Title
Recommendation to Authorize the City Manager to Negotiate and Execute a Thirty Two Month Agreement with All City Management Services Inc. for School Crossing Guard Services in a Total Amount Not to Exceed $1,083,456; and a Memorandum of Understanding with the Alameda Unified School District for Partial Reimbursement of the City’s Fiscal Year 2021-22 Costs in an Amount Not to Exceed $90,000. (Police 10031110)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
In 2016, the City of Alameda (City) transitioned from the in-house provision of crossing guard services to a contracting out 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, 2021. Staff recommends entering into a new long-term agreement with All City which would begin November 1, 2021 and run through June 30, 2023, In discussions with the City, Alameda Unified School District (AUSD) has tentatively committed to reimbursing the City for approximately $90,000 of the $342,864 in costs allocated for Fiscal Year 2021-22.
BACKGROUND
For approximately 25 years, the City’s Police Department (Police Department) utilized unsworn-part-time staff to supply crossing guard services to the 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 a number of cities throughout the State of California and has the resources to train and staff all 23 locations in the City which require crossing guard services. Based on competing priorities and current staffing levels within the Police Department, staff recommends continuing to use All City to provide adequate crossing guard services through the end of Fiscal Year 2024 school year.
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, and communications with stakeholders, as well as workers’ compensation claims.
Staff has been negotiating with All City to continue our partnership. Due to the unpredictable schedules caused by the COVID-19 pandemic, All City Management and the City entered into a short-term agreement on August 31, 2021. The short-term agreement was put in place to ensure crossing guard services were available at the start of the school year. The short-term agreement expires on October 31, 2021 and provides compensation in an amount not to exceed $74,000).
The Police Department 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 is recommending that the City Council authorize the City Manager, to negotiate and (1) a 32 month agreement with All City for school crossing guard Services whose term would end on July 30, 2024. The total cost of the 32 month agreement is $1,083,456.
Staff has also been negotiating with AUSD for a partial reimbursement of the costs of program. AUSD has tentatively committed to reimbursing the City for approximately $90,000 of the $342,864 program costs for Fiscal Year 2021-22. Staff is requesting authority from Council to allow the City Manager to negotiate and execute a Memorandum of Understanding with AUSD for reimbursement of Fiscal Year 2021-22 costs in an amount not to exceed $90,000.
ALTERNATIVES
Alternatives to using All City could be one of the following:
• 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 the Police Department, ensuring all crossing guard locations were adequately staffed would be challenging. In addition, the Police Department 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 as long as six- to twelve-months to have it up and running. The associated cost would have to be developed and presented to Council.
• The City could enter into discussions with AUSD to allow 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 at this time.
FINANCIAL IMPACT
The budget for the contract is included in the Police Department’s Patrol/Traffic budget (10031110) for Fiscal Year 2021-22. 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 is exempt from the California Environmental Quality Act (CEQA) according to the CEQA Guidelines Section 15061(b)(3).
CLIMATE IMPACTS
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to negotiate and execute (1) a thirty two month agreement with All City Management Services Inc. for school crossing guard services with a total cost not to exceed $1,083,456 and (2) a memorandum of understanding with the Alameda Unified School District for partial reimbursement of the City’s Fiscal Year 2021-22 costs in an amount not to exceed $90,000.
CITY MANAGER RECOMMENDATION
The City Manager recommends authorizing the City Manager to negotiate and execute (1) a thirty two month agreement with All City Management Services Inc. for school crossing guard services with a total cost not to exceed $1,083,456 and (2) a memorandum of understanding with the Alameda Unified School District for partial reimbursement of the City’s Fiscal Year 2021-22 costs in an amount not to exceed $90,000.
Respectfully submitted,
Nishant Joshi, Chief of Police
By,
Jeffery Emmitt, Captain
Financial Impact section reviewed,
Annie To, Finance Director
Exhibit:
1. Agreement
cc: Eric Levitt, City Manager
Gerry Beaudin, Assistant City Manager