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Home My WebLink About5.11 First Amendment to the Agreement with All City Management Services Inc STAFF REPORT CITY COUNCIL Page 1 of 3 Agenda Item 5.11 DATE: June 17, 2025 TO: Honorable Mayor and City Councilmembers FROM: Colleen Tribby, City Manager SUBJECT: First Amendment to the Agreement with All City Management Services Inc. Prepared by: Miguel Campos, Captain Dublin Police Services EXECUTIVE SUMMARY: The City Council will consider approving an amendment to the current agreement with All City Management, Inc., to extend crossing guard services for three years, with a new expiration date of June 30, 2028, and increase the not-to-exceed compensation. STAFF RECOMMENDATION: Adopt the Resolution Approving the First Amendment to Contractor Services Agreement Between the City of Dublin and All City Management Services, Inc. FINANCIAL IMPACT: The current agreement with All City Management, Inc., includes a not-to-exceed compensation of $800,000 (about $400,000 per year). The cost to fund crossing guard services over the three-year agreement extension is estimated at an additional $1.4 million, including a 10% contingency, as shown in the table below. This allows for up to 18 crossing guard locations, as well as summer school coverage at one school site , for a total of 13,568 crossing guard hours for the school year. As directed by the City Council at the June 3, 2025 meeting, the City will fund 14 crossing guards beginning in Fiscal Year 2025-26, an increase of three over the prior year. Dublin Unified School District will reimburse the City for four crossing guards (3,384 hours). 500 Page 2 of 3 Estimated Cost $ Change % Change City Share DUSD Share FY 2025-26 $418,844 $14,789 3.7% $314,380 $104,464 FY 2026-27 $435,261 $16,417 3.9% $326,723 $108,538 FY 2027-28 $453,307 $18,045 4.1% $340,247 $113,059 Subtotal $1,307,412 $981,351 $326,062 10% contingency $130,741 $98,135 $32,606 Total $1,438,154 $1,079,486 $358,668 With this amendment, the not-to-exceed compensation over the five years of the contract would be $2,238,154. Sufficient funding is included in the Fiscal Year 2025-26 Proposed Budget for the first year of these services. Funding for future years services will be included in the Fiscal Years 2026-27 and 2027-28 budget processes. DESCRIPTION: All City Management Services, Inc. (ACMS) provides a variety of traffic and safety related services including crossing guards, parking enforcement, and traffic control to public agencies. ACMS is headquartered in Los Angeles and serves numerous cities in n orthern and southern California. In recent years, ACMS’s presence in northern California has grown to match the demand of cities. The City of Dublin has contracted with ACMS since July 1, 1995. The current agreement is effective as of July 1, 2023 and is set to expire on June 30, 2025. The City of Dublin is currently assigned one Area Supervisor and one Field Supervisor who monitor the activities of crossing guards. ACMS services include the direct provision of crossing guards along with administrative support for the program including personnel recruitment, training, supervision, and payroll functions. Under the proposed base service levels, crossing guard services will be provided at 18 separate locations, for four hours per day, 180 days per year, throughout the regular school year. Seven of these locations will be staffed for five hours per day, for 35 days, to accommodate early release days. The proposed crossing guard locations are as follows: 1. Amador Elementary (E Cantara Dr / Positano Pkwy) 2. Cottonwood Creek School (Central Pkwy / Fallon Rd) 3. Cottonwood Creek School (Central Pkwy / Sunset View Dr) 4. Cottonwood Creek School (Central Pkwy / Panorama Dr) 5. Dougherty (James) Elementary (Aspen St / Central Pkwy) 6. Dublin Elementary (Shannon Ave / San Ramon Rd) 7. Dublin Elementary (Shannon Ave / Vomac Rd) 8. Dublin Elementary (Vomac Rd / Landale Ave) 9. Fallon Elementary-Middle (Antone Way / Grafton St) 10. Fallon Elementary-Middle (Gleason Dr / Tassajara Rd) 11. Fallon Elementary-Middle (Kohnen Way / Grafton St) 501 Page 3 of 3 12. Fallon Elementary-Middle (Oak Bluff Ln / Newfields Ln) 13. Fallon Elementary-Middle (S Dublin Ranch Dr / Woodshire Ln) 14. Frederiksen Elementary (Amador Valley Blvd / Burton St) 15. Frederiksen Elementary (Tamarack Dr / Burton St) 16. Kolb Elementary (Palermo Way / Lockhart St) 17. Murray Elementary (Bonniewood Ln / Davona Ln) 18. Dublin High School (Brighton Dr / Callan St) Additionally, during the summer school session, crossing guard coverage is provided at one location, four hours daily, covering approximately 26 school days. The proposed location varies depending on where the summer school session is being held. Contracting crossing guard services through ACMS continues to be the most cost effective and efficient method to provide these services. The ability for ACMS to utilize a well-established program with a sufficient pool of qualified personnel benefits the c ommunity. In addition, all individuals assigned to the City of Dublin are trained and supervised by ACMS. Staff believe that ACMS continues to execute the terms of the agreement sufficiently and therefore recommends that the City Council adopt the proposed resolution amending the agreement with All City Management Services, Inc. through June 30, 2028 . STRATEGIC PLAN INITIATIVE: Strategy 2: Public Safety Objective B: Continue to invest in public safety technology and programs that advance proactive, community policing and protect citizens and law enforcement. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Approving the First Amendment to Contractor Services Agreement Between the City of Dublin and All City Management Services, Inc. 2) Exhibit A to the Resolution – First Amendment to Contractor Services Agreement Between the City of Dublin and All City Management Services, Inc. 502 Attachment 1 Reso. No. XX-25, Item X.X, Adopted 06/17/2025 Page 1 of 1 RESOLUTION NO. XX – 25 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE FIRST AMENDMENT TO CONTRACTOR SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND ALL CITY MANAGEMENT SERVICES, INC. WHEREAS, the City of Dublin uses adult crossing guards to ensure the safety of schoolchildren crossing streets; and WHEREAS, the City of Dublin entered into a Contractor Services Agreement with All City Management Services, Inc. on July 1, 2023, with an expiration of June 30, 2025, and not-to- exceed compensation amount of $800,000; and WHEREAS, the City of Dublin wishes to extend the current contract with All City Management Services, Inc. to provide crossing guard services for an additional three years, with an expiration of June 30, 2028 and a not -to-exceed compensation amount of $2,238,153.73. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the Amendment to the agreement, attached hereto as Exhibit A, with All City Management Services, Inc. for the provision of crossing guard services within the City of Dublin, in an amount not to exceed $2,238,153.73. BE IT FURTHER RESOLVED that the City Manager, or designee, is authorized to execute the amendment to the agreement, attached hereto as Exhibit A, and make any necessary, non- substantive changes to carry out the intent of this Resolution. PASSED, APPROVED AND ADOPTED this 17th day of June 2025, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk 503 Page 1 of 3 FIRST AMENDMENT TO CONTRACTOR SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND ALL CITY MANAGEMENT SERVICES, INC. WHEREAS, on July 1, 2023, the City of Dublin (hereinafter referred to as "CITY") and All City Management Services, Inc. (hereinafter referred to as "CONTRACTOR ") entered into a Contractor Services Agreement for Crossing Guard Services (hereinafter referred to as the “AGREEMENT”); and WHEREAS, the existing AGREEMENT expires on June 30, 2025; and WHEREAS, the CITY and CONTRACTOR now wish to amend the AGREEMENT to extend the term through June 30, 2028 by modifying section 1.1 of the AGREEMENT, and to increase the not to exceed compensation amount to $2,238,153.73, including a 10% contingency for the extension amount, by modifying Section 2 of the AGREEMENT. NOW THEREFORE, for good and valuable consideration, the sufficiency of which is hereby acknowledged, the AGREEMENT is amended as follows: 1)Section 1.1 shall be rescinded in its entirety and replaced with the following: Term of Services. The term of this AGREEMENT shall begin on the Effective Date and shall end on June 30, 2028, and Contractor shall complete the work described in Exhibit A on or before that date, unless the term of the AGREEMENT is otherwise terminated or extended, as provided for in Section 8. The time provided to the Contractor to complete the services required by this AGREEMENT shall not affect the City’s right to terminate the AGREEMENT, as referenced in Section 8. Notwithstanding the foregoing this AGREEMENT may be extended on a month-to-month basis for up to 6 months upon the written consent of the Contractor and the City Manager, provided that: a) sufficient funds have been appropriated for such purchase, b) the price charged by the Contractor for the provision of the serves described in Exhibit A does not increase. None of the foregoing shall affect the City’s right to terminate the AGREEMENT as provided for in Section 8. 2) Section 2. COMPENSATION, the first paragraph shall be rescinded in its entirety and replaced with the following: COMPENSATION. City hereby agrees to pay Contractor as per the compensation schedule in Exhibit B, notwithstanding any contrary indications that may be contained in Contractor’s proposal, for services to be performed and reimbursable costs incurred under this AGREEMENT for a not to exceed amount of $2,238,153.73, including a 10% contingency for the extension amount. In the event of a conflict regarding the amount of compensation between this AGREEMENT and Consultant’s proposal, the AGREEMENT shall prevail. City shall pay Contractor for services rendered pursuant to this AGREEMENT at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Contractor for services Attachement 2 Exhibit A to Resolution 504 Page 2 of 3 rendered pursuant to this AGREEMENT. Contractor shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City in writing, Contractor shall not bill City for duplicate services performed by more than one person. 3) Except to the extent inconsistent with this First Amendment, the Parties ratify and confirm all of the terms and conditions of the AGREEMENT. 4) All requisite insurance policies to be maintained by the CONTRACTOR pursuant to the AGREEMENT, as may have been amended from time to time, shall include coverage for the amended term, as described above. 5) 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. SIGNATURES ON THE FOLLOWING PAGE Attachement 2 Exhibit A to Resolution 505 Page 3 of 3 IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed as of the date of the City Manager’s signature below. CITY OF DUBLIN ALL CITY MANAGEMENT SERVICES, INC By: _____________________________ By: _____________________________ Colleen Tribby, City Manager Demetra Farwell, Corporate Secretary Dated: ATTEST: By: _____ Marsha Moore, City Clerk APPROVED AS TO FORM: By: _____________________________ City Attorney Attachement 2 Exhibit A to Resolution 506 Page 1 of 1 EXHIBIT A SCOPE OF SERVICES 1. The Contractor will provide personnel equipped and trained in appropriate procedures for crossing pedestrians in marked crosswalks. Such personnel shall be herein referred to as a Crossing Guard. The Contractor is an independent Contractor and the Crossing Guards to be furnished by it shall at all times be its employees and not those of the City. 2. The City shall determine the locations where Crossing Guards shall be furnished by the Contractor. The Contractor shall provide at each designated location personnel properly trained as herein specified for the performance of duties as a Crossing Guard. The Contractor shall provide supervisory personnel to see that Crossing Guard activities are taking place at the required places and times, and in accordance with the terms of this agreement. 3. The Contractor shall maintain adequate reserve personnel to be able to furnish alternate Crossing Guards in the event that any person fails to report for work at the assigned time and location and agrees to provide immediate replacement. 4. In the performance of its duties the Contractor and all employees of the Contractor shall conduct themselves in accordance with the conditions of this agreement and all applicable laws of the state in which services are to be performed. 5. Persons provided by the Contractor as Crossing Guards shall be trained in all applicable laws of the state in which services are to be performed pertaining to general pedestrian safety in school crossing areas. 6. Crossing Guard Services shall be provided by the Contractor at the designated locations on all days in which school is in session in the area under the City’s jurisdiction. The Contractor also agrees to maintain communication with the designated schools to maintain proper scheduling. 7. The Contractor shall provide all Crossing Guards with apparel by which they are readily visible and easily recognized as Crossing Guards. Such apparel shall be uniform for all persons performing the duties of Crossing Guards and shall be worn at all times while performing said duties. This apparel must be appropriate for weather conditions. The Contractor shall also provide all Crossing Guards with hand held Stop signs and any other safety equipment which may be necessary. Attachement 2 Exhibit A to Resolution 507 Page 1 of 1 EXHIBIT B Compensation Schedule All City Management Services Client Worksheet 2025-2026 Department: Billing Rate for 2025-2026: $30.87 KEY: Traditional Calendar: For sites with no regularly scheduled early release days, use 180 regular days Client Worksheet 2026-2027 Department: Billing Rate for 2026-2027: $32.08 KEY: Traditional Calendar: For sites with no regularly scheduled early release days, use 180 regular days Client Worksheet 2027-2028 Department: Billing Rate for 2027-2028: $33.41 KEY: Traditional Calendar: For sites with no regularly scheduled early release days, use 180 regular days City of Dublin 6361 Clark Avenue Dublin, CA 94568 City of Dublin 6361 Clark Avenue Dublin, CA 94568 City of Dublin 6361 Clark Avenue Dublin, CA 94568 Attachement 2 Exhibit A to Resolution 508