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HomeMy WebLinkAboutItem 8.2 ACM XingGuardSvcReview CI'TY CLERK AGENDA STATEMENT CITY COUNCIL MEETING DATE: May 6, 2003 SUBJECT: Annual Contract Review: Crossing Guard Services Report Prepared by: Julie Carter, Assistant to the City Manager ATTACHMENTS: 1. 1995-96 Agreement between the City of Dublin and All City Management Services, Inc. (ACM) for Crossing Guard Services 2. Resolution Authorizing Amendment to Agreement with All City Management Services, Inc. for the Provision of Crossing Guard Services RECOMMENDATION: Adopt the attached Resolution and authorize the City Manager to  . execute the amendment to the agreement with All City Management  Services, Inc. for the provision of crossing guard services for Fiscal Year 2003-2004. FINANCIAL STATEMENT: The estimated cost to fund crossing guard services for FY 2003- 2004 is $71,462. This cost reflects a maximum of 5,220 hours of contract service at the fixed rate of $13.69 per hour. No rate increase is proposed for Fiscal Year 2003-04. 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 service was funded by the Dublin Unified School District.) 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 four of the five public elementary schools. In Fiscal Year 1997-98, one additional crossing guard was added to serve the reopened Dublin Elementary School. It should be noted that in October of 1997, the City's transPortation consultants, TJKM, conducted a study to evaluate pedestrian and vehicle traffic in the areas of Dublin and Nielsen COPIES TO: Baron Farwell, ACM DUSD ITEM NO._ Z F:\Council Reports\CrossingGuards03-04.doc Elementary schools. Pursuant to the study, only one of the four locations evaluated technically warrants crossing guard services; however, the City Council voted to continue funding these services. During the budget process for Fiscal Year 2000/2001, 2001-2002 and 2002-2003 the City Council authorized additional funding for one crossing guard at the new Dougherty Elementary School in eastern Dublin, however, no additional guard services were required. Staff recommends the City continue to fund possible service at the Dougherty Elementary School for Fiscal Year 2003-2004. The exact location of the additional crossing guard is subject to a traffic study. Currently, crossing guard services are provided 180 days per year, for approximately 4 hours per day. This schedule is based on the Dublin Unified School District's annual school calendar. The current and proposed 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. Bonniewood Lane and Davona Drive 6. Shannon Ave. and Vomac Rd. Recommended additional location: 7. Eastern Dublin/Dougherty Elementary School (need to be determined) In 1995, the City conducted a comprehensive review of crossing guard services. Staff compared the option of continuing to provide crossing guard services under contract with the option of providing the service with City Staff. It was determined that providing the services under contract is cost effective, as it involves less City time and risk. The City then solicited proposals from a number of crossing guard service providers. Three proposals were received. All City Management Services, Inc. presented the most competitive proposal and was awarded the contract for services. The City has since continued to use this firm. Current Contract Performance - All City Management All City Management Services, Inc. provides a variety of traffic and safety-related services including crossing guard services, parking enforcement and traffic control to public agencies. ACM 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, ACM opened a satellite office in Dublin. The City of Dublin has 1 - Area Supervisor and 1 - Field Supervisor assigned to monitor the activities of crossing guards. ACM has submitted a proposal to continue to provide crossing guard services to the City of Dublin in 2003-2004. 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 2003-2004 is $71,462. This number is based on 5,220 hours of contract service at the rate of $13.69 per hour. There is no increase to the current hourly rate of $13.69. ACM has secured several contracts with a number of Bay Area communities and allocates the cost of the field supervisor positions to several contract agencies. This relationship has resulted in cost savings to the City of Dublin. Staff believes that ACM has done a good job of coordinating this program. The City has received very few complaints regarding the service. If a complaint or question is raised, it has been promptly responded to and resolved by ACM. This contractual agreement with ACM appears to be a cost effective and efficient manner in which to provide the service. 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 ACM. Staff recommends that the City Council adopt the attached 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. F ECEIVE. D ALL CITY MANAGEMENT SERVICES, INC. JUN £ 6 1995 CITY OF DUBLIN AGREEMENT BETWEEN THE CITY OF DUBLIN 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 which 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. ATI'ACHMENT 1 ALL CITY SERVICES~ INC. MANAGEMENT 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 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. 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 willl pay-all costs and expenses including attorney's fees incurred in connection herewith. ALL CITY SERVICES, MANAGEMENT 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. ALL CITY MANAGEMENT SERVICES, INCo IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. CITY OF DUBLIN municipal corporation Attest by: ALL CITY MANAGEMENT SERVICES, INC. ~arwell, Vifi,.~President RESOLUTION NO. XX- 03 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 1, 2003 - June 30, 2004. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to execute an amendment to the agreement attached as Exhibit A and by reference made a part hereof, with All City Management Services, Inc. for the provision of crossing guard services within the City of Dublin. PASSED, APPROVED AND ADOPTED this 6th day of May, 2003. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 2 Amendment to Agreement between All City Management Services, Inc. and the City of Dublin for providing School Crossing Guard Services The City of Dublin hereinafter referred to as the "City", and All City Management Services, Inc., located at 1749 S. La Cienega Blvd., Los Angeles, CA 90035, hereinafter referred to as the "Contractor", mutually agree to amend the existing Agreement entered into on July 1, 1995 as follows: 1. Item #1 The City and the Contractor agree to extend the term of this Agreement for the 2003-2004 fiscal year beginning July 1, 2003 through June 30, 2004. 2. Item #17 The City agrees to pay Contractor for services rendered pursuant to the Agreement the sum of Thirteen Dollars and Sixty-Nine Cents, ($13.69) per hour of guard service provided. It is understood that the cost of providing five-thousand, two-hundred and twenty hours (5,220) of service shall not exceed Seventy-One Thousand, Four-Hundred and Sixty-Two Dollars, ($71,462.00). 3. Except as provided for in Item #1 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 All City Management Services, Inc. By. By ~ Signature Print Name and Title Date Date March 13, 2002 By Signature Print Name and Title Date EXHIBIT A Main Office: 1749 S. La Cienega Blvd. * Los Angeles, CA 90035 - 310-202-8284 FAX 310-202-8325 Northern California Office: 6500 Dublin Blvd., Ste. 216 ~ Dublin, CA 94568 ~ 800-540-9290 FAX 925-803-6992