RPVCCA_CC_SR_2015_06_16_J_Crossing_Guard_ServicesFF
L-77 N �RANCHO PALOS VERDE,�
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: MICHAEL THRONE, P.E., DIRECTOR OF PUBLIC WORKS -P�
DATE:
SUBJECT: r 2016-2016 SCHOOL YEAR,
AMENDMENT CONTRACT ALL
SERVICES
REVIEWED: DOUG WILLMORE, CITY MANAGER
iR
Project Manager: Nicole Jules, Deputy Director of Public Works
RECOMMENDATION
Authorize the Mayor and the City Clerk to execute an amendment to the agreement
with All City Management Services, Inc. (ACMS), for an amount not to exceed $18,949
to provide crossing guard services at Miraleste Intermediate School, Silver Spur
Elementary School, and Palos Verdes Drive East at Miraleste Drive for the 2015-2016
school year.
BACKGROUND
Because crossing guards work in the public right-of-way, cities are the typical providers
of this service for schools within their jurisdictions. There are currently two locations in
Rancho Palos Verdes where the City provides crossing guards to protect the safety of
children walking to and from school: Miraleste Intermediate School on Palos Verdes
Drive East and Silver Spur Elementary School on Ironwood Street (the crossing guard
for Silver Spur is stationed at the intersection of Montemalaga Drive and Basswood
Avenue).
Due to recent traffic observations near Miraleste Intermediate School, it has been
determined that additional crossing guard services are needed at the intersection of
Palos Verdes Drive East and Miraleste Drive to assist with improving the flow of
pedestrian and vehicular traffic during the peak drop-off and dismissal periods. The
placement of an additional crossing guard at this location is an immediate temporary
traffic control measure until a more permanent solution to the traffic congestion is
explored. Permanent traffic control improvements will be considered during the design
phase of the Miraleste Drive Arterial Rehabilibation project which is scheduled to be
designed and constructed by Summer 2016.
DISCUSSION
Each year, the City considers renewing its contract with ACMS for the ensuing school
year. Since the City first began contracting with ACME in 1991, the company has
increased its hourly rates six times, (1994, 2002, 2006, 2009, 2011, and 2013) with no
anticipated increases for the upcoming 2015-16 school year. The rate will remain at
$15.87 per hour.
The total cost to provide a crossing guard services for the 2.015-16 school year will not
exceed $18,949 based on 1,080 hours of service during the school year and 114 hours
of summer service. Because ACMS has continued to provide reliable service and has
been responsive to the needs of the City and the schools that are served, staff
recommends approval of the contract amendment.
FISCAL IMPACT
The proposed contract amendment for providing 1,734 crossing guard hours during FY
15-16 totals $27,520. Of the 1,734 crossing guard hours, the City is reimbursed for 540
hours at Miraleste Intermediate School by the Palos Verdes Peninsula Unified School
District during the regular school year and by the Peninsula Education Foundation for
57 hours during summer school. Therefore, the City's net share of the contract is 1,137
hours, which totals $18,045 at $15.87 per hour.
Guard Location
# of Hours
TotalCrossing
Regular School Year
Miraleste Int. School
540
$8,570'
$0
Silver Spur Elementary
540
$8,570
$8,570
PVDE @ Miraleste Dr.
540
$8,570
$8,570
Sub -total for Regular School Year
1,620
$25,710
$17,140
Summer School
Miraleste Int. School
57
$905**
$0
PVDE @ Miraleste Dr.
57
$905
$905
Sub -total for Summer School
114
$1,810
$905
Grand Total
1,734
$27,520
$18,045
"Paid for by the Palos Verdes Peninsula Unified School District
*"Paid for by the Peninsula Education Foundation
Attachments:
Letter from All City Management Services (page 3)
2015 Amendment to Agreement (page 4)
1992 Agreement with All City Management Services, Inc. for Crossing Guard Services
(page 6)
2
U0
Cky of Rancho Palos Verdes
MAR 17 2015
March l2, 2015 PUBLIC WORKS DEPARTMENJ
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 with the City of Rancho Palos Verdes for
Crossing Guard Services through the 2015-2016 fiscal year.
All City Management Services (ALMS) is keenly aware of the difficult economic times
faced by many of our clients. Many Agencies continue to reassess their budgets against
the need to maintain critical services and provide for public safety.
In light of these circumstances ACMS has placed a price freeze on our billing rate for the
coming 2015-2016 fiscal year for the City of Rancho Palos Verdes. The hourly billing
rate will remain at $15.87 per hour.
We have taken the liberty of enclosing two (2) Amendments for the corning 2015-2016
fiscal year. If all meets with your approval please execute and return one of the original
Amendments for our records.
We look forward to another safe and successful school year. If you have any questions,
please feel free to contact us.
Sincerely,
4Bon rwell, Gene ager
10440 Pioneer Blvd., Ste. #5, Santa Fe Springs, CA 90670.310-202-8284 • 800-540-9290 • FAX 310-232-8325
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 2015-2016 fiscal year beginning July 1, 2015
through June 30, 2016.
Item #17 The City agrees to pay Contractor for services rendered pursuant to
the Agreement the sum of Fifteen Dollars and Eighty -Seven Cents,
($15.87) per hour of guard service provided. It is understood that
the cost of providing One Thousand, Seven Hundred and Thirty -
Four (1,734) hours of service shall not exceed Twenty -Seven
Thousand, Five Hundred and Eighteen Dollars ($27,518.00).
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 Rancho Palos Verdes
LIM
Signature
Print Name and Title
Date
ATTEST:
Signature
Print Name and Title
Date
All City Management Sq -vices, Inc.
`-13y---`
Demetra 7arwell, orporate Secretary
0
All Citi Management Services Inca
Client Worksheet 2015 - 2016
Department 2101
Billing Rate for 2015/2016: $15.87
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 1 180 $15.87 =- $25,709.40
3 Sites at 3 hours per day Total Hrs/dav X days/yr X Hourly Billinp, Rate
Summer School Sites
Estimate for Summer School based on 2014/2015
6 1 1 19 1 1 $15.87 11 $1,809.18
=Sites at 3 hours per da Total Hrs/day X days/yr X Hourly Billing Rate
TOTAL PROJECTED HOURS 1734 TOTAL ANNUAL PROJECTED COST $27,518.$8
161
R
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.
10
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.
7
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 6:30 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.
PM
C]
•
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.
9
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
0
VII
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 444-v�'
4- MofyorA
Date
ATT
By
City Clerk
ALL CITY MANAGEMENT SERVICES, INC
By G
Piesid6ift
Date
HE