CC - Item 4I - Crossing Guard Services - Annual Cost Sharing Agreements with School Districts i4- E M F
� c ° ROSEMEAD CITY COUNCIL
At
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BILL R. MANIS, CITY MANAGER v_...,;z,,,\
DATE: JUNE 14, 2016
SUBJECT: CROSSING GUARD SERVICES —ANNUAL COST SHARING
AGREEMENTS WITH SCHOOL DISTRICTS
SUMMARY
The City Council approved an amendment to extend crossing guard services with All
City Management Services, Inc. (ACMS), on June 23, 2015. The amendment extended
services for an additional 2 years. The costs for these services are split between the
Rosemead School District and the Garvey School District on an annual basis. The
annual cost sharing agreements with the Districts are for the upcoming fiscal year,
2016/17. Funds to cover the City's share of the costs, which total approximately
$65,500, are contained in the City's proposed 2016/17 Fiscal Year Budget.
Staff Recommendation
It is recommended that the City Council authorize the City Manager to execute the cost
sharing agreements with Rosemead School District and the Garvey School District in
funding the crossing guard services for the 2016/17 Fiscal Year.
DISCUSSION
The City has a longstanding partnership with the Rosemead and Garvey School
Districts for the provision of crossing guard services near local public school campuses.
For the past four years, the City has contracted with ACMS, a private firm that deploys
crossing guards. The current contract with ACMS will continue through June 30, 2017.
The total annual costs associated with this agreement are $130,876, to be shared
equally by the City and the respective school districts. The agreement with each school
district is based upon each fiscal year.
FISCAL IMPACTS
The City's proposed budget for the 2016/17 Fiscal Year includes $65,000 for crossing
guard services, with proportionate costs shared by the two participating school districts.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
ITEM NO. 4.1
City Council Meeting
June 14,2016
Page 2 of 2
Submitted by:
Curtis Cannon
Interim Assistant City Manager
Attachments
Rosemead School District Agreement
Garvey School District Agreement
CROSSING GUARD PROGRAM AGREEMENT
2016/17 FISCAL YEAR
SCHOOL DISTRICT: Garvey School District
ADDRESS: 2730 North Del Mar Ave., Rosemead.CA 91770
PHONE: (626)307-3404
This AGREEMENT made and entered into by and between the City of Rosemead, hereinafter
called "CITY," and the Garvey School District hereinafter called the"DISTRICT".
WHEREAS, the City and the District are committed to facilitating student pedestrian safety; and
WHEREAS, the City and the District desire to have the City provide a crossing guard program
through shared financial contributions towards the operations of the program.
WITNESSETH: The City and District hereby contract and agree as follows:
I. Crossing Guard Program. The City shall provide the District a crossing guard service
for the amount described in this Agreement, seven (7) fully trained crossing guards to
serve at school sites in assisting with student pedestrian safety. The crossing guards will
he deployed at locations and times determined by the District.
2. Compensation and Hours Provided. The hourly billing rate for this Agreement shall be
$15.98 per hour at a weekly average not to exceed 3.5 hours per day for 180 school days
annually.
3. Term. The term of this Agreement shall be for the 2016/17 Fiscal Year, which begins on
July 1,2016 and ends on June 30, 2017.
1. Payment schedule. Payments from the District to the City shall be made in two
installments at the end of each semester, with the first payment to be made in January of
2017 and the second payment to be made in May of 2017. Based on an estimate of 180
school days and a maximum weckly_average of 3.5 hours per day, the amounts of the two
biannual checks shall not exceed seventeen thousand six hundred and seventeen dollars
and ninety-five cents ($17,617.95). The maximum anticipated annual payment to the
City by the District is $35,235.90 (one half of the estimated costs).
2. Insurance and Indemnification. The City shall insure the crossing guard services at no
cost to the District. Should the City at its discretion contract out its crossing guard duties
under this agreement, the City agrees to indemnify, defend, and hold the District harmless
from and against any liability, damage, loss, cost or expense in connection therewith.
The District, their elected and appointed officers, employees, and agents shall be named
as "additionally insured" on the contractor's insurance for the performance of this
Agreement and the contractor shall furnish the City, concurrently with the execution
hereof, with satisfactory proof of carriage of the insurance required, and adequate legal
assurance that each carrier will give the City at least thirty (30) days prior notice of the
cancellation of any policy during the effective period of the contract. In exchange for the
City providing the crossing guard services under this Agreement, the District hereby fully
waives, releases and discharges the City of Rosemead and its officers, officials,
employees, volunteers and agents from any and all claims, demands, causes of action,
damages and liabilities related to or arising out of this Agreement.
3. Entire Agreement. This Agreement supersedes any and all Agreements either oral or
written, between the parties, and contains all of the subject matter hereof. Each party
acknowledges that no other agreement, understanding or promise, oral otherwise relative
to this subject matter exists between the parties at the time of execution of the
Agreement. Any modifications of this Agreement will be effective if it is in writing and
signed by both parties.
4. Notices. Any notice required to be given under the terms of this Agreement may be
mailed first class,postage prepaid as follows:
If to City: Bill R. Manis, City Manager
8838 E. Valley Blvd.
Rosemead, CA 91770
If to District: Anita Chu,Superintendent
2730 N. Del Mar Ave.
Rosemead. CA 91770
5. Waiver. Any waiver by either party of any breach of the other of one or more of the
terms of this Agreement shall not be construed to be a waiver of any subsequent or other
breach of the same or any other term thereof. Failure of either party to require exact, full
and complete compliance with any term of this Agreement shall not be construed in any
manner as changing the terms hereof or stopping such party from enforcement hereof.
6. Administration. This Agreement shall be administered by the City through its City
Manager and/or his/her designee. This Agreement shall be administered by District
through its Superintendent and/or his/her designee. The parties shall provide each other
written notification of persons designated other than the City Manager or Superintendent
to administer this Agreement.
In witness whereof the parties hereto have subscribed to this agreement by the signature of its
authorized representative below.
CITY OF ROSEMEAD GARVEY SCHOOL DISTRICT
Approved by: Approved by:
Mill R. Manis, City Manager Date Anita Chu, Superintendent Date
Attest:
Ericka Hernandez, Acting City Clerk Date
Approved as to Form:
Rachel Richman, City Attorney
Bonifacio Garcia, General Counsel
Garvey School District
CROSSING GUARD PROGRAM AGREEMENT
2016/17 FISCAL YEAR
SCHOOL DISTRICT: Rosemead School District
ADDRESS: 3907 Rosemead Blvd., Rosemead, CA 91770
PHONE: (626) 312-2900
This AGREEMENT made and entered into by and between the City of Rosemead, hereinafter
called "CITY," and the Rosemead School District hereinafter called the `DISTRICT" for the
2016/17 Fiscal Year.
WHEREAS, the City and the District are committed to facilitating student pedestrian safety and
WHEREAS, the City and the District desire to have the City provide a crossing guard program
through shared financial contributions towards the operations of the program.
WITNESSETH: The City and District hereby contract and agree as follows:
1. Crossing Guard Program. The City shall provide the District a crossing guard service
for the amount described in this Agreement, six (6) fully trained crossing guards to serve
at school sites in assisting with student pedestrian safety. The crossing guards will be
deployed at locations and times determined by the District.
2. Compensation and Hours Provided. The hourly billing rate for this Agreement shall be
515.98 per hour at a weekly average not to exceed 3.5 hours per day for 180 school days
annually.
3. Term. The term of this Agreement shall be for the 2016/17 Fiscal Year, which begins on
July 1, 2016 and ends on June 30, 2017.
4. Payment schedule. Payments from the District to the City shall he made in two
installments at the end of each semester, with the first payment to be made in January of
2017 and the second payment to be made in May of 2017. Based on an estimate of 180
school days and a maximum weekly average of 3.5 hours per day, the amounts of the two
biannual checks shall not exceed fifteen thousand one hundred and one dollars and ten
cents ($15,101.10). The maximum anticipated annual payment to the City by the District
is $30,202.20 (one half of the estimated costs).
5. Insurance and Indemnification. The City shall insure the crossing guard services at no
cost to the District. Should the City at its discretion contract out its crossing guard duties
under this agreement, the City agrees to indemnify, defend, and hold the District harmless
from and against any liability, damage, loss, cost or expense in connection therewith.
The District, their elected and appointed officers, employees, and agents shall be named
as "additionally insured" on the contractor's insurance for the performance of this
Agreement and the contractor shall furnish the City, concurrently with the execution
hereof, with satisfactory proof of carriage of the insurance required, and adequate legal
assurance that each carrier will give the City at least thirty (30) days prior notice of the
cancellation of any policy during the effective period of the contract. In exchange for the
City providing the crossing guard services under this Agreement, the District hereby fully
waives, releases and discharges the City of Rosemead and its officers, officials.
employees, volunteers and agents from any and all claims, demands, causes of action,
damages and liabilities related to or arising out of this Agreement.
6. Entire Agreement. This Agreement supersedes any and all Agreements either oral or
written, between the parties, and contains all of the subject matter hereof. Each party
acknowledges that no other agreement, understanding or promise, oral otherwise relative
to this subject matter exists between the parties at the time of execution of the
Agreement. Any modifications of this Agreement will be effective if it is in writing and
signed by both parties.
7. Notices. Any notice required to be given under the terms of this Agreement may be
mailed first class,postage prepaid as follows:
If to City: Bill R. Manis, City Manager
8838 E. Valley Blvd.
Rosemead, CA 91770
If to District: Dr. Amy Enomoto-Perez,Superintendent
3907 Rosemead Blvd.
Rosemead, CA 91770
8. Waiver. Any waiver by either party of any breach of the other of one or more of the
terms of this Agreement shall not be construed to be a waiver of any subsequent or other
breach of the same or any other term thereof. Failure of either party to require exact, full
and complete compliance with any term of this Agreement shall not be construed in any
manner as changing the terms hereof or stopping such party from enforcement hereof.
9. Administration. This Agreement shall be administered by the City through its City
Manager and/or his/her designee. This Agreement shall be administered by District
through its Superintendent and/or his/her designee. The parties shall provide each other
written notification of persons designated other than the City Manager or Superintendent
to administer this Agreement.
In witness whereof the parties hereto have subscribed to this agreement by the signature of its
authorized representative below.
CPPY OF ROSEMEAD ROSEMEAD SCHOOL DISTRICT
Approved by: Approved by:
Bill R. Manis, City Manager Date Dr. Amy Enomoto-Perez Date
Attest:
Ericka Hernandez. Interim City Clerk Date
Approved as to Form:
Rachel Richman, City Attorney