HomeMy WebLinkAboutItem 8.1 CrossGuardAgreement CI'TY CLERK
File #
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: May 18, 2004
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. (ACMS) 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 2004-2005.
FINANCIAL STATEMENT: The estimated cost to fund crossing guard services for FY 2004-
2005 is $72,284. This cost reflects a maximum of 5,280 hours of
contract service at the fixed rate of $13.69 per hour. No rate increase
is proposed for Fiscal Year 2004-2005.
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 (DUSD). 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
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, 2002-2003 and 2003-2004 the City
Council authorized additional funding for one crossing guard at Dougherty Elementary School in eastern
COPIES TO: Baron Farwell, ACMS
DUSD ~
[~ ITEM NO. ~
Dublin, however, no additional guard services were required. During Fiscal Year 2004-2005 City Staff is
recommending that the City place a crossing guard at the corner of Aspen and Central Parkway to serve
Dougherty Elementary during the 2004-2005 school year.
In addition, as requested by the City Council during the Fiscal Year 2003-2004 Budget Hearing, Staff
contacted the Dublin Unified School District to inquire about crossing guard service needs during summer
school sessions. The DUSD requested summer crossing guard coverage at Amador Valley Boulevard and
Burton Street to serve Fredricksen Elementary, providing 19 days of coverage. This request is supported
by information provided by the City's Traffic Engineer regarding the subject location.
Currently, school year 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.
Proposed site for Dougherty Elementary beginning Fall 2004:
7. Aspen/Cerrtral Parkway
Proposed annual Summer School coverage beginning Summer 2004:
8. Amador Valley Blvd. and Burton St.
Current Contract Performance - All Ci~, 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. 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 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.
ACMS has submitted a proposal to continue to provide crossing guard services to the City of Dublin in
2004-2005. 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 2004-2005 is
$72,284. This number is based on 5,280 hours of contract service at the rate of $13.69 per hour.
For a third year, ACMS is holding a price freeze at the $13.69 per hour rate. 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 2003-2004. 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.
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.
ALL
C1'T¥
O,F 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 ist, 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";
VViTNESSETH
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,/i996, 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.
ATTACHMENT
OALL CITY MANAGEMENT SERVICES, INC'.
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 designate'd schools
in the City. of. Dublin, are in session.
11.. The Contractor shall provide ali Crossing Guards with apparel by which they are
readily visible and easily recognized asCrossing 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 appareJ 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, ordesignee 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 ar~ of
said claims, damages, penalties, 0bligatioas or liabilities and'willl pa~,~all-
costs and expenses including attorney's fees incurred, in connection
~herewith.
O ALL CITY-.MANAGEMENT SERVICES-, 7[.NC.
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 wii 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 MANAGEMEN~T SERVICES, INC. CITY
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.
(..~"B~'arweli, Vi6~reside~t
RESOLUTION NO. XX- 04
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, 2004- June 30, 2005.
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 18th day of May, 2004.
AYE S:
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, 2004
through June 30, 2005.
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. Itis understood that the
cost of providing five-thousand, two-hundred and twenty hours (5,280)
_- of service shall not exceed Seventy-Two Thousand, Two Hundred
and Eighty-Four Dollars ($72,284.00).
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.
B~
Signature /. Ba
Print Name and Title
Date Date March 17, 2004
By.
Signature Print Name and Title
Date
EXHIBIT A