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Home My WebLink AboutItem 4.5 Crossing Guard Contract Amend �OFDU� STAFF REPORT CITY CLERK Qll CITY COUNCIL File #600-30 DATE: May 20, 2014 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Amendments to the Crossing Guard Contract Prepared by Herb Walters, Lieutenant 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 2014-2015 and Fiscal Year 2015-2016 is $122,583 (an increase from $111,890 per year in Fiscal Year 2012-2013 and 2013-2014). The contract allows for up to 10 crossing guard locations, plus summer school coverage for the elementary site. Sufficient funding has been included in Fiscal Year 2014-2015 and Fiscal Year 2015-2016 Preliminary Budget and Financial Plan. RECOMMENDATION: 1 1 Staff recommends that the City Council adopt a Resolution Approving the Amendment to the Agreement with All City Management Services, Inc. for the provision of crossing guard services for Fiscal Year 2014-2015 and Fiscal Year 2015-2016. 1.60,4444 -5. on't4 621%, t_ez,,4, 4 Submitted By Reviewed By - Reviewed By Police Chief Administrative Assistant City Manager Services Director DESCRIPTION: 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." Page 1 of 3 ITEM NO. 4.5 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) 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 10 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) 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 . 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 2014 -2015 and Fiscal Year 2015 -2016 (Attachment 1). 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 2014 -2015 and Fiscal Year 2015 -2016, ACMS has increased their wage rate to $16.76 per hour, up from $15.38 per hour in the previous two fiscal years. The annual estimated cost to provide crossing guards at 10 locations for Fiscal Year 2014 -2015 and Fiscal Year 2015- 2016 is $121,929 per year, as compared to $111,890 in the previous two Fiscal Year periods. This number is based on 7,314 hours of contract service at the rate of $16.76 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 Page 2 of 3 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 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 2014 -2015 and Fiscal Year 2015 -2016 (Attachment 2). NOTICING REQUIREMENTS /PUBLIC OUTREACH: Not Applicable. ATTACHMENTS: 1. Contract Renewal Letter from All City Management Services 2. Resolution Approving Amendment to the Agreement with All City Management Services, Inc. for the Provision of Crossing Guard Services for Fiscal Year 2014 -2015 and Fiscal Year 2015 -2016 including signed amendments (Exhibit A) Page 3 of 3 aAUL CRT V N M-MOV 5MEENIRUR,C) Atari 124, 2014 Lt. Herb Walters, Aciniii-Onvestigations City of Dublin 100 Civic Plaza Dublin, CA 94568 Re: Pricing for 20141-2016 Fiscal Year Dear Lt, Walters: We recently forwarded a letter informing you of our price increase for the 2014-2016 fiscal year. We have taken the liberty of forwarding two (2) partially executed Amendments to out, contract with the City of Dublin. After the necessary signatures have been affixed, please send us an original for our records. Thanks again. If you have any questions please feel free to contact Baron Farwell at (310) 202-8284. Siucerely, bet wetraFar ell, Far Enclosures Secretary 10440 ✓ olleer MN!' &' su",-, /15, Sama Fc Sprhqys, CA 190670 @310-201-8284 - 111O .540-9290 0 FAX IHO-202-8,325 ARL (CMrY MMAGE UMMOORWORO, Amendment to Agreement behveen All City Management Services, Inc. and the Cit.), of Dublin for providing School Crossing Guard Services The City of Dublin hereinafter referred to as the "City", and All Cit), Management Services, Inc., located at 10440 Pioneer Blvd., Suite 5, Santa Fe Springs, CA 90670, hereinafter referred to as the "Contractor", InUtUally agree to amend the existing Agreement entered into oil July 1, 1.995 as follows: 1. Item H1 The City and the Contractor agree to extend the term of this Agreenlen( for the 2014-2015 and 2015-2016 fiscal years beginning July 1, 20141 through June 30, 2016. 2. Item H17 The City agrees to pay Contractor for services rendered pursuant to the Agreement the surn of Sixteen Dollars and Seventy-Six Cents, ($16.76) per hour ot"guard service provided. Except as provided for in Item 41 and Item #17, all other terms vid conditions of the original Agreement and Amendments thereto between the City and the Contractor remain in effect, City of Dublin B Signature Print Name and Title Date ATTEST By Signature Print Name: and Title Date All City Management Services, Inc. -By Demetralf arwel r orporate Secretary Date April 24, 2014 RESOLUTION NO. XX - 14 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 2014 -2015 AND FISCAL YEAR 2015 -2016 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 2014 -2015 and Fiscal Year 2015 -2016; 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 $122,582.64 for each Fiscal Year. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the amendment to the agreement. PASSED, APPROVED AND ADOPTED this 20th day of May, 2014, by the following vote- AYES- NOES- ABSENT- ABSTAIN- ATTEST- City Clerk Mayor ATTACHMENT 2