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HomeMy WebLinkAbout4.03 Crossing Guard AgmtG~~y OF Dp~l f~ ~, 19' ~i-~~ ,82 ' \\~~~/l ~ \ ~~LIFOR~~ ~ STAFFREPORT CITY CLERK DUBLIN CITY COUNCIL File #^~~^~ -~ ~^ DATE: June 21, 2011 TO: Honorable Mayor and City Councilmembers FRO : Joni Pattillo, City Manager SUBJECT: Annual Contract Review: Crossing Guard Services~g~ Prepared by: Lmda Thuman, Lieutenant ~/~ EXECUTIVE SUMMARY: The City Council will conduct an annual contract review of the City's crossing guard eontractor, All City Management Services, Inc. A proposed amendment has been included that will extend the contract until June 30, 2012, and increase the number of crossing guards from 9 to 10 due to Dublin Unified School District's expansion. FINANCIAL IMPACT: The estimated cost to fund crossing guard services for Fiscal Year 2011-2012 is $122,963. This allows for up to eleven crossing guard locations, plus summer school coverage for the elementary site. Sufficient funding has been included in Fiscal Year 2011-2012 budget and will be funded by the General Fund. RECOMMENDATION: Staff recommends that the City Council adopt the Resolution approving the amendment to the agreement with All City Management Services, Inc. for the provision of crossing guard services for Fiscal Year 2011-2012. ~~~ ~; . Submitted By Reviewed By Chief of Police . Administrative Services Director Revi~wed~ Assistant G~~Lv naaer Page 1 of 3 ITEM NO. ~'~ ~~ 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 school-aged pedestrians is desirable while they cross a public street on the "suggested route to school." Further, pursuant to the State of California Traffic Manual, Section 10-07.2, "adult crossing guards are a supplemental technique and not a traffic control device". 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 that serve all six public elementary schools. In Fiscal Year 2011-2012 an additional elementary school, Kolb Elementary, will be added to DUSD, initially requiring additional crossing guard services. On April 19, 2011, City Council voted to support expansion of the Crossing Guard program to Kolb Elementary School. The direction was to provide funding to accommodate up to'two crossing guard locations. The second location was to be assigned only for the period that sidewalk improvements remained incomplete. Under the proposed base service levels, crossing guard services will be provided at 10 separate locations, for four hours per day, 180 days per year, throughout the regular school year. There is funding available to accommodate one additional crossing guard if the need arises. The proposed crossing guard locations are as follows: 1. Aspen & Central Parkway (Dougherty Elementary) 2. Shannon Ave. and San Ramon Valley Blvd. (Dublin Elementary) 3. Shannon Ave. and Vomac Rd. (Dublin Elementary) 4. Antone Way and Grafton (Green Elementary) - 5. South Dublin Ranch Drive & VVoodshire Lane (EM Fallon School) 6. Gleason and Tassajara (EM Fallon School) 7. Amador Valley Blvd. and Burton St. (Fredricksen Elementary) 8. Oak Bluff Lane and Newfields Lane.(Green Elementary) 9. Bonniewood Lane and Davona Drive (Murray Elementary) 10. Palermo and Lockhart (Kolb Elementary) Summer School Coveraqe: Additionally, during the summer school session, crossing guard coverage ~s provided at one location, three hours daily, covering approximately 25 school days: 1. Shannon Ave and Vomac Rd (Dublin Elementary) Current Contract Performance - All City Manaqement G 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. The City of Dublin has contracted with ACMS since July 1, 1995 (Attachment 1). ACMS.is headquartered in Los Angeles and serves numerous cities in Northern and Southern California. In response to the increased demand for crossing guard services in Northern Page 2 .of 3 California, ACMS has assigned additional personnel to the area. Dublin is currently assigned one Area Supervisor and one 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 Fiscal Year 2011-2012 (Attachment 2). 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. For Fiscal Year 2011-2012 ACMS proposes to maintain their contract rates at 2010-2011 levels. The City budgeted $100,830 for crossing guard services in Fiscal Year 2010-2011. The estimated cost to provide crossing guards at 11 'locations for Fiscal Year 2011-2012 is $122,963.10. This number is based on 7,995 hours of contract service at the rate of $15.38 per hour. As noted above, ten of the locations are established as a base level of service and the eleventh location will depend on the timing of completion of improvements adjacent to Kolb Elementary School. Consistent with previous contract reviews, Staff has evaluated the cost effectiveness of the services currently being provided by ACMS. Staff believes that ACMS has executed the terms of contract fully. 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. For the reasons outlined above, Staff would recommend that the City Council adopt the proposed resolution amending the agreement with All City Management Services, Inc. to provide Crossing Guard Services for Fiscal Year 2011-2012 (Attachment 3). ~ NOTICING REQUIRENiENTS/PUBLIC OUTREACH: Not Applicable. ATTACHMENTS: 1. 1995-96 Agreement between the City of Dublin and All City Management Services, Inc. (ACMS) for Crossing Guard Services with 2010-2011 amendment ~ 2. Contract Renewal Letter from All City Management Services 3. Resolution Authorizing Amendment to Agreement with All City Management Services, Inc. for the Provision of Crossing Guard Services for Fiscal Year 2011-2012 including signed amendments (Exhibit A) Page 3 of 3 SAFET:Y° ' ~ ~ ~L.~~~ ~r~~ Ai,L CIT~ MA~AGEII~I~T'T SERVICES, INC. ~~N ~~~9~~ G1TY QF DUBL~N AGREEiV1ENT BETWEEN THE CITY OF DUBLIN AND ALL ~ITY iViANAGEMENT SERVICES, IN.C. ~OR CROSSiNG GUAFt~ SERVlCES THIS AGREEMENT made and entered into this July 1st; 1995 , by and between the CITY OF DUBLIIV, a municipal corporation, hereir~after called the "Cify", and ALL CITY MARfAGEMENT SERVIC~S, 11~C., hereinafter calted tf~e "Confractor"; WiTNES~ETH The parties hereto have mutually cavenant~d and agreed a~ folfows: 1. This Agreement is for a period of time which commences July ~ st,, 1995 , and ends on June 30, 1996, and for such term thereafter as the par#ies may agree upon. 2. ~he Contractor is an independent cantractor and the guards to be furnished by it shail at all times be its employess and not those of the Ci~r. 3. The Ci~jr's representative in dealing with the contractor snall be the City Manager or such person as the City Manager may designate. 4. The City shal! notifiy Contractor in writing of haurs and locations when and ~rvhere guards shail be furnished by the Con#ractor. 5. The Contractor shall provide supervisory personnel to see that guard acfivifies are taking pface at fhe required places and times, and in accordance wi~h all items of this Agreemenf. 6. The Contractor shall maintain adequate reserve personnel ta be abie #o furnish alternate guards in the event that any person fails to repart for work at the assigned time and loca#ion. 7. The Contractor shall provide personnel properly frained as herein specified for #he performance of duties of Crossing Guards, ln the performance of fheir duties the Contractor and emp[oyees of the Contractar shall conduct themselves in, accordance with the conditions af this Agresment and the laws and codes o# the State of Califamia ar~d #he City of Dublin. 8. The Contrac#or shali train,,.schedule, provide, and supervise personne( irt . accardance with #he contract and the ruEes and regu~ations af the Cify of Dubiin. Grossing Guards shall perform their duties as trained and within the Gity's rules for such guards. '-I,• 3 - -~ "Z~_ ~ ~ ATTACHMENT ~~~ ~ ALL CXT~ MANAGEMENT SERVICES, INC. 9. Persons provided by the Contractor as Crossing Guards shall~ be frained by fhe laws and codes of the Sta#e of California and the City of Dubiin pertaining to general pedestrian safety and school crossing areas. 10. Crossing Guard Services shall be provided by the Contractor a# the designated iacations and at the designated hours on all days on which the designafed schools . in the City of Dubiin, are in session. ~ 1. The Contractor shall provide ail Crossing Guards with apparel by which they are readily visible and easiiy recagnized as Crossing Guar~s, Such apparel shall be uniform far a!I persons performing the duties of Crossing Guards and shall be worn at aii times while per~orming said duties. This appare! must be appropriate for weather conditions. The Contractor shall also provide all Crossing Guards with hand held Stop signs and any ofher safety equipment wiiich may be necessary. Apparel and equipment shall be pre-appro~ed by the City Manager or the designee. 12. The Con#ractor shall.at all times provide workers' compensation insurance covering its empioyees, and shall provide and maintain liability insurance for Crossing Guard activities. The Contractar will provide to fhe City an Acard 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 aggrega#e- for praperty damage and bodily injury. Such insurance shall fae primary with respect to any insurance maintained by the Ciiy and shall not call on the City's insiarance contribu#ions . Siach insurance shall be endorsed far con#ractual liabiiity and personal injury and shall inciude the City, i~s officers, agents and employees of the City. Such insurance shall not be cancelled, reduced in coverage or limits or non-renewec! except after thir#y {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 ta 9ndemnify and defend the City, its Officers, empioyees and agents against, and will hold and save #hem and each af them harmless fram; any and alf actioris, clairns damages ta persans ar pro{~erty, penalties, obligations or liabilities that may be asserted or claimed by any person, firm, entity, corporation, pofiticai subdivision or other organization arising out of the negligent acts or intentional tortious acts, errors, or omissions of Contractor, its agents, employees, subcontractors, ar invitee, in pertorming the services provided for herein. a) Confractor will defend any action or actions filed in connection with any of said claims, damages, penalties, obliga#ions or liabi}ities and willl pay all costs and e~enses including attorney's fees incurred in connectian herewith. _ ~ -- ~ ~ ALL CITY MANAGEMENT SERVICES, INC. b) Contractor will prompfly pay any judgement rendered against City, its off.icers, agents or employees for any such claims, damages, penalties, obligations or fiabilities. c) In the event Cit}r, its afficers, agents or empEoyees is made a party to any acfion or proceeding filed or prosecuted against Contractor for such damages ar other claims arising out of or in connection wi#h the saie negligencs of Contractor hereunder, Contrac#or agrees to pay City, its officers, agents, or employees, any and all costs and e~enses incurred by Ciiy, its officers agents or employees in such action or proceeding, including, but not fimited to, reasonabie at#orney's fees. 14. City shall have the right ta cancel this Agreament by giving written notice. The Contractor shall have the right to cancel this Agreement by giving thirfy (30} days writ#en notice to the City. 15. The Contractor shall not have the right to assign this Contract to any other persan or firm except wi#h the consent of the City. 16. T~e City agrees ta pay the Contractor for the senrices rendered pursuant to this Agreement the sum flf Eleven ~ollars and Seventy-Nine Cents ($11.79) per hour of guard services provided. It is understood and agreed that the cost for prn~iding Four Thousand and Fifty hours (4,054) of services shall not exceed Fourty-Seven Thousand Seven Hundred Fourty-Nine Dollars ($47,749.00). ~uring the term of this Agreement if Contractor provides Crossing Guard services ta the Cities of Concord, Walnut Creelc and Pleasanton the Cities' hourly rate wil be reduced to approximately $14.79. 17. in the event that this Agreement is extended beyond June 30, 1996, #he compensation for services shall be established by mutuai written Agreement . ~ ~ ,,';; SAFETY:~ :. ,~;.~:. = ;::~. ° ALI~ CITY MANAGEMENT SERVICES, INC. r IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. CITY OF DUBLlN munici~al corporation By ~~~~ ~ Attest by: ~ C~ C~r . ~.~~~ Al.L CITY MANAGEM~NT SERVICES; INC. By arwell, Vi e . resident .~ >:- _-; ~~F ~ ~~ ~~C~A~~~~ ~~~~~~ Amendmei~t to Agreement beh~~een All Cit,y lYlanage~nesit Services, liic. aiid tlie City of Dublin for pe•oviding School Crossing Giiai•d Ser~~ices The City, of Dublin hereinafter refen•ed to as the "City", and AII City Managen~ent Services, Tne., located at l 749 S. La Cienega Blvd., Los Angeles, CA 90035, hereinaftei• referred to as the "Coniractor", mutually agree to amend the existing Agi•eement entered into on Jl~ly l, 1995 as follows: Item #] The Gity and the Contz•actor agrce to extend the tern~ of this Agreemenf far the 2010-20I1 fisca3 year beginning July l, 20i0 throug3~ June 30, 20l l . Item #17 The City agrees to pay Contractor for se~vices rendered pursuant to tlie Agreemeut the sum of Fifteen Dollars and Thirty-Eight Cenfs, (~] 5.38) per hour of guard. service provided. It is understood that #he cast of. ~ providing Six-Tl~ot~sand, Five-Hundred and Fifty-Five (6,555} hours of service shall not exceed One-Hundred Thousand, Eiglit-Hundred and Si~teen Dollars ($ l 00,$16.00}. Except as p~•ovided for in ltem #l anci Item #}7, all other teir~~s and conditions of the original Agreement and Amend~nents thereto between the City and the Contractol• remain in effect. City of Dublin By ..J ~~ Signature yT~(~t t "PiactTl Ll.C7 ,Ct'f`•/ l~tlQ~vp~~72- Print Name and Title Date ~ Z~5 / l> All Cit,y Management Services, IIiC. By Demetra F ell, Corporate Secretary Date March 8 2010 ATTEST B ~ ~ Y `' Signature ~ot~ A • ~-M,I~Z 't~~i'lrs`/ G ('c''? c! t.~Y1-1~-. Print Name.and Title Date lP ~ `~'~ ~ ( ~ l, ~~ ~~ ~ ~~ ~~~~~~ ~~~~~~~ March 7, 2011 Lt. Linda Thumon City of Duhlin 1 QO Civic Plaza, Dublin, CA 44568 Dear Linda Thumon: ~ V"~ i~ ~~ ~~ ~ ~ ~~~~~~ ~ ~n~'~p ~, ~~~~ ~~ ~~~~Y ~ ~ ~~~~ ~~~ - ~~ ~ ~ ~b~~ti~ ~ ~ ~ ~ It is once again the tiine of the year when xnany agencies are formulating their budgets for the coming fiscal year. Toward that erid, please allow this letter to serve as confirmation of our interest in exter~ding our agreement wi#h the City of Dublin for Crossing Guard . Serc~ices through the 2011-2012 fiscal year ± All City Management Sei`vices (ACMS} is keenly aware of the difficult econoraic times faced by 'many of our clients. Many Agencies continue to rea~cess their budgets against the need to maintain cz•itical services and provide for public safety. In light of these circumstances ACMS has placed a price freeze on our billing rate for the coming 2011-2012 fiscal year far the Cit~T of Dublin. The hourly hilling rafe will remain at Fifteen Dollars and Thirty-Eight Cents ($15.38) per hour. ~ We have taken the libe3-ty of enclosing two {2) Amendments for the coming 2011-2012 fzscal year. Tf all nneets with your approval please execute and return one of the original Amendments fo~' our records. We look forward to another safe and successfiil school year. Tf you have any questions, please feel free to contact us. Sincerely, ~' aron F rwell, Generai Manager 66~"'~~ ~'r~~~~b~~ ~~rrdl C~'~~~~,~~v9. 17~9 S. La Cienega BhJd. • Los An;eles, CA 90035 • 310-202-8284 • 80Q-5 ATTA C H M E NT 2 ~ RESOLUTION NO. XX - 11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN. *********** APPROVING THE AMENDMENT TO THE AGREEMENT WITH ALL CITY MANAGEMENT SERVICES, INC. FOR THE PROVISION OF CROSSING GUARD SERVICES FOR FISCAL YEAR 2011-2012 WHEREAS, . the City of Dublin uses adult crossing guards to ensure the safety of schoolchildren crossing streets; and ~ WHEREAS, the City of Dublin wishes to continue to contract with the firm All City Management Services, Inc. to provide crossing guard serVices for Fiscal Year 2011-2012; and WHEREAS, Dublin Unified School District will expand the number of public elementary schools in Fiscal Year 2011-2012 to include Kolb Elementary School; and WHEREAS, on April 19, 2011 Dublin City Council proposed the expansion of crossing guard services to include Kolb Elementary School. ~ NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the amendment to the agreement (attached hereto as Exhibit A) with All City Management Services, Inc. for the provision of crossing guard services within the City of Dublin, in an amount not to exceed $122,963.10. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the amendment to the agreement. BE IT FURTHER RESOLVED that the City Manager is authorized to request the assignment of a second crossing guard serving Kolb Elementary School, based upon the status of sidewalk improvements and in consultation with reviews by Dublin Police Services and the Public Works Staff. PASSED, APPROVED AND ADOPTED this 2.1st day of June; 2011, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 3 ~ ~ ~ ~ a ..~ ~ ~~ ~~~~~~~~ ~~~ ~ - ~~~ Amendment ta Agreement between All City 1VIanagement Services, Inc. and the City of Dublin for providing School Crossing Guard Services 1'he City of Dublin hereinafter referred to as the "City", and All City Management Services, Inc., lacated at 1749 S. La Cienega Blvd., Los Angeles, CA 9003~, hereinafter referred to as the "Contractor", mutually agree to amend the existing Agreement entered into on July 1, 1995 as follaws: l. Item #1 The City= and the Contractoc• agree to e~tend the term of this Agreement for the 2011-2012 fscal year beginning July 1, 2011 through June 3~, 2012. , 2. Itet~ #17 The City agrees to pay Colltractor for services rendered pursuant to the Agreement the sum of Fifteen Dollars and Thirty-E.ight Cents, ($1538) per hour of guard service provided. I# is understood that the co~t of providin~ Seven-Thousand, Nine-Hundred and Ninety-Five (7,995) hours . of service shall not exceed One-Hundred Twenty-Two Thousand, Nine- Hundred and SiYty-Three Dollars and Ten cents ($122,963.10). Except as provided for in Item # l and Item #17, all other terms and conditions of the original Agreement and. Amendments thereto between the City and the Contractor remain in effect. City of Dublin By Signature Print Name and Title Date ATTEST By_ Sign.ature Date All City Management Services, Inc. ~ ,c~/ 1p_-----~ Deme Farwell Corporate Secretary Date June 8, 2011 1'rint Name and Title EXHIBIT ~ To the Resolution