Title
Adoption of Resolution Authorizing the City Manager to Negotiate and Execute a Five-Year Agreement with All City Management Services Inc. for School Crossing Guard Services in an Amount Not-to-Exceed $2,345,640. (Police 1003110)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
In 2016, the City of Alameda (City) transitioned from the in-house provision of crossing guard services to a contract service provider model. All City Management Services, Inc. (All City) was selected as the City’s provider. The City’s agreement with All City expired on June 30, 2024. Staff recommends entering into a new long-term agreement (Exhibit 1) with All City, which would begin retroactively on October 1, 2024, and run through June 30, 2029.
BACKGROUND
For approximately 25 years, the Alameda Police Department (APD) utilized part-time professional staff to supply crossing guard services to the Alameda Unified School District (AUSD). In 2016, the City transitioned away from the in-house model and contracted these services out to All City. All City provides these services to several cities throughout the State of California and has the resources to train and staff all 20 locations in the City which require crossing guard services. All City is unique in the comprehensive scope and experience it provides for a Crossing Guard program. This sole source procurement complies with administrative procurement requirements based on the specialized nature of the work, the service provider’s expertise and experience as well as satisfactory services provided to the City by All City at a reasonable cost for more than five years.(see Exhibit 2). Based on competing priorities and current staffing levels within APD, staff recommends continuing to use All City to provide adequate crossing guard services through the end of the Fiscal Year 2029.
DISCUSSION
Currently, All City operates all aspects of the City’s crossing guard program. All City is responsible for recruiting, hiring, training, managing, background clearance, payroll, providing substitutes, supervision, investigating complaints, problem resolution, communication with stakeholders, as well as workers’ compensation claims.
APD and the City have been pleased with the service provided by All City. They have been a valuable partner in ensuring the safety of students attending AUSD locations. Staff recommends that the City Council authorize the City Manager to negotiate a five-year agreement with All City for school crossing guard services. The total Agreement cost is $2,345,640.000 for five years ending on June 30, 2029.
In prior years there was a Memorandum of Understanding (MOU) between the City and AUSD regarding cost sharing for the crossing guard program. That MOU also expired with the prior contract. Staff has been negotiating with AUSD to renew the MOU. APD has budgeted funds to cover the cost of the current fiscal year agreement with All City. Once negotiations with AUSD are complete, an MOU regarding cost sharing will be brought before the City Council for authorization and approval.
ALTERNATIVES
• Approve the five-year agreement with All City in an amount not to exceed $2,345,640.
• Approve a shorter-term agreement with All City until the MOU with AUSD is completed.
• Direct staff to research the cost, staffing and impacts of a City-sponsored/maintained crossing guard program. The City would be responsible for all aspects of the program, including hiring, training, supervision, timesheets, backfilling positions when vacant, and worker compensation claims. With current staffing levels at APD, ensuring all crossing guard locations were adequately staffed would be challenging. In addition, APD would need to use uniformed police officers to assist in backfilling vacancies if required, potentially taking them away from handling in-progress crimes. Establishing a City-sponsored program could take up to twelve- months to develop and implement. The associated cost and program impacts would have to be researched and presented to City Council.
• The City could enter into discussions with AUSD to request that the district to manage crossing guard services. The California Manual on Uniform Traffic Control Devices (MUTCD), Section 7D.02, states, “Cities and counties may designate local law enforcement agencies, the governing board of any school district or a county superintendent of schools to recruit and assign adult crossing guards to intersections that meet approved guidelines for adult supervision.”
• Stop funding the crossing guard program and discontinue crossing guard services within the City.
FINANCIAL IMPACT
The budget for the contract is included in the Police Department’s Patrol/Traffic budget (10031110) for Fiscal Year 2024-25. No additional budget appropriations are needed.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Adopt a resolution authorizing the City Manager to negotiate and execute a five-year agreement with All City Management Services Inc. for school crossing guard services in an amount not to exceed $2,345,640.00.
Respectfully submitted,
Nishant Joshi, Chief of Police
By,
Jeffery Emmitt, Captain
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Agreement
2. Sole Source Documentation