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Home My WebLink About2017-08-22; City Council; ; Adopt a resolution approving a fourth amendment of an agreement between the City of Carlsbad and Patrol Masters Inc, for additional school crossing guard services and extension for another year#8 CA Review IA,(....-. CITY COUNC I L Staff Report Meeting Date: To: From: Staff Contact: Subject: 8/22/17 Mayor and City Council Kevin Crawford, City Manager Cindy Anderson, Senior Management Analyst Cindy.Anderson@carlsbadca.gov or 760-931-2170 Adopt a resolution approving a fourth amendment of an agreement between the City of Carlsbad and Patrol Masters Inc, for additional school crossing guard services and extension for another year. Recommended Action Adopt a resolution approving a fourth amendment of an agreement between the City of Carlsbad and Patrol Masters Inc., for additional school crossing guard services and an extension for another year. Executive Summary The contract will extend the agreement between the City of Carlsbad and Patrol Masters, Inc. by one year and add two additional crossing guards to the intersection of College Blvd/Tamarack South Ave and Hidden Valley Rd/Lighthouse Rd. The additional crossing guard locations are based on a recommendation from the city traffic engineers. Discussion The city entered into an original contract for adult crossing guard services with Patrol Masters, Inc. on August 25, 2015 to provide crossing guard services at 22 locations. This contract was in the amount of $167,953 for the period of August 25, 2015 through August 25, 2016, with the option to renew for three additional one-year periods. Three subsequent amendments to the contract were approved by the City Manager as described in the following table: Amendment No. Date Scope of Services Summary 1 January 6, 2016 Added crossing guards at four locations 2 October 13, 2016 Agreement of Extension for a period of one year ending August 25, 2017 and adding crossing guards at one additional location 3 March 9, 2017 Add one additional location at Poinsettia Ln/Melrose Drive for a total annual contract of $208,945 As a fourth amendment, staff has received requests for the city to provide funding for two additional adult crossing guards at the intersections of College Blvd/Tamarack South Ave, serving the Calavera Hills Elementary School, and Hidden Valley Rd/Lighthouse Rd, serving the Pacific Rim Elementary School. There is currently one guard at Calavera Hills Elementary School and two guards at Pacific Rim Elementary School. Traffic Engineering has evaluated this location Page 135 based upon criteria contained in the Caltrans Traffic Manual for Adult Crossing Guard warrants and recommends that two adult crossing guard be provided by the city at the location. Fiscal Analysis The yearly amount for one crossing guard is $7,634.20, which includes the 38 weeks in the school year. The new annual contract amount is $229,035 with funding approved by the city council in the FY17 budget. Next Steps If the Council approves the resolution, Amendment No. 4 will be signed by the Mayor, thus renewing the Agreement between the City and Patrol Masters, Inc. Two additional crossing guards will be staffed at the intersections of College Blvd/Tamarack South Ave and Hidden Valley Rd/Lighthouse Rd. Environmental Evaluation (CEQA) Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing at least 72 hours prior to the scheduled meeting date. Exhibits 1. Resolution approving a fourth amendment of an agreement between the City of Carlsbad and Patrol Masters Inc., for additional school crossing guard services and an extension for another year. 2. School site schedule Page 136 RESOLUTION NO. 2017-167 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A FOURTH AMENDMENT OF AN AGREEMENT BETWEEN THE CITY OF CARLSBAD AND PATROL MASTERS, INC., FOR ADDITIONAL SCHOOL CROSSING GUARD SERVICES AND AN EXTENSION FOR ONE YEAR. WHEREAS, the city first entered into an agreement with Patrol Masters, Inc. on August 25, 2015 to provide crossing guard services at 22 locations; and WHEREAS, Amendment No. 1 to the agreement was approved by the City Manager on January 6, 2016 to add additional crossing guards at four locations; and WHEREAS, an Amendment No. 2 to the Agreement was approved by the City Manager for an extension period of one year and adding one crossing guard at one location; and WHEREAS, Amendment No. 3 to the agreement was approved by the City Manager on March 9, 2017 to add one additional crossing guard at one location; and WHEREAS, it is necessary and desirable to amend said agreement to extend by another year and add two additional locations for adult crossing guard services; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the Amendment No. 4 and Extension to the Agreement (Attachment A) for crossing guard services attached hereto between the City of Carlsbad and Patrol Masters, Inc. is hereby approved. 3. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute said agreement for and on behalf of the City of Carlsbad, California. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 22nd day of August, 2017, by the following vote, to wit: AYES: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. NOES: None. ABSENT: None. AMENDMENT NO. 4 TO EXTEND AND AMEND AGREEMENT FOR SCHOOL ADULT CROSSING GUARD SERVICES PATROL MASTERS INCORPORATED This Amendment No. 4 is entered into as of the ::23Yc:l day of August 2017, extending and amending the agreement dated August 25, 2015 (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Patrol Masters, Incorporated, a corporation, ("Contractor") (collectively, the "Parties") for school adult crossing guard services. RECITALS A. On December 29, 2015, the Parties executed Amendment No. 1 to the Agreement to add four additional intersections for crossing guard services to the overall scope of services that Contractor was required to provide and increased Contractor's compensation from $167,953 to $189,650; and B. On October 13, 2016, the Parties executed a Ratification of Amendment No. 2 to the Agreement, extending the Agreement to August 25, 2017, and adding one additional intersection for crossing guard services to the overall scope of services and increased Contractor's compensation from $189,650 to $206,132.40; and C. On March 9, 2017, the Parties executed Amendment No. 3 to the Agreement to add two additional intersections for crossing guard services to the overall scope of services that Contractor was required to provide and increased Contractor's compensation from $206,132.40 to $208,945; and D. The Parties desire to continue the scope of services, as amended on No. 4 to the Agreement, for another year term from August 25, 2017 to August 25, 2018, adding two additional intersections for crossing guard services to the overall scope of services and increased Contractor's compensation from $206,132.40 to $229,035; and E. The Parties have negotiated and agreed to a revised fee schedule, which is attached to and incorporated herein by this reference as Exhibit "A," Fee Schedule. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. The extension and amendment of the Agreement is ratified. 2. Contractor will continue to provide those services contained in the Agreement and Amendment No. 2, With this ratification to extend and amend, the total annual Agreement amount shall not exceed two hundred twenty nine thousand, thirty five dollars and no cents ($229,035). 3. City will pay Contractor for all work associated with those services described herein on a time and materials basis, not-to-exceed two hundred twenty nine thousand, thirty five dollars and no cents ($229,035). Contractor will provide City, on a monthly basis, copies of invoices City Attorney Approved Version 1 /30/13 sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 5. The Agreement, as amended, is hereby extended for another year, beginning on August 25, 2017 and concluding on August 25, 2018. 6. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 7. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. Ill Ill Ill Ill /II Ill /II /II Ill /II Ill 2 City Attorney Approved Version 1 /30/13 8. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this amendment. CONTRACTOR By: (sign here) Sammy Ahmad/Director of Business DevelopmenUQuality Assurance (print name/title) By: (sign here) (print name/title) CITY OF CARLSBAD, a municipal ~:rporatio~alifornia ~nage, or Mayor or Director If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney By:_t!~lA.J~L:_:....__ Assistant City Attorney City Attorney Approved Version 1 /30/13 3 Exhibit B -SCHEDULE SCHOOL LOCATION REGULAR HOURS Aviara Oaks Elementarv Ambrosia Lane/Aviara Parkwav 7:45 AM -8:15 AM and 2:30 PM -3:00 PM Ambrosia Lane/Conoso Way 7:45 AM -8:15 AM and 2:30 PM -3:00 PM Buena Vista Elementarv Pio Pico Drive/La Flores Drive 7:45 AM - 8:15 AM and 2:25 PM -2:55 PM Calavera Hills Elementary Colleae Boulevard/Tamarack Avenue 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Colleae Boulevard/Tamarack S. Avenue 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Carrillo Elementarv Poinsettia Lane/Melrose Drive 8:15 AM -8:45 AM and 3:10 PM-3:40 PM Poinsettia Lane/Melrose Drive 8:15 AM -8:45 AM and 3:10 PM-3:40 PM Poinsettia Lane/Paseo Escuelo 8:15 AM -8:45 AM and 3:10 PM-3:40 PM Poinsettia Lane/Paseo Escuelo 8:15 AM -8:45 AM and 3:10 PM-3:40 PM El Camino Creek Elementarv Paseo Aliso/Calle Barcelona 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Paseo Aliso/Calle Barcelona 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Paseo Aliso/Paseo Tulioero 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Hope Elementarv Tamarack Avenue/Carlsbad Villaae Drive 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Tamarack Avenue/Chatham Road 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Tamarack Avenue/Wilshire Avenue 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Jefferson Elementarv Jefferson StreeUCarol Place 7:45 AM -8:15 AM and 2:35 PM -3:05 PM Kellv Elementarv Tamarack Avenue/El Camino Real 7:30 AM -8:00 AM and 2:30 PM -3:00 PM Kellv Drive/ Hillside Avenue 7:30 AM -8:00 AM and 2:30 PM -3:00 PM La Costa Heiahts Elementarv Levante StreeURomeria Street 7:30 AM -8:00 AM and 2:20 PM -2:50 PM La Costa Meadows Elementary El Fuerte StreeUCorintia Street 8:15 AM - 8:45 AM and 3:10 PM-3:40 PM Maanolia Elementarv Monroe StreeUChestnut Avenue 7:30 AM -8:00 AM and 2:50 PM -3:20 PM Monroe StreeUMaanolia Avenue 7:30 AM -8:00 AM and 2:50 PM -3:20 PM Maanolia StreeWallev Street 7:30 AM -8:00 AM and 2:50 PM -3:20 PM Mission Estancia Elementary Calle Barcelona/Calle San Felipe 7:30 AM -8:00 AM and 2:20 PM - 2:50 PM Olivenhain Pioneer Elementarv Calle Acervo/School Entrance Onlv Drivewav 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Calle Acervo/east exit 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Calle Acervo/Rancho Santa Fe Road 7:30 AM -8:00 AM and 2:20 PM -2:50 PM Pacific Rim Elementary Camino De Las Ondas/Hidden Valley Road 7:45 AM -8:15 AM and 2:35 PM -3:05 PM Camino De Las Ondas/Alderwood Drive 7:45 AM -8:15 AM and 2:35 PM -3:05 PM Hidden Valley Rd/liahthouse Rd 7:45 AM -8:15 AM and 2:35 PM -3:05 PM HOURS BILLED MINIMUM DAY HOURS PER SCHOOL DAY Thursdav 1 :35 PM -2:05 PM 2 Thursday 1 :35 PM -2:05 PM 2 Thursdav 1 :35 PM -2:05 PM 2 Thursday 1 :25 PM -1 :55 PM 2 Thursdav 1 :25 PM -1 :55 PM 2 Wednesday 2:10 PM -2:40 PM 2 Wednesday 2:10 PM -2:40 PM 2 Wednesdav 2:1 O PM -2:40 PM 2 Wednesday 2:10 PM -2:40 PM 2 Fridav 12:45 PM-1:15 PM 2 Friday 12:45 PM-1:15 PM 2 Fridav 12:45 PM -1 :15 PM 2 Thursdav 1 :25 PM -1 :55 PM 2 Thursdav 1 :25 PM -1 :55 PM 2 Thursday 1 :25 PM -1 :55 PM 2 Thursday 1 :30 PM -2:00 PM 2 Thursdav 1 :30 PM -2:00 PM 2 Thursday 1 :30 PM -2:00 PM 2 Fridav 12:45 PM-1:15 PM 2 Wednesday 2:10 PM -2:40 PM 2 Thursdav 1 :30 PM -2:00 PM 2 Thursdav 1 :30 PM -2:00 PM 2 Thursdav 1 :30 PM -2:00 PM 2 Thursday 1 :30 PM -2:00 PM 2 Fridav 12:45 PM -1 :15 PM 2 Fridav 12:45 PM -1 :15 PM 2 Friday 12:45 PM - 1 :15 PM 2 Thursdav 1 :30 PM -2:00 PM 2 Thursday 1 :30 PM -2:00 PM 2 Thursdav 1 :30 PM -2:00 PM 2 TOTAL EST. HOURS PER DAY: 58 WEEKS BILLED PER WEEKLY COST PER SCHOOL YEAR SCHOOL 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 38 $200.90 Total EST. Annual Cost: COST PER SCHOOL $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,643.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $7,634.20 $229,035.00 m >< :::c: OJ ::::j N Page 142