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HomeMy WebLinkAbout2004-06-28 City Council (2)of Palo Alto City Manager’ Report TO:HONOtLM~LE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: POLICE DATE:JUNE 28, 2004 CMR:325:04 SUBJECT:APPROVAL OF AMENDMENT TO CONTRACT NO. C3144933 WITH ALL CITY 5~L~NAGEMENT SER~qCES, INC., FOR ADULT CROSSING GUARD SERVICES FOR THE SECOND CONTRACT YEAR OF 2003/2004 ($281,000) AND THE THIRD CONTRACT YE.AaR OF 2004/2005 ($300,000) .RECOMMENDATION Staff recommends that the City Council approve the amendment (Attachment A) to Contract No. C3144933 with All City Management Services, Inc. for a total contract amount not to exceed $281,000 for the second year and $300,000 for the third year for adult crossing guard sei-vices. BACKGROUND In 1979, after the initial round of schoo! closures, the City of Palo Alto developed specific criteria to determine, which locations on school commute routes adult crossing guards should be located to ensure the safety of children traveling to and from school. The adult crossing guard criteria was revised in 1993 based on recommendations from the Meadow/Charleston corridor school cormnute safety study which was undertaken as a result of a fatal train accident at the Meadow Drive crossing involving a student going to school. These guidelines were adopted and approved by Council in April 1993 (CMR:175:93). The assi~ament of adult crossing guards is considered by the City/School Traffic Safety Committee only for those intersections which meet minimum standards and approved by the City/School Traffic Safety Committee. These standards (Attachment B) require that at least 20 school-age pedestrians utilize the crosswalk location per hour, on the way to or from school. In addition, other traffic related factors are considered such as crossing location, traffic volume, applicable CalTrain crossings, availability of bus service, and/or the number of traffic lanes involved. C3IR:325:04 Page 1 of 4 Initially, the Police Depai~nent used hourly elnployees to staff the adult crossing guard positions. Because of the high turnover rate and unreliability of hourly employees for this t~e of job, the time spent on hiring, supervising, and training hourly employees, and the associated liability issues, the Police Department frequently had to use community services officers and!or police officers to staff the positions in the mornings and afternoons. Because of the increase in the number of locations where crossing guards were needed and the amount of staff time required to handle all the associated responsibilities, the naanagement of the crossing guard pro~am became increasingly time-consuming and labor-intensive for Police personnel. As a result, in August 1999 Council approved a contract with All City Management Services, Inc. to provide crossing guard services. The services include crossing guard coverage and administrative oversight of all the locations. DISCUSSION A Request for Proposal (RFP) process (CMR: 326:99) was initiated during the surmner of 1999 and sent to 14 vendors. All City Management Services, Inc. was the only vendor who responded. The company provides adult crossing guard personnel and supe~dsion, as well as supplying appropriate safety equipment and training on the operation of pedestrian signals. All City Management Services, Inc. has been responsible for the staffing and supervision of crossing guard operations during both the regular school year and the smmner session since August 1999. The Council approved the contract for a three-year terns. In September, 2002, after another RFP process again resulted in the submittal of only one vendor proposal, the City entered into a second multi-year a~eement with All City Management Services, Inc. to provide adult crossing guard services for the first year in an amount n6t to exceed $197, ! 33, enough funding to staff approximately 21 locations. Council authorized the City Manager to extend the contract for up to two additional years for an amount not to exceed $206,990 for the second year and $217,340 for the third year. In September 2003, Terman Middle School was scheduled to open and begin its first year of operation. Beginning in June 2003, prior to the scheduled opening of the school, several meetings with the conmaunity, school officials and City staffwere held concerning the safety of children going to and coming from Tennan Middle School. Because Arastradero Road, Maybell Avenue and E1 Camino Real are major cross streets which students must traverse to access the school, staffreviewed a number of potential locations to determine if they might meet the established criteria for adult crossing guards. As a result of this initial review, five locations were identified and temporarily staffed with adult crossing guards when Terman Middle School CMR:325:04 Page 2 of 4 opened: Margarita Avenue and E1 Camino Real, Maybel! Avenue and E1 Camino Rea!, Maybell Avenue and Coulombe Drive, East Charleston and E1 Camino Real; and Donald Drive and Arastradero Road. It was a~’eed that these locations would remain staffed with crossing guards until they were fully evaluated using the a~eed-upon methodology. Staff evaluated the locations associated with the Terrnan Middle School opening during the fall of 2003 and determined that all five met the Ci~;’s criteria for crossing guards. Before requesting additional funding and an amendment to the contract for crossing guard services at that time, a reevaluation of the existing 21 staffed locations was conducted to ensure they continued to meet the minimum criteria for adult crossing guard placement. That evaluation has been completed and each location was detemained to be in compliance. As a result, the not-to- exceed amount included in the a~’eement needs to be increased. Staff will continue to regularly inspect crossing guard locations to determine minimum eligibility for crossing guard staffing. The requested amendment to the contract with Atl City Management Services, Inc. will cover the costs for staffing 26 locations for the 2004-05 regular school year and sumlner school. Because of the significant increase in the number of crossing guard locations, discussions will be held with the Palo Alto Unified School District regarding the possibility of joint funding. RESOURCE IMPACT As part of the midyear Budget Amendment Ordinance (CMR: 154:04), $56,643 was approved to fund the five additional locations for the current school year and upcoming summer school. Based upon previous yea_r’s expenditures and the probabili~ that all of the new crossing guard locations will be staffed this summer, the total amount of this year’s contract will not exceed $281,000. Funds in the amount of $290,000 are included in the FY 2004-2005 Police Department budget. These funds will cover the third year extension of the contract. No additional funds are required at this time. POLICY IMPLICATIONS This report does not represent any change to existing City policies. CMR:325:04 Page 3 of 4 ENVIRONMENTAL ASSESSMENT This is not a project under the California Environmental Quality Act (CEQA). ATTACHMENTS Attacl~rnent A: Attachment B: PREPARED BY: DEPARTMENT HEAD: Contract Amendment City of Palo Alto Adult Cro@ng .~ard Warrants SERGEANrFr~0CFT" WONG Traffic Su, p~sor i ~ LYNNE JOHNSON Police Chief CITY MANAGER APPROVAL: HARRISON Assistant City Manager CMR:325:04 Page 4 of 4 .A!~NDMENT NO. ONE TO AGREE.MENT NO. C3!44933 BETWEEN THE CITY OF PALO ALTO AND ALL CiTY MANAGEMENT SERVICES, INC. FOR SCHOOL CROSSING GUARD SERVICES This .~mendment No.One to Agreement No.C3!44933 ("Agreement") is entered into , by and between the CITY OF PALO ALTO ("CITY"), and ALL C!TY Ya~qAGEH~NT SERVICES, INC., a California corporation, located at 1749 South La Cienega Boulevard, Los ~geies, CA 90035 (~CONTP~ACTOR"). RECITALS: kq6EREAS, the Agreement was entered into between the parties for the provision of school crossing guard services; and , =h -~{k<HEPSAS u__e p=ru_es wish to amend the Agreement to cover five additiona! !ocations for a total of twenty-six; NOW, TnmR=z0Rs, {n consideration of the covenants, and provisions of this Amendment, the parties agree: SECTION !. The section entitled "DUTIES OF CONTPJ~_CTOR" is hereby amend~c, to read as fol!ows: "2. ! .2 C0NTP~ACTOR shal! provide crossing guavas in cfdantities and at !ocations and as substantially set forth in Exhibit "C" during time periods designated in writing by the PROJECT !I~£NAGER, provided that the PROJECT I~_’~-!qAGER sha]~ provide this ~__ _@es~_gna~ion to CONTRACTOR no less than 14 calendar days prior to the cor~mencement the school year adopted by the Pa!o Alto Unigied Schoo! District. During the schoo! year, or during the su_~mer recess fol!owing the schoo! year, CONTB~ACTOR shall provide additional crossing -gu~.ro.s ~dan~es an~ at ±ocau~_ons and during time periods designated in writing by the PROJECT !~_~_NAGER, provided .that the PROJECT I~_ANAGER shall provide this designation upon no less than 14 calendar days m~-~o~ notice " SECTION 2. The section entitled "CO~PF!qSATiON" is hereby amended, to read as ,_o_,_,ows: ~3.! CITY shall compensate CONT~ACTOR according to the fol!owing schedule for al! crossing guards actually provided by CONT~ACTOR at the locations and times desigm__ated by the PROJECT !~_A_NAGER: 040615 cl 00~4~,394 Pay step !: $12.59 per hour Pay step 5: $14.81 per hour These billing rates shal! provide ful! and com_mlete com_mensation to CONTKhCTOR for al! services provided under this agreement, including without !imitation al! wages and benefits provided to cross guards, al! supervisory and management services, all administrative and overhead services, and al! insurance and workers com_mensation costs. 3.2 Total com_mensation provided by CITY to CONTP~hCTOR shal! not exceed the amount of One nune~_d"" ~= Ninety Seven Thousand One Hundred Thirty Three Dollars ($!97,!33) during the {n{tial term of th{s ~ r== = ~shall........ g_~_m~n~ and not exceed Two H<ndred Eighty One Thousand Dollars ($281,000) for the second contract year of 2003/2004 and Three Hundred Thousand Dollars ($300,000) for the third contract year of 2004/2005 and shall not exceed above ~d~!ona! year extension of this Agreementamount in any -~ ’~’ provided for herein without ~men~ment of this Agreement. in the event that tota! com_mensation reaches this limit dur{nm the te_rm of ~ ’____ ~~hAs Agreement, CONTF~hCTOR shall cease performance under this Agreement unless and until compensation ~s augmented by_ ~men~men: of this Agreement." SECTION 3. The section entitled "TE~S" is hereby amended to read as fol!ows: ~This Agreement shall commence on the date of execution stated in the preamble to this Agreement and shal! continue in full force and effect for one calendar year thereafter or unti! terminated as provided herein. CITY, acting by and through its City Manager, may, at its sole option and upon thirty days prior written notice to CONTP~_CTOR, extend the term of this Agreement for up to one additiona! calendar year duration, provided that the compensation schedule stated in this Agreement shal! be adjusted to reflect compensation at 3% of the actua! pay step schedule or the percentage of the CPI (Consumer Price Index), whichever is greater. Bi!ling rate adjustments shal! only be made at the beginning of each contract extension for crossing guards in effect at the commencement of the additional extension and documented by CONTP~CTOR in a form acceptable to the PROJECT N_~!<thGER. in no event shal! the contract term exceed three years." 040615 c! 00’44394 2 CERTIFICATE OF ACKNOWLEDGMENT (Civi! Code § 1189) STATE OF C O-GNTY OF SS. On ,./d:;7£ ~.~ A#, 2004, before me, the unae_szgned, a Notary Public in and for said County and State, oersona!iv aomeared ,<.~:.~ ~c~? /-~ z-k~%i[ personally h~~~or proved to me on th9 basis of satisfactory evidence to be the person(p-) whose n~me(D~i~iame, s~scribed to the w~mn!n ~ns~r~en~ack~_ow!e~gec no me un=~jshe/tnevexecuted u_~. same mn (nms~iher/une=r auunorm~ee cam=cm~y(=e~O, =nd uh=u by ~hms/neritne=r sm~_ature(~ on the mnstr~ent the oerson(s~, or the em_nmzy upon behalf of which the person(s) acted, execuzee the ins tr~ment. WITNESS my hand and official seal. ...................Signature of - " CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) On ~ c< :~ ~-, 2004, before me, the underszgned, a Notary P,~b!ic in and for said Countv and State, personai!v aooeared /<:.:~:. {%d .:,..L_-;i ¢~,~,..~ ",.S_--~ .... oersona!lv k_~_m~na--__ t-~--me or D.OVeQ to me on the basis of satisfactory ~<id~ncer, = 1o~ b~ ~hc__e o~son(~)~ whose ~=~: " ~’ ’ ’ -name (s~ :zs/ar~. sumsc._zbed co uhe within instrument and ack~_ow!edged co me ~Hacdhe/s_~/cnev execu~e~ the-., same in~./b_er/ti~eir authorized capacity(~e’g), and that ~y is:iher/une2r signature(7~ on the instr-~ment the oerson(~-Y, or ennmzv uoon behalf of which the ~erson(~< acted executed the instrument. WITNESS my hand and officia! sea!. No uary~ Pub! z cSignature of ......": ~’-~ 040615 cl 0044394 4 SECTION 4. The fol!owing e~Lhibit is hereby added to read as set forth in the attaclqment to this Amendment, which are incorporated in ful! by this reference: a o Exhibit "C" entitled "CITY OF PAL0 ALTO - 9~ULT CROSSING GUARD W~_RP~qTS." SsC_±ON 5 Except as herein ’=’ ~a! ~ r¯modz~zea,I o~he_ provisions of the Agreement, including any e~hibits and subsequent amendments thereto, shal! remain in ful! force and effect. IN WITNESS Z~{EPSOF, the marries hereto have executed this ~wr!~enAgreement ~__e day and year ~irst above --’~= . ATTEST:CITY OF PALO ALTO City Clerk APPROVED AS TO FOH~: Senior Asst. City Attorney ~.nnROVED: Assistant City Manager Director of A6ministrative Services Police Chief Mayor ALL CITY !~NAGEMENT SERVICES, INC. f !! By: Name Risk Manager (Compliance with Corp. Code 9 313 is re~aired if the entity on whose behalf this contract is signed is a corporation. ±n zne alternative, a certified corporate resolution attesting zo the signatory authority of ~he individuals signing in zheir respective capacities is accepZab!e) Attacb~nent s : E~C~iBiT "C": City of Palo Alto - Adult Crossing Guard Warrants 040615 cl 0044394 3 A 1)U LT ~ R Or3~IN G G U A R It, WA 1It: RA N I S It is lhe policy of the Cil:y of l~alo Alto to consider the placement of adult crossing guards as an af)l)rOl)riate traffic control measure at a designated school crossings serving elementary school children which meet certain qualifications during hours when school children are required Io cross the street. PROCEDURE kequesls and complaints about school tral~lic safely are processed through the City/School Tral!fic oafety Commitlee. The Committee receives, reviews and evaluates such requests and initiates recommendation for action by lheat~p~’op~’’’~ale~ responsible agency. The Committee accepts requests for adult crossing guard studies only when !l~ey are filed according to the following procedures: ~e wied to the local princil)al for review and lransmission to lhe CommilteeRequest from l-)arents and olhers shall be chairpersons. 2.Any request for aclion by tl~e Committee shall be submiHed in wriling. Cnl,el m,. The assignmenl: of adtllt crossing guards will be considered by the City/School Traffic SafetyM inimuln ~" ~ Committee only for those interseclions which meet bolh of the following minimum standards. A.At least 20 elementary school age pedestrians ulilize the crossing per hour on the way to or fiom school. °l’he crossing does not meet a& pied slandards for the placement o1! a Junior ’l’raffic l;’alrol and/or is Iocaled too far fi’wn scl~ool. Intersections which pass this preliminary screening will be evaluated by the Cily/School Traffic Sagely Committee using the following criteria: I.At uncontrolled crossh~gs: a)Where there is no alternate controlled crossing within 600 :l:i~et; and b)Where [he vehicular traffic volume exceeds 300 in each of any two daily hours during which 20 or more school pedestrians cross while going Io or fiom school. 2.At STOP sig. controlled cr~ssings: a)Where lhe vehicular traflic volume on undivided highways o1" tbur or more lanes e~ceeds 500 per hour during any period when the school pedestrians are going to or from school. b)Where on two-hme roads the number ofvehicula:r turning movements through the school crosswalk on two- lane roads exceeds 200 in each of any lwo hours dtu:ing which 20 or more school pedeslrians cross while going Io or fiom school. 3.At traffic signal cantr{~lled crossh~gs: a)Where ll~e number of vehicuhu: turning movemenls through the school crosswalk exceeds 300 per hour while school pedestria:us are going to or :fron~ school. b)Where there are circumstances not normally present at the signal~zed intersecl:ion, such as crosswalks more than 80 :feet long with no intermediate refi~ge, or an abnommlly high proporlion of large commercial vehicles, or l)roximity to an al-grade railroad crossing. At CalTrai~ crossings where lhere is no bus services is provided to school and lhere are no pedes{rhm crossing gales m~d fences. 2 COMMITTEI~ I~li~COMt~!ii~Ni)ATION I~I~OCEDI31~I!~S I.Assignment of the Adult Crossing Guard The Committee=s evaluation of each interseclion meeting the minimum criteria will be based on analysis of the ¯ wa ~:ran ts. , ’1"he Committee will recommend lhat an adull: ClTOSS.ing guard be assigned when a lraflqc engineer has determined lhat one of three minimum w)lumes described in Warrants 1, 2 and 3a are met or l:hat umlsual circumstances exist at a signalized intersections described in Warrant 3b or lhat the condilio:ns described in Waw-aut 4 are Illet. 2.Elimination o:f an Adult Crossing Guard If a.t any time it appears flint an existing adult guard locations does not meet tim eslablished warrants, the Police Department or the Cily Staff may request that the C, ity/School Traffic Safety Committee veevaluaie l:lie need :for an adult c:rossing guard al lhe i~tersecl:ion. The wm-ranl:s and procedures outlined above shall be lbllowed to determine if an adull: guard is no hmger warranted for an es tabl i shed cross ing Iota li on~ The el im in a ti on of a:n adult gtlard Wi 11 be reco mm ended when: a) b) An intersection fitils to meet the minimum criteria, When an intersection meets the minimum criteria but does not satisfy the wa~:ranls for an adult crossing gtlard based on Warranls 1, 2 and 3. Crossing Guard Locations Intersection Los Robles & E1 Camino Real E1 Centro & Barron Los Altos Ave. & E1 Camino Real Alma & Charleston Arastradero & Coulombe Dana & Newell Alester & Channing Addison & Middlefield Embarcadero & MJddlefield E. Charleston & Carlsen Louis & Loma Verde Alma & Meadow Louis & Amarillo Embarcadero & Newell East Meadow & Waverley East Meadow & Middlefield Middlefield & Charleston Middlefield & Mayview Newell & North California East Charleston & Nelson Louis & North California Margarita & E1 Camino Real Maybell & Coulombe Maybell & E! Camino Real Charleston & E1 Camino Real Donald & Arastradero ~ .Y OF PALO ALTO A D U LT CROSS!ING GUARD WARRANTS lit :is the policy of the City of Palo Alto to consider the placement o:f adult crossing guards as an appropriate traffic control measure at a designated school crossings serving elementary school children which meet certain qualit]cations during hours when school children are required to cross the slreet. PROCED URE Requests and complaints about school lrat!fic safety are processed through the City/School Traffic Safety C, ommittee. Com~ uttee receives, reviews and evaluates such requests and initiates recommendation for action by the alW’opriate responsible agency. The The Commitlee accepts requests for adult crossing guard sludies only when they are filed according to the following procedures: Request fiom parents and others shal~ be referred to the loca! principal for review and transmission to Ihe Comlnittee chair~ l~ersons, . 2.Any request for action by the Committee shall be submitted :in writing. WARRANT8 Minimum Criteria. The assigmnent of adult crossing guards will be considered by the City/School Traffic Safety Committee only for those inlerseclions which meet both of the lbllowing minimum slandards. A.At least 20 elementary school age pedestrians utilize the crossing per hour on the way to or fi’om school. I h ~ crossing does not meet adopted standards for the placement of a Junior Tral!fic Patrol and/or is located too far fiom school. l~tersections which pass this preliminary screening will be evaluated by the City/School Traffic Sat’etyCommittee using the following criteria: 1.At tmcm~trolled crossings: a)Where there is no alternate controlled m’ossing within 600 :[~et; and b)Where the vehicular traffic volume exceeds 300 in each of any two daily hours during which 20 or more school pedestrians cross while going to or fiom school. 2.At STOP sig~ tin,trolled Cl’{~8S[ilg8: a)Where the vehicular trafl~c volume on undivided highways of R)ur or more lanes exceeds 500 per hour during any period when the school pedestrians are going to or fi’o~n school. b)Where on two--lane roads the number of vehicular turning movements through the school crosswalk on two- lane roads exceeds 200 in each of any two hours during which 20 or more school pedestrians cross while going to or from school. 3.At tr~ttic s~g,al c+mtr~lled cr~ssi~gs: a)Where the number of vehicula.~ turning movements through the school crosswalk exceeds 300 per hour while scl~ool pedeslrians a~’e going to or fiom school. b)Where there are drcumstances not normally present at the signalized intersection, sucl~ as crosswalks more than 80 feet long with no intem~ediate refuge, or an abnormally high proportion of large commercial vehicles, or proaimity to an at-grade railroad crossing. At CalTrain crossings where fl~ere is no bus services is provided to school and there are no pedestrian crossing gates and l%~mes. CO[~l[~i.I I 1. LL R ECOt¥I M EN DATION IP ROCED URES 1.Assignment of the Adult Crossing Guard The Committee=s evaluation of each intersection meeting the minimum criteria will be based on analysis o:t7 the warrants. The Committee will recommend that an adult crossing guard be assigned when a traffic engineer has determined that one of three minimum w~lumes described in Warrants I,2 and 3a are met or.that unusual circumstances exist at a signalized intersections described in Warrant 3b or lhat Ihe conditions described in Warrant 4 are met. 2.Elilnination of an Adult Cross:ing Guard If at any time it appears that an existing adult guard locations does not meet the established win:rants, tim Police Departnmnt or the City S taft may request that the C ty/School Traffic Sa[ety Committee reevaluate the need for an adult crossing guard at the intersection. The warrants and procedures outlined above sha.ll be followed to determine if an ad.ult guard is no longer warranted for an established crossing location. The elimination of an adull guard will be recommended when: a)An intersection fails to meel the minimum criteria, When an intersection meets the minimum criteria but does not satisfy tl~e warrants for an adult crossing guard based on Warrants I, 2 and 3.