City of Piedmont
COUNCIL AGENDA REPORT
DATE: June 15, 2026
TO: Mayor and Council
FROM: Rosanna Bayon Moore, City Administrator
SUBJECT: Consideration of Approval of a 1 Year Contract with All City Management Services for Crossing Guard Services in a Total Contract Amount Not to Exceed $165,524 in Fiscal Year 2026-27 with Two One-Year Renewal Options
RECOMMENDATION
Approve the 2026-27 fiscal year contract with All City Management Services (ACMS) in an amount not to exceed $165,524.00 to provide Crossing Guard Services for the City of Piedmont, following the recently completed Request for Proposals (RFP) process.
BACKGROUND
The City of Piedmont contracts with a third party to provide Crossing Guard Services that support the safe passage of primarily school age pedestrians during peak periods of travel throughout the City. Such an arrangement allows for external resources to be deployed to seven locations that are commonly traveled as school routes. The Piedmont Police Department provides contract oversight and validates the presence of crossing guards at specific locations at scheduled times generally five days per week during the school year. On the rare occasion when there is a vacancy at a specific location and it is necessary, Police Department personnel fill in when a replacement cannot be provided.
As a best practice, public agencies commonly bid certain types of services every five years as the public solicitation process invites competitive bidding and often yields the best value. As such, the Piedmont Police Department published a RFP and received two qualified bids. The City received and reviewed proposals from All City Management Services and Crossing Guard Services LLC. Both vendors proposed turnkey crossing guard services, including recruitment, training, supervision, scheduling, payroll, equipment, insurance, background checks, and complaint response. However, ACMS demonstrated the strongest overall alignment with Piedmont’s operational needs and risk profile. Based on the Police Department’s review of the submitted proposals, ACMS provides the strongest overall combination of experience, operational continuity, local knowledge, supervision, staffing capacity, technology, and risk management for this kind of service.
ANALYSIS
ACMS has served the City of Piedmont for approximately 27 years and brings significant institutional knowledge of the City’s school crossing locations, scheduling needs, traffic patterns, and service expectations. ACMS supports more than 330 public-sector programs and employs more than 9,000 crossing guards nationally. ACMS is working with neighboring communities, including Alameda County, Alameda, Emeryville, Albany, Lafayette, San Leandro and Dublin.
The ACMS proposal provides a layered management structure for the Piedmont program, including an Area Supervisor, Northern California Operations Manager, Director of Operations, and Vice President of Operations. This structure provides local supervision, regional support, and executive oversight. ACMS also identifies its use of field training cards, site performance evaluations, corrective action reports, complaint reporting, and safety monitoring as part of its ongoing program management.
The Police Department also considered the proposal submitted by Crossing Guard Services LLC (CGS). CGS presented a professional and cost-competitive proposal. CGS was founded in 2022 and reported more than 39 clients. Its proposal includes a dedicated Field Service Supervisor, a Vice President of Operations, and a Recruiting and Training Manager. CGS also proposed a turnkey model that includes hiring, training, scheduling, payroll, insurance, equipment, supervision, complaint handling, and operational support.
The annual cost differential between ACMS and CGS is approximately $6,570. Although ACMS’ proposal reflects a higher annual not-to-exceed amount than the CGS proposal, the ACMS estimate accounts for early dismissal coverage and identifies related coverage needs that were omitted from the CGS proposal.
FISCAL IMPACT
The Proposed FY 2026-27 Police Department Budget includes $165,524 to fund this agreement.
The City Attorney has reviewed this staff report and attachments.
ATTACHMENTS
(1) All City Management Services Contract
By: Frederick Shavies II, Chief of Police
Agenda Report Page 2
1 AGREEMENT FOR CROSSING GUARD SERVICES
This AGREEMENT FOR CROSSING GUARD SERVICES (the “Agreement”) is dated June 10, 2026 and is between the CITY OF PIEDMONT (hereinafter called the "City"), and ALL CITY MANAGEMENT SERVICES, INC., a California corporation (hereinafter called the "Contractor").
WITNESSETH
The parties hereto have mutually covenanted and agreed as follows:
1. This Agreement is for an initial term which commences on or about July 1, 2026, and ends on June 30, 2027 (the “Initial Term”). Thereafter, the term of this Agreement shall renew automatically on the termination date of this Agreement for up to two (2) additional, successive one (1) year periods (each, a “Renewal Term” and, together with the Initial Term, the “Term") unless either party provides the other party with no less than thirty (30) days’ written notice to the other party prior to the end of the Initial Term or the Renewal Term, as applicable, in which case this Agreement shall terminate on the expiration date of the Initial Term, or the then-current Renewal Term, as the case may be.
2. The Contractor will provide personnel equipped and trained in appropriate procedures for crossing pedestrians in marked crosswalks. Such personnel shall be herein referred to as a “Crossing Guard”.
Contractor will perform fingerprint and criminal background checks on all prospective personnel.
Such fingerprint and criminal background checks shall be in accordance with the Department of Justice fingerprint and criminal investigation requirements. The Contractor is an independent contractor and the Crossing Guards to be furnished by it shall at all times be its employees and not those of the City.
3. The City’s representative in dealing with the Contractor shall be designated by the Piedmont Police Department.
4. The City shall determine the locations where Crossing Guards shall be furnished by the Contractor.
The Contractor shall provide at each designated location personnel properly trained as herein specified for the performance of duties as a Crossing Guard. The Contractor shall provide supervisory personnel to see that Crossing Guard activities are taking place at the required places and times, and in accordance with the terms of this Agreement. Collectively, the personnel, oversight and services provided by Contractor under this Paragraph are subsequently referred to in this Agreement as the “Services”.
5. The Contractor shall maintain adequate reserve personnel to be able to furnish alternate Crossing Guards in the event that any person fails to report for work at the assigned time and location and agrees to provide immediate replacement.
6. In the performance of its duties the Contractor and all employees of the Contractor shall conduct themselves in accordance with the conditions of this Agreement and all applicable laws of the state in Attachment A Agenda Report Page 3
2 themselves in accordance with the conditions of this Agreement and all applicable laws of the state in which the “Services” are to be performed.
7. Persons provided by the Contractor as Crossing Guards shall be trained in all applicable laws of the state in which the Services are to be performed pertaining to general pedestrian safety in school crossing areas.
8. Crossing Guard Services shall be provided by the Contractor at the designated locations on all days in which school is in session in the area under the Police Department’s jurisdiction. The Contractor also agrees to maintain communication with the designated schools to maintain proper scheduling.
9. The Contractor shall provide all Crossing Guards with apparel by which they are readily visible and easily recognized as Crossing Guards. Such apparel shall be uniform for all persons performing the duties of Crossing Guards and shall be worn at all times while performing said duties. This apparel must be appropriate for weather conditions. The Contractor shall also provide all Crossing Guards with hand-held Stop signs and any other safety equipment which may be necessary.
10. The Contractor shall at all times provide workers' compensation insurance as required by the State of California, with statutory limits, covering its employees and shall provide and maintain general commercial and automobile liability insurance for Crossing Guard activities. The Contractor will provide to the City a certificate of insurance naming the City of Piedmont and its City Council, officials, officers, agents and employees as additional insureds. Coverage shall be at least as broad as:
a) Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 05 09 or 25 04 05 09) or the general aggregate limit shall be twice the required occurrence limit.
b) Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, covering hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
Such insurance shall be primary with respect to any insurance maintained by the City, which shall be Excess of the Contractor’s insurance and shall not contribute with it. Such insurance shall not be Cancelled, reduced in coverage or limits or non-renewed except after thirty (30) days written notice has been given to the City. The Contractor hereby grants to the City of Piedmont a waiver of any right to subrogation which any insurer or surety of said Contractor may acquire against the City of Piedmont by virtue of the payment of any loss under any insurance policy or bond.
11. Contractor agrees to defend, indemnify and hold harmless the City, its officers, employees, agents and representatives, from and against any and all actions, claims for damages to persons or property, penalties, obligations or liabilities (each a “Claim” and collectively, the “Claims”) that may be asserted or claimed by any person, firm, entity, corporation, political subdivision or other organization arising out of the sole negligent acts or omissions, or willful misconduct, of Contractor, its agents, employees, subcontractors, representatives or invitees.
Attachment A Agenda Report Page 4
3 a) Contractor will defend any action or actions filed in connection with any of said claims, damages, penalties, obligations or liabilities and will pay all costs and expenses including attorney's fees incurred in connection herewith.
b) Contractor will promptly pay any judgement rendered against the City, its officers, agents, or employees for any such claims, damages, penalties, obligations or liabilities. c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the sole negligence of Contractor hereunder, Contractor agrees to pay City, its officers, agents, or employees, any and all costs and expenses incurred by the City, its officers agents or employees in such action or proceeding, including, but not limited to, reasonable attorney's fees.
d) In the event that a court determines that liability for any Claim was caused or contributed to by the negligent act or omission or the willful misconduct of City, liability will be apportioned between Contractor and City based upon the parties’ respective degrees of culpability, as determined by the court, and Contractor’s duty to indemnify City will be limited accordingly.
e) Notwithstanding anything to the contrary contained herein, Contractor’s indemnification obligation to City for Claims under this Agreement will be limited to the maximum combined aggregate of Contractor’s general liability and umbrella insurance policies in the amount of $10,000,000 (Ten Million Dollars).
f) Nothing herein is intended to serve as a waiver of sovereign immunity by any City or political subdivision to which sovereign immunity may be applicable.
12. Either party shall have the right to terminate this Agreement by giving one hundred twenty days written notice to the other party.
13. The Contractor shall not have the right to assign this Agreement to any other person or entity except with the prior written consent of the City.
14. The Principal agrees to pay the Contractor for the Services rendered pursuant to this Agreement the sum of Thirty-five Dollars and Twenty-seven Cents ($35.27) per hour, per Crossing Guard during the Initial Term. It is understood that the cost for providing Four Thousand, Six Hundred Eight (4,608) hours of service shall not exceed One Hundred Sixty-two Thousand, Five Hundred Twenty-four Dollars ($162,524.00). For automatic renewals no less than (60) days before the expiration of the Initial Term, or the Renewal Term, as applicable, Contractor will notify Principal of its proposed hourly rate for the following 12-month period, and if it is acceptable to Principal, the parties shall memorialize the proposed hourly rate in writing signed by both parties. If Principal disagrees with Contractor’s proposed new hourly rate, but still wishes to renew the Agreement the parties will negotiate in good faith to reach mutual agreement on, and confirm in writing, the new hourly rate for the following 12-month period, prior to the expiration of the Initial Term or the Renewal Term, as the case may be.
15. Payment is due within thirty (30) days of receipt of Contractor’s properly prepared invoice.
Attachment A Agenda Report Page 5
4 16. Contractor may request a price increase during the term as a result of any legally-mandated increases in wages or benefits imposed in the state or municipality in which the Services are to be performed and to which Contractor’s employees would be subject. Contractor shall provide City with 60 daysnotice of its request to increase pricing. City agrees to review and respond to said notice within 30 days of receipt.
17. This Agreement constitutes the complete and exclusive statement of the agreement among the parties with respect to the subject matter hereof and supersedes all prior written or oral statements among the parties, including any prior statements, warranties, or representations. This Agreement is binding upon and will inure to the benefit of the parties hereto and their respective heirs, administrators, executors, successors, and assigns. Each party hereto agrees that this Agreement will be governed by the law of the state in which the Services are to be performed, without regard to its conflicts of law provisions. Any amendments, modifications, or alterations to this Agreement must be in writing and signed by all parties. There will be no presumption against any party on the ground that such party was responsible for preparing this Agreement or any part of it. Each provision of this Agreement is severable from the other provisions. If any provision of this Agreement is declared invalid or contrary to existing law, the inoperability of that provision will have no effect on the remaining provisions of the Agreement which will continue in full force and effect. [SIGNATURES FOLLOW ON NEXT PAGE]
Attachment A Agenda Report Page 6
5 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year written below.
CITY CONTRACTOR
City of Piedmont All City Management Services, Inc.
By_____________________________ By______________________________ Signature D. Farwell, Corporate Secretary
_____________________________
Print Name and Title
Date____________________________ Date____________________________ June 10, 2026 Attachment A Agenda Report Page 7