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HomeMy WebLinkAbout2019-10-08; City Council; ; Approval of an Agreement with Patrol Masters, Inc. for school crossing guard services in an amount not to exceed $368,352~ CITY COUNCIL ~ Staff Report Meeting Date: To: From: Staff Contact: Oct. 8, 2019 Mayor and City Council Scott Chadwick, City Manager Cindy Anderson, Senior Management Analyst cindy.anderson@carlsbadca.gov, 760-931-2170 CA Review we... Subject: Approval of an Agreement with Patrol Masters, Inc. for school crossing guard se rvices in an amount not to exceed $368,352. Recommended Action Adopt a Resolution approving an agreement with Patrol Masters, Inc. for school crossing guard services in an amount not to exceed $368,352. Executive Summary The city has provided school crossing guard services at several area schools under the supervision of the Police Department since 2000. This service covers 33 locations at 16 elementary and middle schools throughout the city. The current agreement, including three one-year extensions, expires on Oct. 6, 2019. A request for bids (Bid Number 20-01) for a new agreement was advertised in July 2019, resulting in receipt of two bids. Responsive bids were received from American Guard Services and Patrol Masters, Inc. After completing a best value evaluation, Patrol Masters, Inc. was selected as the best value for the city. The new agreement is for a one-year period, with the option for the City Manager to renew for three additional one-year periods. Pursuant to CMC Section 3.28.040(D)(l), the City Council shall be the awarding authority for any goods, services and/or professional services costing more than $100,000 per agreement year. Discussion The city's Traffic Engineering Division of Public Works evaluates school locations based on criteria contained in the California Manual on Uniform Traffic Control Devices (CA MUTCD), Section 7D .02 Adult Crossing Guards. Currently, there are 35 locations at 16 different schools where crossing guard services are recommended. The crossing guards are present at their dedicated locations in the mornings during school starting hours and in the afternoons during school release hours, and they adjust their schedules during minimum days. A full list of all locations is provided in Exhibit 2. Following a formal bidding process, the city previously contracted with Patrol Masters for school crossing guard services on August 25, 2015 for crossing guards at 22 locations October 8, 2019 Item #7 Page 1 of 15 throughout the city. The contract was extended for an additional three years. During this time, the contractor provided professional and reliable services with no reported incidents. Fiscal Analysis The vendor will bill the city at a rate of $25.99 per hour per location for 38 weeks of the school year. The total cost of the new contract is $368,352. The previous contract was $249,728 and that amount was funded in the adopted FY2019-20 budget. The remaining $118,624 will be requested as a carryforward to FY2019-20 using FY2018-19 General Fund budgetary savings. The increase in cost is due to an increase in the hourly rate by the contractor during the bidding process, as well as the addition of 12 locations as recommended by the Traffic Engineering Division between 2015 to 2019. The cost ofthe contract includes applicant screening, training, and equipment for the crossing guards. Next Steps A total amount of $118,624 will be carried forward from the FY2018-19 budget, and a purchase order will be opened to begin the purchasing process with the vendor in an amount not to exceed $368,352. Crossing guard services will continue without interruption. 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 review at least 72 hours prior to the scheduled meeting date. Exhibits 1. City Council Resolution 2. School site schedule October 8, 2019 Item #7 Page 2 of 15 RESOLUTION NO. 2019-198 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A ONE-YEAR CONTRACT WITH PATROL MASTERS, INC. IN AN AMOUNT NOT TO EXCEED $368,352 FOR ADULT CROSSING GUARD SERVICES. WHEREAS, the City Council of the City of Carlsbad, California has determined that it is in the public's interest to authorize the Police Department to enter into a one-year agreement with Patrol Masters, Inc. in an amount not to exceed $368,352 for adult crossing guard services; and WHEREAS, there are 35 locations at 16 elementary and middle schools throughout the city where Traffic Engineering has recommended adult crossing guard services; and WHEREAS, the crossing guards will be present at their dedicated locations in the mornings during school starting hours and in the afternoons during school release hours; and WHEREAS, the crossing guards will adjust their schedules during minimum days; and WHEREAS, the $368,352 cost of the agreement includes applicant screening, training, and equipment for the crossing guards; and WHEREAS, Patrol Masters, Inc. was selected following a formal bidding process; and WHEREAS, a total amount of $368,352 will be carried forward from the will be requested as a carryforward to FY 2019-20 using FY2018-19 General Fund budgetary savings; 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 Mayor is hereby authorized to execute the one-year agreement with Patrol Masters, Inc. for adult crossing guard services (Attachment A). 3. That the City Manager is hereby authorized to execute three additional one-year amendments to the contract. 4. The amount of the one-year agreement will not exceed $368,352. 5. A total amount of $118,624 will be carried forward from the FY2018-19 budget. October 8, 2019 Item #7 Page 3 of 15 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 8th day of October 2019, by the following vote, to wit: AYES: Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton. NAYS: None. ABSENT: None. 144(1 MATT HALL, Mayor (SEAL) October 8, 2019 Item #7 Page 4 of 15 AGREEMENT FOR SCHOOL ADULT CROSSING GUARD SERVICES PATROL MASTERS, INC. THIS AGREEMENT is made and entered into as of the ;)}st-day of Qc.fobe I , 2o_Jj_, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"}, and Patrol Masters Private Security, a corporation ("Contractor"). RECITALS A. City requires the professional services of a school adult crossing guard services contractor that is experienced in crossing guard services. 8. Contractor has the necessary experience in providing professional services and advice related to school adult crossing guard services. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services. Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one year from the date first above written. The City Manager may amend the Agreement to extend it for three additional one-year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be three sixty-eight thousand three hundred fifty-one dollars and fifty-five cents ($368,351.55). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not exceed three sixty-eight thousand three hundred fifty-one dollars and fifty-five cents ($368,351.55). per Agreement year. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". City Attorney Approved Version 6/12/18 October 8, 2019 Item #7 Page 5 of 15 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating City Attorney Approved Version 6/12/18 2 October 8, 2019 Item #7 Page 6 of 15 in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report. 10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an "occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. City Attorney Approved Version 6/12/18 3 October 8, 2019 Item #7 Page 7 of 15 10.5 Submission of Insurance Policies. City reserves the right to require, at any time, cocnplete and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City Name Christie Calderwood Title Lieutenant Department Police City of Carlsbad Address 2560 Orion Way Carlsbad, CA 92010 Phone No. (760) 931-2100 For Contractor Name Sammy Ahmad Title Director of Business Development/QA Address 1651 E. 4th St. Suite 150 Santa Ana, CA 92701 Phone No. (877) 648-0602 sammyahmad@patrolmasters.co Email m Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories. City Attorney Approved Version 6/12/18 4 October 8, 2019 Item #7 Page 8 of 15 YesD NoX 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten ( 10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. City Attorney Approved Version 6/12/18 5 October 8, 2019 Item #7 Page 9 of 15 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction· with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTION AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. 26. AUTHORITY The individuals executing this Agreement 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 Agreement. City Attorney Approved Version 6/12/18 6 October 8, 2019 Item #7 Page 10 of 15 CONTRACTOR By: (sign here) Sammy Ahmad, Director of Business Development/Quality Assurance CITY OF CARLSBAD, a municipal corporation of the State of California By: ATTEST: By: (sign here) ~-fltcdi2L 6(NY}n1 1•-~ Depvtj City Clerk C 10 (print name/title) 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: ::LIA A;;;J)~ity Attorney Assistant City AtWrney City Attorney Approved Version 6/12/18 7 Cler✓ October 8, 2019 Item #7 Page 11 of 15 EXHIBIT "A" GENERAL Contractor shall provide capable and reliable Adult Crossing Guards to assist elementary school pedestrians in crossing the street by providing gaps in traffic at school crossings where an engineering study has shown that adequate gaps need to be created, and where authorized by law. NOTIFICATION PROCEDURE Contractor shall act to insure an Adult Crossing Guard is present at all designated locations every day the associated school is in session. Contractor shall have in place a notification system for regular guards to use in order to report to the Contractor if they will be absent from their posts. In all cases, the Contractor shall assume responsibility that every post is manned at the predetermined times as set forth by this contract. RECRUITING PLAN Contractor shall establish and maintain a recruiting plan that will assure fully qualified backup guards are available for each position designated by this contract. APPLICANT SCREENING Contractor shall pre-screen applicants to determine the applicants' qualifications and suitability for the position. Applicants considered acceptable must be fingerprinted at the Carlsbad Police Department for a criminal history check through the FBI National Crime Information Center; State of California, Department of Justice including the Child Abuse Central Index. Applicants deemed to be unacceptable by the Chief of Police or his designee shall not be assigned by the Contractor as an Adult Crossing Guard. City shall accept or reject applicants for Adult Crossing Guard within a reasonable time after the applicant has been fingerprinted. Contractor shall be notified as to any person who did not meet the screening standards. TRAINING Contractor shall fully train each Adult Crossing Guard prior to a guard assuming their duties. Training standards shall be approved by the Chief of Police or his designee and shall include instruction on holding a hand held stop sign, where to stand while children cross, wearing of a reflective safety vest, use of any other issued equipment, and the procedures for reporting safety violations and actions to be taken in the event of an accident. EQUIPMENT The Contractor shall provide a safety vest or jacket and hand held stop sigh for use by each Adult Crossing Guard. The safety vest or Jacket will meet or exceed the most current American National Standard Institute or ANSI rating for traffic control. COMPENSATION Contractor shall comply with all state and federal requirements regarding payroll taxes, minimum wage, workers' compensation, unemployment compensation insurance, and fair employment practices. Additionally, Contractor shall handle all payroll responsibilities and be responsible for all workers' compensation claims presented by any employee hired by the Contractor as an Adult Crossing Guard. City shall pay Contractor in accordance with the terms of this contract. Contractor shall submit invoices monthly that state the hours worked at each location. City shall have the right to verify City Attorney Approved Version 6/12/18 8 October 8, 2019 Item #7 Page 12 of 15 the hours worked prior to payment. Payments will be made in accordance with RFB 15-09 based on a rate of $25.99 per hour per guard for hours actually worked. SCHOOL LIAISON Contractor shall establish a liaison with the school district(s) to monitor changes in school schedules. Contractor shall report these changes to the Chief of Police. ADULT CROSSING GUARD TIMES, DAYS, AND LOCATIONS See attached spreadsheet City Attorney Approved Version 6/12/18 9 October 8, 2019 Item #7 Page 13 of 15 N ..... :.0 ..c X LU Exhibit C -SCHEDULE -6 WEEK EXTENSION SCHOOL LOCATION REGULAR HOURS Aviara Oaks Elementary Ambrosia Lane/Aviara Parkway 7:45 AM -8:15 AM and 2:30 PM - 3:00 PM Ambrosia Lane/Conoso Wav 7:45 AM -8:15 AM and 2:30 PM - 3:00 PM Buena Vista Elementary Pio Pico Drive/La Flores Drive 7:45 AM -8:15 AM and 2:25 PM -2:55 PM Calavera Hills Elementarv Colleoe Boulevard/Tamarack Avenue 7:30 AM -8:00 AM and 2:20 PM · 2:50 PM Colleae Boulevard/Tamarack S. Avenue 7:35 AM· 8:05 AM and 2:20 PM· 3:05 PM Strata Drive/Contour Place 7:35 AM· 8:05 AM and 2:20 PM· 3:05 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 Elementary 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 · 6:00 AM and 2:20 PM· 2:50 PM Hope Elementarv Tamarack Avenue/Carlsbad Villa□e Drive 7:30 AM · 8:00 AM and 2:20 PM· 2:50 PM Tamarack Avenue/Chatham Road 7:30 AM • 6:00 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 Street/Carol 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 Kelly Drive/ Hlllside Avenue 7:30 AM -8:00 AM and 2:30 PM - 3:00 PM La Costa Heiahts Elementarv Levante Street/Romeria Street 7:30 AM· 8:00 AM and 2:20 PM· 2:50 PM La Costa Meadows Elementarv El Fuerte StreeUCorintia Street 8:15 AM -6:45 AM and 3:10 PM-3:40 PM Magnolia Elementary Monroe StreeUChestnut Avenue 7:20 AM -6:05 AM and 2:35 PM -3:05 PM Monroe StreeUMaanolia Avenue 7:20 AM· 8:05 AM and 2:35 PM c 3:05 PM Maonolia StreeWallev Street 7:20 AM -6:05 AM and 2:35 PM -3:05 PM Chestnut AveNallev Street 7:20 AM· 6:05 AM and 2:35 PM· 3:05 PM Maanolia Street/Hiahland Ave 7:20 AM - 6:05 AM and 2:35 PM -3:05 PM Mission Estancia Elementary Calle Barcelona/Calle San Felipe 7:15 AM -6:00 AM and 2:35 PM -3:05 PM Olivenhain Pioneer Elementarv Calle Acervo/School Entrance Onlv Drivewav 7:30 AM -6:00 AM and 2:20 PM -2:50 PM Calle Acervo/east exit 7:30 AM -6:00 AM and 2:20 PM -2:50 PM Calle Acervo/Rancho Santa Fe Road 7:30 AM -6:00 AM and 2:20 PM -2:50 PM Pacific Rim Elementarv Camino De Las Ondas/Hidden Valley Road 7:45 AM • 6: 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 Vallev Rd/Liahthouse Rd 7:45 AM -8:15 AM and 2:35 PM -3:05 PM Vallev Middle/Maanolla Elementarv Vallev St/Tamarack Ave 7:15 AM · 8:00 AM and 2:20 PM · 3:05 PM Valley St/Maanolia Ave 7:15 AM· 6:00 AM and 2:20 PM -2:50 PM ,;, ~ ·.••··"<,':' .'\ ¾. · >"'·'(i\ .• :: ,, ,\,,, ... ,.~,>itB~((J.::ti}t_?'/MtS'/ · '~ .,(,_',;,_;,{ :'J > .. x,-S':.. !:·'/• . .,, •t • ·•• ,\ x, " C. HOURS BILLED WEEKS BILLED PER WEEKLY COST PER ANNUAL COST MINIMUM DAY HOURS PER SCHOOL DAY SCHOOL YEAR SCHOOL PER SCHOOL Thursday 1 :35 PM -2:05 PM 2 38 $259.90 $9,876.20 Thursdav 1 :35 PM -2:05 PM 2 38 $259.90 $9,876.20 Thursday 1 :35 PM -2:05 PM 2 38 $259.90 $9,676.20 Thursdav 1 :25 PM • 1 :55 PM 2 38 $259.90 $9,876.20 Thursdav 1 :20 PM - 2:05 PM 2.5 38 $324.88 $12,345.25 Thursdav 1 :20 PM • 2:05 PM 2,5 38 $324.88 $12,345.25 Wednesdav 2:10 PM -2:40 PM 2.5 38 $324.88 $12,345.25 Wednesday 2:10 PM· 2:40 PM 2 38 $259.90 $9,676.20 Wednesdav 2:10 PM· 2:40 PM 2 38 $259.90 $7,634.20 Wednesdav 2:10 PM· 2:40 PM 2 38 $259.90 $7,643.20 Friday 12:45 PM -1:15 PM 2 38 $259.90 $9,876.20 Fridav 12:45 PM -1:15 PM 2 38 $259.90 $9,876.20 Fridav 12:45 PM -1:15 PM 2 36 $259.90 $9,676.20 Thursday 1 :25 PM • 1 :55 PM 2 38 $259.90 $9,876.20 Thursdav 1 :25 PM -1 :55 PM 2 36 $259.90 $9,676.20 Thursdav 1 :25 PM - 1 :55 PM 2 38 $259.90 $9,676.20 Thursdav 1 :30 PM - 2:00 PM 2 38 $259.90 $9,876.20 Thursdav 1 :30 PM· 2:00 PM 2 36 $259.90 $9,676.20 Thursday 1 :30 PM· 2:00 PM 2 38 $259.90 $9,676.20 Fridav 12:45 PM -1:15 PM 2 36 $259.90 $9,876.20 Wednesdav 2:10 PM -2:40 PM 2 38 $259.90 $9,876.20 Thursday 1 :35 PM -2:05 PM 2.5 36 $324.66 $12,345.25 Thursdav 1 :35 PM· 2:05 PM 2.5 38 $324.66 $12 345.25 'Thursdav 1 :35 PM -2:05 PM 2.5 36 $324.68 $12,345.25 Thursday 1 :35 PM· 2:05 PM 2.5 36 $324.66 $12,345.25 Thursdav 1 :35 PM -2:05 PM 2.5 38 $324.68 $12,345.25 Thursday 1 :30 PM - 2:00 PM 2 38 $259.90 $9,876.20 Fridav 12:45 PM-1:15 PM 2 36 $259.90 $9,676.20 Fridav 12:45 PM -1:15 PM 2 36 $259.90 $9,676.20 Fridav 12:45 PM -1:15 PM 2 38 $259.90 $9,676.20 Thursdav 1 :30 PM -2:00 PM 2 38 $259.90 $9,676.20 Thursday 1 :30 PM -2:00 PM 2 38 $259.90 $9,676.20 Thursdav 1 :30 PM - 2:00 PM 2 38 $259.90 $9,876.20 Thursdav 1 :35 PM • 2:50 PM 3 36 $389.65 $1 4,614.30 Thursday 1 :35 PM -2:50 PM 2.5 38 $324.66 $12,345.25 ?./'" . •)' w••~'.!1;{'..; '. ,,, ..... /;\;, •,:,r\d,,'i\o,,:-TOTAL EST. HOURS PER DAY: 75.S ,v .\ '.J<>ijl. E~T-A~nllil! (i~;t:t · '; $36&,361,61' October 8, 2019 Item #7 Page 14 of 15 All Receive -Agenda Item # -=f- For the Information of the: pTY COUNCIL Date)'ir / l'l CA ___,f_ CC :!._ CM coo ✓ DCM (3) ✓ - - - Oct. 8, 2019 Council Memorandum To: From: Via: Honorable Mayor Hall and Members of the City Council Cindy Anderson, Senior Management A'll~ Elaine Lu key, Chief Operations Officer -v- {city of Carlsbad Re: Additional Materials Related to Staff Report Item No. 7 -Approve Agreement with Patrol Masters, Inc. This memorandum provides an update to Agenda Item No. 7 for the City Council meeting on Oct. 8, 2019. The first paragraph of the Executive Summary should be amended as follows: The city has provided school crossing guard services at several area schools under the supervision of the Police Department since 2000. This service covers~ 35 locations at 16 elementary and middle schools throughout the city. The current agreement, including three one-year extensions, expires on Oct. 6, 2019. A request for bids (Bid Number 20-01) for a new agreement was advertised in July 2019, resulting in receipt of two bids. Responsive bids were received from American Guard Services and Patrol Masters, Inc. After completing a best value evaluation, Patrol Masters, Inc. was selected as the best value for the city. The second paragraph of the Fiscal Analysis should be amended as follows: The increase in cost is due to an increase in the hourly rate by the contractor during the bidding process, as well as the addition of~ 13 locations as recommended by the Traffic Engineering Division between 2015 to 2019. The cost of the contract includes applicant screening, training, and equipment for the crossing guards. cc: Scott Chadwick, City Manager Celia Brewer, City Attorney Kristina Ray, Communications Manager Sheila Cobian, City Clerk Services Manager Police Department Public Safety & Service Center I 2560 Orion Way, Carlsbad, CA 92010 I 760-931-2100 t October 8, 2019 Item #7 Page 15 of 15 Carlsbad Police Department Lieutenant Christie Calderwood Senior Management Analyst Cindy Anderson October 8, 2019 Crossing Guards Contract Contract •FY2019-20 Contract: $368,352 •Contract Term: –Begins October 8, 2019 –One year –Three one-year options to renew –Formal bidding process Costs FY2017-18 FY2018-19 FY2019-20 Cost $ 229,035 $ 249,728 $ 368,352 Hourly Rate $ 20.09 $ 20.09 $ 25.99 # of Hours 11,020/year 12,350/year 14,345/year # of Locations 30 32 35 •$118,624 will be carried forward from FY2018-19 savings Patrol Masters, Inc. •City has provided school crossing services since 2000 •Contracted with Patrol Masters, Inc. since 2011 •No reported issues with vendor Service •City provides at no cost to schools to increase safety •Crossing guards supplemented with school traffic enforcement by Police Traffic Division •Covers 16 schools in three school districts –Carlsbad –San Marcos –Encinitas Guard Locations •35 locations •16 schools •30-45 minutes during morning and afternoon hours Traffic Study Criteria Guidance:An Adult Crossing Guard should be considered when: •Special situations make it necessary to assist elementary school pedestrians in crossing the street. •A change in the school crossing location is being made, but prevailing conditions require school crossing supervision until the change is constructed and it is not reasonable to install another form of traffic control or technique for this period. Recommendations •Staff recommends the adoption of a resolution approving an agreement with Patrol Masters, Inc. for school crossing guard services in an amount not to exceed $368,352.