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HomeMy WebLinkAbout4.05 - 2049 Consideration of an Agreement with All City Page 1 of 2 STAFF REPORT CITY COUNCIL DATE: June 19, 2018 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Consideration of an Agreement with All City Management Services Prepared by: Nate Schmidt, Captain Dublin Police Services EXECUTIVE SUMMARY: The City Council will consider an agreement for crossing guard services with All City Management Services. STAFF RECOMMENDATION: Adopt the Resolution Approving the Agreement with All City Management Services, Inc. for the Provision of Crossing Guard Services for Fiscal Year 2018 -2019. FINANCIAL IMPACT: The cost to fund crossing guard services in Fiscal Year 2018-19 is $190,129.23, an increase of $26,277.75 over Fiscal Year 2017 -18. This allows for up to 13 crossing guard locations, including a crossing guard at the new Cottonwood Creek School, as well as summer school coverage at one elementary school site. Sufficient funding for these services is included in the Fiscal Year 2018-19 Budget. DESCRIPTION: All City Management Services, Inc. (ACMS) provides a variety of traffic- and safety- related services including crossing guards, parking enforcement, and traffic control to public agencies. The City of Dublin has contracted with ACMS since July 1, 1995. 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 California, ACMS has assigned additional personnel to the area. The City of 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 Dublin in Fiscal Year 2018-19 (Attachment 2). The proposal includes the direct provision of crossing guards, including a crossing guard at the new Cottonwood Creek School, along with administrative support for the program including personnel Page 2 of 2 recruitment, training, supervision, and payroll functions. Included in Attachment 2 are the calculations of ACMS’ new hourly wage rate and proposed service hours for Fiscal Year 2018-19. The following table summarizes the changes as compared to the prior year: FY 2017-18 FY 2018-19 Change Service Hours 8,697 9,417 720 Hourly Rate $18.84 $20.19 $1.35 Total $163,851.48 $190,129.23 $26,277.75 NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Approving the Agreement with All City Management Services Inc. for the Provision of Crossing Guard Services 2. Exhibit A to the Resolution - Agreement with All City Management Services, Inc. for Crossing Guard Services, ACMS Hourly Wage Increase Letter and ACMS Client Worksheet ATTACHMENT 1 RESOLUTION NO. XX - 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * APPROVING THE AGREEMENT WITH ALL CITY MANAGEMENT SERVICES, INC. FOR THE PROVISION OF CROSSING GUARD SERVICES FOR FISCAL YEAR 2018-19 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 2018-2019. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the Agreement (attached hereto as Exhibit A) with All City Management Services, Inc. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Agreement. PASSED, APPROVED AND ADOPTED this 19th day of June, 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk ALL CITY MANAGEMENT SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND ALL CITY MANAGEMENT SERVICES, INC. FOR CROSSING GUARD SERVICES This AGREEMENT made and entered into this municipal corporation, hereinafter called the "City ", hereinafter called the "Contractor ". WITNESSETH 2018 by and between the CITY OF DUBLIN a and ALL CITY MANAGEMENT SERVICES, INC., The parties hereto have mutually covenanted and agreed as follows: 1. This Agreement is for a one year period which commences July 1, 2018 and ends on June 30, 2019 and for such term thereafter as the parties may agree upon. 2. The Contractor will provide personnel equipped and trained in appropriate procedures for crossing pedestrians in marked crosswalks. Such personnel shall be herein referred to as a Crossing Guard. The Contractor is an independent Contractor and the Crossing 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 designated by City of Dublin. 4. If, at any time during the contract period, the City questions the meaning of any item of this Agreement, the City may contact the Contractor for interpretation of that item. The City shall determine the locations where Crossing Guards shall be furnished by the Contractor. The Contractor shall provide at each designated location personnel properly trained as herein specified for the performance of duties as a Crossing Guard. The Contractor shall provide supervisory personnel to see that Crossing 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 Crossing Guards in the event that any person fails to report for work at the assigned time and location and agrees to provide immediate replacement. 7. In the performance of their duties the Contractor and all 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. Persons provided by the Contractor as Crossing Guards shall be trained in the laws and codes of the State of California and the City of Dublin pertaining to general pedestrian safety in school crossing areas. 1 9. Crossing Guard Services shall be provided by the Contractor at the designated locations on all days in which the designated schools in the City of Dublin are in session. The Contractor also agrees to maintain communication with the designated school to maintain proper scheduling. 10. 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 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. 11. 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 a Certificate of Insurance naming the City and its officials, officers and employees as an additional insured. Such insurance shall include commercial general liability with a combined single limit of not less than $1,000,000.00 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 interest of the City. Such insurance shall not be canceled, 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 Chief of Police, or designee for the City of Dublin. 12. Contractor agrees to indemnify the City, its Officers, employees and agents against, and will hold and save each of diem harmless from, any and all actions, claims for 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 intentional or negligent acts, errors, or omissions of Contractor, its agents, employees, subcontractors, or invitee, 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 will pay all costs and expenses including attorney's fees incurred in connection herewith. b) Contractor will promptly pay any judgment 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. 13. Either party shall have the right to cancel this Agreement by giving sixty (60) days written notice to the other. 14. The Contractor shall not have the right to assign this Contract to any other person or firm except with the prior written consent of the City. 15. The City agrees to pay the Contractor for the services rendered pursuant to this Agreement the sum of Twenty Dollars and Nineteen Cents ($20.19) per hour of Crossing Guard services provided. It is understood and agreed that the average cost per year shall not exceed One Hundred Ninety Thousand, One Hundred and Twenty Nine Dollars ($190,129.00). 16. Payment is due to Contractor within thirty (30) days of receipt of Contractor's properly prepared invoice. 17. Unforeseen Costs: The Contractor may exercise a price increase during the contract period as result of any legislative mandated increases in wages or benefits to State of California Employees. The Contractor shall provide the City 60 days' notice and justification of its request to adjust pricing based on any new wage or benefit laws. The City agrees to review and respond to said notice within 30 days of service. 18. In the event that this Agreement is extended beyond June 30, 2019, the compensation and terms for services shall be established by mutual consent of both parties. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. City of Dublin By Signature Print Name and Title Date All City Managem C Date—June 11, 2018 9 ices, Inc. Corporate Secretary C 1 0 b% 0 A HZ C= UJUIITIIAPI� �12YIFREAURIM 51?Q?M1rj--1KCW March 12, 2018 Lt. Victor Fox City of Dublin 100 Civic Plaza Dublin, CA 94568 It is once again the time of the year when many agencies are formulating their budgets for the coming fiscal year. Toward that end, please allow this letter to serve as confirmation of our interest in extending our agreement with the City of Dublin for Crossing Guard Services through the 2018 -2019 fiscal year. As you may know California has mandated minimum wage increases for the next 4 years. Wages were just increased .50 cents in January of this year to $11.00 per hour. Effective January 2019 minimum wages will increase another $1.00 to $12.00 per hour. Minimum wages are scheduled to increase $1.00 for each of the subsequent 3 years to follow. For each dollar of wages we pay approximately .35 cents in taxes, fees and insurance. To keep pace with these mandated increases we must request an increase in your billing rate from $18.84 to $20.19 for the 2018 -2019 fiscal year. To facilitate the calculation of the annual program cost we have developed and included with this letter a Client Worksheet. This Worksheet is our best estimation of the hours and cost of your program based on the proposed price increase. I would also like to take this opportunity to introduce you to our Client Portal assessed through our website (wv, w.thecrossin gu�tr<IcomllLiny.com or www.across, cty.conj). Through our portal you have access to all the documents and information related to your Crossing Guard Program. This includes; Contracts, Amendments, Site Locations (powered Google Maps to see each site), General Liability Insurance Certificates and Workers Compensation Insurance Certificates. To request access the new portal please send an email to clients,(i ?acrosst�l'et ?�.com with the following information: • Full Name • Title • Direct phone number Once you submit the above information, you will receive an email from "WordPress" which has a link that will prompt you to setup a password. You will then have immediate access to the above referenced information. While we remain committed to providing a safe, cost - effective and professional School Crossing Guard Program we hope you will find this new pricing acceptable. If you have any questions or need additional information please contact me at (800) 540 -9290. Take care. Sinc rel , Demot e Direct i of Administrative Services Corporate Secretary 10440 Pioneer Blvd., Ste. 45, Santa Fe Springs, CA 90670 • 3 t0- 202 -8284 • 800 -540 -9290 • FAX 310- 202 -8325 All City Management Services Inc. Client Worksheet 2018 - 2019 Department: 3701 Billing Rate for 2018/2019: $20.19 KEY: Traditional Calendar: For sites with no regularly scheduled early release days, use 180 regular days Summer School For schools with Summer School sessions use 19 days Sites with traditional calendar: City of Dublin 100 Civic Plaza Dublin, CA 94568 48 1 1 180 1 1 $20.19 1 1 $174,441.60 12 Sites at 4 hrs per day Total Hrs /day X days /yr X Hourly Billing Rate Site addition effective 2018 -19 fiscal year @ Central Parkway and Panorama Drive F'] 180 F§Y- 19$14,536.80 1 1 Site at 4 his per day Total Hrs /day X days /yr X Hourly Billing Rate Summer School Sites Estimate for Summer School based on 2017 1 3 19 I 1 $20.19 1 = 1 $1,150.831 1 Site at 3 hrs per day Total Hrs /day X days /yr X Hourly Billing Rate TOTAL PROJECTED HOURS 9417 TOTAL ANNUAL PROJECTED COST $190,129.23