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Agenda Item
ASR
Control 18-000977 |
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MEETING DATE: |
10/16/18 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Sheriff-Coroner
(Approved) |
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Department contact
person(s): |
Bob Peterson (714) 647-1833 |
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Jeff Puckett (714) 657-4559 |
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Subject: Approve All City Management
Services, Inc. Contract for Crossing Guard Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$465,652 |
Annual Cost:
FY 2019-20 $625,000 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 10/25/2016
#S49A, 7/26/2016 #19, 3/15/2016 #10, 10/27/2015 #14 |
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RECOMMENDED ACTION(S):
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1. |
Authorize the County Procurement Officer or authorized Deputy to execute All City Management Services, Inc. contract for the provision of crossing guard services, for the period of November 1, 2018 through October 2020, in the not to exceed amount of $1,221,652, renewable for one additional two-year period and one additional one-year period. |
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2. |
Authorize the Sheriff-Coroner or designee, pursuant to County Contract Policy Manual Section 3.3-113, to exercise a contingency cost increase of up to 10% of the first year (or $61,083) of the original contract amount, as identified in Recommended Action #1 above, within the scope of work set forth in the contract and upon mutual agreement by both parties. |
SUMMARY:
Approval of the All City Management Services, Inc. contract will allow the Sheriff-Coroner Department to contract to provide crossing guards as recommended by the Orange County Traffic Committee to protect children as they walk to and from school in high-traffic unincorporated areas.
BACKGROUND INFORMATION:
Based on case law, California Attorney General opinions, and California Vehicle Code Section 42201, counties have the discretion when deemed necessary and appropriate under California regulatory and statutory requirements and recommended by the Orange County (OC) Traffic Committee to provide crossing guards for schools in unincorporated areas. The Sheriff-Coroner Department (Sheriff) provides crossing guard services at intersections in unincorporated areas that school districts have identified places where children need crossing assistance. School district requests for crossing guards are reviewed by the OC Traffic Committee. If it is determined that the request meets the requirements for a crossing guard, the OC Traffic Committee makes a recommendation to the Board of Supervisors (Board) for approval of a crossing guard at the location requested. If the Board approves the recommendation, the Sheriff is directed to establish a crossing guard. The Sheriff currently has 61 contracted crossing guards. The OC Traffic Committee has one site pending Board approval, which is scheduled for October 30, 2018.
The Sheriff contracts out for this service to ensure adequate coverage at all approved crossing guard locations. The following table details the recent contract history for crossing guard services.
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Board of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract Term |
Contract Amount |
Comments |
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10/27/15 |
6 |
11/1/15 - 10/31/16 |
$693,928.40 |
Renewed the contract and increased All City Management Services, Inc. contract by $88,240.60 to increase the hourly rate from $14.24 to $16.79 |
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3/15/16 |
n/a |
n/a |
n/a |
Approved OC Traffic Report from OC Public Works |
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7/26/16 |
7 |
11/1/15 - 10/31/16 |
$718,106 |
Increased All City Management Services, Inc. contract by $24,177.60 to add two additional crossing guards for the unincorporated areas of North Tustin and South Orange County |
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10/25/16 |
Contract |
11/1/16 – 10/31/18 |
$972,721.60 |
New contract with American Guard Services, Inc. |
The crossing guard services went out to bid from April 13 through June 14, 2018. Two bids were received. The respondents were All City Management Services and American Guard Services, Inc. The bids were evaluated and All City Management Services, Inc. was deemed to be the most responsible, responsive bidder. The vendor has successfully contracted for these services in the past from 2003 through 2016.
The Sheriff requests Board approval for the All City Management Services, Inc. contract for the period of November 1, 2018 through October 31, 2020 in the not to exceed amount of $1,221,652 for the two year period, and also for a 10% contingency clause in the event the OC Traffic Committee recommends additional crossing guards during the contract term. This contract is submitted for Board approval less than 30 days prior to the start of the contract due to an extended negotiation period over the terms and conditions in the contract. This contract does not include subcontractors or pass through to other providers. See Attachment E for the Contract Summary.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Sheriff-Coroner's FY 2018-19 Budget for Budget Control 060, and will be included in the budgeting process in future years. The contract contains language allowing the Sheriff-Coroner Department to terminate the contract without penalty with cause or after 30 days of written notice without cause in the event that funding is reduced and/or not available to continue funding the contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract MA-060-19010294
Attachment B - Redline Version of Previous Amendment
Attachment C - California Vehicle Code 42201
Attachment D - Bid Recap
Attachment E - Contract Summary Form