CC - Item 4D - Annual Cost Sharing Agreements with School Districts for Crossing Guard ServicesROSEMEAD CITY COUNCIL
STAFF REPORT
TO: MAYOR AND CITY COUNCIL
FROM: JEFF ALLRED,
DATE:
CITY MANAGER ?4�
SEPTEMBER 24, 2013
SUBJECT: ANNUAL COST SHARING AGREEMENTS WITH SCHOOL DISTRICTS
FOR CROSSING GUARD SERVICES
SUMMARY
The City Council will consider authorization of partnership agreements with the
Rosemead School District and the Garvey School District for crossing guard services for
the current fiscal year. Funds to cover the City's share of the annual costs, which total
approximately $55,000, are contained in the City's 2013 -14 Fiscal Year Budget.
Recommendation: That the City Council authorize the City Manager to execute
agreements with the Rosemead School District and the Garvey School District as equal
partners in funding the crossing guard services for the 2013 -14 Fiscal Year.
BACKGROUND /ANALYSIS
For many years, the City has employed crossing guards hear public school sites within
the community. Over the years, the Rosemead School District has consistently
partnered with the City by sharing an equal burden of paying the direct costs for these
services. Also, last year the Garvey School District resumed paying its equal share of
costs for crossing guard services within its district boundaries.
In August of 2012, the City entered into a three -year contract with All- American
Management Services (ACMS) for crossing guard services as the result of a
competitive bidding process. The services are provided by ACMS at the rate of $13.36
per hour. A total of thirteen crossing guards are provided by ACMS, with six positions
deployed at Rosemead School District sites, and seven positions deployed at Garvey
School District sites. Costs are shared equally by the City and each of the participating
school districts.
FINANCIAL IMPACTS
The City's Budget for the current 2013 -14 Fiscal Year includes $55,000 for crossing
guard services, with proportionate costs shared by the two participating school districts.
Attachments
APPROVED FOR CITY COUNCIL AGENDA:
ITEM N®.
MAYOR:
POLLY Low
MAYOR PRO TEM:
WILLIAM ALARCON
COUNCIL MEMBERS:
SANDRAARMENTA
MARGARET CLARK
STEVEN LY
July 25, 2013
3 0 ' '
8838 E. VALLEY BOULEVARD P.O BOX 399
ROSEMEAD, CALIFORNIA 91770
TELEPHONE (626) 569 -2100
FAX (626) 307 -9218
Dr. Amy Enomoto- Perez, Superintendent
Rosemead School District
3907 Rosemead Blvd.
Rosemead, CA 91770
Dear D .
Enclosed is the agreement between the District and the City for the continuation of Crossing
Guard Services for the upcoming 2013 -14 school year. The crossing guard services provided by
All- American Management Services for the previous school year were delivered in an efficient
and cost effective manner. As we are entering into the second year of a three -year agreement
with this contractor, there will be no increase in the fees in 2013 -14.
Please execute the attached agreement and forward the signed document to my attention. Once
both parties have signed the agreement, we will forward a fully executed copy to you for your
files. We appreciate the continued opportunity to work with the District in a partnership effort to
ensure the safety of the students or our community.
Should you have any questions or concerns, please contact me.
Sincerely,
ed
Imager
cc Matt Hawkesworth, Assistant City Manager /Finance Director
Lt. Ignacio Somoano, Chief of Police
Janet Lee, Administrative Assistant— Public Safety Dept.
CROSSING GUARD PROGRAM AGREEMENT
2013/14 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
2013/14 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:
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
$13.36 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 2013/14 Fiscal Year, which begins on
July 1, 2013 and ends on June 30, 2014.
4. 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
2014 and the second payment to be made in May of 2014. 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 twelve thousand six hundred and twenty -five dollars
and twenty cents ($12,625.20). The maximum anticipated annual payment to the City by
the District is $25,250.40 (one half of the estimated costs).
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.
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 parry
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: Jeff Allred, City Manager
8838 E. Valley Blvd.
Rosemead, CA 91770
If to District: Dr. Amy Enomoto- Peres, 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.
CITY OF ROSEMEAD
Approved by:
Jeff Allred, City Manager
Attest:
Gloria Molleda, City Clerk
Approved as to Form:
ROSEMEAD SCHOOL DISTRICT
Approved by:
Date Dr. Amy Enomoto -Perez Date
Date
Rachel Richman, City Attorney
MAYOR:
POLLY LOW
MAYOR PRO TEM:
WILLIAM ALARCON
COUNCIL MEMBERS:
SANDRA ARMENTA
MARGARET CLARK
STEVEN LY
July 25, 2013
Dr. Sandra Johnson, Superintendent
Garvey School District
2730 N. Del Mar Ave.
Rosemead, CA 91770
Dear YAP'. John n:
City of Rpsemead
8838 E. VALLEY BOULEVARD P.O BOX 399
ROSEMEAD, CALIFORNIA 91770
TELEPHONE (626) 569 -2100
FAX (626) 307 -9218
Enclosed is the agreement between the District and the City for the continuation of Crossing
Guard Services for the upcoming 2013 -14 school year. The crossing guard services provided by
All- American Management Services for the previous school year were delivered in an efficient
and cost effective manner. As we are entering into the second year of a three -year agreement
with this contractor, there will be no increase in the fees in 2013 -14.
Please execute the attached agreement and forward the signed document to my attention. Once
both parties have signed the agreement, we will forward a fully executed copy to you for your
files. We appreciate the continued opportunity to work with the District in a partnership effort to
ensure the safety of the students or our community.
Should you have any questions or concerns, please contact me.
cc Matt Hawkesworth, Assistant City Manager/Finance Director
Lt. Ignacio Somoano, Chief of Police
Janet Lee, Administrative Assistant — Public Safety Dept.
CROSSING GUARD PROGRAM AGREEMENT
2013/14 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 this 21" day of August, 2013 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:
1. 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
be deployed at locations and times determined by the District.
Compensation and Hours Provided. The hourly billing rate for this Agreement shall be
$13.36 per hour at a weekly average not to exceed 3.5 hours per day for 180 school days
annually.
Term. The term of this Agreement shall be for the 2013/14 Fiscal Year, which begins on
July 1, 2013 and ends on June 30, 2014.
4. 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
2014 and the second payment to be made in May of 2014. 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 fourteen thousand seven hundred and twenty-nine
dollars and forty cents ($14,729.40). The maximum anticipated annual payment to the
City by the District is $29,458.80 (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.
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: Jeff Allred, City Manager
8838 E. Valley Blvd.
Rosemead, CA 91770
If to District: Sandra Johnson, Superintendent
2730 North Del Mar Ave.
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.
CITY OF ROSEMEAD
Approved by:
Jeff Allred, City Manager
Attest:
Gloria Molleda, City Clerk
Approved as to Form:
Rachel Richman, City Attorney
GARVEY SCHOOL DISTRICT
Approved by:
Date Sandra Johnson, Superintendent Date
Date
Bonifacio Bonny Garcia, General Counsel
Garvey School District