CITY COUNCIL STAFF REPORT
Meeting Date: August 07, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 APPROVING THE EXECUTION OF
A CONTRACT WITH ALL CITY MANAGEMENT SERVICES FOR THE
PROVISION OF CROSSING GUARD SERVICES FOR THE 2023-2024
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 2022 - 2023 school year. Staff is requesting that Council adopt a resolution approving a oneyear contract with All City Management Services in an amount not to exceed $165,192 for the 2023 - 2024 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. All City Management Services (ACMS) satisfactorily provided crossing guard services for the City for the 2022 -2023 school year.
Analysis
It is more practical, efficient and cost effective 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 2023 – 2024 school year.
Staff requested quotes from the two crossing guard services in our area. ACMS proposed a rate of $33.99 per hour for a maximum annual cost of $165,192 for the 2023-2024 school year. Staff also requested a quote from Cross Safe for the 2023-204 school year on two occasions, but did not receive a response.
In researching nearby cities and school districts, staff found that the City of Lafayette pays for a portion of the crossing guard services for their schools. The City of Clayton pays for their crossing guard services for their schools (3 locations). 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 Mt. Diablo Unified School District (MDUSD) could assume all or some of the fiscal responsibility for the crossing guard program in Pleasant Hill.
MDUSD 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 in order to provide safety for pedestrians at nine locations.
The total not to exceed amount for this contract is $165,192 for the 2023 – 2024 school year.
Funding for the contract 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. The Budget Committee on April 25th and June 14th discussed this item and recommend the City Council approve using ARPA funds.
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.
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
Agreement for Professional Services
Prepared by: Jason Kleven, Operations Division Lieutenant Reviewed by: Scott Vermillion, Chief of Police
Approved by: Ethan Bindernagel, City Manager