RPVCCA_CC_SR_2013_04_16_F_Crossing_Guard_Services_Contract_Amdmt_2013-2014_School_YearCITY OF
MEMORANDUM
4o RANCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR &CITY COUNCIL MEMBERS
CAROLYNN PETRU,DEPUTY CITY MANAGER~
APRIL 16,2013
CROSSING GUARD SERVICES FOR 2013-2014
SCHOOL YEAR:AMENDMENT TO CONTRACT WITH
ALL CITY MANAGEMENT SERVICES
CAROLYN LEHR,CITY MANAGERcfl-
Staff Coordinator:Matt Waters,Senior Administrative AnaIYS~
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 $18,044
to provide crossing guard services at Miraleste Intermediate School and Silver Spur
Elementary School for the 2013-2014 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.
DISCUSSION
Each year,the City considers renewing its contract with ACMS for the upcoming school
year.Since the City first began contracting with ACMS in 1991,the company has
increased its hourly rates five times,in 1994,2002,2006,2009,and 2011.This year,
ACMS is requesting an increase for the 2013-14 school year from $15.18 per hour (see
attached letter)to $15.87 per hour.ACMS stated in its cover letter that the proposed
increase is necessary to stay competitive with Los Angeles County of Education
crossing guards,who recently received an hourly increase.ACMS also committed to a
price freeze for the next five years.
F-1
Crossing Guard Services for 2013-14 School Year
April 16,2013
Page 2
The total cost to provide a crossing guard at Miraleste Intermediate School and Silver
Spur Elementary School for the 2013-14 school year will not exceed $18,044 based on
1080 hours of service during the school year and 57 hours of summer service.
Because ACMS has continued to provide reliable service to the City 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 1137 crossing guard hours during FY
13-14 totals $18,044,up from $17,260 in FY 12-13.In addition,the City is fully
reimbursed for 540 hours of crossing guard service at Miraleste Intermediate School by
the Palos Verdes Peninsula Unified School District during the regular school year and
by the Psninsula Education Foundation for 57 hours of crossing guard service during
Summer School.Therefore,the City's net share of the contract is 540 hours,which
totals $8,569 at $15.87 per hour.
Attachments:
Letter from All City Management Services
Amendment to Agreement
F-2
March 12,2013
City of Rancho Palos Verdes
Carolyn Petru,Deputy City Manager
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
Dear Carolyn Petru:
MAR 142013
City Manager's Office
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 2013-2014 fiscal year.
As a contract provider All City Management Services (ACMS)is keenly aware of the
difficult economic times faced by many of our clients.Agencies across the nation are re-
examining their budgets against the need to maintain critical services and provide for
public safety.While we are certainly fiscally mindful of the budgetary ramifications
facing many Agencies we are ultimately tasked with balancing this with our own
financial survival.
In September of 2012 the Los Angeles County Office of Education (LACOE)mandated
via their School Crossing Guard contract an increase in Crossing Guard wages to $11.50
per hour.LACOE contracts for more than 200 sites in the unincorporated areas of Los
Angeles County.Rancho Palos Verdes is one of several cities directly impacted by this
mandate as it is surrounded by LACOE Crossing Guards.
Because of the inevitable challenges of staffing Rancho Palos Verdes along with the fact
that surrounding guard sites are being paid significantly more,we must request a price
increase.To compete with the LACOE wages our price increase would be from the
current billing rate of $15.18 per hour to $15.87 per hour.If this is acceptable we will
commit to a price freeze for the next 5 years.
To facilitate the calculation of the annual cost of your Crossing Guard program we have
developed and included with this letter a Client Worksheet.
We remain committed to providing a safe,cost-effective and professional School
Crossing Guard Program.If you have any questions or need additional information please
contact me at (800)540-9290. Take care.
M']flkf!!Crt'OS$P-lltJ,g Gr7JltflJrt'd ComJPflJlltJ,yS'S'
10440 Pioneer Blvd.,Ste.#5,Santa Fe Springs,CA 90670 ..310-202-8284"800-540-9290"FAX 310-202-8325
F-3
All City Management Services Inc.
Client Worksheet 2013 -2014
Department:
Current Rate:
New Rate
2101
$15.18
$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
Year Round Calendar
For schools with no regularly scheduled early release days,use 240 regular days
For schools with one regularly scheduled early release day/week,use 192 regular days and 48 minimum days
Summer School
For schools with Summer School sessions use 19 days
Sites with traditional calendar:
$15.87 =$17,139.60
2 sites with no early release:X Hourly Billing Rate
$15.87 $0.00
sites with one early release:Total Hrs/day X Hourly Billing Rate
$15.87 $0.00
early release for sites above:Total Hrs/day X Hourly Billing Rate
Sites with year round calendar:
$15.87 =$0.00
sites with no early release:Total Hrs/day X Hourly Billing Rate
$15.87 =$0.00
sites with one early release:Total Hrs/day X Hourly Billing Rate
$15.87 =$0.00
early release days for sites abov€Total Hrs/day X Hourly Billing Rate
Summer School Sites
3 $15.87 $904.59
1 sites for summer school::Total Hrs/day X Hourly Billing Rate
TOTAL PROJECTED HOURS 1137 TOTAL ANNUAL PROJECTED COST $18,044.19
F-4
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
'Item #17
The City and the Contractor agree to extend the term of this
Agreement for the 2013-2014 fiscal year beginning July 1,2013
through June 30,2014.
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,One Hundred and Thirty-
Seven (1,137)hours of service shall not exceed Eighteen
Thousand,and Forty-Four Dollars ($18,044.00).
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
By _
Signature
Print Name and Title
All City Management Services,Inc.
Date------------
ATTEST:
Date March 25,2013
By _
Signature
Print Name and Title
Date--------
F-5