City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Police
Meeting Date: November 4, 2024
Report #:2410-3636
TITLE
Approval of Amendment 1 to Contract Number C24187853 with All City Management Services, Inc. to Increase Compensation by $228,768 for Additional Crossing Guard Services and Add a Contingency of $414,933 for a New Not-to-Exceed Amount of $4,564,566; and Approve a Budget Amendment in the General Fund; CEQA status - Not a Project.
RECOMMENDATION
Staff recommends the City Council:
1. Approve and authorize the City Manager or designee to execute Amendment No. 1 to Contract C24187853 with All City Management Services, Inc (Attachment A) for additional crossing guard locations in an amount not to exceed $228,768, as well as a new contingency of $414,933 (Attachment B). This amendment results in a revised total contract not-to-exceed amount of $4,564,566.
2. Approve an amendment to the Fiscal Year 2025 Budget Appropriation for the General Fund (requires 2/3 approval) by:
a. Increasing the Police Department appropriation by $23,112; and, b. Increase revenue from Other Agencies by $23,112.
BACKGROUND
The City Council approved a contract with All City Management Services, Inc to provide crossing guard services for the City of Palo Alto, for 5 years on August 7, 20231 for an amount not to exceed $3,920,865.
After several community incidents, the community and Council members, in consultation with the Police Department and the Office of Transportation, discovered additional crossing guard 1 City Council, August 7, 2023, Item #14, SR#2307-1797
https://portal.laserfiche.com/Portal/DocView.aspx?id=66918&repo=r-704298fc&searchid=cdfe9c79- e118-443a-ba4e-43598e3074c7
services were temporarily warranted at two additional locations. The Police Department and Office of Transportation reviewed the intersections for a longer-term need and discovered the intersections of Stanford Avenue/Escondido Road and East Meadow Drive/Cowper Avenue warranted extending crossing guard services longer-term. The guard at Stanford Avenue/Escondido Road has been in place since September 26, 2023 and will remain for the duration of this contract.
ANALYSIS
The City contracts with All City Management Services, Inc, to provide crossing guard services for students going to and from school at specific times of each school day in approximately 30 locations, and it is recommended to add two more crossings. Staff recommends, with input from the public school district, Office of Transportation, and Safe Routes to School, to add two more locations (intersections of Stanford Avenue/Escondido Road and East Meadow Drive/Cowper Avenue warranted extending crossing guard services longer-term) and update the contract with a contingency clause in the event the City would like to make additional updates to the contract. Staff recommends amending the current contract with All City Management Services, Inc., to increase the not-to-exceed contract amount and add a contingency option should additional crossing guard services or unforeseen circumstances arise over the remaining years of this five year contract.
Stanford Avenue/Escondido Road: After a traffic incident in September 2023 near Escondido Elementary School, neighbors and Escondido parents expressed concern for traffic safety on surrounding streets. The Police Department and Office of Transportation examined the traffic conditions through various means and determined the addition of another crossing guard was warranted and was immediately placed in service2. This guard location will remain for the remainder of the contract term with All City Management Services, Inc. The cost for this location increases the total contract by $117,858.
East Meadow Drive/Cowper Avenue: Citing numerous safety concerns at the intersection of East Meadow Drive and Cowper Street, the Palo Alto Unified School requested to fund the crossing guard services until the end of the 2024/2025 school year, ending June 2025. Palo Alto Unified School District reimbursed the City of Palo Alto, in the form of a cost-sharing agreement, for guard services at East Meadow Drive and Cowper Avenue, until the conclusion of the 2024/2025 school year for a total amount of $34,447. Of this amount, $11,334 was paid to the City in FY 2024, staff recommends recognizing the remaining revenue from PAUSD of $23,112 in FY 2025. Due to ongoing traffic safety conditions, staff recommend this crossing be added until the expiration of this contract. The cost for this location increases the total contract by $110,911.
2 City/School Liaison Committee of the City of Palo Alto Meeting Minutes September 21, 2023 https://cityofpaloalto.primegov.com/portal/viewer?id=2680&type=2
FISCAL/RESOURCE IMPACT
Palo Alto Unified School District completed a cost sharing agreement to reimburse the City of Palo Alto for one guard location (East Meadow Drive and Cowper Avenue) until June 2025 in the amount of $34,447; the end of the current school year. The current contract stipulates the City of Palo Alto funds a specific number of guards at specific locations. Additional locations for guard services require a change in the current contract and additional funding.
The City of Palo Alto would be responsible for the continued payment for guard services at that location (E. Meadow/Cowper), from August 1, 2025 until the expiration of the contract on August 31, 2028 in the amount of $76,463. Palo Alto Unified School District reimbursed the City of Palo Alto $11,334 in FY 2024 and $23,112 in FY 2025. Staff recommends recognizing the revenue in FY 2025 to offset the cost of the contract increase.
The City of Palo Alto is responsible for the entirety of payments for guard services at Escondido Road and Stanford Avenue until the expiration of the contract on August 31, 2028 in the amount of $117,858. For FY 2025, $23,112 is needed to fund the addition of this guard, so staff is recommending increasing the appropriation to the Police Department by this amount in FY 2025. Future years of the contract will be subject to Council appropriation of funds as part of the annual budget process.
The cost to cover both guards at both locations, at the end of the five-year contract in August of 2028, totals $228,768. In addition, a contingency of $414,933 is recommended to increase the total not to exceed contract amount to $4,564,566. Funding for this contingency is not recommended to be added to the Police Department’s FY 2025 allocation at this time. This contingency is requested to make staffing changes in a timely manner, with consultation from the Office of Transportation’s Safe Routes to School staff. (For context, one guard at one location per year costs on average, $25,000 to fund) If additional locations for guard services are needed through August 2028, staff will return to Council with a recommendation to add locations appropriate funds for the service. Future years of the contract will be subject to Council appropriation of funds as part of the annual budget process.
STAKEHOLDER ENGAGEMENT
Palo Alto Unified School District (PAUSD) communicated the numerous parent safety concerns and requests.
City of Palo Alto Safe Routes to School, consisting of City staff, Parents Teacher Association and community members examined and communicated the stakeholder safety concerns.
City/School Transportation Committee, consisting of City staff, City Council Members and community members, discussed and communicated the request for additional safety measures.
ENVIRONMENTAL REVIEW
Crossing guard services is not a project and is not subject to CEQA review pursuant to CEQA regulation 15061(b)(3).
ATTACHMENTS
Attachment A: City of Palo Alto Contract #C24187853 Amendment FINAL Attachment B: Updated Guard Locations 2024
APPROVED BY:
Andrew Binder, Police Chief