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CC - CONSENT ITEM: (1) Approval of an Agreement with All City Management Services, Inc. (ACMS) through June 30, 2024, to Provide Crossing Guard Services in an Amount Not-to-Exceed $254,388.60; (2) Authorization to the City Manager to Extend the Agreement for Two Additional One-Year Periods, with Additional Funding to be Approved as part of the City’s Annual Budget Process; and (3) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Proposed Budget Amendment Appropriating an Additional $70,298.60 from General Fund Unassigned Fund Balance to Cover the Higher Hourly Billing Rate Costs.
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Meeting Date: October 23, 2023
Contact Person/Dept.: Francisca Castillo/PRCS
Phone Number: (310) 253-6645
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/17/2023)
Department Approval: Armando Abrego, Director of Parks, Recreation and Community Services (10/03/2023)
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RECOMMENDATION
Staff recommends the City Council (1) approve an agreement with ACMS through June 30, 2024, to provide crossing guard services in an amount not-to-exceed $254,388.60; (2) authorize the City Manager to extend the agreement for two additional one-year extensions, with additional funding to be approved as part of the City’s annual budget process; and (3) approve a proposed budget amendment appropriating an additional $70,298.60 from General Fund Unassigned Fund Balance to cover the higher hourly billing rate costs (four-fifths vote requirement).
BACKGROUND/DISCUSSION
For the past year, the Department of Parks, Recreation and Community Services (PRCS) has managed the City’s agreement with ACMS to schedule and staff crossing guards at the following eight locations selected by the Culver City Unified School District (CCUSD):
1. Braddock Dr. and Duquesne Ave.
2. Sawtelle Blvd. and Rudman Dr.
3. Braddock Dr. and Elenda St.
4. Overland Ave. and Sawtelle Blvd.
5. Farragut Dr. and Coombs Ave.
6. Matteson Ave. and College Ave.
7. Overland Ave. and Farragut Dr.
8. Washington Blvd. and Elenda St.
The maximum compensation for the City’s agreement with ACMS was $184,090 and it expired on June 30, 2023.
At the City Council meeting on August 14, 2023, City Council approved a Memorandum of Understanding (MOU) with CCUSD allowing the management of the agreement with ACMS to be turned over to CCUSD with the City continuing to provide the funding for such services. However, the proposed MOU was not approved by the CCUSD School Board. In order to continue the services uninterrupted, a 60-Day agreement with ACMS was authorized by the City Manager in order to give PRCS time to prepare the full agreement through 2024.
FISCAL ANALYSIS
In the Adopted Budget for Fiscal Year 2023-2024, $184,090 was included in Account No. 10130100.619800 (PRCS Administration - Other Contractual Services) to cover services for crossing guards. However, ACMS has raised the hourly billing rate per crossing guard from $33.74 to $34.47, which will increase the contract amount by $70,298.60. Staff requests Council approve a budget amendment appropriating $70,298.60 from General Fund Unassigned Fund Balance into Account No. 10130100.619800 to fund the full contract amount of $254,388.60 (four-fifths vote requirement).
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an agreement with ACMS through June 30, 2024, to provide crossing guard services in an amount not-to-exceed $254,388.60; and
2. Authorize the City Manager to extend the agreement for two additional one-year periods, with additional funding to be approved as part of the City’s annual budget process.
3. Approve a proposed budget amendment appropriating an additional $70,298.60 from General Fund Unassigned Fund Balance to cover the higher hourly billing rate costs (requires a four-fifths vote); and
4. Authorize the City Attorney to review/prepare the necessary documents; and
5. Authorize the City Manager to execute such documents on behalf of the City.