TO: ADAM PIRRIE, CITY MANAGER
FROM: AARON FATE, POLICE CHIEF
DATE: MAY 28, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH ALL CITY MANAGEMENT SERVICES FOR CROSSING GUARD SERVICES (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
The City is dedicated to ensuring the safety of children traveling to and from school. In past years, the Police Department was responsible for the hiring, staffing, training, equipping, and supervising the hourly crossing guards. Due to the amount of staff time required to handle all the associated responsibilities, as well as the number of hours required to fill vacant positions by other Police Department personnel, staff explored alternative options. Consequently, the City Council approved contracting out the crossing guard program during the 2020-2021 budget process. The cost of the proposed crossing guard contract renewal will be included in the proposed 2024-25 Police Department budget.
Staff recommends entering into a one-year contract with All City Management Services (ACMS) in an amount not to exceed $115,236 for crossing guard services.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into a one-year agreement with All City Management Services for crossing guard services, effective July 1, 2024, in an amount not-to-exceed $115,236.
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ALTERNATIVES TO RECOMMENDATION
In addition to the staff recommendation, there are the following alternatives:
A. Reject the staff recommendation.
B. Delay the staff recommendation and request additional information.
FINANCIAL REVIEW
The cost of the contract with ACMS is $115,236 and will be included in the 2024-25 Police Department budget.
The maximum cost of the contract is based upon a projected 3,600 hours of service at a rate of thirty-two dollars and one cent ($32.01) per hour, per crossing guard.
ACMS will invoice for service every two weeks. Included in the invoice is a work summary, which details each site, each day, and the hours worked at that site. The City of Claremont would only be billed for crossing guard services rendered on designated “school days” unless otherwise requested by the City.
The staff cost to prepare this report is estimated at $823 and is included in the operating budget of the Police Department.
ANALYSIS
The City is dedicated to ensuring the safety of children traveling to and from school. In past years, the Police Department was responsible for the hiring, staffing, training, equipping, and supervising the hourly crossing guards. Due to the amount of staff time required to handle all the associated responsibilities as well as the number of hours required to fill vacant positions by other Police Department personnel, staff explored alternative options. Consequently, the City Council approved contracting out the crossing guard program during the budget process of 2020-21. The cost of the crossing guard contract renewal will be included in the proposed 2024-25 Police Department budget.
Currently, crossing guards operate at five designated school area crosswalks. When determining crossing guard locations, traffic-related factors are considered, such as number of pedestrians crossing, crossing location, traffic volume, traffic speed, and number of traffic lanes.
Staff recommends renewing a contract with ACMS, a specialist service provider in the crossing guard market. ACMS is a California-based corporation founded in 1985 and is the largest provider of school crossing guards. ACMS has been providing crossing guard service for 39 years, and has 311 programs in 22 states.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following: Council Priorities, General Plan, 2022-24 Budget, and Youth and Family Master Plan.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Aaron Fate
Police Chief