CITY COUNCIL STAFF REPORT
Meeting Date: July 11, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-22 AUTHORIZING THE CITY
MANAGER TO EXECUTE AN AGREEMENT WITH AMERICAN
GUARD SERVICES FOR THE PROVISION OF CROSSING GUARD
SERVICES FOR THE 2022-2023 SCHOOL YEAR
SYNOPSIS
During the school year, crossing guards are used at nine locations in Pleasant Hill to help ensure the safety of children walking to and from school. Crossing guard services in Pleasant Hill have been provided by a private vendor since 1995. The latest contract expired at the conclusion of the 2021 - 2022 school year. Staff is recommending that Council adopt a resolution approving a one-year contract with All City Management Services in an amount not to exceed $144,780 for the 2022 - 2023 school year.
DISCUSSION
Background
The City has historically arranged for crossing guard services on streets located in close proximity to schools within the Mt. Diablo Unified School District (MDUSD). Crossing guards have primarily been placed near elementary schools as children of this age are most likely in need of the assistance of a crossing guard. In 2021, All City Management Services (ACMS) satisfactorily provided crossing guard services for the City for the 2021 -2022 school year.
Analysis
It is less expensive, more practical, and more efficient to operate the crossing guard program through a private vendor rather than through the Police Department. The vendor coordinates the recruitment, selection, required background checks, payroll and payment of employees, and other necessary details.
Crossing guards are present one and one half hours in the morning and one and one half hours in the afternoon at nine locations during the 180 day school year. Each location is covered by a single guard. The total projected hours of coverage are approximately 4,860 hours during the 2022 – 2023 school year.
All City Management Services (ACMS) and Cross Safe proposed rates of $29.79 per hour ($144,780/year) and $68.04 per hour ($385,107/year), respectively for the 2022-2023 school year.
The quote offered by ACMS is $38.25 less per hour than the quote offered by Cross Safe and the proposed agreement with ACMS has a cumulative lower projected cost of $240,327 for the 2022- 2023 school year.
If coverage occurs for all available hours, and the hours of coverage are approximately the same as previous years, the contract amount will not exceed $144,780 for the 2022 - 2023 school year.
In researching nearby cities and school districts, it was found that only the cities of Lafayette and Danville pay for a portion of the crossing guard services for their schools. The Cities of Martinez, Walnut Creek, San Ramon, Concord, Antioch, Pittsburg, Oakley and Brentwood do not pay for crossing guard services.
FISCAL IMPACT
Police Department staff inquired if the MDUSD could assume all or some of the fiscal responsibility for the crossing guard program in Pleasant Hill. MDUSD Chief Business Officer, Dr. Lisa Gonzales, advised staff that the district would be unable to allocate funding for the crossing guard program due to budget constraints. Therefore the City will need to continue to fund the program if it chooses to continue to provide crossing guard services. Next year, staff will be evaluating the program and alternatives to the provision of these services.
The total not to exceed amount of this contract is $144,780 for the 2022 – 2023 school year.
Funding for the contract is available in the Traffic Safety Fund (Fund 11) for approximately $30 thousand (revenue generated by fines) and the balance will be covered by the American Rescue Plan Act (ARPA) assuming City Council elects to do so and the contractor accepts the federal procurement terms, otherwise any short fall will need to be covered by the General Fund.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department.
The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Staff recommends that the City Council adopt the attached resolution authorizing the City Manager to execute a one year contract with All City Management Services (ACMS).
ALTERNATIVES TO RECOMMENDED ACTION
ACMS and Cross Safe are the two viable vendors in this area. Council could elect to have staff pursue an agreement with Cross Safe or search for another qualified vendor.
ATTACHMENT(S):
Proposed Resolution
Exhibit 1 - Agreement for Professional Services
All City Management Services Proposal
Cross Safe Services Proposal
Prepared by: Jason Kleven, Operations Division Lieutenant Reviewed by: Bryan Hill, Chief of Police
Approved by: June Catalano, City Manager