Title
Recommendation to Authorize the Acting City Manager to Enter into a Memorandum of Understanding (MOU) with the Alameda Unified School District (AUSD) to Accept $86,970 for Crossing Guard Services; and Approve a Second Amendment to All City Management Services Incorporated Extending the Term 12 Months and Adding the Amount of $284,000 for a Total Contract Amount of $807,501 for Crossing Guard Services. (Police 3190)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Acting City Manager
Re: Recommendation to Authorize the Acting City Manager to Enter into a Memorandum of Understanding with the Alameda Unified School District to Accept $86,970 for Crossing Guard Services; and Approve a Second Amendment to All City Management Services Incorporated Extending the Term 12 Months and Adding the Amount of $284,000 for a Total Contract Amount of $807,501 for Crossing Guard Services
BACKGROUND
The City of Alameda has provided crossing guard services for the Alameda Unified School District (AUSD) for more than 25 years. According to the California Manual on Uniform Traffic Control Devices (MUTCD), Section 7E.02, 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. These guidelines require crossing guards at elementary schools only. The responsibility for implementation and funding of this program in the City of Alameda currently lies with the Alameda Police Department. Twenty-two locations throughout the City are staffed for four hours per school day by 22 part-time crossing guards. The annual budget for the crossing guard program for Fiscal Year (FY) 2018-19 is $284,000, with $86,970 of that cost paid for by AUSD.
DISCUSSION
In FY 2016-17, the City Council approved a contract between the City of Alameda and All City Management Services Incorporated for crossing guard services (hereinafter referred to as the Provider). That contract expired on June 8, 2017. In FY 2017-18, the City Council approved an Amendment to the original contract extending the contract term to June 6, 2018 and increasing the total contract amount to $523,501. (Exhibit 3) The Provider has done an outstanding job of staffing, hiring, and managing the program, which was previously the responsibility of the Alameda Police Department and other City staff.
The Provider assumed all management responsibilities of the crossing guard program, and absorbed all crossing guards formerly employed by the City that wanted to continue at their current respective rates of pay or higher. The Provider’s primary responsibility is to oversee and manage the program and handle virtually all aspects associated with it. The Provider handles the employees’ timesheets, the hiring of new employees and their background checks, providing immediate coverage at vacant locations if guards fail to show, worker compensation claims, etc.
During consideration of the overall cost of the Crossing Guard Program to the Police Department, discussions with the AUSD Superintendent were initiated. AUSD agreed to provide $86,970 towards the cost of the Crossing Guard Program for FY 2018-19. Since the contract with the Provider is on a year-to-year basis, AUSD agreed to amend any future Memorandums of Understanding (MOUs) to split any increase in cost with the city. On June 26, 2018 the AUSD Board approved the MOU (Exhibit 1) with the City for crossing guard services. The proposed second amendment to the Agreement with All City Management is attached as Exhibit 2.
FINANCIAL IMPACT
The Alameda Police Department included $284,000 in contractual services for the Crossing Guard Program in the approved FY 2018-19 General Fund budget. The term of the agreement will commence on August 21, 2018 and will end on June 6, 2019. In addition, AUSD has agreed to pay $86,970 towards the costs of the program in FY 2018-19. This revenue was included in the FY 2018-19 General Fund Budget.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is in conformance with the Alameda Municipal Code
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3).
RECOMMENDATION
1. Authorize the Acting City Manager to Enter into a Memorandum of Understanding with the Alameda Unified School District to Accept $86,970 for Crossing Guard Services; and
2. Approve a Second Amendment to All City Management Services Incorporated Extending the Term 12 Months and Adding the Amount of $284,000 for a Total Contract Amount of $807,501 for Crossing Guard Services.
Respectfully submitted,
Paul J. Rolleri, Chief of Police
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. AUSD MOU
2. 2nd Amendment
3. Original Contract & 1st Amendment