HomeMy WebLinkAboutItem 4.05 - 2049 Consideration of an Agreement with All City
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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
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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