TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Eve R. Irvine, Chief of Police
Bruce Moe, Finance Director
Andy Harrod, Lieutenant
Julie Dahlgren, Senior Management Analyst
Gwen Eng, Purchasing Manager
SUBJECT:Title
Renewal of Crossing Guard Services Agreement with All City Management Services for an Estimated Annual Cost of $222,500 (Police Chief Irvine).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager to exercise a two year renewal option with All City Management Services for crossing guard services for an estimated annual cost of $222,500.
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FISCAL IMPLICATIONS:
Funds are budgeted annually for this service.
BACKGROUND:
The City’s Crossing Guard Program was introduced in the mid 1980’s. School crossing guards are provided at 21 locations to assist school children safely through intersections during school hours. Up until 2007, the Crossing Guard Program was operated in-house (staffed by part-time City employees and overseen by the Police Department’s Traffic Sergeant). The direct cost of the in-house program was $204,775 (excluding full-time staff time for program management, scheduling, recruiting, conducting background investigations, hiring and payroll). As a City-run program, the City was also responsible for all liability issues, including Workers Compensation claims, which over a ten year period cost an average of $12,900 per year.
In July 2007, this program was outsourced to ensure that it is always fully staffed, thus eliminating the diversion of Police Department staff to backfill crossing guard vacancies and absences, reduce time necessary to supervise staff, and eliminate crossing guard Workers Compensation claims.
DISCUSSION:
All City Management Services (ACMS) has provided crossing guard services since July 2007 and most recently was awarded the contract through a competitive bid process in August 2012. This contract expires on August 7, 2015 and allows for two one-year extensions for a total contract length of five years.
Staff is recommending that the City Manager be given the authority to administratively exercise both of the two option years with All City Management Services for crossing guard services. This recommendation is based on the excellent service they have provided to the City over many years, 30 years of crossing guard management experience, and site specific knowledge. Additionally, staff believes that seeking proposals will not result in the City obtaining improved service or significantly lower costs because there are few vendors with similar experience and expertise in crossing guard management.
The City Attorney has reviewed the agreement and has approved it as-to-form. If at any time the City is not satisfied with All City Management’s services, it may terminate the contract with thirty days written notice.
Attachment:
1. First Amendment to Agreement with All City Management Services