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HomeMy WebLinkAboutItem 8.2 CrossingGuardServices CITY CLERK File # Dl01[Q]ØJ-~~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: May 17,2005 SUBJECT: Annual Contract Review: Crossing Guard Services Report Prepared by: Julie Carter, Assistant to the City Manager ATTACHMENTS: 1. 1995-96 Agreemcnt bctwcen the City of Dublin and All City Management Services, Inc. (ACMS) for Crossing Guard Services Report from City's Traffic Engineer on Crossing Guard Survey Resolution Authorizing Amendment to Agreement with All City Management Services, Inc. for the Provision of Crossing Guard Services for Fiscal Year 2005-2006. 2. 3. RECOMMENDATION: 1. Determine if the Silvergate Drivc and Amarillo Road crossing guard service should be removed for Fiscal Y car 2005-2006. 2. Determine if a contingent amount of funds should be budgeted for the Fallon Middle School site opening in September 2005. 3. Based on the Council's decisions, adopt the Rcsolution and authorize the City Manager to execute an amendment to the agrccmcnt with All City Management Services, Inc. for the provision of crossing guard services lor Fiscal Year 2005-2006. ~ Depending upon the City Council's action regarding the Silvcrgatc/Amarillo Road and Fallon Middle School Crossing Guards, the estimated cost to fund crossing guard services for FY 2005-2006 would be $62,427 to $82,141. 'This cost is based on a fixed rate of $13.69 per hour with no contract rate increase proposed for Fiscal Year 2005-2006. FINANCIAL STATEMENT: DESCRIPTION: The City of Dublin currcntly funds thc provision of adult crossing guard services. Adult crossing guards are typically assigncd whcrc official supervision of elementary pedestrians is desirable while they cross a public highway on the "suggcstcd route to school." Further, pursuant to the State of California Traffic Manual, "adult crossing guards are a supplemcntal 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 cxccption 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 Alamcda County Department of Public Works, ISU Temporary Staffing, and with the current provider All City Managcmcnt Scrvices, Inc. Thc City of Dublin currently provides crossing guards, which serve five of the five public elementary schools. In October of 1997, thc City's transportation consultants, TJKM, conducted a study to evaluate --------------------------------------------------------------------------------~---------------------------- COPIES TO: lTIlf Baron Farwell, ACMS AZ DUSD ITEM NO. . pedestrian and vehiclc traffic in the areas of Dublin and Nielsen Elementary schools. Pursuant to thc study, only one ofthe four locations evaluated technically warrants crossing guard services; however, the City Council voted to continue funding these services. During Fiscal Ycar 2004-2005 a crossing guard was placed at the corner of Aspen and Ccntral Parkway to servc Doughcrty Elemcntary during the 2004-2005 school year. In addition, the City Com'teil also requested Staff contact the Dublin Unificd School District to inquire about crossing guard service needs during the 2005 summer school session. The DUSD requested summcr crossing guard coverage at Amador Valley Boulevard and Burton Street to serve Fredricksen Elementary, providing 19 days of coverage. This supplemental request was supported by information provided by the City's Traffic Engineer rcgarding thc subjcet 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 crossing guard locations are as f01l0ws: 1. San Ramon Rd. and Shmmon Ave. 2. Amador Vallcy Blvd. and Burton St. 3. Silvergate Dr. and Amarillo Rd. 4. Amari1lo Rd. and Alegre Dr. 5. Bonniewood Lane and Davona Drive 6. Shannon Ave. and Vomac Rd. 7. Aspen/Central Parkway Summer School coverage beginning Summer 2005: 8. Amador Valley Blvd. and Burton St. Current Contract Performance - All City Manae:ement All City Managcment Scrvices, Inc. provides a variety of traffic and safety-related services ineluding crossing guard services, parking enforcement m1d traffic control to public agencies. ACMS is headquartcred in Los Angeles and scrves numerous cities in Northern and Southern Califomia. 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 1 - Area Supervisor and I - 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 2005-2006. The proposed services involve the direct provision of adult crossing guards, along with all administrative support for thc progrmn, ineluding personnel recruitment, training, supervision, and payroll functions. Thc cstimatcd cost to provide the current level of service for Fiscal Year 2005-2006 is $72,284. This number is bascd on 5,280 hours of contract service at the rate of $13.69 per hour. For a fourth straight 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 rcccived few complaints regarding the services provided during Fiscal Year 2004-2005. The contractual agrcemcnt with ACMS appcars to bc the most cost effcctive and efficient manner in which to provide the school crossing guard services. The ability to utilize a well-cstablished program with a sufficient pool of qualified personncl benefits the community. In addition, the individuals assigned to the City of Dublin are adequately trained and supervised. Crossin!! Guard Survey As part of the Fiscal Year 2005-2006 contract review the City Managcr requested the City's Traffic Engineer evaluate the current crossing locations to determine the demand for service. Attachment 2 is a summary of the Traffic Engineer's findings. As you will note in the report, the City's Traffic Engineer recommends the removal of the guard serving the Nielsen School at the location of Silvergate Drive and Amarillo Road in that only four (4) students cross in the morning and 1 student crosses in the aftcrnoon. City Staff eonfÏrmcd the Traffic Engineer's finding with the Nielsen School Principal, Ms. Julie Eastman, who agreed that the subject intersection had low crossing activity and agreed that the all-way Stop controlled intersection was available for students. Miss Eastman was neutral regarding the removal of the guard and stated that the safety of the students was paramount. Staff has eonfirn1ed with ACMS that the possible removal of one crossing guard will have no impact on the hourly rate 01'$13.69. If this crossing guard is removed the total savings would be $9,856.80. Fallon Intermediate School The City has been infonned that the new Fallon Middle School will be opening its doors September 2005. Although the City's Traffic Engineer could not determine the need to place a crossing guard at this time, the Council may want to consider funding a contingency amount to support the service should the need arise after the begitming of the school year. A full year of crossing guard scrvice is approximately 720 hours, which rcprcsents a budget (contingency) amount of$9,856.80. RECOMMENDATION: Consistent with previous contract reviews, Staff has evaluated the cost effectiveness of the services currently being provided by ACMS. Staffrecommcnds that thc City Council receive the report and: 1. Determine if the Silvergate Drivc and Amarillo Road crossing guard service should be removed for Fiscal Year 2005-2006; 2. Determine if a contingent amount of funds should be budgeted for the Fallon Middlc School site opcning in September 2005; 3. Bascd on thc Council's decisions, adopt the Resolution and authorize the City Manager to exccutc an amendmcnt to thc agreement with All City Management Services, Inc. for the provision of crossing guard services for Fiscal Y car 2005-2006. 5~ \ "b ' RECEIVE; ALL CITY MANAGEMENT SERVICE:S, INC. .JUN26 7995 '. . -" Clt~('O .' . AGREEMENT BETWEEN THE CITY OF DUBLIN < F 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 onime 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 CJty Manager may designate. 4. The City shall notify Contractor in writing of hours and locatjons when arid where guards shall be furnished by the Contractor. 5. The Contractor shall provide supeNisory personnel to see that guard activities are taking piece at the required places and times, and in accordance with all items of this Agreement. 6. The Contractor shall maintain adequate reseNe 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 shallc:onduct 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 supeNise .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. ~,¡¡, . 5- \-;-06 S. a. ATTACHMENT 1 .3. 'b I.. ALL CITY MANAGEMENT SERVICES, 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 or Contractor hereunder, Contractor agrees to pay City, ìts officers, agents, or employees, any and all costs and expenses incurred by City, its officers agents or employees ¡nsuch action orproceeding, 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-~ine Cents ($11.79) per hour of guard serv'ices provided, It is understood and agreed that the cost for providing Four Thousand and Fifty hours (4,050) of servicesshallnot exceed Fourty-Seven Thousand Seven Hundred Fourty-Nine Dollars ($47,749.00). During the term ofthis 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. 5 iJb(o City of Dublin Crossing Guard Survey (April 2005) Number of School Justification for Crossing Guard Children Crossing Guard Adjacent School(s) Crossed Location AM PM Children Crossing Prevailing Safety Activity Level (I) Cousiderations? - Central Pkwy@ Dougherty Elel11éhtary 24 21 . Moderate Yes (2) Aspen Street AVB@ Frederiksen 14 29 Moderate Yes (2) Burton Street Wells Middle . .. VomacRd@ Dublin Elementary 13 13 Moderate Yes (3) Shannon Ave San Ramon Rd @ Dublill Elementary 6 4 Low Yes (4) Shannon Ave Davona Dr @ Murray 36 54 Heavy Yes (5) Bonniewood Ln ._.~_. Amarillo Rd @ Nielson 35 65 Heavy Yes (5) Alegre Dr Silvergate Dr @ Nielson 4 ) Low No (6) Amarillo Rd (1) 40 or more children = Heavy; 10 to 39 children ~ Moderate; t to 9 children ~ Low. (2) Uncontrolled crossing on a major collector street with a critical (85"' percentile) speed exceeding 30 rnph. (3) All.way Stop control intersection, immediately adjacent to Dublin Elementary, and with intense vehicular movements opposing the school crosswalk. (4) Signalized intersection with a vehicular left turning movement (from eastbound Shannon Avenue) opposing children crossing. (5) Uncontrolled crosswalk with heavy volumes of crossing children. (6) All-way Stop control intersection, considerably distant from Nidson School (approximately 1,150 fecr rrom the school), and with low volumes of crossing children. A.' such, the City's Traffic Engineer recommends removal of crossing guard supervision at the Intersection of SlIvergate Drive/Amarillo Road. ATTACHMENT 2 lo"'O (p RESOLUTION NO. XX- 05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING THE EXECUTION OF Al'I AMENDJ\1EXr TO I'm: AGR~~K\1ENT WITn ALL CITY MANAGEMENT SERVICES, INC. I,'OR TIU<: PROVISION OF CROSSING GUARD SERVICES WHEREAS, the City of Dublin uses adult crossing guards to ensure the safety of school children crossing strcets; 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 agrcement which details the scope and duties required; and WHEREAS, this agreement extends from July 1, 2005 - June 30, 2006. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to ncgotiate and execute an amendment to the agreement with All City Management Services, Inc. for the provision of crossing guard services within the City of Dublin. PASSED, APPROVED AND ADOPTED this 17th day of May, 2005. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 3 ,',". : . SÂ'FET~' ALL CITYMANAGEJv1EN:.T SERVICES, INC, IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. CITY OF DUBLIN municipal corporation, Attest by: {~ l-E.pj<. ALL CITY MANAGEMENT 'SERVICES, INC. /" ,/ BY.~ \ <... "-á~rOl'l--Farwell. Vi s resident 1..1: '"\;, b " I 2. ~ fv ALL CITY MANAGEMENT SERVICES, INC. (I 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 desigRated hours on all days on which the designated schools in the City'ofDublin, are in session. 11. The Contractor shall provide all Crossing Guards with apparel by which they are readily visible and easfly 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 lIiIanager 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 limitof not less than $5,000,000.00 per occurrerice and in aggregate for property damage and bodily injury. Sucl'! insurance shall be primary with respect to any insurance maintained by the City and shall not cailon the City's insurance contributions . Such insurance shall be endorsed for contractualliab-ilityand 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 indemntfy and dsfend 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 bs asserted or claimed by any person, firm, entity, corporafion, political subdivision or other" organization arising out of the negligent acts or . intentional tortious acts, srrors, or omissions of Contractor, Its agents, employees, 'subcontractors, or invitee, in performing the services provided for herein. a) Contractor viliII defend any action or actions filed in connection with any of said claims, damages, penalties, ÇJbligatioQs or liabilities and'willl pay all costs and expenses including attorney's fees incurred inconnedion 'herewith.