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Home My WebLink About4.04 Amendment to the Agreement with All City Management Services Inc.r DUBLIN CALIFORNIA STAFF REPORT CITY COUNCIL DATE: .Line 6, 2023 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager Agenda Item 4.4 SU B.ECT : Amendment to the Agreement with All City Management Services Inc. Prepared by: Raelyn Miranda, Administrative Aide EXECUTIVE SUMMARY: The City Council will consider approving the amendment to the agreement with All City Management Services Inc. for additional crossing guards provided in 2022-23 school year. STAFF RECOMMENDATION: Adopt the Resolution Approving the Amendment to the Agreement Between the City of Dublin and All City Management Services Inc. FINANCIAL IMPACT: The Dublin Unified School District has agreed to reimburse the City for the increased expense. Upon approval of the amendment, Staff will reflect the expenditure and reimbursement in the Fiscal Year 2022-23 Amended Budget. DESCRIPTION: The City's current agreement with All City Management Services Inc. provides crossing guards in designated school zones with a current sum not to exceed $307,732.48. Dublin Unified School District requested two additional crossing guards at Dublin Elementary School and Cottonwood Creek School beginning in mid -April. The cost for these two guards is $11,146.56. The addition of one crossing guard location at Dublin High School was not captured in the original contract and will also be added in the amendment at a cost of $19,670.40, bringing the total not -to -exceed cost to $338,549.44. Dublin Unified School District has agreed to reimburse the City for this increased expense under our existing reimbursement agreement. Page 1 of 2 123 STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Approving the Amendment to the Agreement between the City of Dublin and All City Management Services Inc. 2) Exhibit A to the Resolution - Amendment #1 to Contract Services Agreement Between The City of Dublin and All City Management Services Inc. Page 2 of 2 124 Attachment I RESOLUTION NO. XX — 23 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF DUBLIN AND ALL CITY MANAGEMENT SERVICES INC. WHEREAS, the City of Dublin has an agreement with All City Management Services Inc. to provide crossing guards in designated school zones with a current sum not to exceed $307,732.48; and WHEREAS, Dublin Unified School District requested two additional crossing guards located in the areas of Dublin Elementary School and Cottonwood Creek School for the remainder of the 2022-2023 school year (beginning mid -April 2023), at a cost of $11,146.56; and WHEREAS, the addition of one crossing guard location at Dublin High School was not captured in the original contract and will also be added in the amendment, at a cost of $19,670.40; and WHEREAS, with the amendment, the new not -to -exceed amount for crossing guards is $338,549.44, and Dublin Unified School District has agreed to reimburse the City for the increased expenses through the existing reimbursement agreement. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the amendment with All City Management Services, attached hereto as Exhibit A. PASSED, APPROVED AND ADOPTED this 6th day of June 2023, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 1 of 1 125 DocuSign Envelope ID: 009D0297-8AC4-45AA-84F6-FE890CBDF00C Attachment 2 Exhibit A to the Resolution AMENDMENT #1 TO CONTRACTOR SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND ALL CITY MANAGEMENT SERVICES INC. WHEREAS, on JULY 1, 2022, the City of Dublin (hereinafter referred to as "CITY") and All City Management Services Inc. (hereinafter referred to as "CONTRACTOR") entered into a Contracting Services Agreement for Crossing Guard Services (hereinafter referred to as the "AGREEMENT"); and WHEREAS, the existing AGREEMENT expires on June 30, 2023; and WHEREAS, to ensure the safety of the DUSD students, two additional sites need coverage, increasing the costs in crossing guard services; and WHEREAS, the addition of one crossing guard location at Dublin High School was not captured in the original contract and will also be added in this amendment; and WHEREAS, THE CITY and CONTRACTOR now wish to amend the AGREEMENT to increase the not -to -exceed amount by $30,816.96 for a total of $338,549.44. NOW THEREFORE, for good and valuable consideration, the sufficiency of which is hereby acknowledged, the AGREEMENT is amended as follows: 1) Section 2 - COMPENSATION shall be rescinded and replaced with the following: owing: City hereby agrees to pay CONTRACTOR a sum not to exceed $338,549.44, notwithstanding any contrary indications that may be contained in CONTRACTOR's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and CONTRACTOR's proposal, attached as Exhibit B, regarding the amount of compensation, the Agreement shall prevail. City shall pay CONTRACTOR for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to CONTRACTOR for services rendered pursuant to this Agreement. CONTRACTOR shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City in writing, CONTRACTOR shall not bill City for duplicate services performed by more than one person. CONTRACTOR and City acknowledge and agree that compensation paid by City to CONTRACTOR under this Agreement is based upon CONTRACTOR's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of CONTRACTOR. Consequently, the Parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which CONTRACTOR and its employees, agents, Page 1 of 2 126 DocuSign Envelope ID: 009D0297-8AC4-45AA-84F6-FE890CBDFOOC Attachment 2 Exhibit A to the Resolution and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed as of the date of the City Manager's signature below. CITY OF DUBLIN ALL CITY MANAGEMENT SERVICDES INC. DocuSigned by: t-, B Y' B F .wcll y D57D37€�^'^^ Linda Smith, City Manager Demetra Farwell, Corporate Security Dated: ATTEST: By: Marsha Moore, City Clerk APPROVED AS TO FORM: By: City Attorney Page 2 of 2 127 DocuSign Envelope ID. 009D0297-8AC4-45AA-84F6-FE890CBDFOOC Exhibit B All City Management Services Inc. Client Worksheet 2022-2023 - Per Claudia Department: 3701 Billing Rate for 2022/2023: $27.32 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: 10 Sites at 4.0 hrs per day 1 Sites at 4.0 hrs per day 5 Sites at 4.0 hrs per day 5.0 hrs early release 40 I F8T1 Total Hrs/day X days/yr 4 I 180 Total Hrs/day X days/yr 20 I 108 Total Hrs/day X days/yr 25 I 17T, Total Hrs/day X days/yr Scheduled to start 3/13/23, but actual on 4/18/23 1 Sites at 4.0 hrs per day Total Hrslday Dublin Elem (Vomack Rd. / Landale Ave) City of Dublin 100 Civic Plaza Dublin, CA 94568 X $27.32 = X Hourly Billing Rate 720 I $27.32 I _ X Hourly Billing Rate 2160 I $27.32 I = X Hourly Billing Rate 1800 I $27.32 I = X Hourly Billing Rate $19,670.401 4 33 X days/yr 21 1 Sites at 4.0 hrs per day Total Hrs/day X days/yr 5.0 hrs early release 5 Total Hrs/day 12 X days/yr Cottonwood Creek School (Central Pkwy / Panorama Dr) Total Number of Sites: 18 Summer School Sites: Estimate based on Summer School June 14, 2022 - July 21, 2022 1 Site at 4.0 hrs per day TOTAL PROJECTED HOURS 4 Total Hrs/day Original 264 1 $27.32 1 = 1 $7,212.48 X Hourly Billing Rate 84 I $27.32 I _ X Hourly Billing Rate 60 I $27.32 I = X Hourly Billing Rate 12TI 104 I $27.32 I = X days/yr X Hourly Billing Rate $2,294.881 $1,639.201 .281 Contract .48 Additional Site Missed $19,670.4( 2x Added Locations $11,146. *5/16/23 Amending for 22-23: $30,816.96 12392 TOTAL ANNUAL PROJECTED COST $338,549.44 128