate to Fourteen Dollars and Fifty-One Cents ($14.51) per hour. With the 2 additional sites initiated in October of 2005, the estimated hours for the regular school year is 5,940 hours. I would suggest adding 160 additional hours should the City decide to cover Summer School again. This would equate to a annual estimate of 61 00 hours for the program. '''e remain committed to providing a safe, responsive fuJ.d professional Crossing Guard progra.u for the City of Dublin. If you have any questions or need additional information please contact me at (800) 540-9290 Sincerely, 1/ ~Fa 11 ~.<. General M ATTACHMENT 2 CCTke Clf'rfJ!SSnng G"OMAlf'd Company" 1749 S La Cienega Blvd. . Los Angeles, CA 90035 . 310-202-8284 . 8()O-540-9290 . FAX 310-202-8325 6 of- 10 RESOLUTION NO. XX- 06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING THE EXECUTION OF AN AMENDMENT TO THE AGREEMENT WITH ALL CITY MANAGEMENT SERVICES, INC. FOR THE PROVISION OF CROSSING GUARD SERVICES WHEREAS, the City of Dublin uses adult crossing guards to ensure the safety of school children crossing streets; and WHEREAS, the City wishes to continue to contract with the firm of All City Management Services, Inc. to provide crossing guard services; and WHEREAS, the City and All City Management Services, Inc. have developed an agreement which details the scope and duties required; and WHEREAS, this agreement extends from July I, 2006 - June 30, 2007 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to negotiate and execute an amendment to the agreement with All City Management Services, Inc. for the provision of crossing guard services within the City of Dublin. PASSED, APPROVED AND ADOPTED this 4th day of April, 2006. AYES NOES ABSENT ABSTAIN Mayor ATTEST: City Clerk ATTACHMENT 3