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  Agenda Item   30.    
City Council Meeting
Meeting Date: 07/20/2021  
FROM: Bill Gallardo

Subject:
Non-Professional Services Agreement with All City Management Services to Provide Crossing Guard Services
RECOMMENDATION
  1. Award contract to All City Management Services in an amount not-to-exceed $55,193.00 for as-needed Crossing Guard Services;
  2. Authorize the City Manager to execute the agreement; and,
  3. Authorize the City Manager to approve contract extensions.
BACKGROUND/DISCUSSION
From September 1998 to July 2021, the City of Brea contracted with All City Management Services, Inc. (All City) to provide crossing guard services at various school crossing locations throughout the City. All City was required to recruit, train, and manage employees, which included background checks, drug screenings, providing equipment and furnishing regular reports to the Brea Police Department. The contract provided for up to 3,150 hours of crossing guard services each year, and the City paid only for hours used. Throughout the life of the agreement, the service hours had grown from 1,710 to 3,150 per year, and the cost from $17,793 to $67,189.50 ($21.33 per hour) due to the increase in hours and increases in wages. Because of these significant increases, and after reviewing the existing contract’s service requirements, at the time of contract renewal in 2020, the Police Department determined it prudent to solicit additional qualified vendors through a request for proposals (RFP) process. Due to the impact of COVID-19 on school operations for the 2020-21 school year, it was determined that a postponement was necessary and a term date of July 31, 2021 was negotiated with All City so that the RFP process could be completed prior to the start of the 2021-2022 school year. On June 10, 2021, staff issued an RFP for crossing guard services. The City received three proposals from the following firms: All City Management Services American Guard Services Cross Safe The proposals were reviewed and rated based on the firms’ relevant qualifications, responsiveness and thoroughness of their proposal, training programs, implementation plan, experience of key personnel, experience working with other public agencies, references, and proposed pricing. All City Management Services submitted the most responsive, comprehensive and cost-effective proposal and was determined to be the most qualified based on the above criteria. From September 1998 to July 2021, the City of Brea contracted with All City Management Services, Inc. (All City) to provide crossing guard services at various school crossing locations throughout the City. All City was required to recruit, train, and manage employees, which included background checks, drug screenings, providing equipment and furnishing regular reports to the Brea Police Department. The contract provided for up to 3,150 hours of crossing guard services each year, and the City paid only for hours used. Throughout the life of the agreement, the service hours had grown from 1,710 to 3,150 per year, and the cost from $17,793 to $67,189.50 ($21.33 per hour) due to the increase in hours and increases in wages. Because of these significant increases, and after reviewing the existing contract’s service requirements, at the time of contract renewal in 2020, the Police Department determined it prudent to solicit additional qualified vendors through a request for proposals (RFP) process. Due to the impact of COVID-19 on school operations for the 2020-21 school year, it was determined that a postponement was necessary and a term date of July 31, 2021 was negotiated with All City so that the RFP process could be completed prior to the start of the 2021-2022 school year. On June 10, 2021, staff issued an RFP for crossing guard services. The City received three proposals from the following firms: All City Management Services American Guard Services Cross Safe The proposals were reviewed and rated based on the firms’ relevant qualifications, responsiveness and thoroughness of their proposal, training programs, implementation plan, experience of key personnel, experience working with other public agencies, references, and proposed pricing. All City Management Services submitted the most responsive, comprehensive and cost-effective proposal and was determined to be the most qualified based on the above criteria.
COMMISSION/COMMITTEE RECOMMENDATION
The Finance Committee reviewed this item at their July 13, 2021 meeting and recommended it for City Council approval.
FISCAL IMPACT/SUMMARY
The proposed not-to-exceed cost for crossing guard services is $55,193.00 for the 2021-22 school year, which represents a decrease to All City's 2020-21 school year rate ($67,189.50) of approximately 19.6%. There are four possible one-year extensions, with the following proposed annual costs: 2022-23, $57,983.00 2023-24, $61,763.00 2024-25, $61,763.00 2025-26, $66,353.00 The Fiscal Year 2021-22 budget has sufficient funding available in the Police Department’s Traffic account (110-21-2132-4249) for crossing guard services.
RESPECTFULLY SUBMITTED:
William Gallardo, City Manager
Prepared by:
Concurrence:
 
Attachments
Agreement

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