Title
Recommendation to Ratify a Memorandum of Understanding (MOU) between the Alameda Unified School District (AUSD) and the City of Alameda to Allow the City to Continue to Provide School Crossing Guard Services for AUSD by Accepting $86,970 from AUSD to Fund the Program; and
Recommendation to Authorize for the City Manager, or His Designee, to Execute a Third Amendment to the Agreement with All City Management Services Incorporated Extending the Term 12 Months and Adding the Amount of $315,648 for a Total Contract Amount of $1,123,149 for Crossing Guard Services. (Police 3190)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
On September 23, 2016, the City of Alameda (City) and All City Management Services Incorporated (All City) entered into an agreement for crossing guard services at designated locations (Exhibit 3). Entering into a Third Amendment will extend the crossing guard services to June 6, 2020 (Exhibit 2). Previous to this Third Amendment, there were two prior amendments extending the contract for 12 months each.
BACKGROUND
The City 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 currently lies with the Alameda Police Department (APD). 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) 2019-20 is $317,193 with $86,970 of that cost paid for by the AUSD (Exhibit 4).
In FY 2016-17, the City Council approved a contract between the City and All City for crossing guard services. 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.
In FY 2018-19, the City Council approved a second amendment to the original contract extending the contract term to June 6, 2019 and increasing the total contract amount to $807,501.
DISCUSSION
For the last three years, All City has done an outstanding job providing services that alleviate staff time from APD and other City staff for the ongoing responsibility of staffing, hiring, and management of the crossing guard program.
All City assumed all management responsibilities of the crossing guard program and absorbed all formerly employed crossing guards that wanted to continue at their current respective rates of pay or higher. All City’s primary responsibility is to oversee and manage the program and handle virtually all aspects associated with it. All City handles the employees’ timesheets, the hiring of new employees, their background checks, providing immediate coverage at vacant locations if guards fail to show, worker compensation claims, and more.
During consideration of the overall cost of the crossing guard program to APD, discussions with the AUSD Superintendent were initiated. AUSD agreed to provide $86,970 towards the cost of the crossing guard program for FY 2019-20 (Exhibit 1). Since the contract with All City 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.
ALTERNATIVES
No alternatives are proposed.
FINANCIAL IMPACT
APD will budget $315,648 in contractual services for the crossing guard program for Fiscal Year (FY) 2019-20. The term of the agreement will commence on August 20, 2019 and will end on June 6, 2020. In addition, the AUSD has agreed to pay $86,970 towards the costs of the program in FY 2019-20.
The City Council previously approved the original contract and the contract amendments as presented below:
|
Contract |
Approval Date |
Authorized Amount |
Expended to 6/6/19 |
|
Original (FY 16-17) |
10/3/2016 |
$239,015 |
$132,124.40 |
|
1st Amendment (FY 17-18) |
5/16/2017 |
$284,486 |
$284,131.44 |
|
2nd Amendment (FY 18-19) |
7/31/2018 |
$284,000 |
$278,426.96 |
|
3rd Amendment (FY 19-20) |
|
$315,648 |
$0 |
|
Total |
|
$1,123,149 |
$694,682.80 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
There are no references to school crossing guards in 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).
CLIMATE IMPACTS
There are no climate impacts to this Agreement.
RECOMMENDATION
1. Ratify a Memorandum of Understanding between the Alameda Unified School District (AUSD) and the City of Alameda to allow the City to continue to provide School Crossing Guard Services for AUSD by accepting $86,970 from AUSD to fund the program; and
2. Authorize the City Manager, or his designee to execute a Third Amendment to Agreement with All City Management Services Incorporated extending the term 12 months and adding the amount $315,648 for a total contract amount of $1,123,149 for Crossing Guard Services.
CITY MANAGER RECOMMENDATION
The City Manager recommends ratifying an MOU between Alameda Unified School District and the City of Alameda to continue to provide School Crossing Guard Services for AUSD.
The reason for the ratification is due to the timing of the start of school and the Council meeting in September.
Respectfully submitted,
Paul J. Rolleri, Chief of Police
By,
Hoshmand Durani, Police Lieutenant
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. MOU
2. Draft Contract Amendment
3. Original Contract
4. Crossing Guard Program Annual Budget