CITY OF POMONA
COUNCIL REPORT
June 6, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Michael Ellis, Chief of Police
SUBJECT: AWARD OF BID TO ALL CITY MANAGEMENT, INC. FOR CROSSING GUARD SERVICES RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award of bid to All City Management Services, Inc. (ACMS) for crossing guard services for three years with two one-year options to extend in the amount not to exceed $1,464,132.
Authorize the City Manager to execute an Agreement and any related documents on behalf of the City, subject to approval as to form by the City Attorney.
EXECUTIVE SUMMARY: Action on this item will award bid number 2021-2PD for school crossing guard services to ACMS at hourly rates for a three (3) year period, with two (2), one-year extension options.
FISCAL IMPACT: Appropriation is included in the pending FY 2022-23 Proposed Operating Budget in account numbers 101-2017-52285-00000 and 101-2006-52285-00000 to cover the contracted annual amount of $488,044. These amounts will be included in the FY 2022-23 Proposed Budget that is concurrently on the same agenda. Future contract costs will be budgeted in each fiscal year.
PUBLIC NOTICING REQUIREMENTS: – See. 2- 993. 1. - Formal Procurement Procedure. City’s Purchasing Ordinance requires that a Notice Inviting Bids be posted on the City’s website and Public Notice Board at least ten days before the date of opening. The notice of request for bids was posted on December 1, 2021, with proposals due December 22, 2021.
PREVIOUS RELATED ACTION: On December 17, 2018, City Council approved an award of bid to American Guard services, Inc. for Crossing Guard services.
DISCUSSION: On December 1, 2021 a Request-for-Bid (RFB) No. 2021-2PD was released on PlanetBids. The solicitation notified 157 potential suppliers, of which nine (9) downloaded the RFB, resulting in the City receiving one (1) proposal. ACMS was determined to be a responsive and responsible bidder and met all of the required specifications in the RFB.
The bid specifications were based on an estimated annual amount of 8,819 hours, which may be increased or decreased dependent upon need. The rate shall be fixed for the first three years of the contract (Attachment No.1). The City may have the option to renew for two additional years, in one-year increments. The Contractor may request a price increase limited to the Consumer Price Index at the end of the three-year contract if an option to renew is feasible. If the increase is approved, the adjusted hourly rate will be included in the contract extension amendment executed by the City Manager.
All City Management, Inc. will be responsible for recruiting, hiring, and training. They will provide all supervisory tasks associated with the crossing guard program. Police Department staff will continue to oversee the effectiveness of the program and ensure all current safety measures are strictly followed.
COUNCIL PRIORITIES & GOALS: This item supports the 2021-2022 City Council Priority 1: Fiscal and Operational Responsibility – Goal B: Improve efficiency and effectiveness of City Services to businesses and residents.
Prepared by:
_____________________________
Robert Scheppmann, Sergeant
ATTACHMENT(S):
Attachment No. 1 – All City Management, Inc Contract
Award of bid to All City Management, Inc.