Report to
Tuesday, September 17, 2024
Consent
SUBJECT:
Title
CONSIDER AWARDING A THREE-YEAR CONTRACT SERVICE AGREEMENT WITH ALL CITY MANAGEMENT SERVICES, INC. TO PROVIDE PROFESSIONAL CROSSING GUARD SERVICES FOR THE CITY OF CARSON (CITY COUNCIL)
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I. SUMMARY
For the past four years, the City has maintained a contract service agreement for professional Crossing Guard services with All City Management Services, LLC (ACMS), which has had a strong relationship with the City. On August 4, 2020, the City Council approved a three-year contract with ACMS covering July 1, 2020, through June 30, 2023, with the option for extension if deemed necessary by the Contract Officer. On August 1, 2023, the Council approved a one-time extension of the contract. As the June 30, 2024, expiration date approached, ACMS was informed of the contract’s end and the City’s plan to issue a Request for Proposals. To ensure uninterrupted coverage for the 2024/2025 school year, the City agreed to a sixty-day extension, extending the contract to September 30, 2024.
On August 8, 2024, a Request for Proposals (RFP) was issued through Planet Bids, inviting qualified firms to submit proposals to provide professional crossing guard services for the City of Carson. The City received five proposals, and after a thorough review and evaluation, staff recommends awarding a three-year contract to All City Management Services, Inc. (ACMS), expiring on June 30, 2027. The contract's total amount is not to exceed $1,617,581.00. Additionally, the City will have the option to extend the contract for two one-year periods, potentially extending the agreement until June 30, 2029, at the City's sole discretion (Exhibit No. 1).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the proposed three-year Contract Service Agreement with All City Management Services, Inc., including two optional one-year extensions, for the provision of professional crossing guard services for the City of Carson, with a total contract amount not to exceed $1,617,581.00, for the term expiring on June 30, 2027 (Exhibit No. 1) ("Agreement").
2. AUTHORIZE the Mayor to execute the Agreement, following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, subject to compliance with applicable law.
IV. BACKGROUND
The City of Carson’s Pedestrian Safety Program provides Crossing Guard services for the Carson Community of Schools at twenty-five (25) locations (Exhibit No. 2). Twenty-two (22) of these sites are staffed by contracted Crossing Guards; the remaining three (3) sites are staffed by Part-Time City employees. In the event a Part-Time City employee is absent, the Contractor may be called upon to provide relief coverage for as long as needed.
For the past four years, the City has maintained a contract service agreement for professional Crossing Guard services with All City Management Services, LLC (ACMS), which has had a strong relationship with the City. On August 4, 2020, the City Council approved a three-year contract with ACMS covering July 1, 2020, through June 30, 2023, with the option for extension if deemed necessary by the Contract Officer. On August 1, 2023, the Council approved a one-time extension of the contract. As the June 30, 2024, expiration date approached, ACMS was informed of the contract’s end and the City’s plan to issue a Request for Proposals. To ensure uninterrupted coverage for the 2024/2025 school year, the City agreed to a sixty-day extension, extending the contract to September 30, 2024.
On August 8, 2024, the Purchasing Division published RFP 24-016 via Planet Bids for Contracted Crossing Guard Services at twenty-five (25) permanent locations and relief Crossing Guard coverage on an as-needed basis. The RFP 24-016 for Contracted Crossing Guard Services closed at 9:00 am on September 3, 2024. The City received five (5) proposals, of which only three (3) were complete proposals, one (1) didn’t provide a cost proposal, and one (1) was not relevant to the crossing guard services requested in the RFP.
The proposals were reviewed by the division’s Emergency Management Specialist, Public Safety Supervisor and the Emergency Services Manager. Each proposal was ranked based on the following criteria: (1) understanding of the scope of work, (2) demonstrating professional skills and credentials related to the scope of work (3) evaluation of work methodology, and (4) completion of bid proposal submittal and cost.
After a thorough evaluation, Staff has determined that ACMS is the most qualified bidder under Carson’s Municipal Code and, for the past four (4) years, has had an outstanding relationship with the City. Accordingly, staff recommends that ACMS be awarded the proposed contract at a not-to-exceed contract sum of $1,617,581.00, for the period commencing October 1, 2024 and expiring June 30, 2027, with two additional one-year extensions at the sole discretion of the City and should the City exercise those options, the agreement has the potential of reaching June 30, 2029. (Exhibit No. 1).
V. FISCAL IMPACT
No fiscal impact. Funds have been allocated in the Public Safety FY 24/25 budget in the amount of $514,008.00 under the account numbers 101-55-593-133-6004 and 101-55-593-133-5004- to cover anticipated costs.
VI. EXHIBITS
1. (Proposed) Agreement with All City Management Services, Inc. (pgs. 4-34)
2. All City Management Services proposal (pgs. 35-79)
3. Crossing Guard Locations Serviced by Contractor (pg. 80)
Prepared by: Nora Garcia, Emergency Services Manager