HomeMy WebLinkAbout06 - CC-8 - Crossing Guard Services Contract - 9/6/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: SEPTEMBER 6, 2011
ITEM NUMBER:
SUBJECT: CROSSING GUARD SERVICES CONTRACT
DATE: AUGUST 25, 2011
FROM: PUBLIC SERVICES DEPARTMENT - TRANSPORTATION SERVICES
PRESENTATION BY: PETER NAGHAVI, DIRECTOR, DEPARTMENT OF PUBLIC SERVICES
FOR FURTHER INFORMATION CONTACT: RAJA SETHURAMAN, TRANSPORTATION SERVICES
MANAGER, AT (714) 754-5032
RECOMMENDED ACTION:
Award attached contract (Attachment 1) to All City Management Services (ACMS) to
provide school crossing guard services at an hourly compensation rate of $13.49.
2. Authorize staff to add additional crossing guards if deemed necessary based upon
established criteria within the allocated budget.
BACKGROUND:
On September 1, 2001, the City entered into an agreement with All City Management Services
(ACMS) to provide Crossing Guard Services at various locations throughout the City. The term of
this agreement was for a one-year period, and automatically renewed for four additional terms of
one year each. This agreement with ACMS expired on August 31, 2006. A second agreement with
ACMS to provide Crossing Guard Services was approved on September 19, 2006, and expired on
August 31, 2011.
Prior to ACMS providing Crossing
Program. However, because of
exposure to weather conditions,
guards. Additionally, managing a
City's limited staff resources.
ANALYSIS:
Guard Services, the City maintained its own Crossing Guard
physical demands, unusual working hours, and constant
the City has found it difficult to retain long-term crossing
large number of crossing guards places additional strain on the
The City provides crossing guard services at fourteen (14) locations with a total of sixteen (16)
crossing guards. Two additional crossing guards are stationed at the intersections of Placentia
Avenue at Wilson Street, and Pomona Avenue at Hamilton Street, due to the high pedestrian traffic
in these areas. The total number of crossing guards was reduced from twenty (20) to sixteen (16)
for the 2010-2011 school year due to budget constraints. The hourly compensation rate of the
previous contract was $14.04 per hour with an annual cost of $165,000.
In June 2011, a Request for Proposals (RFP) was issued to three companies and proposals were
received from ACMS, American Guard Services, and Andy Frain Services. American Guard
Services and Andy Frain Services specialize in the security guard business, whereas ACMS
exclusively provides crossing guard services. American Guard Services currently provides crossing
guard services for one city in Orange County. Andy Frain Services provides crossing guard
services for jurisdictions in the State of Illinois and do not have contracts for crossing guard services
in California.
Staff has thoroughly reviewed the submitted proposals, and ACMS has ranked the highest
considering experience, qualifications, and references as the rating criteria. ACMS currently
provides Crossing Guard Services for several cities in Orange and Los Angeles Counties and has
consistently provided satisfactory services and met the City of Costa Mesa's crossing guard needs
since the inception of the original agreement in September 2001.
ACMS has also provided the lowest hourly cost of $13.49 for each crossing guard. Andy Frain
Services and American Guard Services submitted hourly costs of $15.15 and $16.84, respectively.
The following table summarizes projected costs for all three companies:
Cost Summary for Crossing Guard Services
Company
Maximum
Chargeable
Hours per Day*
Hourly
Rate
Estimated Annual
Cost Based on 180
School Da s
ACMS
3
$
13.49
$ 119,467.44
Andy Frain Services
3
$
15.15
$ 134,168.40
American Guard Services
3
$
16.84
$ 149,135.04
*Crossing guard is compensated for additional hours at California Avenue/Gisler Avenue
intersection due to staggered schedules at California Elementary and TeWinkle Middle
Schools.
Approval of the Professional Services Agreement with ACMS will allow staff to add additional
crossing guards at the same hourly rate at locations where a need for a crossing guard is
documented and warranted, all within the allocated budget.
ALTERNATIVES CONSIDERED:
Council may consider having the City manage the Crossing Guard Program in-house.
However, this alternative is not recommended, as in-house efforts to recruit and retain long-term
employees to fill these positions have been unsuccessful in the past, and the effective
management of the large number of crossing guards exceeds the City's available manpower
resources.
LEGAL REVIEW:
The City Attorney's office has prepared and approved the attached agreement as to form.
Comprehensive insurance requirements, including limits of a minimum of $1,000,000, are to be
maintained during the term of this agreement.
FISCAL REVIEW:
A total of $167,500 has been allocated within the fiscal year 2011-2012 budget towards
Crossing Guard Services. The expected cost of services with the ACMS contract is well within
the budgeted amount.
CONCLUSION:
The City's contract with ACMS expired on August 31, 2011, after a five-year term. The approval
of the attached agreement will allow the City to enter into a five-year contract with ACMS to
provide Crossing Guard Services until September 2016. Staff recommends approval of this
agreement.
E
RAJA SETHURAMAN, Manager
Transportation Services
Attachments: 1 - Proposed Contract
Distribution: Chief Executive Officer
City Attorney
City Clerk
Director of Public Services
Transportation Services Manager
Staff
File
PETER NAGHAVI, Director
Department of Public Services
3
ATTACHMENT 1
ffMM It,
7f
FOR CROSSING .. .. r SSSS
THIS AGREEMENT is made and entered into this 6TH day of September, 2011
("Effective Date"), by and between the CITY OF COSTA MESA, a municipal corporation
("City"), and ALL CITY MANAGEMENT SERVICES, INC., a California corporation
("Consultant").
Mm"BACEILILIF01 "I
A. WHEREAS, City proposes to have Consultant provide crossing guard services at various
locations in the vicinity of several schools in the Newport -Mesa Unified School District as
described herein below; and
B. WHEREAS, Consultant represents that it has that degree of specialized expertise
contemplated within California Government Code, Section 37103, and holds all necessary
licenses to practice and perform the services herein contemplated; and
C. WHEREAS, City and Consultant desire to contract for specific services in connection
with the project described below (the "Project") and desire to set forth their rights, duties and
liabilities in connection with the services to be performed; and
D. WHEREAS, no official or employee of City has a financial interest, within the provisions
of California Government Code, Sections 1090-1092, in the subject matter of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions
contained herein, the parties hereby agree as follows:
1.1. Scope of Services. Consultant shall provide the professional services described in
the City's Request for Proposal ("RFP") attached hereto as Exhibit "A," Consultant's Response
to City's RFP (the "Response"), attached hereto as Exhibit "B," and the Scope of Services,
attached hereto as Exhibit "C," all incorporated herein by this reference.
1.2. Professional Practices. All professional services to be provided by Consultant
pursuant to this Agreement shall be provided by personnel experienced in their respective fields
and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by
professional consultants in similar fields and circumstances in accordance with sound
professional practices. Consultant also warrants that it is familiar with all laws that may affect
its performance of this Agreement and shall advise City of any changes in any laws that may
affect Consultant's performance of this Agreement.
1.3. Warranty. Consultant warrants that it shall perform the services required by this
Agreement in compliance with all applicable Federal and California employment laws including,
but not limited to, those laws related to minimum hours and wages; occupational health and
safety; fair employment and employment practices; workers' compensation insurance and safety
in employment; and all other Federal, State and local laws and ordinances applicable to the
services required under this Agreement. Consultant shall indemnify and hold harmless City from
and against all claims, demands, payments, suits, actions, proceedings, and judgments of every
nature and description including attorneys' fees and costs, presented, brought, or recovered
against City for, or on account of any liability under any of the above-mentioned laws, which
may be incurred by reason of Consultant's performance under this Agreement.
1.4. Non-discrimination. In performing this Agreement, Consultant shall not engage
in, nor permit its agents to engage in, discrimination in employment of persons because of their
race, religion, color, national origin, ancestry, age, physical handicap, medical condition, marital
status, sexual gender or sexual orientation, except as permitted pursuant to Section 12940 of the
Government Code. Violation of this provision may result in the imposition of penalties referred
to in Labor Code, Section 1735.
1.5 Non -Exclusive Agreement. Consultant acknowledges that City may enter into
agreements with other consultants for services similar to the services that are subject to this
Agreement or may have its own employees perform services similar to those services
contemplated by this Agreement.
1.6. Delegation and Assigpment. This is a personal service contract, and the duties set
forth herein shall not be delegated or assigned to any person or entity without the prior written
consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ
other personnel to perform services contemplated by this Agreement at Consultant's sole cost
and expense.
2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set
forth in Exhibit "C," attached hereto and made a part of this Agreement (the "Fee Schedule").
2.2. Additional Services. Consultant shall not receive compensation for any services
provided outside the scope of services specified in the Response unless the City or the Project
Manager for this Project, prior to Consultant performing the additional services, approves such
additional services in writing. It is specifically understood that oral requests and/or approvals of
such additional services or additional compensation shall be barred and are unenforceable.
2.3. Method of Billing. Consultant may submit invoices to City's Project Manager for
approval on a progress basis, but no more often than monthly. Said invoice shall be based on the
total of all Consultant's services which have been completed to City's sole satisfaction. City
shall pay Consultant's invoice within forty-five (45) days from the date City receives said
invoice. Each invoice shall describe in detail, the services performed and the associated time for
completion. Any additional services approved and performed pursuant to this Agreement shall
be designated as "Additional Services" and shall identify the number of the authorized change
order, where applicable, on all invoices.
2.4. Records and Audits. Records of Consultant's services relating to this Agreement
shall be maintained in accordance with generally recognized accounting principles and shall be
made available to City or its Project Manager for inspection and/or audit at mutually convenient
times for a period of three (3) years from the Effective Date.
2 ACMS 11
made available to City or its Project Manager for inspection and/or audit at mutually convenient
times for a period of three (3) years from the Effective Date.
3.1. Commencement and Completion of Work. The professional services to be
performed pursuant to this Agreement shall commence within five (5) days from the Effective
Date of this Agreement.
3.2. Excusable Delays. Neither party shall be responsible for delays or lack of
performance resulting from acts beyond the reasonable control of the party or parties. Such acts
shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with
laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a
party.
4.1. Term. This Agreement shall commence on the Effective Date and continue for a
period of one (1) year, ending on September 6, 2012, unless previously terminated as provided
herein or as otherwise agreed to in writing by the parties. City has the option to renew up to four
(4) additional terms of one (1) year each.
4.2. Notice of Termination. The City reserves and has the right and privilege of
canceling, suspending or abandoning the execution of all or any part of the work contemplated
by this Agreement, with or without cause, at any time, by providing written notice to Consultant.
The termination of this Agreement shall be deemed effective upon receipt of the notice of
termination. In the event of such termination, Consultant shall immediately stop rendering
services under this Agreement unless directed otherwise by the City.
4.3. Compensation. In the event of termination, City shall pay Consultant for
reasonable costs incurred and professional services satisfactorily performed up to and including
the date of City's written notice of termination. Compensation for work in progress shall be
prorated as to the percentage of work completed as of the effective date of termination in
accordance with the fees set forth herein. In ascertaining the professional services actually
rendered hereunder up to the effective date of termination of this Agreement, consideration shall
be given to both completed work and work in progress, to complete and incomplete drawings,
and to other documents pertaining to the services contemplated herein whether delivered to the
City or in the possession of the Consultant.
4.4 Documents. In the event of termination of this Agreement, all documents
prepared by Consultant in its performance of this Agreement including, but not limited to,
finished or unfinished design, development and construction documents, data studies, drawings,
maps and reports, shall be delivered to the City within ten (10) days of delivery of termination
notice to Consultant, at no cost to City. Any use of uncompleted documents without specific
written authorization from Consultant shall be at City's sole risk and without liability or legal
expense to Consultant.
3 ACMS 11
5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain
during the life of this Agreement all of the following insurance coverages
(a) Comprehensive general liability, including premises -operations,
products/completed operations, broad form property damage, blanket
contractual liability, independent contractors, personal injury with a policy
limit of not less than One Million Dollars ($1,000,000.00), combined
single limits, per occurrence and aggregate.
(b) Automobile liability for owned vehicles, hired, and non -owned vehicles,
with a policy limit of not less than One Million Dollars ($1,000,000.00),
combined single limits, per occurrence and aggregate.
(c) Workers' compensation insurance as required by the State of California.
Consultant agrees to waive, and to obtain endorsements from its workers'
compensation insurer waiving, subrogation rights under its workers'
compensation insurance policy against the City and to require each of its
subcontractors, if any, to do likewise under their workers' compensation
insurance policies.
(d) Professional errors and omissions ("E&O") liability insurance with policy
limits of not less than One Million Dollars ($1,000,000.00), combined
single limits, per occurrence and aggregate. Consultant shall obtain and
maintain, said E&O liability insurance during the life of this Agreement
and for three years after completion of the work hereunder.
5.2. Endorsements. The comprehensive general liability insurance policy shall contain
or be endorsed to contain the following provisions:
(a) Additional insureds: "The City of Costa Mesa and its elected and
appointed boards, officers, agents, and employees are additional insureds
with respect to this subject project and contract with City."
(b) Notice: "Said policy shall not terminate, nor shall it be cancelled, nor the
coverage reduced, until thirty (30) days after written notice is given to
City."
(c) Other insurance: "Any other insurance maintained by the City of Costa
Mesa shall be excess and not contributing with the insurance provided by
this policy."
5.3 If any of such policies provide for a deductible or self-insured retention to provide
such coverage, the amount of such deductible or self-insured retention shall be approved in
advance by City. No policy of insurance issued as to which the City is an additional insured
shall contain a provision which requires that no insured except the named insured can satisfy any
such deductible or self-insured retention.
4 ACMs 11
5.4. Certificates of Insurance: Consultant shall provide to City certificates of
insurance showing the insurance coverages and required endorsements described above, in a
form and content approved by City, prior to performing any services under this Agreement.
5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way,
the indemnification provision contained in this Agreement, or the extent to which Consultant
may be held responsible for payments of damages to persons or property.
6.1. Entire Agreement: This Agreement constitutes the entire Agreement between the
parties with respect to any matter referenced herein and supersedes any and all other prior
writings and oral negotiations. This Agreement may be modified only in writing, and signed by
the parties in interest at the time of such modification. The terms of this Agreement shall prevail
over any inconsistent provision in any other contract document appurtenant hereto, including
exhibits to this Agreement.
6.2. Representatives. The City Manager or his designee shall be the representative of
City for purposes of this Agreement and may issue all consents, approvals, directives and
agreements on behalf of the City, called for by this Agreement, except as otherwise expressly
provided in this Agreement.
Consultant shall designate a representative for purposes of this Agreement who
shall be authorized to issue all consents, approvals, directives and agreements on behalf of
Consultant called for by this Agreement, except as otherwise expressly provided in this
Agreement.
6.3. Project Managers. City shall designate a Project Manager to work directly with
Consultant in the performance of this Agreement.
Consultant shall designate a Project Manager who shall represent it and be its
agent in all consultations with City during the term of this Agreement. Consultant or its Project
Manager shall attend and assist in all coordination meetings called by City.
6.4. Notices: Any notices, documents, correspondence or other communications
concerning this Agreement or the work hereunder may be provided by personal delivery,
facsimile or mail and shall be addressed as set forth below. Such communication shall be
deemed served or delivered: a) at the time of delivery if such communication is sent by personal
delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 48
hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such
communication is sent through regular United States mail.
IF TO CONSULTANT: IF TO CITY:
All City Management Services City of Costa Mesa
10440 Pioneer Boulevard, Suite 5 77 Fair Drive
Santa Fe Springs, CA 90035 Costa Mesa, CA 92626
5 ACMS 11
Tel: 310-202-8284
Fax: 310-202-8325
Attn: Baron Farwell
Tel: 714-754-5017
Fax: 714-754-
Attn: David Cho
6.5. Drug-free Workplace Policy. Consultant shall provide a drug-free workplace by
complying with all provisions set forth in City's Council Policy 100-5, attached hereto as Exhibit
"E" and incorporated herein by reference. Consultant's failure to conform to the requirements
set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall
be cause for immediate termination of this Agreement by City.
6.6. Attorneys' Fees: In the event that litigation is brought by any party in connection
with this Agreement, the prevailing party shall be entitled to recover from the opposing party all
costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the
exercise of any of its rights or remedies hereunder or the enforcement of any of the terms,
conditions, or provisions hereof.
6.7. Governing Law: This Agreement shall be governed by and construed under the
laws of the State of California without giving effect to that body of laws pertaining to conflict of
laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto
agree that the sole and exclusive venue shall be a court of competent jurisdiction located in
Orange County, California.
6.8. Assignment: Consultant shall not voluntarily or by operation of law assign,
transfer, sublet or encumber all or any part of Consultant's interest in this Agreement without
City's prior written consent. Any attempted assignment, transfer, subletting or encumbrance
shall be void and shall constitute a breach of this Agreement and cause for termination of this
Agreement. Regardless of City's consent, no subletting or assignment shall release Consultant of
Consultant's obligation to perform all other obligations to be performed by Consultant hereunder
for the term of this Agreement.
6.9. Indemnification and Hold Harmless: Consultant shall protect, defend, indemnify
and hold harmless City and its elected and appointed officials, officers, and employees from any
and all claims, liabilities, expenses, including attorney fees, damage to property or injuries to or
death of any person or persons or damages of any nature including, but not by way of limitation,
all civil claims or workers' compensation claims arising out of or in any way connected with the
intentional or negligent acts, error or omissions of Consultant, its employees, agents or
subcontractors in the performance of this Agreement.
6.10. Independent Contractor: Consultant is and shall be acting at all times as an
independent contractor and not as an employee of City. Consultant shall secure, at his expense,
and be responsible for any and all payment of Income Tax, Social Security, State Disability
Insurance Compensation, Unemployment Compensation, and other payroll deductions for
Consultant and its officers, agents, and employees, and all business licenses, if any are required,
in connection with the services to be performed hereunder.
6.11. Ownership of Documents: All findings, reports, documents, information and data
including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by
Consultant or any of its subcontractors in the course of performance of this Agreement, shall be
6 ACMS 11
and remain the sole property of City. Consultant agrees that any such documents or information
shall not be made available to any individual or organization without the prior consent of City.
Any use of such documents for other projects not contemplated by this Agreement, and any use
of incomplete documents, shall be at the sole risk of City and without liability or legal exposure
to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages,
losses, and expenses, including attorneys' fees, arising out of or resulting from City's use of such
documents for other projects not contemplated by this Agreement or use of incomplete
documents furnished by Consultant. Consultant shall deliver to City any findings, reports,
documents, information, data, in any form, including but not -limited to, computer tapes, discs,
files audio tapes or any other Project related items as requested by City or its authorized
representative, at no additional cost to the City.
6.12. Public Records Act Disclosure: Consultant has been advised and is aware that all
reports, documents, information and data including, but not limited to, computer tapes, discs or
files furnished or prepared by Consultant, or any of its subcontractors, and provided to City may
be subject to public disclosure as required by the California Public Records Act (California
Government Code Section 6250 et. seq.). Exceptions to public disclosure may be those
documents or information that qualify as trade secrets, as that term is defined in the California
Government Code Section 6254.7, and of which Consultant informs City of such trade secret.
The City will endeavor to maintain as confidential all information obtained by it that is
designated as a trade secret. The City shall not, in any way, be liable or responsible for the
disclosure of any trade secret including, without limitation, those records so marked if disclosure
is deemed to be required by law or by order of the Court.
6.13. Responsibility for Errors. Consultant shall be responsible for its work and results
under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation
as may be required by the City's representative, regarding any services rendered under this
Agreement at no additional cost to City. In the event that an error or omission attributable to
Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design
drawings, estimates and other Consultant professional services necessary to rectify and correct
the matter to the sole satisfaction of City and to participate in any meeting required with regard
to the correction.
6.14. Prohibited Employment: Consultant will not employ any regular employee of
City while this Agreement is in effect.
6.15. Order of Precedence: In the event of an inconsistency in this Agreement and any
of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent
this Agreement incorporates by reference any provision of the RFP or the Response, such
provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among
the terms and conditions of this Agreement and those of any such provision or provisions so
incorporated by reference, this Agreement shall govern over both the Response and the RFP and
the Response shall govem over the RFP.
6.16. Costs: Each party shall bear its own costs and fees incurred in the preparation and
negotiation of this Agreement and in the performance of its obligations hereunder except as
expressly provided herein.
7 ACMS 11
6.17. No Third Party Beneficiary Rights: This Agreement is entered into for the sole
benefit of City and Consultant and no other parties are intended to be direct or incidental
beneficiaries of this Agreement and no third party shall have any right in, under or to this
Agreement.
6.18. Headings: Paragraphs and subparagraph headings contained in this Agreement
are included solely for convenience and are not intended to modify, explain or to be a full or
accurate description of the content thereof and shall not in any way affect the meaning or
interpretation of this Agreement.
6.19. Construction: The parties have participated jointly in the negotiation and drafting
of this Agreement. In the event an ambiguity or question of intent or interpretation arises with
respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties
and in accordance with its fair meaning. There shall be no presumption or burden of proof
favoring or disfavoring any party by virtue of the authorship of any of the provisions of this
Agreement.
6.20. Amendments: Only a writing executed by the parties hereto or their respective
successors and assigns may amend this Agreement.
6.21. Waiver: The delay or failure of either party at any time to require performance or
compliance by the other of any of its obligations or agreements shall in no way be deemed a
waiver of those rights to require such performance or compliance. No waiver of any provision of
this Agreement shall be effective unless in writing and signed by a duly authorized representative
of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy
in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in
respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
6.22. Severability: If any provision of this Agreement is determined by a court of
competent jurisdiction to be unenforceable in any circumstance, such determination shall not
affect the validity or enforceability of the remaining terms and provisions hereof or of the
offending provision in any other circumstance. Notwithstanding the foregoing, if the value of
this Agreement, based upon the substantial benefit of the bargain for any party is materially
impaired, which determination as made by the presiding court or arbitrator of competent
jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good
faith negotiations.
6.23. Counterparts: This Agreement may be executed in one or more counterparts,
each of which shall be deemed an original. All counterparts shall be construed together and shall
constitute one agreement.
6.24. Corporate Authority: The persons executing this Agreement on behalf of the
parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said
parties and that by doing so, the parties hereto are formally bound to the provisions of this
Agreement.
8 ACMS 11
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
and through their respective authorized officers, as of the date first above written.
CITY OF COSTA MESA,
A municipal corporation
Date:
Mayor of the City of Costa Mesa
CONSULTANT
Date:
Signature
Name and Title
Social Security or Taxpayer ID Number
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
APPROVED AS TO FORM:
Date:
Ci orne
APPROVED AS TO INSURANCE:
Risk Management
Date:
9 ACMS 11
APPROVED AS TO CONTENT:
Project Manager
10
Date:
ACMS 11
11 ACMS 11
June 27, 2011
(.401TY OF COSTA MESA
CALIFORNIA M28-1200 P.O. BOX 1200
FROM THE OFFICE OF THE TRANSPORTATION SERVICES MANAGER
Baron Farwell, General Manager
All City Management Services
10440 Pioneer Boulevard, Suite 5
Santa Fe Springs, CA 90670
Dear Mr. Farwell:
The City of Costa Mesa is seeking proposals from qualified firms for Crossing Guard services at
various locations in the vicinity of several schools in the Newport -Mesa Unified School District
(NMUSD). The intent of this Request for Proposals (RFP) is to retain a qualified and professional
firm to provide Crossing Guard services for the City of Costa Mesa.
Scope of Services
The selection of a Contractor for Crossing Guard Services shall be contingent on compliance with
all contractual documentation, insurance requirements, and the firm's acceptance of the attached
Scope of Services (Attachment 1). The Contractor's services will be employed to provide quality
service in monitoring, supervising, and assuring the safety of pedestrians and bicyclists at
designated intersections before and after school. It will be the Contractor's duty to provide the
highest -quality service to safely guide and assist pedestrians and bicyclists to and from school.
The Contractor shall perform all work to the highest professional standards and in a manner
reasonably satisfactory to the City.
Examination of Mork Areas
The City requires the services of sixteen (16) Crossing Guards at fourteen (14) locations. Two
locations require the services of two Crossing Guards due to high pedestrian activity. Crossing
guard locations and schedules are provided as Attachment 2 and a map is provided as Attachment
3. It shall be the Contractor's responsibility to thoroughly review the locations to fully understand
existing conditions prior to submitting a proposal. Note the number of Crossing Guards may be
increased or decreased solely at the City's discretion as budget constraints allow.
Qualifications
Contractor shall submit satisfactory evidence to the City that they have provided, or are currently
providing Crossing Guard services similar to the operation described herein. if Contractor has no
experience in providing and managing Crossing Guard services, then sufficient evidence of
experience in comparable fields and employment of qualified personnel to administer and perform
Crossing Guard services described herein must be shown.
77 FAIR DRIVE
PHONE: (714) 754.5334 - TDD: (714) 754.5244 • www.d.costa-mesa.ca.us
Work History/Experience: In order to determine the eligibility, Contractors shall submit a
work history for the last five years listing other public agencies for whom the Contractor
has provided similar services, including a description of services provided, year
completed, cost, and agency/client name along with the agency contact person name,
address, fax, and telephone number. Services rendered for other agencies will be
subject to verification by the City. Contractors without experience herein described, but
with sufficient experience in a comparable field, should show that they will have
responsible management personnel who are qualified to plan, supervise, direct, and
operate the services specked to the City's satisfaction:
2. Key Personnel: Contractors shall include a listing, with qualifications, of key personnel
who have had experience in supervising Crossing Guard services in a public school
setting, and other employees who will be associated with the services. The Contractor
shall be responsible for all background checks for the persons employed to perform this
service. An organization chart and staffing plan identifying managing and supervisory
personnel and a brief resume on each individual (two pages max per person). Identify
the area supervisor with a detailed resume and the individual authorized to negotiate
the contract on behalf of your firm.
3. Financial Responsibility: Contractors shall be required to demonstrate to the
satisfaction of the City that they have adequate financial resources to perform the
services required by these specifications. No contract will be awarded to any
Contractor who, as determined by the City, has an unsatisfactory performance record
or inadequate experience, or who at any time lacks the necessary financial resources to
provide the services in strict accordance with the specifications.
Content of Proposal
It is requested that the following be submitted with your proposal:
1. Scope of Services - provide a review of proposed Crossing Guard services and your
understanding and willingness to comply with the attached Scope of Services (Attachment
1). Discuss the methods and procedures that will be used in providing Crossing Guard
services as required in Scope of Services.
2. Examination of Locations - provide a review of the Crossing Guard locations and
schedules and your firm's understanding of existing conditions and operational
characteristics of each location.
3. Qualifications — provide a detailed discussion of each section of Qualifications listed above.
4. Compliance with Professional Services Agreement (PSA) requirements (see Attachment 4,
sample standard PSA).
5. Submit a copy of Employee Handbook for Crossing Guard employees.
6. Submittal of three (3) duplicate proposals.
Fee Schedule
The professional services contract will not be awarded based upon competitive bidding, and it is
desired that fees be submitted separately. The fee schedule should show the hourly cost of
services and the maximum number of chargeable hours per day for each Crossing Guard based
on the schedule provided in Attachment 2. An annual cost shall also be provided. (Vote that a
typical school year contains approximately 180 school days in session from September through
June. Crossing Guard services in the summer are not provided.
Term of Professional Services Agreement
The term of the professional services agreement shall be for one (1) year commencing on
September 1, 2011. The professional services agreement shall automatically renew for four
additional terms of one (1) year each at the sole discretion - of the City based on satisfactory
performance.
Contract Changes
Any change in the scope of work resulting in a contract increase or decrease in fee shall be
approved by the City in writing prior to commencement of actual change in work. No fee
adjustment will be allowed unless said prior approval is authorized exclusively In writing by the
City, without exception.
Right to Reject all Proposals
The City of Costa Mesa reserves the right to reject any or all proposals submitted, and no
representation is made hereby that a contract will be awarded. All costs incurred in the preparation
of the proposal, or submission of additional information and/or in any other aspect of the proposal
prior to award, shall be bome by the respondent. The City will provide only the staff assistance
and documentation specifically referred to herein and will not be responsible for any other cost or
obligation of any kind that may be incurred by a respondent. All proposals submitted to the City of
Costa Mesa in response to this RFP shall become the property of the City.
Enclosed is the City Costa Mesa professional services standard agreement and sample certificate
of insurance for reference in preparing the proposal. The minimum insurance and endorsement
requirements are stated within the enclosed documents. Should your firm be interested in
submitting a proposal for Crossin% Guard services, please forward to the City of Costa Mesa,
Transportation Services Division, 4 Floor of City Hall, on or before 5:00 PM, July 15, 2011. If
additional information is required, please call David Cho, Assistant Engineer, at (714) 754-5017.
Sincerely,
e17 I
Raja Sethuraman
Transportation Services Manager
Q0
Attachments: 1 - Scope of Services
2 - Crossing Guard Locations & Schedules
3 - Map of Crossing Guard Locations
4 - Sample Professional Services Agreement
c David Cho, Assistant Engineer
SCOPE OF SERVICES
A. Employees and Service Hours
City shall provide to Contractor with a schedule indicating all of the designated crossing
locations and the hours that Contractor is to provide Crossing Guard Services at each
location. This schedule is subject to change upon thirty (30) days' written notice to
Contractor; except that at the discretion of City, one of more Crossing Guards may be
moved from one designated crossing location to another to immediately stand in for one or
more absentee Crossing Guards. Contractor shall also 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.
B. Employee Selection Procedure
1. Background investigation: Pursuant to Education Code §-45125.1, Contractor shall
have background investigations performed of all applicants being considered for
hire or, for employees who have not previously submitted fingerprints, who will work
as a Crossing Guard under this Agreement. The background investigation shall
include, but not be limited to, verification that each individual who will work as a
Crossing Guard under this Agreement is not a felon, has no dangerous criminal
history, nor has been prosecuted for sex or drug related offenses.
2. Effective communication skills: Each individual who will work as a Crossing Guard
under this Agreement shall be able to effectively communicate in English, both
verbally and in written form.
3. Physical and mental health: Each individual who will work as a Crossing Guard
under this Agreement must be in good physical and mental health.
C. Site Supervision
Contractor shall provide one (1) site supervisor ("Site Supervisor") to supervise all
personnel in the performance of this Agreement. The Site Supervisor shall
participate in all training programs provided by Contractor. Said training shall be
substantially similar to that of the Crossing Guards, except that the Site
Supervisor's training shall include instruction in time keeping, report writing and
supervisory techniques.
2. The Site Supervisor shall also be responsible for recruiting and training personnel,
overseeing the scheduling for all crossing locations, conducting safety inspections,
coordinating safety assemblies and responding to and remedying any problems and
complaints.
3. The Site Supervisor shall visit each site under his/her supervision at least three (3)
times a week and each school participating in the program at least once a month.
2. Maintain order among children assembled at street crossing points and permit them to
cross only when they can do so safely.
3. Report license numbers of motor vehicles whose drivers violate traffic laws or Crossing
Guard instructions to the Costa Mesa Police Department.
4. Make children aware of the elements of the traffic safety and operations of pedestrian
controls.
5. Conduct themselves in accordance with the conditions of the Professional Services
Agreement, the laws of the State of California, California Vehicle Code, the Manual of
Uniform Traffic Control Devices (MUTCD), and the Costa Mesa Municipal Code.
G. Materials and Supplies
Contractor shall provide each Crossing Guard with apparel by which they are readily visible and
easily recognized as Crossing Guards, which shall be worn at all times while performing duties
pursuant to the Professional Services Agreement and which shall include, but not be limited to,
at least the following materials and supplies:
1. Hand-held, regulation size stop sign.
2. Brightly colored, traffic safety vest.
3. Yellow rain suit for use in inclement weather.
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CITY OF COSTA MESA
CROSSING GUARD LOCATIONS
UMAJUHMAVE
CITY OF
SANTA ANA
12 ACMS 11
All i Services,
Proposalfor
dor t�a�
Mesa
July 15, 2011
David Cho, Assistant Engineer
City of Costa Mesa
Transportation Services Division, 0 Floor, City Hall
City of Costa Mesa, CA 92628
Re: Crossing Guard Services Request for Proposal
Mr. Cho:
On behalf of All City Management Services, Inc. (ACMS), we are pleased to have the
opportunity to submit our Proposal for Services to the City of Costa Mesa. Having
successfully contracted with the City for over 10 years we are intimately familiar with the
specific challenges and needs of the Costa Mesa Crossing Guard Program.
We have received the Request for Proposal (RFP) and the supporting documents. Having
reviewed all the terms and conditions of the aforementioned RFP, the Scope of Services
and supporting documents, we agree to the terms and requirements as set forth therein. We
further propose to perform and complete the work as required in the aforementioned
documents should we be rewarded the contract.
ACMS is a California Corporation, incorporated 26 years ago. We are the only Corporation
specifically and exclusively providing School Crossing Guard Services in California.
Currently we employ over 2,300 School Crossing Guards serving over 125 public agencies.
As a "Crossing Giscard Company" our management, supervision and safety training
procedures clearly distinguish ACLS from any other company. We offer our excellent
safety record in the City of Costa Mesa as evidence of both our training and effective
management of this program.
Should our bid and qualifications be acceptable as President and General Manager of
ACMS, I am duly authorized to negotiate and enter into a binding agreement with the City
of Costa Mesa on behalf of All City Management Services, Inc.
Sincerel ,
on Farwell, eneral Mager
Project Staffing
We have developed a comprehensive plan for recruitment of new Crossing Guards. As a part of
our staffing strategy we maintain a very aggressive recruitment program. We utilize soft
advertising, local media advertising, targeted flyers, on-site solicitation, school flyers and
employee referral bonuses as parts of our overall recruitment strategy. We often work closely
with school districts in our recruitment drives.
Our ability to effectively staff a Crossing Guard Program remains a fundamental benefit that
ALMS brings to the Costa Mesa Program. Staffing sites is one of the primary responsibilities of
the Area Supervisors. They are trained to continuously recruit and train prospective Crossing
Guards.
Once personnel are accepted we conduct a background investigation which includes clearance
through the Department of Justice. Cleared personnel then begin the training process with their
Area Supervisor. The training program is outlined in the Scope of Training section of this
proposal.
Area Supervisors are responsible for coordinating the staffing for all sites under their
supervision. As part of our staffing strategy Area Supervisors aggressively enforce the following
policies and procedures for Crossing Guards:
Supervisors must maintain an adequate alternate or substitute guard roster. We encourage
at least a S to 1 ratio of sites versus alternate guards
We require any guard not reporting for duty to notify the Area Supervisor as early as
possible and at least one (1) hour prior to their starting time.
Our employee policy is "No call, No show, No Job" Throughout our training we
emphasize the importance of insuring the safety of children by our presence. As such, we
cannot allow the children's safety to be compromised by the irresponsible act of failing to
call or show for duty.
® Another strategy we put in place was to form Area Supervisor "Teams." Area
Supervisors are grouped together by their geographic location. These Teams meet every
quarter and team members are encouraged to work together regularly. This cooperative
effort allows them to share -alternate guards with each other. This has resulted in
alternates guards getting more hours as they are "shared" with other Supervisors.
Consequently, we are able to retain a more stable group of alternate guards.
� l
1
Training has been a cornerstone in the development and expansion of ACMS. We continue to
learn and to incorporate new methods and standards of training into our organization. Our goal
has been to elevate the level of and accountability for training throughout our organization. We
continue to revise and update our training program, procedures and monitor our results.
Our training begins by giving all Crossing Guards a clear understanding of the goals,
expectations and responsibilities of a School Crossing Guard. To that end, we have consolidated
over 25 years of experiences and information into our "Employee Handbook for School
Grossing Guards". This manual informs and instructs Crossing Guards on a variety of issues
including personal conduct, crossing procedures, professional responsibility, emergency
procedures, training requirements and problem resolution. Each new and prospective Crossing
Guard is issued the handbook to begin the training program.
A designated Trainer will oversee this initial training session. They will do active
demonstrations, encourage participation and possibly show a training video. Our training goal for
this initial session will be to consolidate our fundamental procedures and policies into a 1 to 2
hours time slot. During this initial orientation/training meeting we will focus on key sections of
the Employee Handbook including personal conduct, techniques and policies.
Another effective training tool we will use during this session is our Field Training Card(
Exhibit 66A") The Field Training Card is a pocket size instruction card which gives step by step
instruction on our crossing procedures. At the conclusion of the initial training session we:
review the work schedule, issue equipment, process and issue picture ID Cards, confirm receipt
of contact and call -off procedures.
From this point forward, training is an ongoing process for all Crossing Guards employed by
ACME. In addition to the normal site visits by the Area Supervisor, all employees receive a
follow-up Site Performance Evaluation (Exhibit "B") 30 to 60 days after their initial
employment.
The Area Supervisor or a Safety Supervisor conducts Site Performance Evaluations at the
intersection the Crossing Guard normally works. Each Crossing Guard is given a "Site
Performance Evaluation." This evaluation is used as an instructional tool to validate correct
procedures and correct inappropriate procedures. Any Crossing Guard receiving a low score on a
Site Performance Evaluation are re-evaluated within 30 days by another Area Supervisor or
Safety Supervisor.
Within the first year of employment all Crossing Guards must also complete Certification. This
is a two-part test consisting of a written test ( Exhibit "C") and a field observation. Each
employee must receive a score of 74% or better to successfully pass the written portion of the
test.
ACMS is the largest private company providing School Crossing Guard services. We currently
serve over 135 cities, counties and school districts. We have successfully privatized both large
and small Crossing Guard Programs, currently employing over 2,400 Crossing Guards and 90
Area Supervisors, 12 Regional Managers, 4 Operations Managers and an Grange County based
Director of Operations.
Our ability to service the City of Costa Mesa's Crossing Guard program is uniquely supported by
the surrounding cities and areas we service including the cities of Huntington Beach, Santa Ana,
Newport Beach, and Fountain Malley. Throughout our tenure with Costa Mesa we have utilized
Crossing Guards from these areas to staff and support the Costa Mesa program.
One defining issue that distinguishes ACMS is that we are the only company that exclusively
provides School Crossing Guard Services. It is this single-mindedness that has helped us to focus
our management, supervision, training, rewards and recognition on this unique occupation of
School Crossing Guards. Ultimately, our clients become the beneficiaries of our single-minded
approach toward this industry.
We have included a short list of 6 public agencies we have provided School Crossing Guard
services for in the last 5 years. As mentioned earlier we currently provide service for over 125
public agencies. For each agency we work with we assume complete responsibility for all
aspects of managing the Crossing Guard Program.
1e Anaheim Police Department
Nancy Galicinao
425 S. Harbor Blvd.
Anaheim, CA 92805
714.765.1862
Service from 2007 to present
2. Fremont Police Department
Lieutenant Mark Riggs
2000 Stevenson Boulevard
Fremont, CA 94537
510.790.6913
Service from 2006 to present
3. Colton Joint Unified School District
Rick Feinstein, Director of Transportation
1212 Valencia Drive
Colton, CA 92324
909.580.5000
Service from 1992 to Present
� 3
4. Fremont Police Department
Lieutenant Mark Riggs
2000 Stevenson Boulevard
Fremont, CA 94537
510.790.6913
Service from 1999 to present
5. City of Huntington Beach
Sergeant John Naught
2000 Main Street
Huntington Beach, CA 92648
714.374.1534
Service from 2007 to present
6. Pleasant Hill Police Department
Lieutenant John Moore, Patrol Division
330 Civic Drive
Pleasant Hill, CA 94523
925.288.4600
Service from 2004 to present
Key Personnel
Our operational management team consists of Field Supervisors, Area Supervisors, Safety
Supervisors, Assistant Operations Managers, Operations Managers and the Director of
Operations. Here is a brief synopsis of each team member's responsibilities.
Field Supervisors: work under the direction of the Area Supervisor. They may train new hires,
do site visits, conduct Site Performance Evaluations and/or retrain Crossing Guards. Area
Supervisors have the authority to use Field Supervisors in a variety of ways to extend their
supervisory ability.
Area Supervisors: handle from 1 to 80 Crossing Guards depending upon the schedules, density
and geographical distribution of the sites in their area. They typically hire, train and staff for all
the sites they oversee. Supervisors are responsible for insuring each employee receives the Site
Performance Evaluations and completes the written portion of the Certification Test. Area
Supervisors are the first line of communication for the schools, school districts and in some cases
the client. All Supervisors report directly to the Assistant Operations Manager or the Operations
Manager.
Safety and Training Managers: Are usually promoted from either a Crossing Guard or
Supervisor position by the Operations Manager. They assist in the development and
implementation of Training and Safety Certification. They assist Area Supervisors in conducting
Site Performance Evaluations. Safety Supervisors often perform random safety inspections under
the direction of the Assistant Operations Manager.
Assistant Operations Managers (AOM; Work under the direction of the Operations Manager
to provide training and support for all supervisory personnel. Assists in the hiring of all
Supervisors and Field Supervisors. AOM assists in the development and implementation of
training plans and procedures. AOM's oversees the day to day functions of Area Supervisors and
reports directly to the Operations Manager.
Operations Managers (OM). are responsible for the development and implementation of all
training programs, safety instruction and information. OM's assists in hiring all Supervisors and
confirms the promotion of all Field and Safety Supervisors. They provides the initial training and
orientation for all new programs. OM's oversee the day to day activities of all the Assistant
Operations Managers.
Director of Operations: Responsible for the overall operations and client compliance of all
Crossing Guard programs. Trains, hires and oversees the day to day activities of all Assistant
Operations Managers and Operations Managers. The Director works with safety and Training
Supervisors and Operations Managers in the development and implementation of all training
programs and techniques. (See Resume Exhibit I'D")
We bank with Comerica Bank which extends us a $2.2 million dollar line -of -credit. Our contact
at the bank is:
Susie Choi, Assistant Vice president
Comerica Bank
301 E. Ocean Blvd. Suite #102
Long Beach, CA 90802
Office: 562.590.2590 Fax:562.590.2503 — 2- shchoi@comerica.com
We also banked 20 years with Bank of America our contact with B of A is:
Angela Meadows, QIP Client Manager
Bank of America
333 South Dope St, 24th floor
Los Angeles, CA 90071
Office: 213.345-3035 angela.meadows@baml.com
Our Insurance Broker for the past 15 years has been ISU Curry Insurance. They have brokered
our Liability Insurance and Worker's Compensation Insurance:
Scott Curry
ISU Curry Insurance Agency
489 E. Colorado Blvd.
Pasadena, CA 91101
Direct 626.449.3870 Fax 626-449-5268 scottgisucurty.com
� 5
ALL CITY MANAGEMENT SERVICES, INC.
FIELD TRAINING CA.
1. Cross all pedestrians who allow you to cross them safely.
If they follow your instructions, they can be crossed safely_
2. Give all pedestrians instructions to wait until called_
3. Give all pedestrians instructions to look both ways.
4. Give students instructions to walk bikes, skateboards, etc.
5. Wait for ped signal or break in traffic before leaving curb.
6. Look LEFT-RIGHT-LF,FT before leaving curb.
7. Before leaving the curb give peds verbal instructions to wait
until called. Also hold up your free hand in a STOP command
to all peds including those on opposite side of the street.
8. As you leave the curb, tum towards peds AGAIN and repeat
instructions to wait. Continue to show STOP command to all
peds including those on opposite side of street.
9. When safe to do so, bring pedestrians into crosswalk with
verbal command only — no hand signals to move forward.
10. Maintain position primarily along the edge of the crosswalk
nearest to and facing the center of intersection.
11. Always use two -banded cross with sign over head and free
band extended horizontally and showing the STOP signal.
12. Prevent vehicles from entering crosswalk with extra attention
to the dangers of vehicles that are turning.
13. Continue to keep the crosswalk secured until all peds have
reached the safety of the sidewalk.
14. Use whistle for EMERGENCY only — one long LOUD blast.
15. Never direct traffic — all visible signals must be STOP only.
REV: 8-09
EXHIBIT 013"
All City Management Services, Inc.
Site Performance Evaluation
Employee Name
Dept Code
0 = SELDOM: Employee seldom performs the task at an acceptable level to meet position standards.
Improvement in performance is mandatory.
5 = USUALLY: Employee usually performs the task at an acceptable level to meet position standards.
Performance demonstrates understanding of duties but improvement is necessary.
10 = ALWAYS: Employee consistently performs the task at a level that meets position standards.
Performance is fully acceptable and demonstrates commitment to duties.
11 10 -day New Hire
Status: REG ALT
A. MANDATORY COMPLIANCE must score "ALWAYS" on 1-10 or receive FAIL ade) 0 5 10
1.
Does guard cross all pedestrians who will allow themselves to be crossed safely?
2.
Does guard attempt to hold al I pedestrians to curb on both sides of the street until guard takes control of the crosswalk?
3.
Does guard make second attempt to hold to the,curb those pedestrians who do not comply with the first attempt?
4.
Does guard enter the intersection far enough to assume and maintain control of the crosswalk?
5.
Does guard have all pedestrians safely on the sidewalk before giving up control of the crosswalk?
6.
Is guard alert, attentive (no phone, reading, visitors, etc.) and at the crosswalk when not actively crossing?
7.
Does guard refrain from using hand signals (other than stop) and give only voice commands to pedestrians?
8.
Does guard refrain from directing traffic under all circumstances?
9.
Is guard wearing company -issued hat with logo?
10. Is guard otherwise properly uniformed (clean/closed vest, ID badge, proper shoes and clothing)?
D. PEDESTRLAN CONTROL -- -- --
1.
Are al l pedestrians given clear instructions to wait until called and to look both ways before leaving the curb?
2.
Does guard control use of bicycles, scooters, skateboards and/or rollerblades in crosswalk?
C.
INTERSECTION CONTROL -- -- —
1.
Does guard wait for prompt signal or adequate break in traffic before starting the cross?
2.
Does guard look left -right -left for vehicles before stepping from curb?
3.
Does guard continue to look in all directions for vehicles approaching the crosswalk during the entire cross?
4.
Does guard maintain position primarily at edge of the crosswalk nearest to and facing the center of the intersection?
5.
Does guard use two-handed cross with free hand extended in STOP signal to control pedestrians and vehicles?
6.
Does guard hold the STOP sign high above their head for entire time they are in the intersection?
D.
PERSONAL CONDUCT -
1.
Does guard report to work on time and remain at their location for the entire scheduled shift?
2.
Does guard give adequate notice in advance of requesting time off?
3.
Does guard demonstrate the necessary strength and agility to perform job safely?
SCORE: Above Average= 190 to 210 points Average =150 to 185 points Fail =Below 150 points TOTAL
NOTE mandatory compliance statement in Section A. Also, may not cam "Above Average" rating if evaluation contains any "0's7
COMMENTS:
I have discussed the above performance evaluation with my supervisor. I understand that if I disagree with its contents, I
may submit a letter to the Main Office stating my objections (see Employee Handbook for further details).
Employee's Signature Date Supervisor's Signature Date
IMAM On this date my supervisor and I discussed the potential for trip and fall injuries and I was reminded to always use the curb cuts.
I understand t should periodically check for potential safety hazards and report them to my supervisor and/or complete and submit the Injury and
Illness Prevention Program form supplied in my Employee Handbook.
REV: 08/10
FINAL GRADE: %
ALL CITY MANAGEMENT SERVICES, INC.
SCHOOL CROSSING GUARD CERTIFICATION — Part One
PRINT YOUR NAME TODAY'S DATE
YOUR SUPERVISOR'S NAME
CITY WHERE YOU WORK
1. In addition to the Identification Badge and whistle, what three items are issued by the
company to every Crossing Guard and must be used AT ALL TINTES while on darty?
a.
b.
C.
2. Crossing Guards must give two different safety instructions to all pedestrians before they
enter the crosFwall. List those two instructions:
a.
In
3. Crossing Guards should enter the intersection
a. before the pedestrians enter the crosswalk
b. at the same time as pedestrians enter the crosswalk
c. following pedestrians into the crosswalk at a safe distance
4. Crossing Guards should be positioned in the crosswalk
a. along the edge of the crosswalk nearest to (and facing) the center of the intersection
b. along the edge of the crosswalk and facing the pedestrians
5. Crossing Guards must cross
a. only elementary school children attending the school they are assigned to
b. all pedestrians who allow the guard to cross them safely
c. only unaccompanied students and mothers with small children
6. For this question, circle ALL answers that are correct.
Crossing Guards who are requesting to be absent from their duties
a. Must request the time o$' from their supervisor as soon as possible
b. Must request time off at least 48 hours in advance to qualify for a "Request for Time Off"
c. Will be charged with an "Absence" if requesting time off with less than 48 hours notice
EX1 iBI 8 "C"
CROSSING GUARD CERTIFICATION
Part One — Page Two
7. True or False Crossing Guards may read while on duty.
8. True or False Crossing Guards must always park their car legally.
9. True of False Crossing Guards should sound their whistle only for emergency purposes.
10. True or False Crossing Guards should give easily visible hand signals to pedestrians to
call them into the street.
11. True or False In some situations Crossing Guards may need to direct traffic to proceed
through the intersection.
12. True or False All students must be given instructions to walk their bikes and/or
skateboards through the intersection.
13. True or False As soon as all pedestrians are out of the crosswalk, Crossing Guards should
lower their sign.
14. True or False Crossing Guards must be frilly uniformed and visible at their site for their
entire shift.
15. True or False Crossing Guards may leave their site once they know all students have
crossed.
16. True or False Crossing Guards may reward students with candy.
17. True or False Crossing Guards are not allowed to have anyone socialize with them during
working hours.
18. True or False Crossing Guards who are injured while on duty must contact their
supervisor as soon as possible even if the injury is a minor one.
19. True or False Crossing Guards must always look LEFT, RIGHT, LEFT before leaving the
curb.
20. True or False Crossing Guards should periodically inspect their place of work for possible
safety hazards (report hazards to supervisor) and always use curb cuts when
stepping off and on the curb.
HOW TO SCORE: Multiply total wrong answers x 4 points to get total points missed
Subtract total points missed from 100 to get final grade
MUST EARN MININfUM OF 72 POINTS TO RECEIVE PASSING GRADE
REV: 8/10
PATRICIAL
21 896 Red River Drive
Lake Forest, CA 92630
(310) 877-7045
2019 to present All City Management Services, Inc.
10440 Pioneer Blvd., Suite 5
Santa Fe Springs, California 90670
Director of Operations: Responsible for directing the efforts of five Operations
Managers and 76 Area Supervisors in the successful implementation of all Company
policies and procedures related to field operations. Responsible for development,
implementation and compliance for all Training Programs as well as the Safety
Certification standards for all Crossing Guards.
1998 to 2010 All City Management Services, Inc.
1749 South La Cienega Blvd.
Los Angeles, California 90670
Operations Manager / Safety Director: Accountable for management of field
operations company -wide. Responsible for development, implementation and
compliance for all Training Programs as well as the Safety Certification standards for all
Crossing Guards.
1994 to 1998 All City Management Services, Inc.
1749 South La Cienega Blvd.
Los Angeles, California
Area Supervisor: Responsible for hiring, training, coordinating and scheduling 35-40
school crossing guards. Serve as company liaison to city governments, school districts
and community.
1986 to 1994 Saddleback Valley Unified School District
Mission Viejo, California
Substitute Office Clerk. Employed on an as -needed basis. Also served as a volunteer at
the site and district levels. Elected by parent population as their representative on various
School Site Councils for six consecutive years. Continue to serve in this capacity.
1981 to 1983 Gino's Inc. / PhilMar Inc.
King of Prussia, Pennsylvania
Restaurant Manager. Responsible for all aspects of fast food unit including hiring,
training and scheduling of hourly employees, budget controls, ordering and receiving all
supplies, cash controls, quality control, employee evaluations, public relations, etc.
Consistently received `outstanding" evaluations.
�
Patricia J. Pohl
Page 2
1979 to 1981 Hazelton Broadcasting Company i
Hazelton, Pennsylvania
Advertising Account Representative. Sales and service of radio advertising accounts
requiring self-motivation, time management, organizational skills and ability to work well
with people.
1974 to 1979 Iowa State University
Ames, Iowa
Administrative Assistant. Assisted Director of a large mid -western university job
placement office. Coordinated visits of corporate recruiters, counseled students, initiated
correspondence, recorded and tabulated statistical data for national reports as well as
being responsible for day to day office functions.
1972 to 1974 Commissioned Officers' Mess
US Naval Station, Mayport, Florida
Assistant Manager. Supervised 20-25 employees for naval installation dining
room/lounge/banquet facility. Responsible for work schedules, hiring and training new
employees, cash controls, ordering, inventory controls, billing, booking private parties as
well as all duties of manager in his absence.
1970 to 1972 Albany County Mental Health Clinic
Albany, New York
Office manager. Coordinated clinical setting involving eight M.D.'s and support staff.
Served as liaison between clinic and various county agencies using clinic services.
requiring decision making in emergency situations. General office duties.
1967 to 1968 St. Francis Hospital
Hartford, Connecticut
Secretary. Secretarial and receptionist duties for Director of Dietetics at large urban
hospital. General office duties.
High School: South Kortright Central School, South Kortright, NY
Graduated in upper 10% of class with Regent's Diploma in college
preparatory courses.
Technical Training: School of Inhalation Therapy, Fox Hospital, Oneonta, NY
Attended 1968-69. Not currently certified.
13 ACMs 11
A. Employees and Service Hours
City shall provide to Contractor with a schedule indicating all of the designated crossing
locations and the hours that Contractor is to provide Crossing Guard Services at each
location. This schedule is subject to change upon thirty (30 days' written notice to
Contractor; except that at the discretion of City, one of more Crossing Guards may be
moved from one designated crossing location to another to immediately stand in for one or
more absentee Crossing Guards. Contractor shall also 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.
B. Employee Selection Procedure
Background investigation: Pursuant to Education Code § 45125.1, Contractor shall
have background investigations performed of all applicants being considered for
hire or, for employees who have not previously submitted fingerprints, who will work
as a Crossing Guard under this Agreement. The background investigation shall
include, but not be limited to, verification that each individual who will work as a
Crossing Guard under this Agreement is not a felon, has no dangerous criminal
history, nor has been prosecuted for sex or drug related offenses.
2. Effective communication skills: Each individual who will work as a Crossing Guard
under this Agreement shall be able to effectively communicate in English, both
verbally and in written form.
3. Physical and mental health: Each individual who will work as a Crossing Guard
under this Agreement must be in good physical and mental health.
C. Site Supervision
Contractor shall provide one (1) site supervisor ("Site Supervisor") to supervise all
personnel in the performance of this Agreement. The Site Supervisor shall
participate in all training programs provided by Contractor. Said training shall be
substantially similar to that of the Crossing Guards, except that the Site
Supervisor's training shall include instruction in time keeping, report writing and
supervisory techniques.
2. The Site Supervisor shall also be responsible for recruiting and training personnel,
overseeing the scheduling for all crossing locations, conducting safety inspections,
coordinating safety assemblies and responding to and remedying any problems and
complaints.
3. The Site Supervisor shall visit each site under his/her supervision at least three (3)
times a week and each school participating in the program at least once a month.
D. Management Report
Contractor shall submit a management report to City's Department of Public Services,
Transportation Services Division each month, reflecting the activities in the program
during the previous month. This report will include, but not be limited to, the following
items:
a. Time summary sheet reflecting sites worked, days and hours worked and
identification of personnel working (regular and alternate guards).
b. Program related matters, including:
(1) Problems and recommended solutions.
(2) Incidents and activities involving Crossing Guards and program personnel.
(3) Special programs held at schools.
E. Performance
Each year, participating schools will be asked to evaluate Contractor's performance.
Contractor shall forward a copy of each evaluation to City with the next regular monthly
management report, but no later than July 1 of that year. The evaluation shall include a
critique of the Crossing Guards including, their appearance, attitude, punctuality, ability
to communicate and interact with the children and overall performance. The
participating schools' responses the evaluation will be closely analyzed by City and may
be grounds for termination of the Agreement. City will require immediate remedial
action on any ratings that are less than satisfactory.
2. The Crossing Guard personnel shall also be evaluated on an annual basis by the Site
Supervisor. The evaluations will serve as a tool to inform the individual Crossing
Guards as to areas of superior or acceptable performance, areas of needed
improvement and the steps to take to ensure that the necessary improvement occurs.
3. Meetings will be held twice a year between City's representative and the Site
Supervisor to evaluate and discuss the ongoing program. During each meeting, a
review will be made of any incidents or problems that have occurred during the program
year.
4. To ensure that the Site Supervisor is effectively performing his/her duties, City's
representative may, from time to time, monitor the Site Supervisor's activities and
conduct site audits. The site audit may include visitation of sites and review of the daily
reports completed by the Site Supervisor.
F. Crossing Guards' Duties and Scope of Training
All Crossing Guards shall be trained to perform at least the following functions:
Halt vehicles when necessary by mechanical and hand signals to permit children to
cross the road safely.
2. Maintain order among children assembled at street crossing points and permit them to
cross only when they can do so safely.
3. Report license numbers of motor vehicles whose drivers violate traffic laws or Crossing
Guard instructions to the Costa Mesa Police Department.
4. Make children aware of the elements of the traffic safety and operations of pedestrian
controls.
5. Conduct themselves in accordance with the conditions of the Professional Services
Agreement, the laws of the State of California, California Vehicle Code, the Manual of
Uniform Traffic Control Devices (MUTCD), and the Costa Mesa Municipal Code.
G. Materials and Supplies
Contractor shall provide each Crossing Guard with apparel by which they are readily visible and
easily recognized as Crossing Guards, which shall be worn at all times while performing duties
pursuant to the Professional Services Agreement and which shall include, but not be limited to,
at least the following materials and supplies:
1. Hand-held, regulation size stop sign.
2. Brightly colored, traffic safety vest.
3. Yellow rain suit for use in inclement weather.
FIs-
1' SC ULE
14 ACMS 11
"►1.1, �,1 1 1 ii dt'.a
Fee Schedule
As a full service contractor, the hourly rate quoted is a fully loaded rate, meaning all of our costs
are included in the proposed hourly billing rate. This would include but be not limited to;
recruitment, background clearance, training, equipment, insurance, supervision and management
of the Costa Mesa Crossing Guard Program.
Proposed Hourly Billing Rate: $13.49
Maximum chargeable hours per day: 3 hours
(4.5 hours for crossing guard at Gisler Ave./California St.)
Invoices for services are mailed every two weeks. Included with each invoice is a Work
Summary, which details each site, each day and the hours worked at that site. The City of Costa
Mesa would only be billed for Crossing Guard services rendered on designated "school days".
The proposed hourly billing rate does not include additional safety equipment, crosswalk
delineators or safety devices. Should the City desire any such additional equipment the additional
cost would be billed separately.
Contact Information
Business Address: 10440 Pioneer Blvd., Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
General Manager Baron Farwell cell number: 310.877.7336
Website: www.thecrossingguardcompanv.com
Email address: baron@thecrossingguardcompanv.com
11,10,14 0911
CITE' COUNCIL POLICY 100-5
15 ACMS l l
SUBJECT
POLICY
EFFECTIVE
PAGE
NUMBER
BATE
DRUG-FREE WORKPLACE
100-5
8-8-89
1 of 3
BACKGROUND
Under the Federal Drug -Free Workplace Act of 1988, passed as part of omnibus drug legislation
enacted November 18, 1988, contractors and grantees of Federal funds must certify that they will
provide drug-free workplaces. At the present time, the City of Costa Mesa, as a sub -grantee of
Federal funds under a variety of programs, is required to abide by this Act. The City Council has
expressed its support of the national effort to eradicate drug abuse through the creation of a
Substance Abuse Committee, institution of a City-wide D.A.R.E. program in all local schools
and other activities in support of a drug-free community. This policy is intended to extend that
effort to contractors and grantees of the City of Costa Mesa in the elimination of dangerous drugs
in the workplace.
PURPOSE
It is the purpose of this Policy to:
1. Clearly state the City of Costa Mesa's commitment to a drug-free society.
2. Set forth guidelines to ensure that public, private, and nonprofit organizations receiving
funds from the City of Costa Mesa share the commitment to a drug-free workplace.
at] 9W1 4
The City Manager, under direction by the City Council, shall take the necessary steps to see that
the following provisions are included in all contracts and agreements entered into by the City of
Costa Mesa involving the disbursement of funds.
1. Contractor or Sub -grantee hereby certifies that it will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is prohibited in
Contractor's and/or sub -grantee's workplace, specifically the job site or location
included in this contract, and specifying the actions that will be taken against the
employees for violation of such prohibition;
16 ACMS 11
SUBJECT
POLICY
EFFECTIVE
PAGE
NUMBER
BATE
DRUG-FREE WORKPLACE
100-5
8-8-89
2 of 3
b. Establishing a Drug -Free Awareness Program to inform employees about:
1. The dangers of drug abuse in the workplace;
2. Contractor's and/or sub -grantee's policy of maintaining a drug-free workplace;
3. Any available drug counseling, rehabilitation and employee assistance programs;
and
4. The penalties that may be imposed upon employees for drug abuse violations
occurring in the workplace;
c. Making it a requirement that each employee to be engaged in the performance of the
contract be given a copy of the statement required by subparagraph A;
d. Notifying the employee in the statement required by subparagraph 1 A that, as a
condition of employment under the contract, the employee will:
1. Abide by the terms of the statement; and
2. Notify the employer of any criminal drug statute conviction for a violation
occurring in the workplace no later than five (5) days after such conviction;
e. Notifying the City of Costa Mesa within ten (10) days after receiving notice under
subparagraph 1 D 2 from an employee or otherwise receiving the actual notice of
such conviction;
f. Taking one of the following actions within thirty (30) days of receiving notice under
subparagraph 1 D 2 with respect to an employee who is so convicted:
1. Taking appropriate personnel action against such an employee, up to and
including termination; or
2. Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, State, or local
health agency, law enforcement, or other appropriate agency;
17 ACMs 11
SUBJECT
POLICY
EFFEC'T`IVE
PAGE
NUMBER
DATE
DRUG-FREE WORKPLACE
100-5
8-8-89
3 of 3
g. Making a good faith effort to maintain a drug-free workplace through implementation
of subparagraphs 1 A through 1 F, inclusive.
2. Contractor and/or sub -grantee shall be deemed to be in violation of this Policy if the City
of Costa Mesa determines that:
a. Contractor and/or sub -grantee has made a false certification under paragraph 1
above;
b. Contractor and/or sub -grantee has violated the certification by failing to carry out
the requirements of subparagraphs 1 A through 1 G above;
c. Such number of employees of Contractor and/or sub -grantee have been convicted
of violations of criminal drug statutes for violations occurring in the workplace as
to indicate that the contractor and/or sub -grantee has failed to make a good faith
effort to provide a drug-free workplace.
3. Should any contractor and/or sub -grantee be deemed to be in violation of this Policy
pursuant to the provisions of 2 A, B, and C, a suspension, termination or debarment
proceeding subject to applicable Federal, State, and local laws shall be conducted. Upon
issuance of any final decision under this section requiring debarment of a contractor
and/or sub -grantee, the contractor and/or sub -grantee shall be ineligible for award of any
contract, agreement or grant from the City of Costa Mesa for a period specified in the
decision, not to exceed five (5) years. Upon issuance of any final decision
recommending against debarment of the contractor and/or sub -grantee, the contractor
and/or sub -grantee shall be eligible for compensation as provided by law.
18 ACMS 11
19 ACMs 11
buenw i wwi f o IUUALLW I T M
ORUDI. CERTIFICATE OF LIABILITY INSURANCE DATE03/30/203,,2.IY1
11
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE BOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER NAME; Nysa Gallegos _
BB&T-Knight Insurance Services PHONE 898 662-4234 i FAX
(AIC, No. Ext): (AIC, No1877 297-9262
535 N. Brand Blvd NGaile os bbandt.com
10th Floor rKwoutor
ADDRESS. 9
Glendale, CA 91203 CUSTOMER ID B:
...-._____._....,..-...........__..._..... _.. ___._.... .. INSURER(S) AFFORDING COVERAGE
INSURED James River Insurance Company r ^ 12203
All City Management, Inc.
10440 Pioneer Blvd # 5
Santa Fe Springs, CA 90670
INSURER A .
INSURER B: Interstate Fire & Casualty Comp
D:
COVFRAGFS CFRTIFICATF NIIMRFR- RFVLglnN NIIMRFR-
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR TYPE OF INSURANCE INSR
WVD
POLICY NUMBER EFF
POLICY EXP
LIMITS
A ! GENERAL LIABILITY
GLLA1324979 4/01/2019
04/01/2012
EACH OCCURRENCE
$1,000,000
X COMMERCIAL GENERAL LIABILITY
'
PREMISE Ea occufferce
$50,000
F_ CLAIMS -MADE f OCCUR
MED EXP (Any one person)
$EXCluded
PERSONAL 8 ADV INJURY
$1,000,000
I
}
j!
j 1
j
1
�-----_--•--
GENERAL AGGREGATE
$2,060,000
---.--.......__
GEN'L AGGREGATE LIMIT APPLIES PER
'�---
i
1
1 PRODUCTS - COMP/OP AGG
RODUCT_.._..._._...
52,000,006
- --I
POLICY PRO- LOCACT I
__....._ .._..
$
AUTOMOBILE
LIABILITY
NOt AppllCabl@
!
COMBINED SINGLE LIMIT
$
r--
(Ea accident)
-
ANY AUTO
j
._�__
BODILY INJURY (Per person)
.___..___.._..._._.-_...... ._____
$
----"'-""-----
ALL OWNED AUTOS
-�
BODILY INJURY (Por accident)
$
SCHEDULED AUTOS
I
PROPERTY DAMAGE
Hi RED AUTOS
(Per accident)
$
$
r_
NON -OWNED AUTOS
I
S
B X
�_....._
UMBRELLA LAB r . OCCUR
PFX24087389 4/01/2011
04/01/201
EACH -OCCURRENCE$4
_.... .. .......... .. ... .. ..._.
000 000
_._.t_..—L,..__..... ...........
EXCESS LIAB CLAIMS -MADE;
I
i
AGGREGATE - _
64,000,000
DEDUCTIBLE
^�
$
X
RETENTION $ 0
I
WORKERS COMPENSATIONI
Not AppllCabl@O.YQ.ER—
WCSTATU- OTIi-
AND EMPLOYERS' LIABILITY Y / N
1
E.L. EACH ACCIDENT
5
ANY PROPRIETORIPARTNERIEXECUTIVe
OFFICERIMEMBER EXCLUDED �'NIA
E.L. DISEASE - EA EMPLOYEE
$
(Mandatory In NH)
ItBS, describe under 1
i
DESCRIPTION OF OPERATIONS below
E.L. DISEASE - POLICY UMrr
Is
Not Applicable
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more apace Is required)
Evidence of Insurance
Cityof Costa Mesa RECEIVED SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
City
o Cho ACCORDANCE
EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
DaviACCORDANCE WITH THE POLICY PROVISIONS.
P.O. Box 1200 - APR Q i
Costa Mesa, CA 92626 p - AUTHORIZED REPRESENTATIVE
PUB{,- SERVICES
91988-2009 ACORD CORPORATION. All rights reserved.
ACORD 25 (2009/09) 1 of 1 The ACORD name and logo are registered marks of ACORD
#S6591354/M6591330 NNGON