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Home My WebLink About4.16 Agreement Amendment for Crossing Guard Servicesor 19 82 /ii � 111 DATE: TO: FROM: SUBJECT STAFF REPORT CITY COUNCIL June 21, 2016 Honorable Mayor and City Councilmembers CITY CLERK File # 600 -30 Christopher L. Foss, City Manager " Amendment to Agreement for All City Management Services, Inc. for Crossing Guard Services Prepared by Nate Schmidt, Lieutenant, Dublin Police Services EXECUTIVE SUMMARY: The City Council will consider a proposed amendment and extension to the agreement for crossing guard services with All City Management Services, Inc. FINANCIAL IMPACT: The annual estimated cost to fund crossing guard services for Fiscal Year 2016 -2017 is $138,321 (an increase from $122,583 per year in Fiscal Year 2014 -2015 and 2015 - 2016). The contract allows for up to 11 crossing guard locations, plus summer school coverage for the elementary site. Sufficient funding has been included in Fiscal Year 2016 -2017 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 2016 -2017. W, 1, W.. ail / u / • -• Cf Dublin Police Chief DESCRIPTION: Reviewed By Assistant City Manager The City of Dublin currently funds the provision of crossing guard services. Adult crossing guards are typically assigned where official supervision of elementary school -aged pedestrians is desirable while they cross a public street on the "suggested route to school." Further, pursuant to the State of California Traffic Manual, Section 10 -07.2, "adult crossing guards are a supplemental technique and not a traffic control device." The City has funded crossing guard services since the City of Dublin's incorporation in 1982, with the exception of school year 1993 -94 when the Dublin Unified School District (DUSD) Page 1 of 3 ITEM NO. 4.16 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 seven public elementary schools and one public middle school. Under the proposed base service levels, crossing guard services will be provided at 11 separate locations, for four hours per day, 180 days per year, throughout the regular school year. The proposed crossing guard locations are as follows- 1 . Aspen and 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 (Green Elementary) 5. South Dublin Ranch Drive and Woodshire Lane (EM Fallon School) 6. Gleason and Tassajara (EM Fallon 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) 10. Palermo and Lockhart (Kolb Elementary) 11. Positano Parkway and East Cantara Drive ( Amador Elementary) Summer School Coverage: Additionally, during the summer school session, crossing guard coverage is provided at one location, three hours daily, covering approximately 19 school days: 1. Shannon Ave. and Vomac Rd. (Dublin Elementary) Current Contract Performance — All City Management 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. 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 2016 -2017. The proposed services involve the direct provision of crossing guards, along with all administrative support for the program, including personnel recruitment, training, supervision, and payroll functions. For Fiscal Year 2016 -2017, ACMS has increased their wage rate to $17.34 per hour, up from $16.76 per hour in the previous two fiscal years. The annual estimated cost to provide crossing guards at 11 locations for Fiscal Year 2016 -2017 is $138,321 per year, as compared to $122,583 in the previous two Fiscal Year periods. This number is based on 7,977 hours of contract service at the rate of $17.34 per hour. Consistent with previous contract reviews, Staff has evaluated the cost effectiveness of the services currently being provided by ACMS. Staff believes that ACMS has executed the terms of the contract fully. 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 Page 2 of 3 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. For the reasons outlined above, Staff would recommend that the City Council adopt the proposed resolution amending the agreement with All City Management Services, Inc. to provide Crossing Guard Services for Fiscal Year 2016 -2017. NOTICING REQUIREMENTS /PUBLIC OUTREACH: Not Applicable. ATTACHMENTS: 1. Resolution Approving Amendment to the Agreement with All City Management Services, Inc. for the Provision of Crossing Guard Services for Fiscal Year 2016 -2017 including signed amendments (Exhibit A) Page 3 of 3 RESOLUTION NO. XX - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * ** APPROVING THE AMENDMENT TO THE AGREEMENT WITH ALL CITY MANAGEMENT SERVICES, INC. FOR THE PROVISION OF CROSSING GUARD SERVICES FOR FISCAL YEAR 2016 -2017 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 2016 -2017; and 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 $138,321 for the Fiscal Year. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the amendment to the agreement. PASSED, APPROVED AND ADOPTED this 21st day of June, 2016, by the following vote: AYES- NOES- ABSENT- ABSTAIN- ATTEST- City Clerk Mayor ATTACHMENT 2 km C= HAMORMIENT Ou"T�mo 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 10440 Pioneer Blvd., Suite 5, Santa Fe Springs, CA 90670, hereinafter referred to as the "Contractor ", mutually agree to amend the existing Agreement entered into on July 1, 1995 as follows: Item 91 The City and the Contractor agree to extend the term of this Agreement for the 2016 -2417 fiscal year beginning July 1, 2016 through June 30, 2017. 2. Item #17 The City agrees to pay Contractor for services rendered pursuant to the Agreement the sum of Seventeen Dollars and Thirty -Four Cents, ($17.34) per hour of guard service provided, 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 . . m ................_ ..._. Print Name and Title Date ATTEST By___ _ ....................�� W __ � .�....... Signature _. Print Naive and . WW Title Date All City Management $jgrvices, Inc. Date June 16, 2016 S All City Management Services Inc. Client Worksheet 2016 - 2017 Department: 3701 Billing Rate for 201612017: $17.34 City of Dublin 100 Civic Plaza Dublin, CA 94568 KEY: Traditional Calendar: For sites with no regularly scheduled early release days, use 180 regular days For sites with one regularly scheduled early release day /week, use 144 regular days and 36 minimum days Summer School For schools with Summer School sessions use 19 days Sites with traditional calendar: 44 1 11 Sites at 4 hrs per day Total Hrsl Summer School Sites Estimate for Summer School based on 2015 3 1 Site at 3 hrs per day Total Hrsld 180 $17.34 1 1 $137,332.80 X dayslyr X Hourly Billing Rate I 19 I I $17.34 I f $988.38 X dayslyr X Hourly Billing Rate TOTAL PROJECTED HOURS 7977 TOTAL ANNUAL PROJECTED COST $138,321.18