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HomeMy WebLinkAbout20-Police Department CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION nn L From: Keith L. Kilmer, Chief of Police Subject: Resolution by the Mayor and Common Council to enter into a contract for Dept: Police Department Crossing Guard Services with All City Management Services for a crossing guard Date: November 24,2009 position at Victoria Elementary School (Redlands Unified School District) and to enter into an Agreement with the Redlands Unified School District to equally share the cost of this crossing guard service. Meeting Date: December 7,2009 Synopsis of Previous Council Action Resolution# 2009-27, adopted February 19,2009, School Crossing Guard Program- All City Mgt. Resolution# 2008-10, adopted January 10, 2008,School Crossing Guard Program- All City Mgt. Resolution# 2008-11, adopted January 10,2008,School Crossing Guard Program- Redlands. Resolution#2008-402, adopted October 20, 2008, School Crossing Guard Program- Redlands. Recommended Motion: 1. Adopt Resolution 4, KEITH L. KILMEF,, CI-HEF OF POLICE Contact person: Jill Fonzi 388-4830 Supporting data attached: Yes Ward: 3 FUNDING REQUIREMENTS: Amount: $5,150 net cost Source: 001-217-5505 - $10,300 cost 001-000-4740 - $5,150 revenue Council Notes: Finance Agenda Item No. No, ) ,-)-/7 /07 CITY OF SAN BERNARDINO —REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution by the Mayor and Common Council to enter into a contract for Crossing Guard Services with All City Management Services for a crossing guard position at Victoria Elementary School (Redlands Unified School District) and to enter into an Agreement with the Redlands Unified School District to equally share the cost of this crossing guard service, and transferring funds from Account 001-217-5014 (Part Time Salaries) to Account 001-217-5505 (Other Professional Services) to pay for the services rendered. BACKGROUND The Police Department—Traffic Unit currently manages all crossing guards in the City of San Bernardino for the San Bernardino Unified School District elementary schools (38 positions). The cost of services is shared between the City of San Bernardino and the San Bernardino Unified School District(50%each). Victoria Elementary School is located at 1505 S. Richardson Avenue in San Bernardino. Although this school is located within the city limits of San Bernardino it is a Redlands Unified School District school. Redlands Unified School District requested that a crossing guard be placed at the school location because of increased traffic and a concern for child safety before and after school. A survey was conducted by the Traffic Engineering Department during the final part of the 2006-2007 school tear; the results of that study found that the location warranted the need for a crossing guard at the school. All City Management Services (ACMS) is a private vendor that provides crossing guard services for several communities throughout California. This vendor also provides services for other schools in the Redlands Unified School District. ACMS is fully insured, accepts general liability, recruits, hires, equips and trains their Crossing Guards. ACMS will handle the day to day operations of providing a guard at this school location including both supervision and staffing for a rate that is very close to what the city is currently paying to manage the program through the Police department. The benefit to using ACMS is the better infrastructure in place to substitute guards when needed for constant staffing, closer supervision and liability protection. ACMS is the only company that was found in Southern California to provide these specific services. ACMS has provided a quote to the Police Department to provide one guard position at a rate of$14.28 an hour at 4 hours per day. This rate is competitive to what the department is paying to provide these services (not including administrative costs). These positions are sometimes difficult to fill and even more difficult to maintain a substitution list; therefore, some schools are at times without an active crossing guard. The use of ACMS 12-- 9-'0 g ,Q P would likely alleviate this problem and they guarantee that they will be able to fill the position at this competitive rate. This matter requires that the City of San Bernardino enter into a Memorandum of Understanding (MOU) with All City Management Services and with the Redlands Unified School District(separate MOU's)to provide these services. FINANCIAL IMPACT The Police Department's adopted budget for FY 2009/2010 includes $401,200 for crossing guard services (Account #001-217-5014 / Part Time Salaries). The cost for the service at Victoria Elementary School is anticipated to be $10,281.60. Projected revenues arising from reimbursements from the Redlands Unified School District are anticipated to be $5,140.80 (Revenue account #001-000-4740 / Miscellaneous Police Receipts), for a net cost to the city of$5,140.80. Crossing Guard services are normally paid from the Part Time Salaries account(001-217- 5014). It will be necessary to transfer $10281.60 from the Part Time Salaries account to account #001-217-5505 (Other Professional Services) to pay the outside vendor. The Redlands Unified School District will then reimburse the City half of the actual expenses, approximately $5,140.80 in accordance with the agreement between the Redlands Unified School District and the City of San Bernardino. RECOMMENDATIONS 1. Adopt Resolutions. AMENDMENT NO. 2 TO THE CROSSING GUARD SERVICES /?07 ?12��" 4 BETWEEN THE CITY OF SAN BERNARDINO AND ALL CITY SERVICES This Agreement is made and entered into this_day of between All City Management Services, hereinafter referred to as the "Vel place of business at 1749 S. La Cienega Blvd., Los Angeles California 900-3.), allu LlLV Bernardino—Police Department, hereinafter referred to as the"City"having a business address at 710 North `D' Street, San Bernardino, California 92401. WHEREAS, the City and All City Management Services previously entered into an Agreement to provide crossing guard services to Victoria elementary School, which was approved by the City's Mayor and Council on January 10, 2008,by Resolution No. 2008-11; and, WHEREAS,the parties wish to amend Paragraphs I and V; NOW,THEREFORE,the parties agree to amend the Agreement as follows: I. TERM OF AGREEMENT A. This Agreement is effective beginning July 1, 2009, and continuing through June 30, 2010. The school year is from July 1 to June 30 of each succeeding year. B. This Agreement may be terminated at any time by thirty (30) days written notice by either party. The terms of this Agreement shall remain in force unless mutually amended. The duration of this Agreement may be extended with the written consent of both parties. V. CITY'S FEE AND PAYMENT THEREOF A. The actual costs of the services for the 2009-2010 school year are estimated to be $10,300.00. The cost for the crossing guards is estimated to be $14.28 per hour, including benefits, 4 hours per day, 180 school days. Invoices are submitted quarterly(three months). All other terms and conditions will remain the same. IN WITNESS THEREOF,the parties have executed this Agreement as set forth below. Dated: 12009 Dated: , 2009 CITY OF SAN BERNARDINO ALL CITY MANAGEMENT SERVICES By: Charles McNeely-City Manager Approved as to Form JAMES F. ENMAN, City Attorney By: // / 1 1 RESOLUTION NO. 2 RESOLUTION BY THE MAYOR AND COMMON COUNCIL TO EXECUTE 3 AMENDMENT NO. 2 TO THE AGREEMENT WITH THE REDLANDS UNIFIED SCHOOL DISTRICT TO EQUALLY SHARE THE COST OF CROSSING GUARD 4 SERVICE AT VICTORIA ELEMENTARY SCHOOL. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 7 SECTION 1. The City Manager is hereby authorized and directed to execute 8 Amendment No. 2 to the Agreement with the Redlands Unified School District for FY 2009/10. 9 approved January 10, 2008, by Resolution No. 2008-11, to share the cost of a crossing guard at 10 Victoria Elementary School in the City of San Bernardino, a copy of which is attached hereto II &A as Exhibit "A," and incorporated herein by this reference. 12 SECTION 2. The authorization to execute the above referenced Agreement is 13 rescinded if it is not executed within sixty (60) days of the passage of this Resolution. 14 15 16 17 /// 18 /// 19 HI 20 21 22 23 24 25 26 27 7_0 28 a-0 1 RESOLUTION BY THE MAYOR AND COMMON COUNCIL TO EXECUTE AMENDMENT NO. 2 TO THE AGREEMENT WITH THE REDLANDS UNIFIED 2 SCHOOL DISTRICT TO EQUALLY SHARE THE COST OF CROSSING GUARD SERVICE AT VICTORIA ELEMENTARY SCHOOL. 3 4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meetincy thereof. 6 7 held on the day of 2009. by the following vote. to wit: 8 Council Members Aves Nays Abstain Absent 9 ESTRADA 10 BAXTER 1 j BRINKER 12 SHORETT 13 KELLEY 14 15 JOHNSON 16 McCAMMACK 17 18 City Clerk 19 The foregoing resolution is hereby approved this day of 2009. 20 21 22 Patrick J. Morris, Mayor City of San Bernardino 23 Approve as to fo 24 6� ` J e . Penm n, City Attorney 25 26 27 28 AMENDMENT NO.2 TO THE CROSSING GUARD SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND THE REDLANDS UNIFIED SCHOOL DISTRICT This Agreement is made and entered into this _ day of 2009 by and between the Redlands Unified School District, hereinafter referred to as the "District" with its principal place of business at 20 West Lugonia Avenue, Redlands, California 92373, and the City of San Bernardino Police Department, hereinafter referred to as the "City" having a business address at 710 North `D' Street, San Bernardino, California 92401. WHEREAS, the City and the District previously entered into an Agreement to provide crossing guard services to Victoria elementary School, which was approved by the City's Mayor and Council on January 10, 2008, by Resolution No. 2008-11: and, WHEREAS, the parties wish to amend Paragraphs I and V: NOW,THEREFORE, the parties agree to amend the Agreement as follows: 1. TERM OF AGREEMENT A. This Agreement is effective beginning July 1, 2009, and continuing through June 30, 2010. The school year is from July 1 to June 30 of each succeeding year. V. CITY'S FEE AND PAYMENT THEREOF .,e A. The actual costs of the services for the 2009-2010 school vear are estimated to be $10,300.00. In accordance with the negotiation with the City, the District agrees to compensate the City, for one-half of the costs of services rendered to accomplish the results required hereunder, in a total amount not to exceed $5,150.00. The cost for the crossing guards is an estimated cost of $14.28 per hour, including benefits, 4 hours per day, 180 school days. Invoices are submitted quarterly(three months). All other terms and conditions will remain the same. IN WITNESS THEREOF,the parties have executed this Agreement as set forth below. Dated: . 2009 Dated: 2009 CITY OF SAN BERNARDINO REDLANDS UNIFIED SCHOOL DISTRICT Charles McNeely-City Manager Vincent Christakos, Assistant Superintendent Business Services Division Approved as to Form JAMES F. PENMAN, City Attorney By: i AMENDMENT NO. 2 TO THE CROSSING GUARD SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND ALL CITY MANAGEMENT SERVICES This Agreement is made and entered into this _ day of 2009 by and between All City Management Services, hereinafter referred to as the "Vendor" with its principal place of business at 1749 S. La Cienega Blvd., Los Angeles California 90035, and the City of San Bernardino—Police Department, hereinafter referred to as the "City" having a business address at 710 North `D' Street, San Bernardino, California 92401. WHEREAS, the City and All City Management Services previously entered into an Agreement to provide crossing guard services to Victoria elementary School, which was approved by the City's Mayor and Council on January 10, 2008, by Resolution No. 2008-11; and, WHEREAS, the parties wish to amend Paragraphs I and V; NOW,THEREFORE, the parties agree to amend the Agreement as follows: I. TERM OF AGREEMENT A. This Agreement is effective beginning July 1, 2009, and continuing through June 30, 2010. The school year is from July 1 to June 30 of each succeeding year. B. This Agreement may be terminated at any time by thirty (30) days written notice by either party. The terms of this Agreement shall remain in force unless mutually amended. The duration of this Agreement may be extended with the written consent of both parties. V. CITY'S FEE AND PAYMENT THEREOF A. The actual costs of the services for the 2009-2010 school year are estimated to be $10,300.00. The cost for the crossing guards is estimated to be $14.28 per hour, including benefits, 4 hours per day, 180 school days. Invoices are submitted quarterly(three months). All other terms and conditions will remain the same. IN WITNESS THEREOF,the parties have executed this Agreement as set forth below. Dated: 2009 Dated: . 2009 CITY OF SAN BERNARDINO ALL CITY MANAGEMENT SERVICES By: Charles McNeely-City Manager Approved as to Form JAMES F. PENMAN, City Attorney By: AMENDMENT NO. 2 TO THE CROSSING GUARD SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND THE REDLANDS UNIFIED ' SCHOOL DISTRICT This Agreement is made and entered into this_ day of 2009 by and between the Redlands Unified School District, hereinafter referred to as the "District" with its principal place of business at 20 West Lugonia Avenue, Redlands, California 92373, and the City of San Bernardino Police Department, hereinafter referred to as the "City" having a business address at 710 North `D' Street, San Bernardino, California 92401. WHEREAS, the City and the District previously entered into an Agreement to provide crossing guard services to Victoria elementary School, which was approved by the City's Mayor and Council on January 10, 2008,by Resolution No. 2008-11; and, WHEREAS, the parties wish to amend Paragraphs I and V; NOW,THEREFORE, the parties agree to amend the Agreement as follows: I. TERM OF AGREEMENT A. This Agreement is effective beginning July 1, 2009, and continuing through June 30, 2010. The school year is from July 1 to June 30 of each succeeding year. V. CITY'S FEE AND PAYMENT THEREOF A. The actual costs of the services for the 2009-2010 school year are estimated to be $10,300.00. In accordance with the negotiation with the City, the District agrees to compensate the City for one-half of the costs of services rendered to accomplish the results required hereunder, in a total amount not to exceed $5,150.00. The cost for the crossing guards is an estimated cost of $14.28 per hour,including benefits,4 hours per day, 180 school days. Invoices are submitted quarterly(three months). All other terns and conditions will remain the same. IN WITNESS THEREOF,the parties have executed this Agreement as set forth below. Dated: , 2009 Dated: , 2009 CITY OF SAN BERNARDINO REDLANDS UNIFIED SCHOOL DISTRICT Charles McNeely-City Manager Vincent Christakos,Assistant Superintendent Business Services Division Approved as o Form JAMES F E , City Attorney By: CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Keith L. Kilmer, Chief of Police Subject: Resolution by the Mayo n Common Council to enter irate=�a c c or Dept: Police Department Crossing Guard Services with All City Management Services for a crossing guard Date: November 24, 2009 position at Victoria Elementary School (Redlands Unified School District) and to enter into an Agreement with the Redlands Unified School District to equally share the cost of this crossing guard service. Meeting Date: December 7, 2009 Synopsis of Previous Council Action Resolution# 2009-27, adopted February 19,2009, School Crossing Guard Program- All City Mgt. Resolution# 2008-10, adopted January 10, 2008,School Crossing Guard Program- All City Mgt. Resolution# 2008-11, adopted January 10, 2008,School Crossing Guard Program- Redlands. Resolution# 2008-402,adopted October 20, 2008, School Crossing Guard Program- Redlands. Recommended Motion: 1. Adopt Resolution KEITH L. KILMER, CHIEF OF POLICE Contact person: Jill Fonzi 388-4830 Supporting data attached: Yes Ward: 3 FUNDING REQUIREMENTS: Amount: $5,150 net cost Source: 001-217-5505 - $10,300 cost 001-000-4740 - $5,150 revenue Council Notes: Finance Agenda Item No. �l 7 10q CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution by the Mayor and Common Council to enter into a contract for Crossing Guard Services with All City Management Services for a crossing guard position at Victoria Elementary School (Redlands Unified School District) and to enter into an Agreement with the Redlands Unified School District to equally share the cost of this crossing guard service, and transferring funds from Account 001-217-5014 (Part Time Salaries) to Account 001-217-5505 (Other Professional Services) to pay for the services rendered. BACKGROUND The Police Department—Traffic Unit currently manages all crossing guards in the City of San Bernardino for the San Bernardino Unified School District elementary schools (38 positions). The cost of services is shared between the City of San Bernardino and the San Bernardino Unified School District(50% each). Victoria Elementary School is located at 1505 S. Richardson Avenue in San Bernardino. Although this school is located within the city limits of San Bernardino it is a Redlands Unified School District school. Redlands Unified School District requested that a crossing guard be placed at the school location because of increased traffic and a concern for child safety before and after school. A survey was conducted by the Traffic Engineering Department during the final part of the 2006-2007 school tear; the results of that study found that the location warranted the need for a crossing guard at the school. All City Management Services (ACMS) is a private vendor that provides crossing guard services for several communities throughout California. This vendor also provides services for other schools in the Redlands Unified School District. ACMS is fully insured, accepts general liability, recruits, hires, equips and trains their Crossing Guards. ACMS will handle the day to day operations of providing a guard at this school location including both supervision and staffing for a rate that is very close to what the city is currently paying to manage the program through the Police department. The benefit to using ACMS is the better infrastructure in place to substitute guards when needed for constant staffing, closer supervision and liability protection. ACMS is the only company that was found in Southern California to provide these specific services. ACMS has provided a quote to the Police Department to provide one guard position at a rate of$14.28 an hour at 4 hours per day. This rate is competitive to what the department is paying to provide these services (not including administrative costs). These positions are sometimes difficult to fill and even more difficult to maintain a substitution list; therefore, some schools are at times without an active crossing guard. The use of ACMS �as would likely alleviate this problem and they guarantee that they will be able to fill the position at this competitive rate. This matter requires that the City of San Bernardino enter into a Memorandum of Understanding (MOU) with All City Management Services and with the Redlands Unified School District(separate MOU's) to provide these services. FINANCIAL IMPACT The Police Department's adopted budget for FY 2009/2010 includes $401,200 for crossing guard services (Account #001-217-5014 / Part Time Salaries). The cost for the service at Victoria Elementary School is anticipated to be $10,281.60. Projected revenues arising from reimbursements from the Redlands Unified School District are anticipated to be $5,140.80 (Revenue account #001-000-4740 / Miscellaneous Police Receipts), for a net cost to the city of$5,140.80. Crossing Guard services are normally paid from the Part Time Salaries account (001-217- 5014). It will be necessary to transfer $10281.60 from the Part Time Salaries account to account #001-217-5505 (Other Professional Services) to pay the outside vendor. The Redlands Unified School District will then reimburse the City half of the actual expenses, approximately $5,140.80 in accordance with the 'agreement between the Redlands Unified School District and the City of5an Bernardino. RECOMMENDATIONS 1. Adopt Resolutions.