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STAFF REPORT C I T Y C L E R K
DUBLIN CITY COUNCIL File #^~ 0~ 0^-D O^
DATE: June 22, 2010
TO: Honorable Mayor and City Councilmembers
FROM: ~ Joni Pattillo, City Manager
SUBJEC : Annual Contract Review: Crossing Guard Services
Prepared by: Kurt von Savoye, Lieutenant
EXECUTIVE SUMMARY:
The City Council will conduct an annual contract review of the City's crossing guard contractor
All City Management Services, Inc.
FINANCIAL IMPACT:
The estimated cost of School Crossing Guard services in the upcoming Fiscal Year is
$100,830. Adequate funds have been included in the Fiscal Year 2010-2011 budget.
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 2010-2011.
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Submitted By
Police Chief
DESCRIPTION:
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Reviewed By
Administrative Services Director
Revie y
Assistant City Manager
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 highway on the "suggested route to school." Further,
pursuant to the State of California Traffic Manual, Section 10-07.2, "adult crossing guards are a
Page 1 of 3 ITEM NO. ~'' ~
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. A comprehensive review of the City's crossing guard services was conducted by the
City's Traffic Engineer during Fiscal Year 2005-2006.
Under the existing service levels, crossing guard services are provided at nine separate
locations, for four hours per day, 180 days per year, throughout the regular school year. The
current 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 St. (Green Elementary)
5. South Dublin Ranch Drive & Woodshire Lane (Fallon Middle School)
6. Gleason and Tassajara (Fallon Middle 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)
Summer School Coverage:
Additionally, during the summer school session, crossing guard coverage is provided at one
location three hours daily, covering approximately 25 school days.
1. Tassajara and Gleason. (Fallon Middle School)
Current Contract Performance - All Citv Manaqement
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
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 2010-2011 (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
2010-2011 ACMS proposes to maintain their contract rates at Fiscal Year 2009-2010 levels.
The estimated annual cost to provide the current level of service for Fiscal Year 2010-2011 is
$100,830. This number is based on approximately 6,555 hours of contract service at the rate of
$15.38 per hour.
Page 2 of 3
Consistent with previous contract reviews, Staff has evaluated the cost effectiveness of the
services currently being provided by 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 2009-2010. 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.
The proposed resolution (Attachment 3) will approve an amendment to the existing agreement
with All City Management Services, Inc. and authorize the City Manager to execute the
agreement.
NOTICING REQUIREMENTS/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
2009-2010 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 2010-2011 (including Exhibit A-Amendment
to the Agreement)
Page 3 of 3
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ALL CI'~'Y 1'~~~1`~IA~~MEl~' SE~Z~ICES, INC.
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AGr.E=M~i~T BET'1NEEN ~ HE C~ - Y OF DUBLIN
AND ALL ~fTY til1ANA~EfVIEN ~ SEP.i01CcS, ItVG. FOP.
C~QSSI~lG GUF.P.D SEt~'4"ICES
Ti H f S AGF~EENfE~T rrta~e and en~ered into this Juiy 'I st, 1995 , b~ and be~nreen the
Cf~l' OF DUBLII~, a municipal corporaiion, hereirafter cali~d th~ "City", and ALl. Ci ~ 1'
EVIP+NA~efVi~NT ScP.VICES, INC., hereirafter called the "Cantracfor";
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The ~arties here~o have mutua((y coverant°d and agreed as Tollows:
1. This Agreernent is for a period oT iime which commences July '! st., 'E ~°5 , and encs
on ~une 30, 1896, and Tar such term thereafter as the parEies rriay agre~ upon.
2, ~he Cont~actor is an independent contracior and the guarcfs io be Turnished by it
shalf at a11 iimes be its empfoyees and n~t those of the Ctty.
3. T~ he Cii~'s represeniaiive in c~eaiing with fhe coniracior sr~alf be ihe Ciiy ~aragsr
or such person as the City ~anager may deSiyt~a'La. ~
4. The City si~a(I nofiry Cont~ acior in wrEiing of hours and focaiions when and wf~ere
guards shafl be fu~ished by ~he Contractor.
5_ T~e ConL ac~or si~al! provid~ superviso.ry ~ersonne! io see that guard acfiviiies are
taking place at the required places and iirrtes, and in acc~rdance wi~h all items af
this. Agreemer~t. .
6. The Contractor shall rraintain adeq.uafe reserv~ p°rsonnel ta be able to furnish
a(terrate guarc~s in th~ eveni iF~at any person ~ails to report for work at ths ~ssignsd
time and location.
7. ihe Conir~cior shafl provide personnel properfy i~ained as herein sRe~iT~e~ for the
performance af dufies of Cressing Guards. In the perfiormance of fheir d~aEi°s the
Contrac~or and employees oT the Coniracfor shall conduct fhemsetves in
accordance with the condifions ot this Agreement and the laws and cod~s of the
Sfiate of Caiifornia and the City or Dubfin.
8. The Contracior shall train, sched~ale, provide, and supervise personnel in
accordance with the conL~act and the rules and reguEafior~s of the City of Dubfin.
Crossing Guarcls shall perr"orm their dufies as trained and wit~in the City's rules for
such .guards.
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ATT ACHI~TENT 1
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9. ~ersars provided by the Contracior as Cressing Guaras shall b° irair,~~ by th~
faws and codes af the State of Gafi~orn~a and the City or Qubfin ~e~~ini~g tc
general ped°strian safefy and school crossing ar~~s.
1~. Grassing Guard Servic~s si-~aff be provide~ by tE~~ ~oniracior at ~e c!°sigr~ated
focations and at the designated haurs on all days on vmich the desiara~ed schools
in the Ci'ry of Dublin, are in session.
'11. [ he Contractor sh~~l[ provida ail Cro~sing Guarcls with apparel by wi--ich ~hey ar~
r~adify visible and ~asil~ recagniz~d as Crossing Guar~+s. Such apparel s~all be
unROrm Tar all persons ~er~orming the duiies of Cressing Guar~s and shaf{ be worn
at a{I times whife peROrmirtg said duties. This appare( must be appropriate Tor
weather cond~fions. ~ he Coniractor shall also provide al( Crossing Guarc~s with
hand hefd Stop signs and any other saTety equiprnent which rnay be necessary.
Anaarel and equipment snall be pre-approved by th° City Manager or the designee.
12, ~e Cantrac~br sna61 at a{I iimes provide workers' compensation insurance cavering
iis employe~s, and shall provide and rriain~ain iiabifity insurance for Cressir~g ~uard
acfivities. The Con~'aci~or will provide to the Ci~y an Acord CeRificaie of Insurance
r~aming fihe Cify as an a~aitior~al insured. Such insurance sf~al{ include comm~rcal
general fiabiiify vrRfh a combined singie limit of not fess than ~5,000,000.00 per
occurrence and irt aggreg~'te for property ~arnage and bodify in~ury. Such
insurance shall be ~rimary with r~specE to any insu~ance maintained by the ~i~y ana
shail nat call an the City's ir~surance confributions . Such insu~anc~ shalf be
end~rsed r"or contractual fiabiiify and persor~al iniury and sf~a(l includn the Cii~, its
onic~.rs, agents and employees af ~f-~e Cit~. Such ir~suranc~ si~a(I nat be canc~lie~,
reduc~d in coverase or fimits Qr non-renewed except after thirty (30) ~ays wriften
na~ice by Certified fVail, Refurn Receipt Requesi~d has been given fo th° Ciiy
I~anaaer, or dnsigne~ ror fhe Cii~r af Dubim.
13. Contractar agrees to inciemnify and ~eTend ihe Gi'ry, i:s Ofricers, empioyees and
agenis against, and will hofd and save ~hem and ~ach o~ them harmfess fram, any
and all actions, claims ciart~ages io persons or property, p°ralties, obiigatio~s or
iiabiiities tnat rna~ be asser~ed or claimed by any F°rson, r"irm, °RLI~, corpara~ion,
pofiticaf subdivision or other organization arising out oT fhe negfi.gent ac"ts or
intentior~al ioRious acts, errors, or omissiors of Contracior, ics agen~s, emr~loyees,
subcont`aciors,_ or inviiee, in p°R~rming the services proviaed Tor herein.
a) Contractor will d~fend ~ny acfion or actions filed in cann~ciion with any oT
said claims, camages, p=r~alfies, obfigations or fiabifiiies and willl ~ay all
costs and ex~aerses including af~orney`s T~°S incurred in connecii~n
,
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AT L CIT~ IYL~~T~~~~I~NT SE~ZVI~ES, INC.
Ea) Contraciar wif{ prom~tfy ~ay any judgement renc~°red ac~~inst Cify, i'ts
onicers, sgents or emplayees Tor any such cEaims, d~mages, p~r~aifies,
obiigations or f~abifities.
c) in the °vert Cify, its o~i~ers, agents or empioyees is made a par't1r to any
action or proc~eaing Tifed or prosecuted against Contracfor for sucn
darriages or ofher. c6aims arising out or" or in connection with the so(e
negfigence af Contractor hereunder, Cbntractor agrees fo pay Ci'ry, its
oiFicers, agents, ar empioyees, any and a{I c~sts and exp°RSes inc~rred by
City, its otricers agents or empfoy°°s in such aciian or praceading, in~fuciing,
buf not fimited to, r~asonable atiorney`s fees.
~e,.. Ci"ry shall have the right to cancel this Agreement by giving writ~°n nofic°. Th°
Contractor shall have the right tfl cancel this lAgreement by giving thirty (30} aays
written nofic~ to the City.
15. The Coniracior shall not f~ave the right io a~sian t~iis Canzract ta an~ other p°r50f1
o~ Tirm exc~pt with the consent of the Ci'ry.
16. ~ ne ~Ci'ry agrees fo pay the Contraci~or ror zhe services rendered pursuant to this
Aareement the sum af ~4even Doflars and Seventy-E~in° Cen'ts ($11.79) p~r hour
of guard services provided: !t is undersiood and agr.eed tf~at the cost for provi~ing
Four i housand and F~rty hours (4,Q50) of services shall not exceed Fourfy-Seven
Thousand Seven Fiuncired Faurty-I~ine ~ollars ($47,749.00}. During the t°rm o~ this
Agre~m°r~t if Concractor proviaes Cressing Guard servic~s to the Ciiies of
Concord, Wafnut Greek and Pl~zsantan the Ciiies' hourfy ~ate wil be reduc~d ta
approximatefy $10.79. .
~7. fn the event frat this Agreement is extende~ be}~ond June 3Q, 1996, th°
compensation ror snrvices s~all be es~abfished by mutua~ wr-n°n Agreement .
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If~ W~TNESS WHE~~OF, the ~arties hereio ~ave executed tf~is Agreament ~~ ~ay and
y~ar first above wri~~n.
CtTY OF DEJBLfN
munici~ai corporation
By_ /
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~ttest b~r:
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ALL C~TY IViAfVAGE~Ef~ i SERVICES, IP1C.
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~--E~ arwell, `vi'~resic~ent
Amendment to Agreement between
All City Management Services, Inc. and the City of Dublin
for providing School Crossing Guard Services
The City of Dublin hereinafter referred to as the "City", and All City Management Services,
Inc., located at 1749 S. La Cienega Blvd., Los Angeles, CA 90035, hereinafter refened to as the
"Contractor", mutually agree to amend the existing Agreement entered into on July 1, 1995 as
follows:
l. Item #1 The City and the Contractor agree to extend the term of this Agreement
for the 2009-2010 fiscal year beginning July 1, 2009 through June 30,
2010.
2. Item #17 The City agrees to pay Contractor for services rendered pursuant to the
Agreement the sum of Fifteen Dollars and Thirty-Eight Cents, ($]5.38)
per hour of guard service provided, It is understood that the cost of
providing Six-Thousand, Five-Hundred and Fifty-Five (6,555) hours of
service shall not exceed One-Hundred Thousand, Eight-Hundred and
Sixteen Dollars ($100,816.00).
Except as provided for in Item #l and ltem #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
. ~
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Signature
Ja~ i`~a~i 1[o , C;~i Y~1~+v+a~er
Print Name and itle
Date ~i ~ ~ 0
ATTEST
By c~-~~ ~
Signature
All City Management Services, Inc.
By
emetr Farwell, Corporate Secretary
Date Mav 28 2009
~01264 /~ - ~~^'~ 112-~ Z-
Print Name and Title
Date ~ ~ [°t ~ 0 ~
i ~ ~ ~ ~ ~~~ ~~~ ~~~
March 8, 2010
Lt Kurt Von Savoye
City of Dublin
100 Civic Plaza
Dublin, CA 94568
Lt Kurt Von Savoye:
~ ~
As the contract provider for School Crossing Guard Services All City Management Services
(ACMS) is keenly aware of the difficult economic times faced by many of our clients. Cities and
School Districts across the state are re-examining their budgets against the need to maintain
critical services and provide for public safety.
In light of these circumstances ACMS has placed a price freeze on our billing rate for the 2010-
2011 fiscal year for City of Dublin. The hourly billing rate will remain at Fifteen Dollars and
Thirty-Eight Cents ($15.3 8) per• hour.
We have taken the liberty of enclosing two (2) Amendments for the coming 2010-2011 fiscal
year. If all meets with your approval please execute and return one of the original Amendments
for our records.
We look forward to another safe and successful school year. If you have any questions please
feel free to contact me at (310) 202-8284.
Sincerely,
~
aron Farwell, eneral Manager
66~"`~~ ~'~~~~~~~ ~a~~~°c~ ~~~a~~~~99 ~=}-,~~,~~~~~~ ~.
1749 S. La Cienega Blvd. • Los Angeles, CA 90035 • 310-202-8284 • 800-540-9290 • FAX 310-202-8325
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RESOLUTION NO. - 10
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
~***~****
APPROVING AN AMENDMENT TO THE AGREEMENT WITH ALL CITY MANAGEMENT
SERVICES, INC. FOR THE PROVISION OF CROSSING GUARD SERVICES FOR FISCAL
YEAR 2010-2011 AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE
AMENDMENT.
WHEREAS, the City of Dublin uses adult crossing guards to ensure the safety of school
children crossing streets; and
WHEREAS, the City of Dublin wishes to continue to contract with the firm of All City
Management Services, Inc. to provide crossing guard services for Fiscal Year 2010-2011; and
WHEREAS, the City of Dublin and All City Management Services, Inc. have developed
an agreement which details the scope and duties required; and
WHEREAS, the amendment would extend this agreement from July 1, 2010 through
June 30, 2011.
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 $100,830.00.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the
amendment to the agreement.
PASSED, APPROVED AND ADOPTED this 22"d day of June, 2010, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
n ~ ~ a ~ ~`
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 l, 1995 as
follows:
1. Item #1 The City and the Contractor agree to extend the term of this Agreement
for the 2010-2011 fiscal year beginning July 1, 2010 through June 30,
2011.
2. Item #17 The City agrees to pay Contractor for services rendered pursuant to the
Agreement the sum of Fifteen Dollars and Thirty-Eight Cents, ($15.38)
per hour of guard service provided. It is understood that the cost of
providing Six-Thousand, Five-Hundred and Fifty-Five (6,555) hours of
service shall not exceed One-Hundred Thousand, Eight-Hundred and
Sixteen Dollars ($100,816.00).
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
By
Signature
Print Name and Title
Date
ATTEST
By
Signature
Date
All City Management Services, Inc.
By
Demetra F ell, Corporate Secretary
Date March 8 2010
Print Name and Title
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