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HomeMy WebLinkAboutItem 8.3 CrossingGuardSvs i . e e, CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 27, 1996 SUBJECT: EXHIBITS: Crossing Guard Services (Prepared by: Lou Ann Riera-Texeira, Assi$tant.k) the City Manager) . /1. Resolution Authorizing Agreement with All City Management Services, Inc. for the Provision of Crossing Guard Services RECOMMENDA~TO : Review crossing guard service o.Ptions: adopt the attach. ed re.8OIutio .' n; and authorize the City Manager to execute the agreement with All City Management Services, Inc. for the provi$ion of crosshig guard services. FINANCIAL STATEMENT: The estimated cost to fund crossing guard services for FY 1995-96 range,fJ from $47,749 to $61,965 depending upon the selected service provider. Staff recommends contracting with All City Management Services, Inc. for crossing guard services. The estimated cost of the contract for FV 1995-96 will not exceed $47,749. The contract cost reflects a maximum of 4,050 hounl of service at the fixed hourly rate of $11.79. DESCRIPTION: The City of Dublin currently fUnQs the provision of adult crossing guard~. Adult crossing guards are typically assigned where official supervision of elementary pede$trians i$ ~.. 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"8ectIon 1 0-07.2. The City has funded crossing guard services since Dublin's incorporation in 1982 ,(With the exception of school year 1993-94 when the service was funded by the Dublin Unified School Oistriot). The City halprovided this service under contract with Alameda County Department of Public Works and with the current seMCe.provIder TSU Staffing. The City of Dublin currently provides crossing guards which serve aU three of the. ptIbIic elementary schools. The current crossing guard locations are as follows: 1. San Ramon Rd and Shannon Ave 2. Amador Valley Blvd and Burton St 3. Silvergate Dr and Amarillo Rd 4. Amarillo Rd and Alegre Dr 5. Bonnlewood Lane and Davona Drive On March 24, 1995, the City received notice from the current service provider(TSU Staffing) that... .agency will not renew its contract for services in 1995-96. Consequently, City staff has 80Iicited propQtlls from a number of alternative service providers. In response to staffs request for proposals, the City received proposals from three alternative service providers for FY 1995-96, including Alameda COunty and two private firms. A summary of these propteaIs is shown below: Agency Alameda County All City Management Services Western Staff Services FY 199fi-90 Cost $48..858 $47,749 $61,695 All bids are based on 180 school days and an average of 4.5 hours per day. Thi$ represents the.'maximum number of hours required. Based on FY 1994-95 estimates, the actual number of service hour$ needed. Wilt probably range between 3,600 and 3,800. The estimated number of required hours i$ based on.. Dublin Unified School District annual calendar. However, the actual number of service hours needed~ as.. result of individual school schedules (minimum days, in-service days, "early-birdllate-birdu schedttlee. etc.) and crossing guard absences (sick days). SERVICE OPTIONS: 'There are at least two options regarding the provision of crosaing guard eeMces. For the purposes of this discussion, the following options were identified: 1. The City Council may choose to continue to fund crossing guard services undercontraet with one of the following service providers: a. Alameda County b. All City Management Services c. Western Staff Services .JfmwIfO. JJ.' , lFI~I~ -. . . 2. The City Council may choose to provide the service with City staff The first option assumes that the City of Dublin will continue to fund crossing guard services_:, ~ service. It is estimated that the cost to the City to fund crossing guard services In FY 1994-95....,668. This number Is based on an estimated 3,258 hours of service at the rate of $11.75 pethogr, pIUI.. miscellaneous costs associated with purchasing safety equipment. In reviewing the three contract service proposals Identified above, it appears that All City M~ Services, Inc. (ACM) has submitted the most competitive proposal. ACM, founded in 1985,ia a ~aceted California corporation. ACM provides a variety of traffic and. safety related services including ..,," ~ services, parking enforcement and traffic control to public agencies. CCJrrently, ACM is ~.fn Culver City and serves numerous cities in Southern California. In response to the increased demand for crossing guard services in Northern California, ACM wilt..,.new office in the Bay Area (potentially in Hayward) this summer. Presently, ACM i$ in the .proceu. oJ ..~ contracts with several local agencies for the provision of crossing guard services (many of these,....... are former clients of TSU Staffing). Also, in talking with the ACM General Manager, he indicates the * ~ may be able to reduce the hourly cost to Dublin as much as $1.00 per hoUr (from $11.1t .tO$10.7I), depending upon the number of 1995-96 contracts awarded in the Say Area. The potential cost ..teduCtion.is associated with the proposed sharing of a site supervisor with other locaiclients. A final decisiorl.~ the potential cost savings should occur by late August. Accordingly, ACM witl inctude a ~.In the proposed contract to address thi$ issue. Also, staff has contacted a number of ACM ctient ~. All references indicate that ACM is a reliabie,profe~al service provider. Staff receNed I'M) ~ comments. The second option identified is to employ City crossing guards. If the City of DW*t were to .........aqd oversee crossing guards, the estimated cost to the City would be approximatety $51,474. 1Hs:.tllChMle8 funding of 4,050 hours of crossing guard services at a market average rate of $9.00 per hour,..... associated with Social Security and Workers Compensation benefits. In addition, thj$ estimate.~ a part-time supervisor/substitute guard at the market average rate of $10.00 per hOur plus cost.~witb salary related benefits. There would be no capital cost to Dublin, because the City hasaJreadY~the necessary equipment (STOP paddies, vests, rain gear). It should be noted that this estimate.d08a '11Ql..ineIude indirect costs associated with program oversight and administration. The advantage to the City in providing its own crossing guards is increased control over the .~ selection, training and supervision of the crossilN geJards. However, there area number of rilkSand potential disadvantages In providing City crossing guards including the foltQwing: 1. The City of Dublin currently does not have adequate staff to recruit, train, superVise. admini8.. and oversee crossing guard services. Consequently, additional costs associated with a ." coordinator/supervisor would be required. These costs are unknown at this time. 2. Past experience has indicated that dependable, mature crossing guards and aubstitutes ant difficult to recruit and retain. 3. The City could incur increased liability and exposure in terms of. insurance. In summary, the service options and estimated costs are presented below: Agency FY 19H-96Cost Alameda County All City Management Services Western Staff Services City of Dublin $48,858 $47,749 . $61,695 $51,474 RECOMMENDATION. Staff has reviewed the .advantages, disadvantages and costs associated with tOe above service. option&. SIIff recommends that the City COuncil adopt the attached resolution and authorize the City Manager to execute an agreement with All City Management Service$, Int. for the provision of crossing guard services. e e RESOLUTION NO. - 95 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN **************** AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH ALL CITY MANAGEMENT SERVICES FOR THE PROVISION OF CROSSING GUARD SERVICES WHEREAS, the City of Dublin uses crossing guards to ensure the safety of school children crossing streets; and WHEREAS, the City wishes to contract with the firm of All City Management Services to provide crossing guard personnel; and WHEREAS, the City and All City Management have developed an agreement that details the scope and duties required; and WHEREAS, the agreement extends from July 1, 1995 to June 3D, 1996. NOW, THEREFORE, BE IT RESOLVED the'City Council of the City of Dublin hereby authorizes the City Manager to execute the agreement attached as Exhibit A and by reference made a part hereof, with All City Management Services for the provision of Crossing Guard services within the City of Dublin. PASSED, APPROVED AND ADOPTED this 27th Day of June, 1995. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Exhibit 1 e e ALL CITY MANAGEMENT SERVICES, INC. AGREEMENT BETWEEN THE CITY OF DUBLIN AND ALL CITY MANAGEMENT SERVICES, INC. FOR CROSSING GUARD SERVICES THIS AGREEMENT made and entered into this July 1 st, 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"; II WITNESSETH The parties hereto have mutually covenanted and agreed as follows: 1. This Agreement is for a period of time which commences July 1 st" 1995 , and' ends on June 3D, 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 Contra'ctor. " 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. ~"lt' "!11 r;t1t'l8'~ Pr : ' ,~Iti~: ,i!~ " n ~,:: ~ I ';'t:J,~ .1, ~. li'\\ri r,~fl': ~ tl ....eo ... ..., ~ l1 c.t : .~. ,. ij e e" 10. 11. 12. 13. ALL CITY MANAGEMENT SERVICES, INC. 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. 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, ate in session. Th~ Contractor shall provide all Crossing Guards with apparel by which they are readily visiQle 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 while 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. The Contractor shall at all times proxjde 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 combine~ 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 (39) days written notice by Certified Mail, Return Receipt Requested has been given to the City Manager, or designee for the City of Dublin. " 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. e e 17. 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 procE!eding 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 reduce'd to approximately $10.79. ,-:_' In the event that this Agreement is extended beyond June 30, 1996, the compensation for services shall be established by mutual written Agreement. , 4 e e. ALL CITY MANAGEMENT SERVICES, INC. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. II CITY OF DUBLIN municipal corporation By Attest by: \, .0;, ALL CITY MANAGEMENT SERVICES, INC. By -.... Baron Farwell, Vice~President