CC SR 20160621 G - All City Mgmt Services Agmt for School Crossing Guard ServicesRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 06/21/2016
AGENDA HEADING: Consent Calendar
Consideration and possible action to approve the amendment to the agreement with All
City Management Services for school crossing guard services through the 2016-2017
school year.
RECOMMENDED COUNCIL ACTION:
(1) Approve the amendment to extend the agreement with All City Management
Services (ACMS) for an amount not to exceed of $66,120 to provide 3,894 hours
of crossing guard services for the 2016-2017 school year at Dodson Middle
School, Miraleste Intermediate School, Ridgecrest Intermediate School, Silver
Spur Elementary School and the intersection of Palos Verdes Drive East (PVDE)
and Miraleste Drive;
(2) Approve the placement of an additional school crossing guard as requested and
to be funded by the Palos Verdes Peninsula Unified School District (PVPUSD);
(3) Authorize the Mayor and the City Clerk to execute the Amendment.
FISCAL IMPACT: Funding for this work is included in the adopted municipal budget.
Amount Budgeted: $66,120
Additional Appropriation: N/A
Account Number(s): 101-3006-431-43-00,101-1024-421-32-00 and
101-0000-115-30-33
ORIGINATED BY: Nadia Carrasco, Assistant Engineer
REVIEWED BY: Michael Throne, PE, Director of Public Works
APPROVED BY: Doug Willmore, City Manager,/',"•1-±
ATTACHED SUPPORTING DOCUMENTS:
A. School Crossing Guards Location Map (page A-1)
B. Amendment to Extend the Agreement (page B-1)
C. ACMS Rate Increase Notification to the City (page C-1)
D. 1992 Agreement with ACMS for Crossing Guard Services (page D-1)
E. Additional School Crossing Guard Request for Miraleste Intermediate
School (Page E-1)
BACKGROUND AND DISCUSSION:
On May 3, 2016, the City Council approved the implementation of three (3) school
crossing guards at Dodson Middle School, Ridgecrest Intermediate School and Silver
Spur Elementary School. This was in addition to the currently implemented school
crossing guards at Miraleste Intermediate School, Silver Spur Elementary and at the
1
intersection of PVDE and Miraleste Drive. Furthermore, on May 18, 2016, the City
received a request from Mr. Brent Kuykendall, Miraleste Intermediate School Principal,
to implement an additional school crossing guard at the intersection of Palos Verdes
Drive East and the school entrance to alleviate the conflicts between pedestrians and
vehicles, due to the insufficient presence of the Sheriff's Department Community
Service Officer conducting traffic control (Attachment E). This will result in a total of
seven (7) school crossing guards for the regular school year, placed at four (4) different
schools and two (2) school crossing guards for the summer period. Attachment A
depicts the locations at which the crossing guards will be stationed.
On February 24, 2016, All City Management Services notified the City of their interest in
extending the agreement with the City for school crossing guard services (Attachment
B). The notification also included the new crossing guard wage rate implemented by
ACMS from $15.98 per hour to $16.98 per hour, due to the 2016 California minimum
wage rate increase, among other reasons (Attachment C).
The amendment to extend the agreement for the 2016-2017 school year includes the
implementation of the three (3) school crossing guards approved by City Council on
May 3, 2016, and the additional school crossing guard requested by Miraleste
Intermediate School on May 18, 2016. The agreement also reflects the new wage rate
of $16.98 per hour set by ACMS for all the crossing guard services provided to the City.
The total contract amount between the City and ACMS for the 2016-2017 school year is
$66,120 for 3,894 hours of service, where $28,475 will be paid by the City and $37,645
will be reimbursed to the City by the Palos Verdes Peninsula Unified School District and
the Peninsula Education Foundation, as shown in the following table:
Proposed Crossing Guard per PVPUSD request for Regular School Year
Miraleste Intermediate School ` PVDE / MIS entrance by Via Canada 540
Sub -total for Proposed Crossing Guards per PVPUSD request (regular school year):
$0
$0
$9,169
$9,169
Crossing Guards Approved by CC on 513116 for Regular School Year
Ridgecrest Intermediate School Northbay Dr. / Oceanridge Dr.
540
$0
$9,169
Silver Spur Elementary * School Driveway on Basswood Ave.
540
$0
$9,169
Dodson Middle School Ave. Estudiante / Montereina Dr.
540
$9,169
$0
Sub -total for Crossing Guards Approved by CC on 513116 (regular school year):
$9,169
$18,338
Existing Crossing Guards for Regular School Year
Miraleste Intermediate School PVDE / Marion Dr.
540
$0
$9,169
Silver Spur Elementary Basswood Ave. / Montemalaga Dr.
540
$9,169
$0
PVDE at Miraleste Dr. PVDE / Miraleste Dr.
540
$9,169
$0
Sub -total for Existing Crossing Guards (regular school year):
$18,338
$9,169
Existing Crossing Guards for Summer School
2
Miraleste Intermediate School PVDE / Marion Dr. 57 $0 $968
PVDE at Miraleste Dr. PVDE / Miraleste Dr. 57 $968 $0
Sub -total for Existing Crossing Guards (summer School): $968 $968
Total per Jurisdiction: $28,475 $37,645
Total Agreement Amount with All City Management Services for 2016-2017 school year. $66,120
* Paid for by the Palos Verdes Peninsula Unified School District
Paid for by the Peninsula Education Foundation
CONCLUSION:
Staff recommends authorizing the Mayor and City Clerk to execute the amendment to
the Agreement with ACMS for an amount no to exceed of $66,120, which incorporates
the three (3) crossing guards approved by the Council on May 3rd; the five (5) crossing
guards previously implemented; the additional crossing guard requested at Miraleste
Intermediate School; and the new crossing guard billing rate.
ALTERNATIVES:
As an alternative to the Staff recommendation, the City Council may:
1. Discuss and take other action related to this item.
9
Attachment A
School Crossing Guards Location Map
w
N
CROSSING GUARDS LEGEND
Regular School Year
Regular & Summer School
Ridgecrest
—a n -en T TC I VLYC�
School
School Crossing Guards Map .
A-2
[99
CROSSING GUARDS LEGEND
1§4 Regular School Year
Regular & Summer School
A
School Crossing Guards Map .
A-3
N
CROSSING GUARDS LEGEND
Q4 Regular School Year
►rg Regular & Summer School
School Crossing Guards Map _
_
Attachment B
Amendment to Extend the Agreement
Amendment to Agreement between
All City Management Services, Inc. and the City of Rancho Palos Verdes
for providing School Crossing Guard Services
The City of Rancho Palos Verdes 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 September 1, 1992 as follows:
Item #1 The City and the Contractor agree to extend the term of this
Agreement for the 2016-2017 fiscal year beginning July 1, 2016
through June 30, 2017.
Item 917 The City agrees to pay Contractor for services rendered pursuant to
the Agreement the sum of Sixteen Dollars and Ninety -Eight Cents,
($16.98) per hour of guard service provided. It is understood that
the cost of providing Three Thousand, Eight Hundred and Ninety -
Four (3,894) hours of service shall not exceed Sixty -Six Thousand,
One Hundred and Twenty Dollars ($66,120.00).
Except as provided for in Item 91 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 Rancho Palos Verdes
By
Signature
Print Name and Title
Date
ATTEST:
By
Signature
Print Name and Title
Date
Date June 13, 2016
All City Management Services Inc.
Client Worksheet 2016 - 2017
Department 2101
Billing Rate for 2016/2017: $16.98
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
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:
4 Sites added for the 2016-17 school year
21 180 $16.98 1 $64,184.40
7 Sites at 3 hours per day Total Hrs/day X days/yr X Hourly Billing Rate
Summer School Sites
Estimate for Summer School based on 2015
6 19 1 1 $16.98 11 $1,935.72
2 Sites at 3 hours per day Total Hrs/day X days/yr X Hourlv Billine Rate
TOTAL PROJECTED HOURS 3894 TOTAL ANNUAL PROJECTED COST $66,120.12
M9
Attachment C
ACMS Rate Increase
Notification to the City
C-1
km CCSB
Carolyn Petru, Deputy City Manager
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
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 for Crossing Guard services with the City of Rancho Palos
Verdes for the 2016-2017 fiscal year.
As you may know, effective July 1, 2014 the California Minimum Wage rate increased $1.00 to
$9.00 per hour. Then on January 1, 2016 the California Minimum Wage rate increased another
$1.00 to $10.00 per hour. These combined increases represent the most significant and impactful
increases in minimum wages since 1988.
Additionally, the California Assembly passed Bill AB No. 1522 which enacts the Healthy
Workplaces, Healthy Families Act. This law mandates among other things that all part-time
employees are now entitled to be paid or accrue sick -time time. Per this mandate effective July 1,
2015, Crossing Guards have accrued sick time at a rate of 1 hour for every 30 hours worked. As
this is a new benefit for all part-time employees it will obviously impact our hourly pricing.
These combined cost increases force us to adjust our hourly billing rate to simply keep pace.
While we absorbed these costs the past year we must now increase your hourly rate to $16.98 per
hour.
To facilitate the calculation of the program cost for your Crossing Guard program, we have
included a Client Worksheet. This worksheet is our estimation of the projected hours and cost of
your program as it is currently staffed.
We remain committed to providing a safe, cost-effective and professional School Crossing
Guard Program. If you have any questions or need additional information please contact me at
(800) 540-9290. Take care.
Sincerely,
Baron Farwell, General Manager
10440 pioneer Blvd., Ste. #5, Sante Fe Springs, CA 90670 » 310-202-8284 - 800-540-9290 - FAX 39_222-8325
All City Management Services Inc.
Client Worksheet 2016 - 2017
Department 2101
Billing Rate for 2016/2017: $16.98
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
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:
9 1 1 180 1 1 $16.98 1 1 $27,507.60
3 Sites at 3 hours per day Total Hrs/day X days/yr X Hourly Billing Rate
Summer School Sites
Estimate for Summer School based on 2015
1 6 1 1 19 1 1 $16.98 1 _ $1,935.72
2 Sites at 3 hours ber day Total Hrs/dav X days/yr X Hourlv Billing Rate
TOTAL PROJECTED HOURS 1734 TOTAL ANNUAL PROJECTED COST $29,443.32
C-3
Attachment D
1992 Agreement with ACMS
for Crossing Guard Services
D-1
I
AGREEMENT BETWEEN THE CITY RANCHO PALOS VERDES
AND ALL CITY MANAGEMENT SERVICES, INC. FOR
CROSSING GUARD SERVICES
THIS AGREEMENT made and entered into this 1st day of September,
1992, by and between the CITY OF RANCHO PALOS VERDES, 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 of time which commences
September 1, 1992 and ends on June 30, 1993, and for
such term thereafter as the parties may mutually agree
upon.
2. The Contractor is an independent contractor and the
personnel 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
City Manager may designate.
4. If, at any time during the contract period, the
Contractor questions the meaning of any item of this
agreement, the Contractor shall contact the City
Manager or his/her designee for interpretation of that
item.
C3%
D-2
II
5. The City shall have the right to determine the hours
and locations when and where crossing guards shall be
furnished by the Contractor. The Contractor shall
notify the City in writing of any changes which may
need to occur in hours of work or locations. The City
further has the power to add to, delete from, or revise
the work schedule/locations at any time.
6. 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.
7. The Contractor shall maintain adequate reserve
personnel to be able to furnish alternate
crossing guard personnel in the event that any person
fails to report for work at the assigned time and
location.
8. The Contractor shall provide personnel properly trained
as herein specified for the performance of duties as a
Crossing Guard. In the performance of their duties,
the contractor and employees of the Contractor shall
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 Rancho Palos
Verdes.
(4)
D-3
III
9. The Contractor shall train, schedule, provide, and
supervise personnel in accordance with the contract and
the rules and regulations of the City of Rancho Palos
Verdes. Crossing guards shall perform their duties as
trained and within the City's rules for such persons.
10. 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 Rancho Palos Verdes
pertaining to general pedestrian safety and school
crossing areas. Training shall also include general
traffic safety for pedestrians, motorists, and the
Crossing Guards themselves in school crossing areas.
11. Crossing Guard Services shall be provided by the
Contractor at the designated locations and at the
designated hours on all days on which the Palos Verdes
Peninsula Unified School District, City of Rancho Palos
Verdes, are in session. School schedule is provided
as Attachment #1.
In general, the School day begins at 8:30 a.m. and ends
at 2:19 p.m. Contractor shall schedule Crossing Guards
around these times (or other times as designated by
City) so as to provide maximum safety to pedestrians
and motorists.
M
IV
12. The contractor shall provide all Crossing Guards with
uniforms 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
appropiate for weather conditions.
13. The Contractor shall at all times provide Worker's
Compensation insurance covering its employees, and
shall provide and maintain public liability insurance
for Crossing Guard activities with the City named as an
additional insured.
Such insurance shall include, but not be limited to,
comprehensive general liability with a combined single
limit of not less than $5,000,000.00 per occurrence for
property damage and for bodily injury or death of
persons. Such insurance shall be primary with respect
to any insurance maintained by City and shall not call
on 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 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 Attorney.
NO
D-5
E
V
14. Contractor agrees to indemnify 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 be
asserted or claimed by any person, firm, entity,
corporation, political subdivision or other
organization arising out of the negligent acts or
intentional tortious 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 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 of
Contractor hereunder, Contractor agrees to pay
C7�
M
VII
0
IN WITNESS WHEREOF, the parties hereto have executed this
agreement the day and year first above written.
RANCHO PALOS VERDES a
A Municipal Corporation
By 4 4 4V 7f�
M yo
Date
ATT
By
City Clerk
ALL CITY MANAGEMENT SERVICES, INC
By L
Presid t
Date / —1� 77�
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D-7
Attachment E
Additional School Crossing Guard
Request for
Miraleste Intermediate School
E-1
From:
Nicole Jules
To:
Nadia Carrasco
Cc:
Michael Throne
Subject:
RE: Staff Report for the Amendment to Agreement with ACMS (Crossing Guards)
Date:
Wednesday, June 08, 2016 3:45:12 PM
Attachments:
image001.iog
Hi Nadia,
I believe the school district would like an additional crossing guard at PVDE and MIS entrance/Via
Canada. See the email below
Nicole
Department of Public Works
310-544-5275
From: Lydia Cano [mailto:canol@pvpusd.net]
Sent: Wednesday, May 25, 2016 12:11 PM
To: Nicole Jules <NicoleJ@rpvca.gov>; Brent Kuykendall <kuykendallb@pvpusd.net>
Cc: Rebecca Egan <eganr@pvpusd.net>; Gabriella Yap <gyap@rpvca.gov>; Michael Throne
<MichaelT@rpvca.gov>; Doug Willmore <DWiIImore@rpvca.gov>; Lora Dodell
<dodell@pvpusd.net>
Subject: Re: Traffic at MIS
Hi Nicole
Please accept this email as authorization to add a crossing guard at the entrance of Miraleste
Intermediate School.
My greater concern is how long it is taking to put measures in place that will help control
traffic. Parents are calling and emailing the District, Principal, Sheriff's Department, and I'm
sure they are also contacting you or someone at the City of RPV as well. Unfortunately, these
notifications just put us all at greater risk should something happen at this intersection.
Anything you can do to move the process any quicker would be greatly appreciated. If you
need my assistance, please do not hesitate to call.
Thank you.
Lydia Cano
Deputy Superintendent, Business Services
Palos Verdes Peninsula Unified School District
375 Via Almar
Palos Verdes Estates, CA 90274
(310) 378-9966 ext. 418
E-2
From: Nicole Jules <NicoleJC@rpvca.gov>
Sent: Thursday, May 19, 2016 11:52 AM
To: Brent Kuykendall; Lydia Cano
Cc: Rebecca Egan; Gabriella Yap; Michael Throne; Doug Willmore
Subject: RE: Traffic at MIS
Greetings Brent,
Thank you for your request.
As discussed, the City is looking to improve traffic operations at the intersection of PUDE and
Miraleste Drive as part of the Miraleste Drive Arterial Roads Rehabilitation project. It was recently
brought to our attention that the CSO (provided by the Sheriff's Department) that typically controls
traffic at PVDE and the entrance to Miraleste Intermediate School (MIS) has not had consistent
presence and as a result, traffic has been challenging.
Considering the current situation with the inconsistent presence of the CSO, the City will also
consider looking at other traffic control measures for the school entrance while we examine options
for PVDE at Miraleste Drive.
Crossing Guards operating in the public right of way are provided by All City Management Services
who is contracted by the City. If the crossing guard will be operating on school property, then an
approval by the City is not needed. However, if the crossing guard will be operating on PVDE at the
school entrance, then the City will need to amend the City's agreement with All City Management
and the school district will reimburse the City for the cost of the crossing guard, similar to other
locations in RPV.
In the meantime, I understand that your request is to have a crossing guard present at the
intersection of PVDE and the School Entrance, as a temporary measure. I further understand that
the school district has offered to fund the cost of this crossing guard.
If this is the direction you'd like to go, then we'll proceed with making a recommendation to the City
Council to add a crossing guard at the intersection of PVDE and M.I.S. entrance starting on the first
day of regular school 2016-2017. The crossing guard for summer school is already under contract
and paid for by the Peninsula Education Foundation (PEF).
Let me know if this is the plan and I will proceed. The contract amendment for All City Management
Services is scheduled for City Council consideration on June 21, 2016.
Nicole
Department of Public Works
310-544-5275
E-3
From: Brent Kuykendall [mailto:kuykendallbPpvpusd.net]
Sent: Wednesday, May 18, 2016 7:25 AM
To: Nicole Jules <NicoleJC@rpvca.gov>; Lydia Cano <canol(@pvousd.net>
Cc: Rebecca Egan <eganr(@pvpusd.net>
Subject: Traffic at MIS
Nicole and Lydia,
As we all know the traffic situation continues to be a problem at Miraleste. The Lomita
Sherriff is not there on a daily basis and our students safety is a concern. Until the city makes
a decision as to what we can do in that intersection, I am interested in hiring a crossing guard.
This will not address the traffic issue but at least will help to ensure the safety of the
students.
Nicole,
Are there any particular companies that the city recommends? Also, if the district covers the
cost of the crossing guard do we need your approval to put one in.
As we all know this is a very frustrating situation and I feel needs a better solution, even if it is
temporary.
Please let me know your thoughts so we can plan accordingly.
Thank you,
Brent T. Kuykendall
Principal
Miraleste Intermediate School
(310)732-0900 ext. 200
kuykendallb(@pvpusd.net
29323 Palos Verdes Drive East
Rancho Palos Verdes, CA 90275
From: Nadia Carrasco
Sent: Wednesday, June 08, 2016 3:28 PM
To: Michael Throne <MichaelT@rpvca.gov>; Nicole Jules <NicoleJ@rpvca.gov>
Subject: Staff Report for the Amendment to Agreement with ACMS (Crossing Guards)
Hello Michael and Nicole,
Attached is the staff report for the above mentioned agreement for your review and comment.
E-4
Thank you,
Nadia Carrasco
Assistant Engineer
iity of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
nadiac@rpvca.gov www.rpvca.gov
P (310) 544-5333 F (310) 544-5292
E-5