TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:November 4, 2025
SUBJECT: School Crossing Guard Services Agreement
RECOMMENDATION:
1. Approve General Services Agreement with All City Management Services, Inc. (Santa Fe Springs, CA) to provide school crossing guard services for the 2025-2026, 2026-2027, 2027-2028, and 2028-2029 school years in an amount not to exceed $1,270,937, plus extra services of $254,000 for a total not-to-exceed amount of $1,524,937 with a term ending June 30, 2029.
2. Authorize expenditure in the amount of $235,722 ($196,435 contract services, plus extra services of $39,287) in FY 2025-26, and $421,368 ($351,140 contract services, plus extra services of $70,228) in FY 2026-27 from A/C #001-5580-623- 5699 (General Fund, Contracted Services/Other).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time to prepare staff report is included in the Adopted FY 2025-26 General Fund Budget. $489,773 is included in the Adopted FY 2025-26 General Fund Budget and $474,705 in the Adopted FY 2026-27 General Fund Budget for the Crossing Guard Program. The remaining funds for the term of the agreement will be requested as part of future biennial budget processes. Funding for the contracted services will be supported through the reallocation of existing staff time and associated labor costs previously dedicated to managing the program in-house.
BACKGROUND:
School Crossing Guard Services Agreement
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The City has funded and managed the School Crossing Guard Program (Program) for the community’s elementary and middle schools since 1964. The Program currently supports 14 City Council-approved crossing guard locations adjacent to local schools. The overall annual program budget is approximately $500,000 and is entirely funded by the City’s General Fund. The Program is currently managed by Public Works Department staff, which includes two part-time Senior Crossing Guards and approximately 18 part-time Crossing Guards.
On February 14, 2023, City Council adopted new School Crossing Guard Program Policies and Standards (Policy) that outline objective standards to be used in determining which locations qualify for crossing guards. Pursuant to the 2023 approved Policy, annual intersection pedestrian and vehicle tabulations are conducted each Spring by a professional engineering firm at locations identified by staff, local school providers, City Council, and residents identified through a community request process.
The results of the most recent Spring 2025 tabulation identified a total of 14 crossing guard locations citywide that met the City’s Policy objective standards for the 2025-26 school year. The 2025 Traffic and Transportation Advisory Commission (TTAC) Crossing Guard Pedestrian and Vehicle Count report was completed and approved by the Public Works Director on May 6, 2025, and presented to City Council on May 20, 2025, and the City’s TTAC on May 28, 2025.
On July 8, 2025, City Council directed staff to continue administering the Program at all 14 approved Crossing Guard locations for the 2025-26 school year, as well as explore the option for contracting out the program beginning the second half of the 2025-26 school year via a formal Request for Proposal/Qualifications (RFP/Q) process. Transitioning to a contract model managed by the City would provide access to greater resources for staffing and substitute guards, as well as a process for adding and removing crossing guard locations as needed from year to year based on the annual tabulation counts. This approach would enable local school providers to contract directly with the contractor through their own agreements, as needed, to request and fund additional crossing locations that are outside the City’s current policy locations. Per the terms of the agreement, the contractor must extend the same rates and terms with the school providers as they have with the City. The school providers may also follow their own procurement processes should they choose to explore other options to augment the City’s efforts.
Below is the list of 14 intersections that are planned to receive crossing guard services for the school year 2025-26 based on the City’s Crossing Guard Placement Policy.
CVUSD School Location Intersection
Acacia Elementary School Gainsborough Road / Dover Avenue School Crossing Guard Services Agreement
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Colina Middle School Hillcrest Drive / Rancho Road
Conejo Academy Conejo School Road / Los Feliz Drive
Cypress Elementary School Kimber Drive / Havenside Avenue Earths Elementary School Redfield Avenue / Michael Drive Lang Ranch Elementary School Whitechapel Place / Sandhurst Avenue Los Cerritos Middle School Erbes Road / Avenida de Las Flores *MATES Elementary School La Granada Drive / Wilder Street Redwood Middle School Gainsborough Road / Camino Manzanas Sequoia Middle School Borchard Road / Theresa Drive
Sycamore Elementary School Via Rio / Calle Del Prado
Sycamore Canyon School Via Rio / Via Mirabella
Weathersfield Elementary School Camino Calandria / Darlington Drive Wildwood Elementary School Avenida de Los Arboles / Velarde Drive *Denotes charter school
DISCUSSION/ANALYSIS:
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited an RFP/Q. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate the best value to the agency for the solicited scope of service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
A formal RFP/Q for professional services was publicly advertised on September 5, 2025, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. Proposals were received on October 1, 2025, from the following six service providers:
1. All City Management Services, Inc. Santa Fe Springs, CA
2. All Star Security Services Sacramento, CA
3. Aventus Security Canoga Park, CA
4. Crossing Guard Services LLC Stamford, CT
5. Dependable Private Security Chatsworth, CA
6. Regency Security Group Inc. Canoga Park, CA
A team of Public Works engineering and administrative staff evaluated the School Crossing Guard Services Agreement
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proposals based on the following criteria:
Overall understanding and approach.
Quality, clarity, responsiveness, conformance with the terms of this RFP/Q, and overall impression of proposal.
Qualifications and availability of key persons to be assigned to the contract resulting from this solicitation.
Past experiences with the City.
Relevant experience (past similar scope and size projects). Reasonableness of cost and compensation submittal.
After a careful review of the qualifications and approach of the service providers, All City Management Services, Inc. (ACMS) was identified as the most qualified to meet the City's needs. ACMS has a large pool of crossing guards, including a strong local presence in Ventura County which will best allow consistent and adequate coverage for the program, with City staff overseeing the contract management. Furthermore, ACMS has agreed to hire the City’s current Crossing Guards and maintain their existing pay rates. The contract also includes provisions for adding or discontinuing crossing guard locations as needed.
A detailed scope of work and fee schedule have been established with ACMS.
Staff recommend approval of the General Services Agreement with ACMS (Attachment #1). City staff will oversee the contractor to ensure that the level of service meets the City’s expectations.
The table listed below shows the not-to-exceed amount for ACMS’ services per school year and fiscal year (FY):
FY 25-26
(Jan-June 2026)
FY 26-27 FY 27-28 FY 28-29
$196,435 $351,140 $361,681 $361,681
Community Outreach and Education
Beginning in 2023, our dedicated team began an ongoing initiative to enhance public outreach and education efforts aimed at promoting walking to school across the City. Collaborating closely with the Conejo Valley Unified School District (CVUSD), local stakeholders, and the Thousand Oaks Police Department, we are committed to improving pedestrian and bicycle safety for all community members.
The efforts to raise awareness about the importance of walking to school and the proper use of crosswalks include an ongoing awareness campaign across City School Crossing Guard Services Agreement
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social media platforms, printed materials, and ad placement. This effort drives interested people to the City's dedicated site, walk2schoolto.org, which contains a wealth of information on both the City's policies and resources for schools and families to encourage foot traffic.
To enhance our impact, we are continuously conducting in-person presentations and distributing bilingual flyers to local schools to effectively reach a broader audience. Furthermore, ongoing updates to our website will ensure this initiative remains a valuable, readily accessible resource for all residents, reinforcing our commitment to fostering a safe and active community.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. The completed Levine Act documents for ACMS are included as Exhibit D to the agreement.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
D. Maintain strong commitment to public safety (including Police, Fire, Emergency School Crossing Guard Services Agreement
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Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.
PREPARED BY: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – General Services Agreement with ACMS
DPW:590-70\ev\Council\2025\110425\School Crossing Guard Services Agreement staff report.docx