HomeMy WebLinkAbout11 AUTHORIZATION FOR NEW CONTRACT WITH THE ALL CITY MANAGEMENT SERVICES (ACMS) INC. CROSSING GUARD SERVICES AGREEMENT DocuSign Envelope ID: E8CAAF1 B-5DC4-4FB1-B79D-E9F1 3046CABF
• Agenda item los
AGENDA REPORT Reviewed: m5W
City Manager o5
Finance Director
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MEETING DATE- AUGUST 3, 2021
TO: MATTHEW S. WEST, CITY MANAGER
FROM: STU GREENBERG, CHIEF OF POLICE
SUBJECT: AUTHORIZATION FOR NEW CONTRACT WITH THE ALL CITY
MANAGEMENT SERVICES (ACMS) INC. CROSSING GUARD SERVICES
AGREEMENT
SUMMARY
The crossing guard contract with All City Management Services, Inc. has expired after the
seven (7) year agreement (three years of an initial agreement and two (2), two-year
extensions). The Police Department conducted a Request for Proposal (RFP) process which
was released on May 31, 2021 and closed on June 28, 2421 at 11:00 a.m.
All City Management Services, Inc. (ACMS), which has been providing crossing guard services
for the City of Tustin for the last 22 years, was the only contractor to submit a proposal. ACMS
submitted their proposal on June 28, 2021 at 10:59 a.m.
RECOMMENDATION
1. Approve and execute the new initial contract with All City Management Services, Inc.
and the City of Tustin in order to provide 13,860 hours of school crossing guard services
for the 2021 —2022 school year, 13,864 hours of school crossing guard services for the
2022 — 2023 school year, and 13,850 hours of school crossing guard service for the
2023 — 2024 school year.
FISCAL IMPACT
• 2021 —2022 school year: $317,255.00 funds budgeted from 100-50-32-6010 Professional
and Consulting fund. Sufficient fund is available in the FY 2021-22 budget.
2022 - 2023 school year: $334,580.00 funds budgeted from 100-50-32-6010 Professional
and Consulting fund. Atotal of$318,790 has been appropriated in the FY 2422-23 budget.
Additional funding needed will be addressed during the FY 2022 - 23 budget update
process.
0 2023 — 2024 school year: $355,232.00 funds. No funds have been appropriated in 100-
DocuSign Envelope ID: D39D3654-EOBE-4CE8-8203-E5F5815000A6
Authorization to Execute the New ACMS Crossing Guard Services Agreement
August 3, 2021
Page 2 of 2
50-32-6010 Professional and Consulting fund. Funding will be addressed during the FY
2023 -25 Biennial Budget process.
The cost increase between the prior contract and the upcoming school years is due to the State
of Califomia minimum wage mandated increase, The 2020 —2021 rate was $21.39 per hour, and
the 2021 — 2022 rate will increase to 522.89 per hour.
CORRELATION TO THE STRATEGIC PLAN
Goal B: Public Safety and Protection of Assets — Ensure Tustin is an attractive, safe and
well maintained community in which people feel pride.
BACKGROUND
In the on-going budget process for the 2021 — 2022 and 2022 — 2023 fiscal years, funds have
been budgeted for a new Crossing Guard Services Agreement for a term of two years to
provide school crossing guard services. The crossing guard service provides 22 crossing
guards to cover 16 school sites throughout the City of Tustin during the traditional and year-
round school schedules of 180 school days. Analysis of the program since the changes made
in 2018 have shown traffic flow around the schools has improved significantly; no public safety
issues have been discovered. More parents are walking their children to school and the children
are walking in large groups for safety. It has yet to be determined the impact COVI❑-19 will
have on the 2021 — 2022 school year if students elect to stay within an on-line system rather
than in-person learning. It is possible that if students choose on-line learning rather than in-
person, there could be a reduction in the amount of crossing guards posted based upon the
needs of the community.
�i7vcu5igned by: v. Signed by:
Sfu �v In sur ( L 0 [ �
_ReEEtgBE RG Almoea E°A,
Chief of Police City Operations Division Commander
Attachments_
1. Request for Proposal
2. All City Management Services, Inc. Proposal
3. Crossing Guard Services Agreement
ATTACHMENT 1
Request for Proposal
Crossing Guard Services contract
5/31/2021
City of Tustin RFP R Crossing Guard Services 2021
City of Tustin
Contents
Invitationto Bid...................................................................................................................................03
Introduction.........................................................................................................................................04
Background..........................................................................................................................................04
Scopeof Services..........................-.....................................................................................................04
RFPSchedule.......................................................................................................................................09
ProposalRequirements.......................................................................................................................10
GeneralRequirements........................................................................................................................12
Contractor Evaluation &Selection Process.........................................................................................13
Administration Specifications..............................................................................................................14
Termsand Conditions..........................................................................................................................15
2
1110 247).
City of Tustin RFP—Crossing Guard Services 2021
Invitation to Bid
CITY OF TUSTIN REQUEST OF PROPOSALS
Crossing Guard Services
Notice is hereby given that the City of Tustin will receive electronically submitted proposals for qualified
and experienced contractors to provide personnel equipped and trained in appropriate procedures for
crossing pedestrians in marked crosswalks. Proposals should be submitted electronically via ProcureNow
which can be found at https://www.tustinca.org/1236/Project-Bids-RFPS
Electronically submitted proposals are due by 11:00 a.m. PST on June 28, 2021.
The primary intent of this request for proposal (hereinafter "RFP") is to enter into an agreement with a
contractor capable of providing independent crossing guard services. Specifications are available online
at the City of Tustin website (http://www.tustinca.org) or through the ProcureNow portal.
The City of Tustin reserves the right to accept or reject any or all bids, to waive any informality and to
accept the proposal deemed to be in the best interest of the City of Tustin.
City of Tustin,Tustin, California
Stuart Greenberg, Chief of Police
Dated this 3151 day of May, 2021.
Attention Bidders—It is the City of Tustin's intent to enter into an agreement with a crossing guard
contractor on a suitable value approach.We will treat suitable value as a combination of availability,
fit, short-term costs and long-term costs that, in totality, are deemed to best meet the City of Tustin's
needs.
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City of Tustin RFP -Crossing Guard Services 2021
I. INTRODUCTION
The City of Tustin is seeking proposals for a qualified and experienced contractor to provide
personnel equipped and trained in appropriate procedures for crossing pedestrians in marked
crosswalks.This RFP is aimed to provide contractors with sufficient information in order to
prepare and submit a proposal detailing the crossing guard services they provide.
This RFP is issued for the City of Tustin. The issuing office is the City of Tustin's Police
Department and is the sole point of contact for this request.The contact person is Lieutenant
Ryan Coe,Tustin Police Department, Traffic Unit Commander. Lieutenant Coe can be reached at
rcoe@tustinea.org.
The City of Tustin reserves the right to accept or reject any or all bids,to waive any informality,
to negotiate separately with competing bidders and to accept the proposal deemed to be in the
best interest of the City of Tustin.
H. BACKGROUND
The City of Tustin Crossing Guard Services Program consists of sixteen (16) locations throughout
the City of Tustin, known as posts, near elementary and middle schools. The sixteen (16) posts
are manned by twenty-two (22)crossing guard personnel, who are staffed and managed by an
independent Contractor.This independent Crossing Guard Services Contractor works in
conjunction with program oversight of the Police Department.
If awarded,the selected Crossing Guard Services Contractor will enter into contract with the City
of Tustin.The contract will initiate the beginning of the 2021-2022 school year and continue for
three (3)years with the option for two (2), two-year extensions.
Contractors with local government and public safety technology experience are preferred but
not required. Local Contractors or Contractors with a local presence are also preferred but not
required.
III. SCOPE OF SERVICES
Instructions:Initial the bottom of each page of the Scope of Services and remit as part of your
Proposal as Attachment A, acknowledging a demonstrated understanding of the Scope of Services.
1. SCOPE OF SERVICES: CONTRACTOR RESPONSIBILITIES/PROVISIONS
The following is a list of minimum requirements that Contractors must be able to oddress in
potentially providing the City of Tustin with crossing guard services:
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City of Tustin RFP--Crossing Guard Services 2021
1. The Contractor shall render a full-service program to provide adult crossing guards for the
City. The Contractor shall administer and coordinate the program and be capable of
staffing twenty-two (22)crossing guard personnel at sixteen (16) locations throughout the
City.
2. The Contractor shall recruit, select, and employ crossing guards and alternate crossing
guards as required to provide coverage at each crossing guard post on each day when
guards are required in accordance with the schedule provided by the City.
a, The Contractor is responsible for the application process and determining the suitability
and qualifications of the crossing guards hired. All crossing guards employed by the
Contractor to perform services under this contract shall meet the qualifications specified in
the Scope of Services.
4, The Contractor shall provide a program manager as required to ensure competent and
efficient management of the crossing guard program.
S. The Contractor shall hire Field Supervisors to make fln-site visits at crossing guard sites.One
Field Supervisor shall be responsible for the supervision of no more than 25 crossing
guards. The contractor shall provide the name and contact information for the Field
Supervisor(s) to the City. The Contractor shall conduct on-site visits to crossing guards'
sites at least three (3) times ger school year.
6. The Contractor shall provide each crossing guard with the following equipment:
a7 Complete uniform with contractor's identifiable patch or badge;
bj Regulation-size, hand-held stop sign;
C) Brass or plastic whistle;
dj Traffic safety vest; and
e) High visibility rain coat.
2. SCOPE Of SERVICES: DUTIES OF CROSSING GUARDS
1. It shall be the duty of each Crossing Guard to:
a) Halt vehicles when necessary by mechanical and hand signal to permit children to
cross the road safely;
b) Maintain order among children assembled at street crossing points and permit them
to cross only when they can do so safely;
C) Report to the Tustin Police Department the license plate numbers of motor vehicles
who violate traffic laws or crossing guard instructions;
d) Make children aware of the elements of traffic safety and operation of pedestrian
controls;
e) Report to school authorities the names of children who do not follow safety
regulations; and
f) Wear a reflective traffic safety vest at all times when on duty.
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City of Tustin RFP—Crossing Guard Services 2021
3. SCOPE OF SERVICES: MINIMUM STANDARDS FOR CROSSING GUARDS
1. The following shall be the minimum qualifications for all Crossing Guards assigned by the
Contractor to this Project:
a) Be at least eighteen (18) years of age;
b) Be physically and mentally capable of performing the duties of a crossing guard;
C) Have the ability to give and follow oral instructions;
d) Have the ability to establish and maintain effective working relationships with
children, parents, school officials and law enforcement officials;
e) Have the ability to remain calm and use judgment and initiative in an emergency
situation; and
f) Be of good moral character.
2. Contractor shall include the following procedures in the selection process for Crossing
Guards:
a) The Contractor shall contact the last two (2) or three (3) employers of the Crossing
Guard applicant. Personal reference should also be checked if the applicant has not
been employed during the last five (5)years.
b) Employment and personal reference checks should be of such a nature as to provide
the Contractor with the information necessary to determine if the applicant is
capable of performing the duties of a Crossing Guard.
c) The Contractor shall provide for fingerprinting each applicant and shall complete a
fingerprint identification card which shall be forwarded within five (5)working days
to the California Department of Justice (DOJ).
d) The Contractor shall not employ any person as a Crossing Guard who has been
convicted of a drug offense, sex offense or a felony,or is otherwise prohibited from
working with children.
e) The Contractor shall maintain records of fingerprint identification during the period
of this contract and five (5) years thereafter.Such records shall be available to the
City for review upon request of the City.
1 The Contractor shall provide each crossing guard with appropriate training for the position
of Crossing Guard before assigning a guard to any post. The training program shall include:
a) General indoctrination concerning rules and regulations of employment;
b) instructions on the proper handling of required reports;
c) Crossing guard techniques appropriate to the guard post;
d) Telephone numbers, and addresses, of the schools served by the crossing guards
and local law enforcement;and
e) Public relations instructions, including the importance of image, dress and
appearance, attitude and general demeanor of a crossing guard.
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City of Tustin RFP—Crossing Guard Services 2021
4. SCOPE OF SERVICES: LISTING OF CURRENT CROSSING GUARD LOCATIONS
The fol}owing is a listing of all the current crossing guard locations in the City. The selected
Contractor shall be required to post crossing guards at each of the following locations
during the times specified.The exact times are subject to change.
CURRENT CROSSING GUARD LOCATIONS
Crossing School Intersection Mon Tue Wed Thu Fri
Guard
No.
2 Beswick Mitchell/ 7:40-8:25 am 7:40-8.25 am 7:40-8;25 am 7:40-8:25 am 7:40-8:25 am
(Benjamin F.) Newport
Elementary (SE) 2:25-3:10pm 2:25-3:16 pm 1:1Q-1:55 pm 2:25-3:10 pm 225-3:10pm
2 Beswick Mitchell 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am
(Benjamin F.) Newport
Elementary (SW) 2:25-3:10pm 2:25-3:10 pm 1:14-1:55pm 2:25-3:10pm 225-3:10pm
3 Beswick Mitchell l)tt 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am
(Benjamin F.) (NW)
Elementary 2:25-3:10 pm 2;25-3:10 pm 1:10-1:55 pm 2:25-3:10pm 2:25-3:10 pm
4 Columbus Beneta Way/ 7:15-8:00 am 7:15-8:00am 8:15-9:00 am 7:15-8:00 am 7:15-B-00 am
Tustin Middle Prospect(SE)
School 2:15`3;00Pm 2:15-3:00 pm 2:15-3'00 pm 2:15-3:00pm Z:15-3:06 pm
5 Columbus Beneta Way/ 7:15-8:00 am 7:15-8:00 am 8:15-9:00 am 7:15-8:00 am 7:15-8:00 am
Tustin Middle Prospect
School {SW} 2:15-3:00 pm 2:15-3:00 pm 2:15-3:00pm 2:15-3A0pm 2:15-3:00 pm
6 Heideman Alliance/ 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am
(Robert) Williams
Elementary (NE) 1:55--2:50 pm 1:55-2:50 pm 12:50-1:35 pm 1:55-2:50 pm 1:55-2:50 pm
7 Nelson(W.R.) Browning/ 7:20-8:05am 7:20-8:05 am 7:20-8:05 am 7:20-8:05 am 7:20-8:05 am
Elementary Pine Brook
Qr. 2:00-3:05pm 2:QO-3:05 pm 12:45-1:40pm 2:60-3:05 pm 2;00-3:05pm
(NW)
8 Pioneer Pioneer Rd./ 7:15-8:00 am 7:15-8:00 am 8:15-9:00 am 7:15-8:00 am 7:15-SAO am
Middle School Pioneer Way
(N) 2:15-3:00 pm 2:15-3:OOpm 2:15-3:00pm 2:15-3:00pm 2:15-3:00pm
9 Pioneer Pioneer Rd+ 7:15-8:Q0 am 7:15-8:00 am 8:15-9:00 am 7:15-8:00am 7:15-8;00 am
Middle School Pioneer Way
(S) 2:15-3:06pm Z:15-3:4Qpm 2:15-3:00 pm 2:15-3:00pm 2:15-3:00pm
10 Pioneer Pioneer Way 7:15-8:00 am 7:15-8:00 am 8:15-9:00 am 7:15-&00am 7:15-9:00 am
Middle School /Tustin
Ranch(NW) 2:15-3:00 pm 2:15-3:00 pm 2:15-3:00pm 2:15-3:00 pm 2:15-3:06 pm
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City of Tustin RFP—Crossing Guard Services 2021
11 Thorman Redhill 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7,15-8:15 am 7:15-8:15 am
(]eane) Sycamore
Elementary (NE) 1:50-3M pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50—IDU pm
and Currie
(A.G.) Middle
School
12 Thorman Redhill 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(]eane) Sycamore
Elementary (SW) 1:50-3:00pm 1:50-3:00 pm 1:50-3:00 pm 1:50--3;00 pm 1:50-3:00 pm
and Currie
(A.G.)Middle
School
13 Thorman Carfax 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(leave) Sycamore
Elementary (SE) 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm
and Currie
(A.G.)Middle
School
14 Thorman School Ln./ 7:15-8:15 am 7:15--8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(leave) Sycamore
Elementary Sycamore
1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm
and Currie
(A.G.)Middle
School
15 Thorman Newport 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(Deane) Sycamore
Elementary Sycamore
1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm
(SWand Currie
(A.G.)Middle
School
15 Thorman Redhill 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(Deane) Sycamore
Elementary (5E) 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00pm
and Currie
(A.G.)Middle
School
17 Thorman Altadena7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(]cane) Pasadena
Elementary (NE) 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3AOpm 1:50-3:00 pm
and Currie
(A.G.) Middle
School
18 Thorman McFadden 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(Jeane) Pasadena
Elementary (NE) 1;50-3:00 pm 1:50-3;00pm 1:56-3:00pm 1:50-3:00 pm 1:50-3:00pm
and Currie
(A.G.)Middle
School
19 lltt(C.E.) Browning 7:15-8:00am 7:15-8:00 am 8:15-9:00 am 7:15-8:00 am 7:15-900 am
Middle School Park View Wy
(NE) 2:15-3:00pm 2:15-3:OOpm 2:15-3:OOpm Z:15-3:00 pm 2:15-3:00pm
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City of Tustin RFP—Grossing Guard Services 2021
20 Veeh SanJuanl 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am
(Majorie) Tustin East
Elementary ($W) 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm
21 Veeh San Juan 7:30-8:75 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am
(Majorie) Redhill
Elementary (NW) 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm
22 Veeh San Juan 7:30-8:15 am 7,30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am
(Majorie) Redhill
Elementary (NE) 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm 1:30--2:30 pm 1:30-2:30 pm
IV. RFP SCHEDULE
The City of Tustin reserves the right to modify these dates if extenuating circumstances
necessitate.
Release of RFP May 31, 2021
Question Deadline June 14, 2021 by 11:00 a.m.
Proposal Deadline June 28, 2021 by 11:00 a.m.
Proposer Selection/Council Approval July 14, 2021 **
"Tentative City Council contract award date,subject to change at City's discretion
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City of Tustin RFP—Crossing Guard Services 2021
V. PROPOSAL REQUIREMENTS
Although the City requires no specific format, this section is intended to provide guidelines to
the Contractor regarding features that the City will look for and expect to be included in the
proposal,
1. Content& Format
The City requests that proposals submitted be organized and presented in a neat and
logical format and are relevant to these services. Contractor's proposals shall be clear,
accurate, and comprehensive. Excessive or irrelevant material will not be favorably
received.
Proposals shall contain no more than 10 typed pages using a 10-point minimum font
size, including transmittal/offer letter and resumes of key people, but excluding
Index/Table of Contents, tables,charts, and graphic exhibits. The purpose of these
restrictions is to minimize the costs of proposal preparation and to ensure that the
response to the RFP is fully relevant to the project.
The proposal should include the following:
• Transmittal/offer letter.
• Page numbering.
• lndex/Table of Contents.
• Approach.
• Team Organization including an organization diagram and time commitment of
key staff.
• Statement of Qualifications including descriptions of similar projects by key staff
to be assigned during the term of the contract.
• Brief resumes of key staff.
• Schedule of Hourly Rates and fees in a separate sealed envelope.
2. Approach
A description of the Contractor's approach and work program to meet the City's
objectives shall be included. It should explain the technical approach, methodology, and
specific tasks and activities that will be performed to address the specific issues and
work items.
1 Team Organization
The purpose of this section is to describe the organization of the Contractor's Crossing
Guard Services team and key staff. A manager and an alternate manager shalt be
named who shall be the prime contact and be responsible for coordinating all activities
with the City. An organization diagram shall be submitted showing all key team
members and illustrating the relationship between the City, the manager, and key staff.
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City of Tustin RFP—Crossing Guard Services 2021
There also should be a brief description of the role and responsibilities of all key staff
identified in the organization.
4. Statement of Qualifications
The information provided in this section should describe the qualifications of the
Contractor and key staff in performing Crossing Guard Services within the past five years
that are similar in scope and size to demonstrate competence to perform these services.
The Crossing Guard Services listed should be those that the key staff named for this
proposal were responsible for performing. tnformation shall include:
• Names of key staff that participated on named Crossing Guard Services and
their specific responsibilities.
• The client's name, contact person, addresses, and telephone numbers.
A brief description of type and extent of services provided.
■ Completion dates(estimated, if not yet completed),
• Total costs.
There should be included in the section brief resumes of key personnel who will provide
these services demonstrating their qualifications and experience. Resumes should
highlight education, relevant experience, licenses, and specific responsibilities for
services described.
S. Fee Proposal
Compensation for services provided shall be based upon the Contractor's detailed fee
proposal to furnish the services detailed in their proposal.
A Fee Proposal shall be submitted in a separate, seated envelope and marked as "Fee
Proposal" along with the name of the project.
A work program together with a breakdown of labor hours by employee billing
classification together with the cost of non-labor services shall be included with the fee
proposal. The tabor breakdown shall be compiled based upon a listing of work tasks
that correlates with the Contractor's defined scope of work for the proposal. This
information will be used by the City staff to evaluate the reasonableness of the fee
proposal and may be used in negotiating the final fee amounts for the contract
agreement.
The fee proposal of the three top ranked Contractors will be opened at the conclusion of
the Contractor evaluation and selection process. Fees will not be used to determine the
ranking of the Contractors. The Fee Proposals of those Contractors not ranked in the
top three will be returned to them unopened upon award of contract to the selected
Contractor.
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City of Tustin RFP—Crossing Guard Services 2021
The City will negotiate the final fee with the top ranked Contractor.
Reimbursable expenses shall not be allowed unless negotiated prior to a contract.
Price escalations during the contract term are disfavored and will not be allowed unless
negotiated prior to execution of contract.
The Contractor shall prepare progress billings, reflective of the project schedule and the
scope of work completed, by line item and description.
6. Statement of Offer&Signature
The Proposal shall contain a statement that the proposals are a firm offer for a 90-day
period and signed by an individual authorized to act on behalf of the Contractor.
VI. GENERAL REQUIREMENTS
1. Insurance Requirements
If selected, Contractor will be required to maintain, and furnish proof of the following
minimum insurance coverages.These minimum levels of coverage are required to be
maintained for the duration of the contract:
A, General Liability and Automobile Liability Coverage - $5,000,000 per
occurrence for bodily injury and property damage. If Commercial General
Liability Insurance or other form with a general limit is used, either the general
aggregate limit shall apply separately to this project/lo cation or the general
aggregate limit,shall be twice the required occurrence timit.
B, Worker's Compensation Coverage -State statutory limits.
Deductibles, Self-Insurance Retentions, or Similar Forms of Coverage Limitations
or Modifications, must be declared to and approved by the City of Tustin.
The Contractor is encouraged to contact its insurance carriers during the
proposal stage to ensure that the insurance requirements can be met if selected
for negotiation of a contract agreement. The City shall be named as Additional
Insured and no policy may be modified or cancelled prior to thirty 30 03YS
written notice. Certificates of insurance and insurer endorsements evidencing
the required insurance shall be provided.
2. Standard Form of Agreement
The Contractor will enter into an agreement with the City based upon the contents of
the RFP and the Contractor's proposal. The City's standard form of agreement is
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City of Tustin RFP—Crossing Guard Services 2021
included as Attachment A. The Contractor shall carefully review the agreement, and
include with the proposal a description of any exceptions requested to the standard
contract. If there are no exceptions, a statement to that effect shall be included in the
proposal.
3. Disclaimer
This RFP does not commit the City to award a contract, or to pay any costs incurred in
the preparation of the proposal. The City reserves the right to extend the due date for
the proposal, to accept or reject any or all proposals received as a result of this request,
to negotiate with any qualified Contractor, or to cancel this RFP in part or in its entirety.
The City may require the selected Contractor to participate in negotiations and to
submit such technical, fee, or other revisions of their proposals as may result from
negotiations.
4. Assigned Representatives
The City will assign a responsible representative to administer the contract, and to assist
the Contractor in obtaining information. The Contractor also shall assign a responsible
representative (project manager) and an alternate, who shall be identified in the
proposal. The Contractor's representative will remain in responsible charge of the
Contractor's duties from the notice-to-proceed through project completion. If the
Contractor's primary representative should be unable to continue with the project, then
the alternate representative identified in the proposal shall become the project
manager. The City's representative Shall first approve any substitution of
representatives identified in the proposal in writing. The City reserves the right to
review and approve/disapprove all key staff substitution or removal,and may consider
such changes not approved to be a breach of contract.
S. City Business License
A city business license will be required of the Contractor for services under the
agreement.
VI i. CONTRACTOR EVALUATION&SELECTION PROCESS
The City's Contractor evaluation and selection process is based upon Qualifications Based
Selection (QBS) for professional services. The following criteria will be used in evaluating the
proposals using a point value system (100 points) based upon the weighting indicated below-
1. Approach and work plan to achieve specified City objectives. (25 points)
2. Qualifications and experience of the project manager and other key individuals.
(40 points)
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City of Tustin RFP—Crossing Guard Services 2021
I Results of reference checks. (15 points) Reference checks will only be
conducted for a short list of Contractors or the top rated Contractor.
4. Clarity of proposal. (10 points)
5. Compliance with proposal requirements including the 10-page limitation. (10
points)
The City may elect to interview a short list of qualified Contractors or to interview only the top
rated Contractor based upon the proposals submitted for the project.
The City staff wil l negotiate a contract with the best qualified Contractor for the desired crossing
guard services. Should the City staff be unable to negotiate a satisfactory contract with the
Contractor considered to be the most qualified, negotiations with that Contractor shall be
formally terminated. Negotiations will then he undertaken with the next most qualified
Contractor. Failing accord with the second most qualified Contractor, the City staff will
terminate negotiations and continue the negotiation process with the next most qualified
Contractors in order of their evaluation ranking until an agreement is reached and a Contractor
is selected and an agreement is executed.
Additional information related to the Contractor selection process will be made available in the
future once the City has executed this contract. Please refrain from making any verbal inquires
or requests for a formal debriefing related to the subject RFP until the City of Tustin completes
the ongoing contract process.
VIII. ADMINISTRATION SPECIFICATIONS
A. The City of Tustin's Rights to Proposals
All proposals, upon submission to the City of Tustin shall become its property for use as
deemed appropriate. By submitting a proposal, the proposer covenants not to make
any claim for or have any right to damages because of any misinterpretation or
misunderstanding of the specifications, or because of any misinformation or lack of
information. The City of Tustin has the following prerogatives with regard to proposals
submitted:
• to accept or reject any or all proposals;
• to correct any arithmetic errors in any or all proposals submitted;
■ to utilize any or all the ideas from proposals submitted;
■ to change the proposal's due date upon appropriate notification;
+ to adopt any or all of an offeror's proposal; and
+ to negotiate modifications to the scope and fee with selected offeror prior to
contract award.
14
City of Tustin RFP—Crossing Guard Services 2021
IX. TERMS AND CONDITIONS
Certain other terms and conditions will apply to this RFP:
1. Proposal Instructions- Deadline for submitting proposals is 11:00 a.m., Monday,June 28,
2021. Proposals must be submitted electronically via the ProcureNow portal
https://www.tustinca.org/1236/Project-Bids-RFPs
2. Addendum and Supplements to the RFP- If it becomes necessary to revise any part of this
RFP,an addendum or revision will be transmitted to all prospective bidders via the
ProcureNow portal. questions concerning the RFP document must be submitted via the
ProcureNow portal in the 'Questions &Answers' section, Attn: Lieutenant Ryan Coe.
Questions will be received through June 14, 2021, at 11:00 a.m. Responses to all questions
will be distributed via the ProcureNow portal as an addendum by June 21, 2021, at 11:00
a.m. Proposers are cautioned that any statements made by the contact person that
materially change any portion of the RFP shall not be relied upon unless subsequently
ratified by a formal written amendment to this RFP.
3. Award of Contract—The City reserves the right to reject any and all Proposals. A formal
contract award is anticipated for the best overall vendor as determined by the Evaluation
Committee and approved by City Council as a result of this RFP. The City reserves the right,
in its sole discretion, to waive minor irregularities in proposals.A minor irregularity is a
variation of the RFP,which does not affect the funding request, or gives one party an
advantage or benefit not enjoyed by the other parties, or adversely impacts the interest of
the City. Waivers, when granted, shall in no way modify the RFP requirements or excuse the
party from full compliance with the RFP specifications and other contract requirements, if
the party is awarded the contract.
4. False or Misleading Statements—Any submittals containing, in the opinion of the City, false
or misleading statements will be rejected.
5. Prospective Contractor Costs—Costs for developing submittals are entirely the responsibility
of the proposer and shall not be chargeable in any manner to the City.
6, Evaluation Process—The City will form an Evaluation Committee to review all submittals
received by the deadline. Any submittal failing to meet any of the qualifications
documented in this RFP may be rejected. The purpose for the Evaluation Committee is to
recommend which proposer is best able to provide the City's crossing guard services, to the
City's requirements, and within the City's budget. A submission in response to this RFP
indicates your acceptance of the City's evaluation criteria.
7. Clarification of Proposals—The City reserves the right to obtain clarification information on
any item in any proposer's submittal or to obtain additional related information necessary
to properly evaluate the submittal. Failure of a proposer to respond to a request for more
information may result in the proposal being rejected.
15
City of Tustin RFP—Crossing Guard Services 2021
S. Disclosure of Proposal Information—Upon award of a contract, all proposals become a
matter of public record in accordance with disclosure requirements of the California Public
Records Act (Cal. Government Code Section 6250,et seq.).
9. Prevailing Wage Requirement—The project will be paid for with public funds and, therefore,
is a "public work" as defined in California Labor Code Sections 1771 and 1774. As a result,
prevailing wages shall be paid to the workers employed on this contract. The selected
Contractor shall be responsible to obtain from the State Director of Industrial Relations and
to comply with all applicable prevailing rates for the work to be performed for each craft
and type of work needed. Not less than said prevailing rates shall he paid the workers
employed on this contract.
Attention is directed to the Federal minimum wage rate requirements in these Special
Provisions. If there is a difference between the minimum wage rates predetermined by the
Secretary of Labor and the general prevailing wage rates determined by the Director of the
California Department of Industrial Relations for similar classifications of labor, the
Contractor and subcontractor shall pay not less than the higher applicable wage rate. The
City will not accept lower State wage rates not specifically included in the Federal minimum
wage determinations. This includes "helper" (or other classifications based on hours of
experience) or any other classification not appearing in the Federal wage determinations.
Where Federal wage determinations do not contain the State wage rate determination
otherwise available for use by the Contractor and subcontractors, the Contractor and
subcontractors shall pay not less than the Federal minimum wage rate which most Closely
approximates the duties of the employees in question.
10. City Use of RFP Ideas—The City reserves the right to use any and all service and product
ideas presented from prospective Contractors. Selection or rejection of a proposer does not
affect this right.
11. Copyrights and Patents—The Contractor shall hold the City of Tustin and its officers, agents,
servants, and employees harmless from liability of any nature or kind because of any
copyrighted information, secret or proprietary process, patented or unpatented invention,
disclosed or used in response to this RFP, and agrees to defend, at its own expense, any and
all actions brought against the City of Tustin or its officers, agents, servants,or employees or
the Contractor alleging or arising from unauthorized use of such information, process or
invention.
12. Reliance on Information— PROPOSERS MAY RELY ONLY UPON PUBLISHED INFORMATION
AND/OR INSTRUCTIONS FROM THE CITY GIVEN HEREIN OR SUBSEQUENT TO THE ISSUANCE
OF THIS RFP. PROPOSER MAY NOT RELY ON ANY ORAL INFORMATION AND/OR
INSTRUCTIONS GIVEN WITH REGARD TO THIS RFP.
Any City response to a question or request for clarification by a proposer will be made in the
form of an addendum to the RFP, which will be posted via the Procure Now portal not later
than five (5) business days prior to the due date for receipt of the Proposal and will become
part of the RFP.
16
City of Tustin RFP--Crossing Guard Services 2021
13. Security Check—All Contractor personnel are required to pass an extensive security
background check before they will be allowed to perform any services for the City. The
proposer or individual employees of the proposer may he excluded from providing services
based on the results of the background checks, in the sole and absolute discretion of the
City. Your Proposal should acknowledge this fact, and your project timeline should reflect
this fact.
14. The agreement is for a period of time which commences August 1, 2021 and ends July 31,
2024, with the option for two (2),two-year extensions. For such terms thereafter the parties
may agree upon in writing.
15, The Contractor will provide personnel equipped and trained in appropriate procedures for
crossing pedestrians in marked crosswalks. Such personnel shall be herein referred to as
Crossing Guards, The Contractor is an independent Contractor and the Crossing Guard to be
furnished by it shall at all times be its employees and not those of the City. Neither the City
nor any of its employees shall have any control over the manner, mode or means by which
Contractor, its agents or employees perform the services required herein, except as
otherwise set forth herein. Contractor shall perform all services required herein as an
independent contractor of City and shall remain at all times as to City a wholly independent
contractor with only such obligations as are consistent with that role. Contractor shall not at
any time or in any manner represent that it or any of its agents or employees are agents or
employees of City. Contractor shall be solely responsible for compliance with State and
Federal Law with respect to the wages, hours, benefits, and working conditions of its
employees, including requirement for payroll deductions for taxes. Employees or
independent contractors of Contractor are not City employees.
16. The City shall have the right to determine the hours and locations when and where Crossing
Guards shall be furnished by the Contractor.The Contractor shall notify the City in writing of
any changes which may need to occur in hours of work or locations.The City further has the
power to add to, delete from, or revise the work schedule/locations at any time.
17. The Contractor shall provide supervisory personnel to see that Crossing Guard activities are
taking place at the required places and times, and in accordance with all items of the
Agreement.
18. The Contractor shall maintain adequate reserve personnel to be able to furnish alternate
Crossing Guards in the event that any person fails to report for work at the assigned time
and location.
19. The Contractor shall provide personnel properly trained as herein specified for the
performance of duties of Crossing Guards. In the performance of their duties, the Contractor
and employees of the Contractor shall conduct themselves in accordance with the
conditions of the Agreement and the laws and codes of the State of California.
20. Persons provided by the Contractor as Crossing Guards shall be trained in the laws and
codes of the State of California and the City of Tustin pertaining to general pedestrian safety
in school crossing areas.
17
City of Tustin RFP—Crossing Guard Services 2021
21. Crossing Guard Services shall be provided by the Contractor at the designated locations and
at the designated hours on all days on which the designated schools in the City of Tustin, are
in session.
22. The Contractor shall provide all Crossing Guards with apparel by which they are readily
visible and easily recognized as Crossing Guards. Such apparel shall be uniform for all
persons performing the duties of Crossing Guards and shall be worn at all times while
performing said duties.This apparel must be appropriate for weather conditions.The
Contractor shall also provide all Crossing Guards with hand held stop signs and any other
safety equipment which may be necessary.
18
ATTACHMENT 2
"The Cross i ng Guard Company "
A Proposal for
City of Tustin
Request for Proposals
Crossing Guards Services
June 28, 2021
Presented by
10
d �Q
10440 Pioneer Boulevard, Suite 5, Santa Fe Springs, CA 90670
OFFICE PHONE: 804.540.9290 FAX: 310.202.8325
EMERGENCY DISPATCH: 877.363.2267
www.th e cro s s i nggu ardcompany.co m
Table of Contents Page Numbers
A. Statement of Offer& Sienature
Letter of Transmittal 1
B. Approach
Approach and Management 2.3
Recruiting and Staffing 4
Training g
C. Team Or anixation
ACMS Organizational Chart* 6
Management Structure Chart* 7
D. Statement of Oualifications
Statement of Qualifications 8-4
Additional References 10
E. Attachment A
Scope of Services Acknowledgement" 11-17
*Indicates pages not included in total page count.tables,charts,and graphic exhibits.
Tab A—Statement of Offer& Signature
CD -A—M C= MANAGMEWSaMMCM
June 23,2021
Ryan Coe, Lieutenant
City of Tustin Police Department
RFP-Crossing Guard Services
300 Centennial Way,Tustin,CA 92780
Dear Lietenant:
On behalf of All City Management Services, Inc. (ACNIS), I would like to express our sincere appreciation for the
potential opportunity to continue to serve the City of Tustin Crossing Guard program. We are proud to have served the
community of Tustin for the past twenty-two(22)years.
We have received the Request for Proposal, have reviewed the Proposal Requirements, Scope of Services, General
Requirements and Terms and Conditions. We agree to the terms and conditions set forth with exception to General
Requirements Item 1;A General Liability and Automobile Liability Coverage. We have provided two(2)pricing options
for this proposal, one based on our current insurance coverage limits of$6 million and. a second pricing options that
includes the insurance limits requested in proposal of$10 millon. Our proposal and pricing are a firm offer for a ninety
(90)day period.
Our goal is simple, to continue to relieve the City of Tustin of the day-today responsibilities of managing a Crossing
Guard Program. As your full services contractor,we have assumed complete responsibility for the day-to-day operations
of the City's Crossing Guard program. This includes recruitment, background clearance, hiring, training, equipment,
payroll, supervision, management of the program. We maintain local supervision, alternate guards, a paging system,and
a 24-hour 800 number to ensure adequate response and immediate back-up for any Crossing Guard absent from duty for
any reason. We also establish communication with each school to ensure proper scheduling.
We have become the nation's largest provider of private crossing guards as a result of our singular focus to this industry
as well development of benchmark training. This includes our "Employee Handbook for School Crossing Guards"
which details our Job Requirements, the initial and ongoing Training we provide. including our Site Evaluations, our
Rules of Conduct, Crossing Guard of the Year recognition and the Certification Requirements for all ACMS Crossing
Guards.
ACMS represents that the following person is authorized to negotiate on their behalf with the City of Tustin in
connection with this RFP;
Harlan Sims,Director of Marketing
10440 Pioneer Blvd..Suite 5
Santa Fe Springs,CA 90670
800 540 9290, Ext 105
We are certainly excited about the possibility of providing Crossing Guard services for the City of Tustin once again. If
you have any ques ns,please feel free to contact me at 800 540-9294
Sincerely,
Harlan ims,Director of Marketing
harla ,r thecrossingguardcompany.com
1
10440 Pioneer Blvd Suite 5 0 Santa Fe Springs,Ca 90670 •310-202-8284 •800-540-9290•FAX 310-202-8325
Tab B — Approach
Approach and Management Plan
ACMS employs a Team Concept of management which results in efficient field operations as well as providing a
multifaceted response to potential problems. The Vice President of Operations and Operations Manager work
together(with input from City of Tustin)to establish specific program objectives and expectations. These Senior
Managers then work directly with your Regional/Program Manager and Area Supervisor to implement the
management plan.
The Program Manager along with your local Area Supervisor,has responsibility for the direct management of the
Crossing Guards and together they will continue to ensure City of Cypress operational expectations are met.
Standards and expectations are communicated to Crossing Guards personally by their local supervisor so as to
allow the employee a better understanding of the decision-making process. This helps reduce confrontational
attitudes by establishing and enhancing the common goal of providing for the safety of school children.
Crossing Guard performance and compliance with safety standards will continue to be accomplished through
regular site visits by the local Area Supervisor and Program Manager.The Area Supervisor shall conduct on-site
visits to crossing guard sites at least three(3)times per school year. in addition to verbal training and counseling,
these managers are supported by the use Field Training Cheek Lists,Field Training Cards,Site Performance
Evaluations,independent Field Observations and a professionally produced Crossing Guard Safety DVD.
Reports of satisfactory completion of all levels of training and ongoing safety reviews will be summarized and
available to the City of Tustin representative.
Background checks and fingerprinting will be completed on all potential employees as allowed by California state
law. Successful completion of the background check,Employment Reference Check,Personal Reference Check,
Social Security verification via E-Verify is required prior to the employee being hired.ACMS understands eligible
employees should be at least eighteen(I8)years old.ACMS will comply within the Equal Employment
Opportunity Commission guidelines when making hiring decision based on criminal records.
After pre hire screening ACMS may conduct random Feld testing for drugs and or alcohol when use is suspected
or at the discretion of management.ACMS has a strict policy on Drug and Alcohol abuse.This policy is included
in our Employee Manual.
Internal minimum passing standards along with City of Tustin established standards would prevent any person
from working as a Crossing Guard for the program who has been convicted of any crime of moral turpitude or a
crime against children,including,but not limited to:
• Conduct in violation of California Penal Code or which requires registration under California Penal Code
• Conduct which requires registration under California Health and Safety Code.
• Any offense involving the use of force or violence upon another person.
■ Any offense involving theft,fraud,dishonesty,or deceit.
• Any offense involving the manufacture,sales,possession or use of controlled substance
• Conspiracy or attempt to comment any of the aforementioned offenses.
• Any registered sex offender or narcotics offender.
Summary reports of background clearance on employees within the City of Tustin Crossing Guard program will
be regularly available to the city.Crossing Guards in the City program will report to school authorities the names
of children who do not follow safety school regulations.Crossing Guards will report the license plate numbers of
motor vehicles who violate traffic laws or crossing guard instructions.Crossing Guards will maintain order among
children assembled at street crossing points and permit them to cross only when they can do so safely.
2
ALMS will investigate all public complaints concerning crossing guard services.All incidents shall be reported to
City within two(2)hours to advise the nature of complaint.ACMS shall furnish a written report within five(5)
business days after the date of the incident, which includes the course of action/remedy/resolution of said
complaint.
Communications with individual school sites is facilitated by the Field Supervisor. Personal visits are made
regularly(minimum quarterly)to each school site in an effort to develop relationships with staff and establish a
collaborative environment for information exchange. Calendars and bell schedules are obtained for each school
both at the beginning of the school year and periodically throughout the year. Key school personnel are supplied
with appropriate contact information(business cards)and reminded to inform ACMS of any changes.
Additionally,schools are provided with large magnets which can be easily displayed making contact information
effectively available to all staff. The email address of the Office Manager is also obtained which enables ACMS
administrative support staff to regularly contact each school and proactively solicit information regarding potential
schedule changes.
The establishment of accurate and responsive shift times is critical to the effectiveness of Crossing Guard services.
Sites further froth the school would be expected to start earlier in the morning and finish later in the afternoon.
These staggered shifts effectively address the time it takes for students to walk from a remote location to the
school site(or vice versa in the afternoon)and optimize the protected periods. Additionally,locations are
continually monitored for actual pedestrian traffic patterns enabling a better understanding of site needs and any
potential deviation from established guidelines.
ACMS Area Supervisors are in the field daily when crossings are covered by the guards,and they ensure all
guards arrive on time and are ready for duties as scheduled. ACMS is in the final stages of developing an
application(App)that will monitor guard attendance via cellphone and will improve efficiency in our
timekeeping.
3
Recruitment and Staffing
ACMS Managers will assess the staffing needs of the City of Tustin on an ongoing basis. We will focus
further recruitment efforts in the geographical areas where additional Crossing Guards will be needed.
We have developed a comprehensive plan for recruitment of new Crossing Guards. As a part of our
Staffing strategy, we encourage 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 some of our recruitment
drives.
Our ability to effectively staff a Crossing Guard Program remains a fundamental benefit that ACMS brings
to most Crossing Guard Programs. Staffing sites is one of the primary responsibilities of the Area
Supervisors. They are trained to continuously recruit and train prospective Crossing Guards. New recruits
are first processed and submitted to the Department of Justice for background clearance.
Supervisors are also 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.
4 Supervisors must maintain an adequate alternate or substitute guard roster. We
encourage at least a 5 to I ratio of sites versus alternate guards
4 We require any guard not reporting for duty to notify the Area Supervisor as
early as possible utilizing our 2417 Guard Hotline or directly notifying their Area
Supervisor.Notifications less than 1 hour prior to shift starts are considered
unexcused absences.
s 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 failing to call
or show for duty.
Supervisor Teams—The City of Tustin would benefit from our presence in nearby cities such as: City of
Santa Ana, Orange County, City of Costa Mesa, City of Lake Forest, City of Huntington Beach, City of
Garden Grove, City of Los Alamitos,City of Cypress, City of Brea,City of Buena Park,City of Fullerton.
City of Yorba Linda, and the City of Placentia. Area Supervisors are grouped together by their geographic
location. These Teams meet every quarter and team members are encouraged to work together. This
cooperative effort allows them to share relief guards with each other, if needed. 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.
Employee Retention: To enhance employee satisfaction and support our retention efforts, ACMS reviews
guards wage rates annually in an effort to continually remain competitive in the local labor market. If
contractual and budget requirements allow;we plan to offer small wage increases a minimum of every two
(2)years based upon performance and tenure.
We also provide publicized employee recognition through our Crossing Guard of the Year programs and
Length of Service Awards.Additionally,we provide local Area Supervisors and small budget for employee
socials.
4
Training
Effective initial and ongoing training is essential in a profession dedicated to the safety of children. With over 35
years of experience and a commitment to working cooperatively with other public safety professionals,ALMS is
recognized as an industry leader in the development and implementation of School Crossing Guard training and
standards of excellence.
The process begins during the first contact with a potential employee when our phone interview process outlines
job expectations and our zero-tolerance policy for failure to report for a scheduled shift. 'Throughout the
application process prospective employees are reminded about the critical nature of our assignments and the work
ethic and integrity required of our employees.
Once hired,the training process starts in the classroom where employees review sections of the "Employee
Handbook for School Crossing Guards"and are shown the professionally produced training DVD,"Crossing
Guard Safety". The process then moves to a field practicum where the trainer demonstrates proper procedures and
allows the employee to praetice correct techniques. The employee's progress is closely noted on the detailed steps
outlined on the the Field Training Check List to ensure the employees' field competence. This cross-modality
approach not only exposes the employee to the necessary training components but also addresses the needs of the
visual,auditory and kinesthetic ieamer.
While the classroom setting is expected to require approximately one hour and the field training approximately two
hours,it's important to note that the low ratio of students to trainer allows for accurate assessments of the
employees readiness to move forward.Our training includes State of California and City of Tustin laws and codes
pertaining to general pedestrian safety and school crossing areas.This training also includes general traffic safety
for pedestrians,motorist and crossing guards.
The new employee is typically assigned to alternate work and closely supervised during their early assignments.
They benefit from their trainer completing of a written assessment of their work which better allows them to
understand their strengths and weakness and make improvements where necessary(the Site Performance
Evaluation). Additionally, all new employees are required to carry and regularly refer to the Field Training
Cards. This pocket-sized card(listing all steps for a safe cross)allows the employee to self-evaluate their
performance prior to the time they have all steps of the procedures memorized.
Throughout their employment,employees are subjected to the same Site Performance Evaluation as an ongoing
training and assessment tool. These evaluations happen in both side-by-side sessions as well as unannounced
observations without the knowledge of the employee.
The standard issue equipment and ciothing includes:
• ANSI 11 compliant high-visibility retro-reflective vest marked with the required insignia of a Crossing
Guard
• MUTCD compliant 18"STOP/STOP paddle
■ Picture Identification Card with emergency contact information
• Company-issued cap or visor with corporate logo
• Whistle for emergency alert to vehicles and pedestrians
• High-visibility ANSI II compliant wind-breaker jacket
5
Tab C—Team Organization
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City of Tustin
Vice President of Operations
Patricia Pohl
310 877 7045 cell
Regional Support Manager
Kim Brooks
913 333 2563 cell
Regional/Program Manager
Michele Busch
949 648 4514 cell
Area Supervisor
Carol Slaton
714 234 1690 cell
22 Crossing Guards
7
Tab D—Statement of Qualifications
Statement of Qualifications
All City Management Services, Inc. (ACMS), is a California based Corporation founded in 1985. We are the largest
provider of School Crossing Guard services, managing both large and small Crossing Guard Programs_ We currently
employ over 6,5000 School Crossing Guards dedicated to safety, serving cities,towns,communities,schools,and school
districts nationwide. Serving over 250 cities, counties, and school districts, we have successfully privatized and
exclusively provided Crossing Guard services for over 35 years.
ACMS currently employs over 6,500 Crossing Guards who are supported by over 150 locally assigned Area Supervisors
and second level management. We have experience managing small programs (19 or less), mid-sized programs (20 to
99)and large programs in excess of 100 Crossing Guards.
The heart of our business is in assuming responsibility for the task and challenges of conducting a successful Crossing
Guard Program.Toward that end, in our typical contractual arrangement we assume responsibility for;recruitment, local
hiring,background clearance compliant with Department of Justice standards, initial and ongoing training, payroll and
administrative support functions,coordination of assigning qualified substitutes during absences,local supervision,
complaint investigation and resolution,communicating with schools and site safety inspections.
Our ability to operate and manage the City of Tustin Crossing Guard program is supported by our current success
operating the City of Tustin program and with similar programs in Southern California,a few of these programs include:
City of Santa Ana,Orange County,City of Costa Mesa,City of Lake Forest,City of Huntington Beach,City of Garden
Grove,City of Los Alamitos, City of Cypress.City of Buena Park,City of Fullerton,City ofYorba Linda,City of
Placentia and many others.
The most significant resources ALMS brings to any Crossing Guard program is the depth and scope of management
provided by the years of experience brought on by our operations management team.The community of Tustin will
continue to benefit from our team concept which consists of our Vice President of Operations,Operations Manager and
Regional/Program Manager.
These senior managers(with input from City of Tustin)work to establish and implement specific program objectives,
expectations,and management plan. Please see a brief description
• Vice President of Operations(Patricia Pohl): Pat has over 26 years of industry experience and has served as
the only private sector representative on California Crossing Guard Training Expert Review Panel, Safe Routes
to School Technical Assistant Resource Center(SRTS TARO)Pat is responsible for overall contract
compliance.Works with Operations Manager on development of training programs and implementation of
safety standards.
• Operations Manager(Kim Brooks): Kim has over 6 years of industry providing field management and
support for ACME. She works directly with Vice President of Operations on development and implementation
of operational standards,training programs,safery instruction and compliance with all legal requirements and
restrictions. Works directly with Program Manager to ensure all programs standards are being met. Kim has
extensive experience implementing and managing comparable and larger programs. She is responsible for initial
training and orientation for all new client programs.
• Regional l Program ;Manager(Michele Busch): Michele has been providing supervision and support for
ACMS Crossing Guard programs since 2009.Through her time,she has managed over 32 programs with over
250+locations and 16 different Area Supervisors. Her strong communication and leadership skills have
contributed to ACMS being able to provide model crossing guard programs to the cites,agencies and school
districts we service. Michele will continue to directly manage your Area Supervisor(Carol Slaton)and provide
training and support. She will interface with the City of Tustin representative and school staff as needed.
Michele will continue to ensure compliance with Company and City of Tustin standards and expectations.
8
Please see a listing of some of the Crossing Guard program Michele Busch has managed within the past five[5]years
that are similar in size and/or proximity to the City of Tustin Crossing Guard program.
Cit of Lake Forest:
Brent Channing;Director - I Area Supervisor
25550 Commerce Ctr. Dr. Suite 100 - 23 School Crossing Guards
Lake Forest, - 9 Alternate/Relief School Crossing Guards
Phone: 949 46611 3441919 - June 4,2403 -Current
Annual Cost:$293,000
Zdeneik Kekula, Engineer City of Santa Ana:
60 Civic Center - 2 Area Supervisor
Santa Ana,CA 92702 - 52 School Crossing Guards
Phone: 714 647 5606 - 9 Altermate/Relief School Crossing Guards
Annual Cost:$1,000,000 - March 1,2009-Current
City of Costa Mesa: f7fsb
Jennifer Rosales,Transportation Mgr.
- O
I Area Supervisors f>?j .d .
P.O. Bax 1200 - 18 School Crossing Guards a ���
Costa Mesa,CA 92626 - 8 Alternate/Relief School Crossing Guards
Phone: 714 754 5180 - September 19,2006-Current
Annual Cost:$211,000
City of Garden Grove:
Courtney Allison, Budget Manager _ 1 Area Supervisor
11222 Acacia Parkway 58 - 16 School Crossing Guards
Garden Grove, 92840 - 3 Alternate/Relief School Crossing Guards
Phone: 714 74l 58]9 Annual Cost: $234.000 - January 27,2009-Current
Jason Machado,Management Analyst City of Cypress:
5275 Grange Avenue - I Area Supervisor
Cypress, CA - 22 School Crossing Guards
Phone: 714 229 6728 - 7 Alternate/Relief School Crossing Guards
Annual Cost:$294,000 - July 31, 1997-Current
One of the benefits we bring to any agency is our expertise in overseeing a seamless transition from public to private
management of the program. The continuity of the Crossing Guards' employment is a key component of a seamless
transition. We value the experiences and understanding of the Crossing Guards currently working in each program we
manage. Much of our success with individual programs is a result of the experience and knowledge these Crossing
Guards bring to our management. With over 35 years of experience, ACMS leads the Crossing Guard Industry in the
development of Crossing Guard standards for training,supervision,and safety.
Another defining component that distinguishes ACMS as the industry leader is our focus on providing School Crossing
Guard services. We are not a security guard company with a few clients based upon a low-cost offering. Our singular
area of service;"School Children Safety"enables all of our resources to be devoted to the development and delivery of
programs that provide exceptionally high safety standards and client satisfaction. It should be noted that ACMS has
never lost a client agency due to the level of service provided.
Each program we have taken on has brough its unique set of issues and challenges.The heart of our success has been our
ability to articulate these challenges and experiences into our training,policies,and procedures to benefit all Crossing
Guards in all the cities,towns,and communities we service.
9
4 A IN ti AHZ = MANAG V12H " OaRWC
References for Crossing Guard Services
(Ali listed references are current clients)
City of Huntington Beach PD (Since712007)
Client Contact: Ryan Reilly, Lieutenant
Address:2000 Main Street, Huntington Beach CA 92648
Phone: 714 374 1577 ACMS Proprielary
Annual Cost: $405,300 lnfOrmation
City of Placentia (Since 611997)
Client Contact: Julie kennicutt; Senior Management Analyst
Address: 401 E.Chapman Ave. Placentia, CA 92870
Phone: 714 993 8204
Annual Cost: $61,000
City of La Palma PD (Since 1211998)
Client Contact: Jim Engen,Captain
Address: 7792 Walker Street, La Palma CA 90623
Phone: 714 690 3381
Annual Cost: $89,404
Placentia-Vorba Linda USD (Since 812015)
Client Contact: Richard Jimenez, Director of Transportation
Address: 1301 E,❑rangethorpe Ave., Placentia,CA 92870
Phone: 714 985 8481
Annual Costs: $174,500
City of Laguna Niguel (Since 711993)
Client Contact: Matthew Barr, Lieutenant
Address: 30111 Crown Valley Blvd., Laguna Niguel CA 92677
Phone: 949 362 4310
Annual Cost: $190,100
City of Buena Park PD (Since 1212010)
Client Contact: Nghia Nguyen, Sergeant
Address: 6640 Beach Blvd., Buena Park CA 90621
Phone: 714 562 3943
Annual Cost: 5189,000
City of Fullerton PD (Since 712000)
Client Contact: Mike Chlehowski, Commander
Address: 237 Commonwealth Avenue,Fullerton CA 92832
Phone: 714 738 6816
Annual Cost: $461,000
to
Tab E—Attachment A
City of Tustin RFP—Crossing Guard Services 2021
I. INTRODUCTION
The City of Tustin is seeking proposals for a qualified and experienced contractor to provide
personnel equipped and trained in appropriate procedures for crossing pedestrians in marked
crosswalks.This RFP is aimed to provide contractors with sufficient information in order to
prepare and submit a proposal detailing the crossing guard services they provide.
This RFP is issued for the City of Tustin.The issuing office is the City of Tustin's Police
Department and is the sole point of contact for this request.The contact person is Lieutenant
Ryan Coe,Tustin Police Department,Traffic Unit Commander. Lieutenant Coe can be reached at
rcoe@tustinra.ore.
The City of Tustin reserves the right to accept or reject any or all bids,to waive any informality,
to negotiate separately with competing bidders and to accept the proposal deemed to be in the
best interest of the City of Tustin_
II. BACKGROUND
The City of Tustin Crossing Guard Services Program consists of sixteen(16)locations throughout
the City of Tustin,known as posts.near elementary and middle schools. The sixteen (16) posts
are manned by twenty-two(2 2) crossing guard personnel,who are staffed and managed by an
independent Contractor_This independent Crossing Guard Services Contractor works in
conjunction with program oversight of the Police Department.
if awarded,the selected Crossing Guard Services Contractor will enter into contract with the City
of Tustin. The contract will initiate the beginning of the 2021-2022 school year and continue for
three(3)years with the option for two(2),two-year extensions.
Contractors with local government and public safety technology experience are preferred but
not required. Local Contractors or Contractors with a local presence are also preferred but not
required.
IIll. SCOPE OF SERVICES
Instructions.initial the bottom of each page of the Scope of Services and remit as part of your
Proposal as Attachment A,acknowledging a demonstrated understanding of the Scope of Services.
1. SCOPE OF SERVICES:CONTRACTOR RESPONSIBILITIES/PROVISIONS
The following is a list of minimum requirements that Contractors must be able to address in
potentially providing the City of Tusrin with crossing guard services:
11
City of Tustin RFP—Crossing Guard Services 2021
1. The Contractor shall render a full-service program to provide adult crossing guards for the
City. The Contractor shall administer and coordinate the program and be capable of
staffing twenty-two (22)crossing guard personnel at sixteen(16)locations throughout the
City.
2. The Contractor shall recruit, select, and employ crossing guards and alternate crossing
guards as required to provide coverage at each crossing guard post on each day when
guards are required in accordance with the schedule provided by the City.
3. The Contractor is responsible for the application process and determining the suitability
and qualifications of the crossing guards hired.All crossing guards employed by the
Contractor to perform services under this contract shall meet the qualifications specified in
the Scope of Services,
4. The Contractor shall provide a program manager as required to ensure competent and
efficient management of the crossing guard program.
S. The Contractor shatl hire Field Supervisors to make on-site visits at crossing guard sites. One
Field Supervisor shall be responsible for the supervision of no more than 25 crossing
guards. The contractor shall provide the name and contact information for the Field
5upervisor(s) to the City. The Contractor shall conduct on-site visits to crossing guards'
sites at least three(3)times per school year.
S. The Contractor shall provide each crossing guard with the following equipment:
ay Complete uniform with contractor's identifiable patch or badge;
b) Regulation-size,hand-held stop sign.-
c)
ign;c) Brass or plastic whistle;
d) Traffic safety vest;and
e) High visibility rain coat.
2. SCOPE OF SERVICES:DUTIES OF CROSSING GUARDS
1. It shall be the duty of each Crossing Guard to:
a) Halt vehicles when necessary by mechanical and hand signal to permit children to
cross the road safely;
b) Maintain order among children assembled at street crossing points and permit them
to cross only when they can do so safely;
c) Report to the Tustin Police Department the license plate numbers of motor vehicles
who violate traffic laws or crossing guard instructions;
dy Make children aware of the elements of. traffic safety and operation of pedestrian
controls;
e] Report to school authorities the names of children who do not follow safety
regulations;and
f) Wear a reflective traffic safety vest at all times when on duty.
J
12
City of Tustin RFP—Crossing Guard Services 2021
3. SCOPE OF SERVICES:MINIMUM STANDARDS FOR CROSSING GUARDS
1. The following shall be the minimum qualifications for all Crossing Guards assigned by the
Contractor to this Project:
a) 6e at least eighteen(18)years of age;
b) Be physically and mentally capable of performing the duties of a crossing guard;
C) Have the ability to give and follow oral instructions;
d) Have the ability to establish and maintain effective working relationships with
children, parents,school officials and law enforcement officials;
e) Have the ability to remain cairn and use judgment and initiative in an emergency
situation;and
f) Be of good moral character.
2. Contractor shall include the following procedures in the selection process for Crossing
Guards:
a) The Contractor shall contact the last two(2)or three(3)employers of the Crossing
Guard applicant. Personal reference should also be checked if the applicant has not
been employed during the last five (5)years.
b) Employment and personal reference checks should be of such a nature as to provide
the Contractor with the information necessary to determine if the applicant is
capable of performing the duties of a Crossing Guard.
c) The Contractor shall provide for fingerprinting each applicant and shall complete a
fingerprint identification card which shall be forwarded within five(5)working days
to the California Department of Justice(00J).
d) The Contractor shall not employ any person as a Crossing Guard who has been
convicted of a drug offense,sex offense or a felony,or is otherwise prohibited from
working with children.
e) The Contractor shall maintain records of fingerprint identification during the period
of this contract and five(5)years thereafter.Such records shall be available to the
City for review upon request of the City.
3_ The Contractor shall provide each crossing guard with appropriate training for the position
of Crossing Guard before assigning a guard to any post.The training program shall include:
a) General indoctrination concerning rules and regulations of employment;
b) Instructions on the proper handling of required reports,-
C)
eports;c) Crossing guard techniques appropriate to the guard post;
d) Telephone numbers,and addresses,of the schools served by the crossing guards
and local law enforcement;and
e) Public relations instructions, including the importance of image, dress and
appearance, attitude and general demeanor of a crossing guard. ^�
J
13
City of Tustin RFP—Crossing Guard Services 2021
4. SCOPE OF SERVICES:LISTING OF CURRENT CROSSING GUARD LOCATIONS
The following is a listing of all the current crossing guard locations in the City. The selected
Contractor sha11 be required to past crossing guards at each of the following locations
during the times specified.The exact tunes are subject to change.
CURRENT CROSSING GUARD LOCATIONS
Crossing School Intersection Man Tue Wad Thu Frl
Guard
No.
1 Beswick Mitchell) 7A0-8;25 am 7,40-8:25am 740-8.25 am 7:40-8:25 am 7.40-8:25 am
(Benjamin F.) Newport
Elementary (5E) 2:25-3:10 pm 2:25-3.10 pm 1:10-1:55 pm 2:25-3-10 pm 2:25-3:10 pm
2 Beswick MiIchellJ 7:40-8:25 am 7:40-8:15 am 7:40-8:25 am 7:40-8:25ari 7:40-8:25 am
(Benjamin F.) Newport
Elementary (5W) 2;25-3:10 pm 2:25-110 pm L:10-1:55 pm 2.25-3:10 pm 2.-ZS-3:LOpm
3 Beswick Mitchell/Litt 7:40-8:25 am 7.40-H25am 7;40-8:25 am 740-8:25am 7:40-8:25 am
(Benjamin F.) (NW)
Elementary 2.25-3:10pm 2:25-3:10 pm 1:10-1:55 pm 225-3:lOpm 2:25-310pm
4 Columbus Ben eta Way J 1 7:15-8:00 am 7:35-8,00am 8:15-9:Ddam 7:15-&00am 7:15-8:00 am
Tustin Middle Prospect(SE)
school 2:15-3.00 pm 2:15-340 pm 2:15-3A10prn 2:13-lo0pm 2.15-3:00 pm
5 Columbus. BenetaWayJ 7:15-8:00 am 7:15-800am &15-9.00 am 7:15-8:00am 735-8:0C am
Tustin Middle Prospect
School =$W) 2:15-3:00 pm 2:15-300pm 2:15-3;aDpm 2:15-3:00 pm 2:15-3:00 pm
6 Heideman Alliance/ 7:30-8:15 am 7:30-8:35am 7:30-8:15 am 7:30-&I$am 7.30-8:15 am
(Robert) Williams
Elementary (NE) 1:55-2:S0pm 1:55-2.5Apm 14.50-1:35 pm 1:55-2:50 pm 1:55-2:50 pm
7 Nelson (W_R.) Browning/ 7:20-8;OSam 7:I0-8A5am 7:24-8:05 am 7:20-8:05am 7:20-8:05 am
Elementary Pine Brook
Dr_ 2:00-3:05 pm 2:DD-3�5pm 1245-1:40 pm 2:00-3:OSpm 2fl4-3:05 pm
(NW)
8 Pioneer Pioneer Rd. 7.15-8:00 am 7:15-8�0am 8:15-90D am 7-15-8:DD am 7.15-8:00 art►
Middle School Pioneer Way
(N) 2:15-3:00 pm 2:15-300pm 2:15-3DO P- 2:15-3:DOprr --
2:153OOpm
9 Pioneer Pioneer Rd./ 7:15-8:00 am 7:15-ScOam T 815-9:00 am 7:15-8:00am 7:15-&00am
Middle School Pioneer Way
(5) 2;15-3:00pm 2:15-3,00pm 2:15-3:00 pm 2:15-3:00 pm 2:15-3:00 pm
10 Pioneer Pioneer Way 7:15-8;Ooam 7:15-8.�oam S:1S-9:Doam 7:15-&00am 7:15-8.004m
Middle School J Tustin
Ranch(NW) 7:15-3:OOpm 215-3OOpm 2:15-3:OOpm 2:15-3:DOvm I:15-3:DO pm
14
City of Tustin RFP-Crossing Guard Services 2021
11 Thorman Redhill/ 7:15-8:15 am 7:15-8:15am 8:15-9:15am 7-15-8.15am 7-15-8:15 am
(Deane) Sycamore
Elementary (NE) 1:50-3:OO pm 1:50-3UOpm 1:50-3-DO pm LSO-3:00 pm 1:50-3:00 pm
and Currie
(A.G.)Middle
School
12 Thorman Redhill/ 7:15-8:15 am 7:15-8.15 am 8:15-9ASam 7:15-8:15 am 7:15-8:15 am
(Deane) Sycamore
Elementary (5W) 150-3:Oopm 1:50-3:aapm t:50-3:00 pm 1:50-3-00 pm 1:50-103 pm
and Currie
(A.G.) Middle
School
13 Thorman Cariax/ 7:15-8:15 am 7:15-815am 8:15-9,15am 7:15-8:15am 1:15-8:15 am
(Jeane) Sycamore
Elementary (SE) 1:50-3:00 pm 1:50-3fl0pm 1:50-3:00 pm 1.50-3:wpm 150-3:00 pm
and Currie
(A.G.)Middle
School -
14 Thorman SchoolLn./ 7:15-8:15am 7:15-8:15 am • 8:15-9:15 am 7:15-8:15 am +7:15-8:15 am
(;ease) Sycamore
Elementary (W) 150-3:00 pm 1:50-3flOpm 1:50-3.00 pm 1:50-3:00 pm 150-3:00 pm
and Currie
(A.G.)Middle
School
1S Thorman Newport 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15 8-15 am
(Jeane) Sycamore
Elementary (SW) 1:50-3:00 pm 1:50-3�Wpm 1:50-3:00prm 1:50-3:00 pm 1:50-3-00prn
and Currie
(A.G.)Middle
School _
16 Thorman Redhill/ 7:0-8:15am 7:15 -8:25 am US-4:15 am 7:15-8:15 am 7:15-BAS am
)
(;eaneSycamore
Eleane (5E} 1:SO-3:00 pm 1:50-3n0 pm 1:50-3:DDpm LW-3:00 pm 1:SO-'3:00 pm
and Currie
(A.G.)Middle
School
17 Thorman Altadena/ 7:15-8:15arn 7:15-9:15 am 8:15-9:15 am TIS-&ISam 715-8:15 am
(Jeane) Pasadena
Elementary (NE) 1:50-3:00 pm 1:50-3:00 pm LSO-3:000- 1-50-3:00 pm 1:50-3:00 pm
and Currie
(A.G.)Middle
School _
18 Thorman McFadden/ 7:15-8:15am 7:15-8:15arm + 8:15-9:15am 7.15-915 am 7;15-8.15 am
(;eane) Pasadena
Elementary (NE) 1:50-3:00pm 1:50-3 a0 pm 1:54-3.0Opm 1:50-3:00 pm 1:50-3:00 pm
and Currie
(A.G.)Middle
School
19 Utt(C.E.) 6rownins 7:15-8:00 am 7:15-800 am 8:15-9:00am 7:t5-8:00 am 7:15-8:00 am
Middle School Park View Wy
(NE) 2:15-3:000- 2:15-3-00 pm 1:15-3:170 pm 2.I5-3000- 2:15-3:00
15
City of Tustin - RFP—Crossing Guard Services 2021
20 Veeh San Juan/ 7:30-8:75 am 7:30-8:15 am 7:30-8:15 am 7:30-8;15 am 730-8:15arn
(Majorie) Tustin East
Elementary (SW) 1:30-2:30Pn+ 1:30-Z 30 pm I:34-2:30pm 1:30-230 pm 1:34-2:30 pm
�21 �Veeh— San Juan 7;30-8:15 am 7:30-8:15 am . 7:30-8:15 am 7:30-&15am 7:30-8:15 am
(Majorie) Redhill
Elementary INW) 1:30-2:30 pm 1:30-230 Pm 1:30-230pm 1:34-2:30 Pm 134-2:30 Pm
22 Veeh San Juan 7:34-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30—&15 am
(Majorie) Redhill
Elementary (NE) 1:30-2:30 pm 1:30-2:30 pm 1:30-230 pm 1:34-2:30 pm 130-2:30 pm
IV. RFP SCHEDULE
The City of Tustin reserves the right to modify these dates if extenuating circumstances
necessitate.
Release of RFP May 31,2021
Question Deadline June 14,2021 by 11:00 a.m.
Proposal Deadline lune 28, 2021 by 11:00 a.m.
Proposer Selection/CoundI Approval July 14,2021"
"Tentative City Council contract award date,subject to change at Cltyrs discretion
16
� 1
1
�a
17Y -
Over thirty years of experience in providing communities with
PROFESSIONAL SCHOOL CROSSING GUARD SERVICES
km, = ML7kC713MEW MRTC:35
Proposed Hourly Rate
Year 1 (202112022)
wlout additional insurance coverage
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 City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-two Dollars and Eighty-nine Cents($22.89)per hour,per guard.
This pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,854 hours, we project a Not to Exceed
price of$317,255.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated"school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ACMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9244
Fax number: 310.202.8325
Website address: www.thecrossingguardeompany.com
24 Hour Emergency Dispatch: 877.353.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany_com
Director of Marketing: Harlan Sims: harlan(@tbecrossig.gguardcompany.com
Interim Finance Director:Noel Concha noel@thecrossingguardcompany.com
This pricing is valid for a period of 40 days.
10440 Pioneer Blvd. Ste 51b Santa Fe Springs,Ca 94570.800-544-9290 •FAX 310-242-8325
ffARA(CUab= 3ERMC M
Proposed Hourly Rate
Year 2 (202212023)
wlout additional insurance coverage
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 Milling rate. This would include but be not limited to; recruitment,
background clearance, training, equipment, insurance, supervision and management of the City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-four Dollars and Fourteen Cents ($24.14)per hour, per guard. This
pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,860 hours,we project a Not to Exceed
price of$334,580.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ALMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.544.9290
Fax number: 310.202.8325
Website address:www.tbecrossingguardeompany.com
24 Hour Emergency Dispatch: 877.363.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany,com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harlan@thecrossingguardcompany.cam
Interim Finance Director: Noel Concha noel@thecrossingguardcompany.com
This pricing is valid for a period of 90 days.
10440 Pioneer Blvd. Ste 5-Santa Fe Springs,Ca 90670.800-540-9290 -FAX 310-202-8325
h A1T� I SAG=M' 3==,23
Proposed Hourly Rate
Year 3 (202312024)
wlout additional insurance coverage
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 City of
Tustin,CA Crossing Guard Program.
Proposed Hourly Rate. Twenty-five Dollars and Sixty-three Cents ($25.63) per hour, per guard.
This pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,860 hours,we project a Not to Exceed
price of$355,232.
Invoices for services are trailed every two weeks. Included with each invoice is a Work Summary,
which details each site, each day and the hours worked at that site. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be milled
to the City.
ACMS Contact Information
Business Address: 14440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 94674
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
Website address: www.thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.363,2267
General Manager: Baron Farwell: baron@thecrossingguardcompany-corn
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harian(@thecrossingguardcomi2any.co
Interim Finance Director:Noel Concha noel@thecrossingguardcomp=y.com
This pricing is valid for a period of 90 days.
10 340 Pioneer Blvd. Ste 5•Sawa Fe Springs,Ca 90670.800-540-9294 ■FAX 310-202-8325
h ti AEL (0= M&N&GIEDOM 5ERMCM
Proposed Hourly Rate
Year 1 (202112022)
wlout additional insurance coverage
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 City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-three Dollars and Sixteen Cents (523.16) per hour, per guard. This
pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,860 hours,we project a Not to Exceed
price of$324,998.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ACMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
Website address: www.thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.363.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harlan!Zthecrossinuguardcompany.colas
Interim Finance Director: Noel Concha noel@thecrossingguardeompany.com
This pricing is valid for a period of 90 days.
10414A Pinnepr Rlvd Ste 5 9 Snwa Fe Snrinp5_ Ca 90670■800-540-9290 • FAX 310-202-8325
4 1 in � M&H&GEMEM MEWCM
Proposed Hourly Rate
Year 2 (202212023)
wlout additional insurance coverage
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 City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-four Dollars and Forty-three Cents ($24.43)per hour, per guard.
This pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,860 hours, we project a Not to Exceed
price of$33$,600.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated"school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ACMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
Website address: www.thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.363.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harlan ii thecrossinpguardcompanv.com
Interim Finance Director: Noel Concha noel@thecrossingguardcompany.com
This pricing is valid for a period of 90 days.
10440 Pioneer Blvd. Ste 5•Santa Fe Sori ncs. Ca 90670.800-540-9290 • FAX 3 10-2 02-83 25
4 1 h AM = M,0kTk(Gab= 02MVIC7Z
Proposed Hourly Rate
Year 3 (202312024)
wlout additional insurance coverage
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 City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-five Dollars and Ninety-three Cents ($25.93)per hour, per guard.
This pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day,for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,850 hours, we project a Not to Exceed
price of$359,390.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ALMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 804.540.9290
Fax number: 314.202.8325
Website address: www.thecrossingguardeompany.com
24 Hour Emergency Dispatch: 877.363.2257
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harlan(a)thecrossin�!=tiardrom an y.com
Interim Finance Director: Noel Concha noel@thecrossingguardcompany.com
This pricing is valid for a period of 90 days.
10440 Pinneer RIvd. Ste 5•Santa Fe Sorina&Ca 90670.800-540-9290 • FAX 310-202-8325
Proposed Hourly Rate
Year 1 (202112422)
with additional insurance coverage
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: City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-four Dollars and Eighty-two Cents ($24.82) per hour,per guard.
This pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,850 hours, we project a Not to Exceed
price of$344,005.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ALMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
Website address: www.thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.353.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: llarlaniaathecrossinap
uardcompanv.cQm
Interim Finance Director: Noel Concha noel@?a thecrossingguardcompany_com
This pricing is valid for a period of 90 days.
i fiaan Pioneer Riva. Ste 5•Santa Fe Snrinp-s_Ca 94670.840-540-9294 • FAX 3 10-202-S'25
CDA L = MAMAGM= 3ERME
Proposed Hourly Rate
Year 2 (202212023)
with additional insurance coverage
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 City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-six Dollars and Twelve Cents ($26.12) per hour,per guard, This
pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,860 hours, we project a Not to Exceed
price of$362,023.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ALMS Contact Information
Business Address: 10444 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
Website address: www.thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.363.2267
General Manager: Baron Farwell: baron@thecrossingguardeompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harlaw thecrossing guardconi anv.com
Interim Finance Director:Noel Concha noel @thecrossingguardcompany.corn
This pricing is valid for a period of 90 days.
I f1AAA rli.. or A1%rA Ctp 5•Cu„ra PP Cnriiioc C`a 00670+X00-540-9790 ■ FAX 110-202-8325
f
Proposed Hourly Rate
Year 3 (202312024)
with additional insurance coverage
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 City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-seven Dollars and Sixty-five Cents ($27.65)per hour,per guard.
This pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,860 hours, we project a Not to Exceed
price of$383,229.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ACMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
Website address: www.thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.363.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harian�'thecrossin uardcotn aiiv.com
Interim Finance Director: Noel Concha noel@thecrossingguardcompany.cam
This pricing is valid for a period of 90 days.
I fl:t Aft D;,N.+a RI-A PA gnrinnc {'a ❑f1h7f].ftflfl_5df]_9 1Qf} ■ FA Y ;1 )-in%R,P7
ATTACHMENT 3
CROSSING GUARD SERVICES AGREEMENT
This Agreement for Crossing Guard Services (herein "Agreement"), is made
and entered into this 3Q° day of AQC�vs-r - 2021 by and between the CITY OF
TUSTIN, a municipal corporation ("City"), and
ALL. ct" MA,-1((25 SXr ("Contractor").
5�izy►c.Es, 1:11ic— (ActAS)
RECITALS
WHEREAS, City requires the services of a qualified contractor equipped and
trained in appropriate procedures for crossing pedestrians in designated marked
crosswalks for general pedestrian safety and school crossing areas in the City of
Tustin ("Project").
WHEREAS, Contractor submitted to City a proposal, dated
T,jaE a copy of which is attached hereto as Exhibit "A", in response to
the City's Request for Proposal, dated Mkt S%,?.-oZl , a copy of which is
attached hereto as Exhibit "B". (Exhibits "A" and "B" are collectively referred to as
the "Proposal").
WHEREAS, Based on its experience, education, training, and reputation,
Contractor is qualified to provide the necessary services to City for the Project and
desires to provide such services.
WHEREAS, City desires to retain the services of Contractor for said Project.
NOW, THEREFORE, in consideration of the promises and mutual
agreements contained herein, City agrees to retain and does hereby retain
Contractor and Contractor agrees to provide services to the City as follows:
1. SERVICES OF CONTRACTOR
1.1 _Scope of Services. In compliance with all terms and
conditions of this Agreement, Contractor shall provide those services specified in
the Proposal (the "services" or the "work"). Contractor warrants that all services
shall be performed in a competent, professional, and satisfactory manner in
accordance with all standards prevalent in the industry. In the event of any
inconsistency between the terms contained in Proposal and specific terms set forth
in the main body of this Agreement, the terms set forth in the main body of this
Agreement shall govern.
1.2 Compliance with Law_. All services rendered hereunder shall
be provided in accordance with all laws, ordinances, resolutions, statutes, rules,
and regulations of the City of Tustin and of any federal, state or local governmental
agency of competent jurisdiction.
1
1.3 Licenses and Permits. Contractor shall obtain at its sole cost
and expense such licenses, permits and approvals as may be required by law for
the performance of the services required by this Agreement.
1.4 Familiarity with Work. By executing this Agreement,
Contractor warrants that Contractor has carefully considered how the work should
be performed and fully understands the facilities, difficulties and restrictions
attending performance of the work under this Agreement.
2. COMPENSATION
2.1 Compensation of Contractor. For the services rendered
pursuant to this Agreement, the Contractor shall be compensated and reimbursed
only for such services and such amounts as are expressly prescribed in the
Schedule of Fees, attached hereto as Exhibit "C", which total contract amount shall
not exceed t L�vv� y�1 , o
2.2 Method of Payment. In any month in which Contractor wishes
to receive payment. Contractor shall, no later than the first working day of such
month, submit to City in the form approved by City's Director of Finance, an invoice
for services rendered prior to the date of the invoice. Payments shall be based on
the hourly rates as set forth in the Schedule of Fees for authorized services
performed. City shall pay Contractor for all expenses stated thereon which are
approved by City consistent with this Agreement, no later than the last working day
of said month.
2.3 Changes. The City shall have the right to determine the hours
and locations when and where such services and work shall be furnished by
Contractor. The City Contract Officer, on behalf of the City, shall be authorized to
add to, delete from, or revise the work schedule/locations at any time and shall
notify the Contractor in writing of any changes. Such a change shall not require a
written amendment to this Agreement.
Except as provided above. in the event any change or changes in the
work is requested by City, the parties hereto shall execute a written amendment to
this Agreement, setting forth with particularity all terms of such amendment,
including, but not limited to, any additional Contractor's fees. An amendment may
be entered into:
A. To provide for revisions or modifications to documents or other
work product or work when documents or other work product or work is required by
the enactment or revision of law subsequent to the preparation of any documents,
other work product or work;
2
B. To provide for additional services not included in this
Agreement or not customarily furnished in accordance with generally accepted
practice in Contractor's profession.
3. PERFORMANCE SCHEDULE
3.1 Time of Essence. Time is of the essence in the performance
of this Agreement.
3.2 Schedule of Performance. All services rendered pursuant to
this Agreement shall be performed within any time periods prescribed in any
Schedule of Performance attached hereto as Exhibit "D". The extension of any
time period specified in the Exhibit "D" must be approved in writing by the Contract
Officer.
3.3 Force Ma eure. The time for performance of services to be
rendered pursuant to this Agreement may be extended because of any delays due
to unforeseeable causes beyond the control and without the fault or negligence of
the Contractor, including, but not restricted to, acts of God or of a public enemy,
acts of the government, fires, earthquakes, floods, epidemic, quarantine
restrictions. riots, strikes, freight embargoes, and unusually severe weather if the
Contractor shall within ten (10) days of the commencement of such condition notify
the Contract Officer who shall thereupon ascertain the facts and the extent of any
necessary delay. and extend the time for performing the services for the period of
the enforced delay when and if in the Contract Officer's judgment such delay is
justified, and the Contract Officer's determination shall be final and conclusive upon
the parties to this Agreement.
3.4 Term. Unless earlier terminated in accordance with Section
7.5 of this Agreement, this Agreement shall continue in full force and effect for three
(3) years commencing on _3 , 2021, and ending AJC. I-- , 2024 ("Initial
Term")_ Upon expiration of the Initial Term, the City Contract Officer may, at his sole
option and discretion, and subject to the same pricing and terms contained herein,
extend the Term of this Agreement for two (2) additional two-year terms
4. COORDINATION OF WORK
4.1 Representative of Contractor. The following Principal of the
Contractor is hereby designated as being the principal and representative of
Contractor authorized to act in its behalf with re§pect to the work specified herein
and make all decisions in connection therewith:-� �rL
It is expressly understood that the experience, knowledge,
capability and reputation of the foregoing Principal is a substantial inducement for
City to enter into this Agreement. Therefore, the foregoing Principal shall be
3
responsible during the term of this Agreement for directing all activities of
Contractor and devoting sufficient time to personally supervise the services
hereunder. The foregoing Principal may not be changed by Contractor without the
express written approval of City.
4.2 Contract Officer. The Contract Officer shall be Sergeant Brian
Greene, Tustin Police Department, Traffic Unit. It shall be the Contractor's
responsibility to keep the Contract Officer, or his/her designee, fully informed of the
progress of the performance of the services and Contractor shall refer any
decisions which must be made by City to the Contract Officer. Unless otherwise
specified herein, any approval of City required hereunder shall mean the approval
of the Contract Officer.
4,3 Prohibition Against Subcontracting or Assignment. The
experience, knowledge, capability and reputation of Contractor, its principals and
employees were a substantial inducement for the City to enter into this Agreement.
Therefore, Contractor shall not contract with any other entity to perform in whole or
in part the services required hereunder without the express written approval of the
City. In addition, neither this Agreement nor any interest herein may be assigned or
transferred, voluntarily or by operation of law, without the prior written approval of
City.
4.4 Independent Contractor.
A. The legal relationship between the parties hereto is
that of an independent contractor, and nothing herein shall be deemed to make
Contractor a City employee. During the performance of this Agreement,
Contractor and its officers, employees, and agents shall act in an independent
capacity and shall not act as City officers or employees. The personnel
performing the services and work under this Agreement on behalf of Contractor
shall at all times be under Contractor's exclusive direction and control. Neither
City nor any of its officers, employees, or agents shall have control over the
conduct of Contractor or any of its officers, employees, or agents, except as set
forth in this Agreement. Contractor, its officers, employees, or agents shall not
maintain an office or any other type of fixed business location at City's offices.
City shall have no voice in the selection, discharge, supervision, or control of
Contractor's employees, servants, representatives, or agents, or in fixing their
number, compensation, or hours of service. Contractor shall pay all wages,
salaries, and other amounts due Its employees In connection with this Agreement
and shall be responsible for all reports and obligations respecting them, including
but not limited to social security income tax withholding, unemployment
compensation, workers' compensation. and other similar matters. City shall not
in any way or for any purpose be deemed to be a partner of Contractor in its
business or otherwise a joint venturer or a member of any joint enterprise with
Contractor.
4
B. Contractor shall not incur or have the power to incur
any debt, obligation, or liability against City, or bind City in any manner.
C. No City benefits shall be available to Contractor, its
officers, employees, or agents in connection with any performance under this
Agreement. Except for fees paid to Contractor as provided for in this Agreement,
City shall not pay salaries, wages, or other compensation to Contractor for the
performance of services and work performed by Contractor under this
Agreement. City shall not be liable for compensation or indemnification to
Contractor, its officers, employees, or agents, for injury or sickness arising out of
performing services and work hereunder. If for any reason any court or
governmental agency determines that the City has financial obligations, other
than pursuant to Section 2, of any nature relating to salary, taxes, or benefits of
Contractor's officers, employees, servants, representatives, subcontractors, or
agents, Contractor shall indemnify City for all such financial obligations.
4.5 PERS Eligibility Indemnification,
A. In the event that Contractor or any employee, agent,
or subcontractor of Contractor providing any Work or Services under this
Agreement claims or is determined by a court of competent jurisdiction or the
California Public Employee Retirement System (PERS) to be eligible for
enrollment in PERS as an employee of the City, Contractor shall indemnify,
defend, and hold harmless City for the payment of any employee and/or
employer contributions for PERS benefits on behalf of Contractor or its
employees, agents or subcontractors, as well as for the payment of any penalties
and interest on such contributions, which would otherwise be the responsibility of
the City.
B. Notwithstanding any other agency, state or federal
policy, rule, regulation, law or ordinance to the contrary, Contractor and any of its
employees, agents, and subcontractors providing any Work or Services under
this Agreement shall not qualify for or become entitled to, and hereby agree to
waive any claims to, any compensation, benefit, or any incident of employment
by City, including but not limited to eligibility to enroll in PERS as an employee of
City and entitlement to any contribution to be paid by City for employer
contribution and/or employee contributions for PERS benefits.
5. INSURANCE / INDEMNIFICATION
5.1 Insurance.
A. Contractor shall maintain in full force and effect during
the term of these Agreement policies of commercial general liability and automobile
5
,0u'ron ,
liability insurance (each of which shall include property damage and bodily injury)
and each with limits of at least $5.000,000 combined single limit coverage per
occurrence for bodily injury and property damage.
B. Contractor shall carry and pay for such workers'
compensation insurance as is required to fully protect Contractor and its employees
under California Worker's Compensation Insurance Law. The insurance company
shall agree to waive all rights of subrogation against the City for losses paid under
the policy, which losses arose from the work performed by the named insured.
C. Other applicable insurance requirements are'. (1)
Name the City, its officials and employees as an additional insured on the
commercial, general and automobile policies. (2) The insurance shall be issued by
a licensed company authorized to transact business in the state by the
Department of Insurance for the State of California with a current rating of A--.VII
or better (if an admitted carrier), or a current rating of A:X or better (if offered by a
non-admitted insurer listed on the State of California List of Approved Surplus
Lines Insurers (LASLI), by the latest edition of A.M. Best's Key Rating Guide,
except that the City will accept workers' compensation insurance from the State
Compensation Fund. (3) The Insurance shall not be cancelled, except after thirty
(30) days written prior notice to the City: and (4) The commercial general and
automobile liability insurance shall each be primary as respects the City, and any
other insurance maintained by the City shall be in excess of this insurance and not
contribute to it.
D. Upon execution of this Agreement, Contractor shall
provide to City certificates of insurance and insurer endorsements evidencing the
required insurance. Insurer endorsements (or a copy of the policy binder if
applicable) shall be provided as evidence of meeting the requirements of
Subsections (1) (3) and (4) of Section 5.1C above and the waiver of subrogation
requirement in Section 5_113 above. If self-insured for worker's compensation,
Contractor shall submit to City a copy of its certification of self-insurance issued by
the Department of Industrial Relations.
6
5.2 indemnification. To the fullest extent permitted by law,
Contractor shall defend (at Contractor's sole cost and expense with legal counsel
reasonably acceptable to City), indemnify and hold harmless the City, its elected
officials, officers, directors, employees, agents, and volunteers (collectively, the
"Indemnified Parties") from and against any and all actions, suits. proceedings,
claims, demands, losses, costs, and expenses, including legal costs and attorneys'
fees, for injury to or death of person or persons, for damage to property, including
property owned by City; or for any violation of any federal, state, or local law or
ordinance, arising out of, pertaining to, or related to Contractor's or its officers',
directors', employees', agents', or volunteers' performance under this Agreement,
except for such loss as may be caused by an Indemnified Party's sole negligence.
Under no circumstances shall the insurance requirements and limits set forth in this
Agreement be construed to limit Contractor's indemnification or other liability
hereunder.
6. RECORDS AND REPORTS
6.1 Reports. Contractor shall periodically prepare and submit to
the Contract Officer such reports concerning the performance of the services
required by this Agreement as the Contract Officer shall require.
6.2 Records. Contractor shall keep such books and records as
shall be necessary to property perform the services required by this Agreement and
enable the Contract Officer to evaluate the performance of such services. The
Contract Officer shall have full and free access to such books and records at all
reasonable times, including the right to inspect, copy, audit and make records and
transcripts from such records.
6.3 Ownership of Documents. All drawings, specifications,
reports, records, documents and other materials prepared by Contractor in the
performance of this Agreement shall be the property of City and shall be delivered
to City upon request of the Contract Officer or upon the termination of this
Agreement, and Contractor shall have no claim for further employment or additional
compensation as a result of the exercise by City of its full rights or ownership of the
documents and materials hereunder. Contractor may retain copies of such
documents for its own use. Contractor shall have an unrestricted right to use the
concepts embodied therein.
6.4 Release of Documents. All drawings, specifications, reports.
records, documents and other materials prepared by Contractor in the performance
of services under this Agreement shall not be released publicly without the prior
written approval of the Contract Officer.
7. ENFORCEMENT OF AGREEMENT
7
7.1 California Law. This Agreement shall be construed and
interpreted both as to validity and to performance of the parties in accordance with
the laws of the State of California. Legal actions concerning any dispute, claim or
matter arising out of or in relation to this Agreement shall be instituted in the
Superior Court of the County of Orange, State of California, or any other
appropriate court in such county, and Contractor covenants and agrees to submit to
the personal jurisdiction of such court in the event of such action.
7.2 Waiver. No delay or omission in the exercise of any right or
remedy of a non-defaulting party on any default shall impair such right or remedy or
be construed as a waiver. No consent or approval of City shall be deemed to waive
or render unnecessary City's consent to or approval of any subsequent act of
Contractor. Any waiver by either party of any default must be in writing and shatl
not be a waiver of any other default concerning the same or any other provision of
this Agreement.
7.3 Rights and Remedies are Cumulative. Except with respect to
rights and remedies expressly declared to be exclusive in this Agreement, the rights
and remedies of the parties are cumulative and the exercise by either party of one
or more of such rights or remedies shall not preclude the exercise by it, at the same
or different times, of any other rights or remedies for the same default or any other
default by the other party.
7.4 Legal Action. In addition to any other rights or remedies,
either party may take legal action, in law or in equity. to cure, correct or remedy any
default, to recover damages for any default, to compel specific performance of this
Agreement. to obtain injunctive relief, a declaratory judgment or any other remedy
consistent with the purposes of this Agreement.
7.5 Termination Prior to Expiration of Term. The City reserves the
right to terminate this Agreement at any time, with or without cause, upon thirty (30)
days written notice to Contractor, except that where termination is due to the fault of
the Contractor and constitutes an immediate danger to health, safety and general
welfare. the period of notice shall be such shorter time as the City's Contract Officer
in his sole discretion determines is appropriate. Upon receipt of the notice of
termination, Contractor shall immediately cease all services hereunder except such
as may be specifically approved by the Contract Officer. Contractor shall be
entitled to compensation for all services rendered prior to receipt of the notice of
termination and for any services authorized by the Contract Officer thereafter.
8. CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION
8.1 Non-Liability of City Officers and Employees. No officer or
employee of City shall be personally liable to the Contractor, or any successor-in-
interest, in the event of any default or breach by the City or for any amount which
S
may become due to the Contractor or its successor, or for breach of any obligation
of the terms of this Agreement.
8.2 Covenant Against Discrimination. Contractor covenants that,
by and for itself, its heirs, executors. assigns, and all persons claiming under or
through them, that there shall be no discrimination or segregation in the
performance of or in connection with this Agreement regarding any person or group
of persons on account of race, color, creed, religion. sex, marital status, disability,
sexual orientation, national origin, or ancestry. Contractor shall take affirmative
action to insure that applicants and employees are treated without regard to their
race, color, creed, religion, sex, marital status, disability, sexual orientation, national
origin, or ancestry.
9. MISCELLANEOUS PROVISIONS
9.1 Notice. Any notice, demand, request, consent, approval, or
communication either party desires or is required to give to the other party or any
other person shall be in writing and either served personally or seat by pre-paid,
first-class mail to the address set forth below. Either party may change its address
by notifying the other party of the change of address in writing. Notice shall be
deemed communicated forty-eight (48) hours from the time of mailing if mailed as
provided in this Section.
To City: To Contractor:
TUSTIN POLICE DEPARTMENT
300 Centennial Way
Tustin, CA 92780
Attention, Traffic Unit
9.2 Integrated Agreement. This Agreement contains all of the
agreements of the parties and cannot be amended or modified except by written
ag reement.
9.3 Amendment. This Agreement may be amended at any time
by the mutual consent of the parties by an instrument in writing.
9.4 Severabil�. In the event that any one or more of the phrases,
sentences, clauses, paragraphs, or sections contained in this Agreement shall be
declared invalid or unenforceable by valid judgment or decree of a court of
competent jurisdiction, such invalidity or unenforceability shall not affect any of the
remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement.
which shall be interpreted to carry out the intent of the parties hereunder.
9
9.5 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 so executing this Agreement the
parties hereto are formally bound to the provisions of this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of
the dates stated below.
"City'
Dated: CITY OF TUSTIN, a municipal corporation
By;
Stu Greenberg
Chief of Police
APPROVED AS TO FORM:
David E. Kendig
City Attorney
"Contractor"
ALL CITY MANAGEMENT SERVICES,
INC., a California corporation
By:
Exhibit A
Proposal
10
10M504=
Exhibit B
Request for Proposal
11
Request for Proposal
Crossing Guard Services contract
R
5/31/2021
City of Tustin RFP—Crossing Guard Services 2021
City of Tustin
Contents
Invitationto Bid...................................................................................................................................03
Introduction.........................................................................................................................................04
Background...................—....................................4........................ ...... ............04
Scopeof Services.................................................................................................................................04
RFPSchedule.......................................................................................................................................09
ProposalRequirements.......................................................................................................................10
General Requirements........................................................................................................................12
Contractor Evaluation &Selection Process.......4....44—.....4.........4—...............4........ ............................13
Administration Specifications......................................................-- .--- .--- .............14
Termsand Conditions........................4.....4................................ ......4................. .....................15
2
1(o3?47 I
City of Tustin RFP—Crossing Guard Services 2021
Invitation to Bid
CITY OF TUSTlN REQUEST OF PROPOSALS
Crossing Guard Services
Notice is hereby given that the City of Tustin will receive electronically submitted proposals for qualified
and experienced contractors to provide personnel equipped and trained in appropriate procedures for
crossing pedestrians in marked crosswalks. Proposals should be submitted electronically via ProcureNow
which can be found at httos://www.tustinca;or? 1236lProiect-Bills-RFPs
Electronically submitted proposals are due by 11:00 a.m. PST on June 28, 2021.
The primary intent of this request for proposal thereinafter"RFP')is to enter into an agreement with a
contractor capable of providing independent crossing guard services. Specifications are available online
at the City of Tustin website (http://www.tustinca.org)or through the ProcureNow portal.
The City of Tustin reserves the right to accept or reject any or all bids,to waive any informality and to
accept the proposal deemed to be in the best interest of the City of Tustin.
City of Tustin,Tustin,California
Stuart Greenberg, Chief of Police
Dated this 31St day of May,2 02 1.
Attention Bidders—It is the City of Tustin's intent to enter into an agreement with a crossing guard
contractor on a suitable value approach.We will treat suitable value as a combination of availability,
fit,short-term costs and long-term costs that, in totality, are deemed to best meet the City of Tustin's
needs.
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City of Tustin RFP—Crossing Guard Services 2021
1. INTRODUCTION
The City of Tustin is seeking proposals for a qualified and experienced contractor to provide
personnel equipped and trained in appropriate procedures for crossing pedestrians in marked
crosswalks.This RFP is aimed to provide contractors with sufficient information in order to
prepare and submit a proposal detailing the crossing guard services they provide.
This RFP is issued for the City of Tustin.The issuing office is the City of Tustin's Police
Department and is the sole point of contact for this request.The contact person is Lieutenant
Ryan Coe,Tustin Police Department,Traffic Unit Commander. Lieutenant Coe can be reached at
rcoe@tustinca.or_ .
The City of Tustin reserves the right to accept or reject any or all bids,to waive any informality,
to negotiate separately with competing bidders and to accept the proposal deemed to be in the
best interest of the City of Tustin.
II. BACKGROUND
The City of Tustin Crossing Guard Services Program consists of sixteen (16) locations throughout
the City of Tustin, known as posts, near elementary and middle schools. The sixteen (16) posts
are manned by twenty-two(22)crossing guard personnel, who are staffed and managed by an
independent Contractor.This independent Crossing Guard Services Contractor works in
conjunction with program oversight of the Police Department.
If awarded, the selected Crossing Guard Services Contractor will enter into contract with the City
of Tustin.The contract will initiate the beginning of the 2021-2022 school year and continue for
three (3)years with the option for two(2), two-year extensions.
Contractors with Iocai government and public safety technology experience are preferred but
not required. Local Contractors or Contractors with a local presence are also preferred but not
required.
M. SCOPE OF SERVICES
Instructions:Initial the bottom of each page of the Scope of Services and remit as part of your
Proposal as Attachment A, acknowledging a demonstrated understanding of the Scope of Services.
1. SCOPE OF SERVICES:CONTRACTOR RESPONSiBILITIESJPROVI5IONS
The following is a list of minimum requirements that Contractors must be able to address in
potentially providing the City of Tustin with crossing guard services:
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City of Tustin RFP—Crossing Guard Services 2021
L. The Contractor shall render a full-service program to provide adult crossing guards for the
City. The Contractor shall administer and coordinate the program and be capable of
staffing twenty-two(22)crossing guard personnel at sixteen (15) locations throughout the
City.
2. The Contractor shall recruit,select, and employ crossing guards and alternate crossing
guards as required to provide coverage at each crossing guard post on each day when
guards are required in accordance with the schedule provided by the City.
3. The Contractor is responsible for the application process and determining the suitability
and qualifications of the crossing guards hired.All crossing guards employed by the
Contractor to perform services under this contract shall meet the qualifications specified in
the Scope of Services.
4. The Contractor shall provide a program manager as required to ensure competent and
efficient management of the crossing guard program.
5. The Contractor shall hire Field Supervisors to make on-site visits at crossing guard sites.One
Field Supervisor shall be responsible for the supervision of no more than 25 crossing
guards. The contractor shall provide the name and contact information for the Field
Supervisors)to the City. The Contractor shall conduct on-site visits to crossing guards'
sites at least three (3)times per school year.
5_ The Contractor shall provide each crossing guard with the following equipment:
a) Complete uniform with contractor's identifiable patch or badge,
b) Regulation-size, hand-held stop sign;
C) Brass or plastic whistle;
d) Traffic safety vest; and
e) High visibility rain coat.
2. SCOPE OF SERVICES: DUTIES OF CROSSING GUARDS
1. It shall be the duty of each Crossing Guard to:
a) Halt vehicles when necessary by mechanical and hand signal to permit children to
cross the road safely;
b) Maintain order among children assembled at street crossing points and permit them
to cross only when they can do so safely;
C) Report to the Tustin Police Department the license plate numbers of motor vehicles
who violate traffic laws or crossing guard instructions;
d) Make children aware of the elements of traffic safety and operation of pedestrian
controls;
e) Report to school authorities the names of children who do not follow safety
regulations; and
f) Wear a reflective traffic safety vest at all times when on duty.
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City of Tustin RFP—Crossing Guard Services 2021
3. SCOPE OF SERVICES: MINIMUM STANDARDS FOR CROSSING GUARDS
1. The following shall be the minimum qualifications for all Crossing Guards assigned by the
Contractor to this Project:
a) Be at least eighteen (18)years of age;
b) Be physically and mentally capable of performing the duties of a crossing guard;
C) Have the ability to give and follow oral instructions;
d) Have the ability to establish and maintain effective working relationships with
children, parents,school officials and law enforcement officials;
e) Have the ability to remain calm and use judgment and initiative in an emergency
situation; and
f) Be of good moral character,
2. Contractor shall include the following procedures in the selection process for Crossing
Guards:
a) The Contractor shall contact the last two (2)or three (3) employers of the Crossing
Guard applicant. Personal reference should also be checked if the applicant has not
been employed during the last five (5)years.
b) Employment and personal reference checks should be of such a nature as to provide
the Contractor with the information necessary to determine if the applicant is
capable of performing the duties of a Crossing Guard.
c) The Contractor shall provide for fingerprinting each applicant and shall complete a
fingerprint identification card which shall be forwarded within five (5) working days
to the California Department of Justice (DOJ).
d) The Contractor shall not employ any person as a Crossing Guard who has been
convicted of a drug offense,sex offense or a€eIony, or is otherwise prohibited from
working with children.
e) The Contractor shall maintain records of fingerprint identification during the period
of this contract and five (5)years thereafter.Such records shall be available to the
City for review upon request of the City.
3. The Contractor shall provide each crossing guard with appropriate training for the position
of Crossing Guard before assigning a guard to any post.The training program shall include:
a) General indoctrination concerning rules and regulations of employment;
b) Instructions on the proper handling of required reports;
C) Crossing guard techniques appropriate to the guard post;
d) Telephone numbers,and addresses, of the schools served by the crossing guards
and local law enforcement; and
e) Public relations instructions, including the importance of image,dress and
appearance, attitude and general demeanor of a crossing guard.
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City of Tustin RFP—Crossing Guard Services 2021
4. SCOPE OF SERVICES: LISTING OF CURRENT CROSSING GUARD LOCATIONS
The following is a listing of all the current crossing guard locations in the City. The selected
Contractor shall be required to post crossing guards at each of the following locations
during the times specified.The exact times are subject to change.
CURRENT CROSSING GUARD LOCATIONS
Crossing School Intersection Mon Tue Wed Thu Fri
Guard
No.
1 Beswick Mitchell/ 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am 7:40—&2S am 7:40-8:25 am
(Benjamin F.) Newport
Elementary (SE) 2:25-3:14 pm 2:25-3:10pm 1:10-1;55 pm 2:25-3:10 pm 2:25-3:10pm
2 Beswick Mitchell/ 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am 7,40-8:25 am 7:40-8:25 am
(Benjamin F.) Newport
Elementary (SW) 2:25-3:10 pm 2:25-3:10 pm 1:10-155pm 2:25-3:10pm 2:25-3:10pm
3 Beswick Mitchell/Utt 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am 7:40-8:25 am
(Benjamin F.) (NW)
Elementary 2:25-3:10 pm 2:25-3:10 prn 1:10-1:55 pm 2:25-3:10 pm 2:25-3:10 pm
4 Columbus BenetaWay/ 7:15-8:00 am 7:15-8:00 am 8:15-9:00 am 7:15—U0 am 7:15-8:00 am
Tustin Middle Prospect(SE)
School 2:15-3:00pm 2:15-3:00pm 2:15-3:00pm 2:15-3:00pm 2:15-3:00pm
5 Columbus BenetaWay/ 7:15-8:00 am 7:15-8:00 am 8:15-9:00 am 7.15-8:00 am 7:15-8:00 am
Tustin Middle Prospect
5ehaal (SW) 2:15-3:QOpm 2:15-3:00 pm 2:15-3:00pm 2:15-3:00 pm 2:i5-3:00 pm
5 Heideman Alliance/ 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am
(Robert) Williams
Elementary (NE) 1:55-2:50pm 1:55-2:54 pm 12:50-1:35 pm 1:55-2:50pm 1:55-2.50pm
7 Nelson(W.R.) Browning/ 7:20-8:05 am 7:20-8:05 am 7:20-8:05 am 7:20-8:05 am 7:20-8:05 am
Elementary Pine Brook
Dr. 2:00-3:05 pm 2: --
0Q-3:05 pm 12:45-1:40 pm 2:00-3:05 pm 2:003:05 pm
(NW)
8 Pioneer Pioneer Rd. 7:15-8:00 am 7:15-8:00 am 8:15-9:00 am 7:15-8:00 am 7:15-8:00 am
Middle School Pioneer Way
(N) 2:15-3:00 pm 2;15-3:00pm 2:15-3:00pm 2:15-3:00pm 2:15--3:00 pm
9 Pioneer Pioneer Rd. 7:15-8:00 am 7:15-8:00 am 8:15-9:00 am 7:15-8:00 am 7:15-8:00 am
Middle School Pioneer Way
{$} 2:15-3:00pm 2:15-3:00pm 2:15-3:00pm 2:15-3:QOpm 2:15-3:00 pm
10 Pioneer Pioneer Way 7:15-8:00 am 7:15-8:00 am 8:15-9:00 am 7:15-8:00 am 7:15-8:00 am
Middle School /Tustin
15-3:00 pm 2:15-3:OOpm 2:15-3:00 pm 2:15-3:[30 pm 2:15-3:QOpm
Ranch(NW) 2'
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City of Tustin RFP—Crossing Guard Services 2021
11 Thorman Redhill) 7:15-8:1Sam 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(leave) Sycamore
Elementary Syca 1:50-3:00 pm 1:50-3:40 pm 1:54-3:00 pm 1:50-3:00 pm 1:50-3:60 pm
and Currie
(A.G.)Middle
School
12 Thorman Redhill/ 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15—S.15am 7:15-8:15 am
()sane) Sycamore
Elementary Sycamore
(SW1:56-3:06 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:0Opm
and Currie
(A.G.) Middle
School
13 Thorman Carfaxl 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(leave) Sycamore
Elementary (5c 1:50-3:40 pm 1:50-3:06 pm 1:50-3:OQpm 1:50-3:00 pm 1:56-3:00pm
and Currie
(A.G.)Middle
School
14 Thorman School Ln./ 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(leane) Sycamore
Elementary (W) 1:50-3:06 pm LSO—3:OOpm 1:50-3:00 pm 1:50-3:40 pm 1:50-3:66 pm
and Currie
(A.G.) Middle
School
15 Thorman Newport/ 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
()sane) Sycamore
Elementary Sycamore
1:50-3:60 pm 1:50-3:00 pm 1:56-3:QOpm 1:56-3:ODpm 1:50-3:4Opm
(SWand Currie
(A.G.) Middle
School
15 Thorman Redhill/ 7:15-8:15 am 7:15-8:15 am 8:15-9:15 am 7:15-8:15 am 7:15-8:15 am
(leane) Sycamore
Elementary (5E) 1:50-3:00 pm 1:50-3:OQ pm 1:50-3:00 pm 1:50-3:00 pm 1:50-3:00 pm
and Currie
(A.G.) Middle
School
17 Thorman Altadena/ 7:15-8:15 am 7.15-8:15 am 8:15-9:15 am 7:15-8:15 am 7.15-8:15 am
(leane) Pasadena
Elementary (NE) 1:50-3:00pm 1:56-3:00pm 1:50-3:00pm 1:56-3:04 pm 1:50-3:00pm
and Currie
(A.G.) Middle
School
1s Thorman McFadden/ 7:15-8:15 am 7:15-8:15 am 8:15-9;15 am 7:15-8:15 am 7:15-8:15 am
(leane) Pasadena
Elementary (NE) 1:50-3:00pm 1:56-3:40 pm 1:50-3:60 pm 1:50-3:66 pm 1:50-3:00pm
and Currie
(A.G.)Middle
School
19 Utt(C.E.) Browning/ 7:15-8:00 am 7.15-8:00 am 8:15-9:DOam 7:15—B:OOam 7:15-8:00 am
Middle School Park View Wy
(NE) 2:15-3'60 pm 2:15-3:44 pm 2:15-3:04 pm 2:15-3:00 pm 2:15-3:OOpm
City of Tustin RFP—Crossing Guard Services 2021
20 Veeh San Juan 1 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am
(Majorie) Tustin East
Eiementary (SW) 1:30-2:30 pm 1:30-2:30 pm 1:30-230 pm 1:30-2:30 pm 1:30-2:30 pm
21 Veeh San Juan 1 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am
(Majorie) Redhill
Elementary (NW) 1:30-230 pm 1:30--2:30 pm 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm
22 Veeh SanJuanl 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am 7:30-8:15 am
(Majorie) Redhill
Elementary (NE) 1:30-2:30 pm 130-2:30 pm 1:30-2:30 pm 1:30-2:30 pm 1:30-2:30 pm
IV. RFP SCHEDULE
The City of Tustin reserves the right to modify these dates if extenuating circumstances
necessitate.
Release of RFP May 31,2021
Question Deadline June 14,2021 by 11:00 a.m.
Proposal Deadline June 28,2021 by 11:00 a.m.
Proposer Selection/Council Approval July 14, 2021 **
**Tentative City Council contract award date,subject to change at City's discretion
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City of Tustin RFP—Crossing Guard Services 20121
V. PROPOSAL REQUIREMENTS
Although the City requires no specific format,this section is intended to provide guidelines to
the Contractor regarding features that the City will look for and expect to be included in the
proposal,
1. Content &Format
The City requests that proposals submitted be organized and presented in a neat and
logical format and are relevant to these services. Contractor's proposals shall be clear,
accurate, and comprehensive. Excessive or irrelevant material will not be favorably
received.
Proposals shall contain no more than 16 typed pages using a 101-paint minimum font
size, including transmittal/offer letter and resumes of key people, but excluding
Index/Table of Contents,tables, charts, and graphic exhibits. The purpose of these
restrictions is to minimize the costs of proposal preparation and to ensure that the
response to the RFP is fully relevant to the project.
The proposal should include the following:
• Transmittal/offer letter.
• Page numbering.
■ Index/Table of Contents.
• Approach.
• Team Organization including an organization diagram and time commitment of
key 5taff.
■ Statement of qualifications including descriptions of similar projects by key staff
to be assigned during the term of the contract.
• Brief resumes of key staff-
• Schedule of Hourly Rates and fees in a separate sealed envelope.
2, Approach
A description of the Contractor's approach and work program to meet the City's
objectives shall be included. It should explain the technical approach, methodology, and
specific tasks and activities that will be performed to address the specific issues and
work items.
3, Team Organization
The purpose of this section is to describe the organization of the Contractor's Crossing
Guard Services team and key staff. A manager and an alternate manager shall be
named who shall be the prime contact and be responsible for coordinating all activities
with the City. An organization diagram shall be submitted showing all key team
members and illustrating the relationship between the City, the manager, and key staff.
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City of Tustin RFP—Crossing Guard Services 2021
There also should be a brief description of the role and responsibilities of all key staff
identified in the organization.
4. Statement of Qualifications
The information provided in this section should describe the qualifications of the
Contractor and key staff in performing Crossing Guard Services within the past five years
that are similar in scope and size to demonstrate competence to perform these services-
The Crossing Guard Services listed should be those that the key staff named for this
proposal were responsible for performing. Information shall include:
• Names of key staff that participated on named Crossing Guard Services and
their specific responsibilities.
• The client's name, contact person, addresses, and telephone numbers.
• A brief description of type and extent of services provided.
• Completion dates(estimated, if not yet completed).
• Total costs.
There should be included in the section brief resumes of key personnel who will provide
these Services demonstrating their qualifications and experience. Resumes should
highlight education, relevant experience, licenses, and specific responsibilities for
services described.
5. Fee Proposal
Compensation for services provided shall be based upon the Contractor's detailed fee
proposal to furnish the services detailed in their proposal.
A Fee Proposal shall be submitted in a Separate,sealed envelope and marked as"Fee
Proposal" along with the name of the project.
A work program together with a breakdown of labor hours by employee billing
classification together with the cost of non-labor services shall be included with the fee
proposal. The labor breakdown shall be compiled based upon a listing of work tasks
that correlates with the Contractors defined scope of work for the proposal. This
information will be used by the City staff to evaluate the reasonableness of the fee
proposal and may be used in negotiating the final fee amounts for the contract
agreement.
The fee proposal of the three top ranked Contractors will be opened at the conclusion of
the Contractor evaluation and selection process. Fees will not be used to determine the
ranking of the Contractors. The Fee Proposals of those Contractors not ranked in the
top three will be returned to there unopened upon award of contract to the selected
Contractor.
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City of Tustin RFP—Crossing Guard Services 2021
The City will negotiate the final fee with the top ranked Contractor.
Reimbursable expenses shall not be allowed unless negotiated prior to a contract.
Price escalations during the contract term are disfavored and will not be allowed unless
negotiated prior to execution of contract.
The Contractor shall prepare progress billings, reflective of the project schedule and the
scope of work completed, by line item and description.
6. Statement of Offer&Signature
The Proposal shall contain a statement that the proposals are a firm offer for a 90-day
period and signed by an individual authorized to act on behalf of the Contractor-
V1. GENERAL REQUIREMENTS
1. Insurance Requirements
If selected,Contractor will be required to maintain, and furnish proof of the following
minimum insurance coverages.These minimum levels of coverage are required to be
maintained for the duration of the contract:
A. General Liability and Automobile Liability Coverage -$5,000,000 per
occurrence for bodily injury and property damage. If Commercial General
Liability Insurance or other form with a general limit is used,either the general
aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
8. Worker's Compensation Coverage-State statutory limits.
Deductibles,Self-Insurance Retentions,or Similar Forms of Coverage Limitations
or Modifications, must be declared to and approved by the City of Tustin.
The Contractor is encouraged to contact its insurance carriers during the
proposal stage to ensure that the insurance requirements can be met if selected
for negotiation of a contract agreement. The City shall be named as Additional
Insured and no policy may be modified or_cancelled prior to thirty(30) days
written notice.Certificates of insurance and insurer endorsements evidencing
the required insurance shall be provided.
2. Standard Form of Agreement
The Contractor will enter into an agreement with the City based upon the contents of
the RFP and the Contractor's proposal. The City's standard farm of agreement is
12
City of Tustin RFP—Crossing Guard Services 2021
included as Attachment A. The Contractor shall carefully review the agreement, and
include with the proposal a description of any exceptions requested to the standard
contract. If there are no exceptions, a statement to that effect shall be included in the
proposal,
3. Disclaimer
This RFP does not commit the City to award a contract,or to pay any costs incurred in
the preparation of the proposal. The City reserves the right to extend the due date for
the proposal, to accept or reject any or all proposals received as a result of this request,
to negotiate with any qualified Contractor, or to Cantel this RFP in part or in its entirety.
The City may require the selected Contractor to participate in negotiations and to
submit such technical,fee, or other revisions of their proposals as may result from
negotiations.
4. Assigned Representatives
The City will assign a responsible representative to administer the contract,and to assist
the Contractor in obtaining information. The Contractor also shall assign a responsible
representative (project manager) and an alternate, who shall be identified in the
proposal. The Contractor's representative will remain in responsible charge of the
Contractor's duties from the notice-to-proceed through project completion. If the
Contractor's primary representative should be unable to continue with the project, then
the alternate representative identified in the proposal shall become the project
manager. The City's representative shall first approve any substitution of
representatives identified in the proposal in writing. The City reserves the right to
review and approve/disapprove all key staff substitution or removal, and may consider
such changes not approved to be a breach of contract.
5. City Business License
A city business license will be required of the Contractor for services under the
agreement.
VII. CONTRACTOR EVALUATION&SELECTION PROCESS
The City's Contractor evaluation and selection process is based upon Qualifications Based
Selection(QBS) far professional services. The following criteria will be used in evaluating the
proposals using a point value system (100 points) based upon the weighting indicated below,
1. Approach and work plan to achieve specified City objectives. (25 points)
2.. Qualifications and experience of the project managerand other key individuals.
(40 points)
13
City of Tustin RFP—Crossing Guard Services 2021
3, Results of reference checks. (15 points) Reference checks will only be
conducted for a short list of Contractors or the top rated Contractor.
4. Clarity of proposal. (10 points}
S. Compliance with proposal requirements including the 10-page limitation. (10
points)
The City may elect to interview a short list of qualified Contractors or to interview only the top
rated Contractor based upon the proposals submitted for the project.
The City staff will negotiate a contract with the best qualified Contractor for the desired crossing
guard services. Should the City staff be unable to negotiate a satisfactory contract with the
Contractor considered to be the most qualified, negotiations with that Contractor shall be
formally terminated. Negotiations will then be undertaken with the next most qualified
Contractor. Failing accord with the second most qualified Contractor, the City staff will
terminate negotiations and continue the negotiation process with the next most qualified
Contractors in order of their evaluation ranking until an agreement is reached and a Contractor
is selected and an agreement is executed.
Additional information related to the Contractor selection process will be made available in the
future once the City has executed this contract, Please refrain from making any verbal inquires
or requests for a formal debriefing related to the subject RFP until the City of Tustin completes
the ongoing contract process.
VIII. ADMINISTRATION SPECIFICATIONS
A. The City of Tustin's Rights to Proposals
All proposals, upon submission to the City of Tustin shall become its property for use as
deemed appropriate. By submitting a proposal,the proposer covenants not to make
any claim for or have any right to damages because of any misinterpretation or
misunderstanding of the specifications,or because of any misinformation or lack of
information. The City of Tustin has the following prerogatives with regard to proposals
submitted:
■ to accept or reject any or all proposals;
■ to correct any arithmetic errors in any or all proposals submitted;
■ to utilize any or all the ideas from proposals submitted;
■ to change the proposal's due date upon appropriate notification;
■ to adopt any or all of an offeror's proposal; and
■ to negotiate modifications to the scope and fee with selected offeror prior to
contract award.
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City of Tustin RFP—Crossing Guard Services 2021
IX. TERMS AND CONDITIONS
Certain other terms and conditions will apply to this RFP:
1. Proposal Instructions-Deadline for submitting,proposals is 11:00 a.m., Monday,lune 28,
2021. Proposals must be submitted electronically via the ProcureNow portal
https://www.tustinca.or-g11236/Proiect-Bids-RFPs
2. Addendum and Supplements to the RFP-if it becomes necessary to revise any part of this
RFP, an addendum or revision will be transmitted to all prospective bidders via the
ProcureNow portal. Questions concerning the RFP document must be submitted via the
ProcureNow portal in the 'Questions&Answers' section,Attn: Lieutenant Ryan Coe.
Questions will be received through June 14, 2021,at 11:00 a.m. Responses to all questions
will be distributed via the ProcureNow portal as an addendum by June 21,2021, at 11:00
a.m. Proposers are cautioned that any statements made by the contact person that
materially change any portion of the RFP shall not be relied upon unless subsequently
ratified by a formal written amendment to this RFP.
3. Award of Contract—The City reserves the right to reject any and ail Proposals. Aformal
contract award is anticipated for the best overall vendor as determined by the Evaluation
Committee and approved by City Council as a result of this RFP. The City reserves the right,
in its sole discretion, to waive minor irregularities in proposals.A minor irregularity is a
variation of the RFP,which does not affect the funding request,or gives one party an
advantage or benefit not enjoyed by the other parties,or adversely impacts the interest of
the City. Waivers,when granted, shall in no way modify the RFP requirements or excuse the
party from full compliance with the RFP specifications and other contract requirements, if
the parry is awarded the contract.
4. False or Misleading Statements—Any submittals containing, in the opinion of the City,false
or misleading statements will be rejected.
5. Prospective Contractor Costs—Costs for developing submittals are entirely the responsibility
of the proposer and shall not be chargeable in any manner to the City.
f. Evaluation Process—The City will form an Evaluation Committee to review all submittals
received by the deadline. Any submittal failing to meet any of the qualifications
documented in this RFP may be rejected. The purpose for the Evaluation Committee is to
recommend which proposer is best able to provide the City's crossing guard services, to the
City's requirements,and within the City's budget. A submission in response to this RFP
indicates your acceptance of the City's evaluation criteria.
7. Clarification of Proposals—The City reserves the right to obtain clarification information on
any item in any proposer's submittal or to obtain additional related information necessary
to properly evaluate the submittal. Failure of a proposer to respond to a request for more
information may result in the proposal being rejected.
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City of Tustin RFP—Crossing Guard Services 2021
S. Disclosure of Proposal Information—Upon award of a contract, all proposals become a
matter of public record in accordance with disclosure requirements of the California Public
Records Act(Cal. Government Code Section 6250, et seq.),
9. Prevailing Wage Requirement—The project will be paid for with public funds and, therefore,
is a "public work" as defined in California Labor Code Sections 1771 and 1774. As a result,
prevailing wages shall be paid to the workers employed on this contract. The selected
Contractor shall be responsible to obtain from the State Director of Industrial Relations and
to comply with all applicable prevailing rates for the work to be performed for each craft
and type of work needed. Not less than said prevailing rates shall be paid the workers
employed on this contract.
Attention is directed to the Federal minimum wage rate requirements in these Special
Provisions, If there is a difference between the minimum wage rates predetermined by the
Secretary of Labor and the general prevailing wage rates determined by the Director of the
California Department of Industrial Relations for similar classifications of labor,the
Contractor and subcontractor shall pay not less than the higher applicable wage rate. The
City will not accept lower State wage rates not specifically included in the Federal minimum
wage determinations. This includes"helper" (or other classifications based on hours of
experience) or any other classification not appearing in the Federal wage determinations.
Where Federal wage determinations do not contain the State wage rate determination
otherwise available for use by the Contractor and subcontractors,the Contractor and
subcontractors shall pay not less than the Federal minimum wage rate which most closely
approximates the duties of the employees in question.
10. City Use of RFP Ideas—The City reserves the right to use any and all service and product
ideas presented from prospective Contractors. Selection or rejection of a proposer does not
affect this right.
11. Copyrights and Patents--The Contractor shall hold the City of Tustin and its officers,agents,
servants, and employees harmless from liability of any nature or kind because of any
copyrighted information,secret or proprietary process, patented or unpatented invention,
disclosed or used in response to this RFP, and agrees to defend, at its own expense,any and
all actions brought against the City of Tustin or its officers, agents, servants,or employees or
the Contractor alleging or arising from Unauthorized use of such information, process or
invention.
12. Reliance on Information—PROPOSERS MAY RELY ONLY UPON PUBLISHED INFORMATION
AND/OR INSTRUCTIONS FROM THE CITY GIVEN HEREIN OR SUBSEQUENTTO THE ISSUANCE
OF THIS RFP. PROPOSER MAY NOT RELY ON ANY ORAL INFORMATION AND/OR
INSTRUCTIONS GIVEN WITH REGARD TO THIS RFP.
Any City response to a question or request for clarification by a proposer will be made in the
form of an addendum to the RFP, which will be posted via the ProcureNow portal not later
than five(5) business days prior to the due date for receipt of the Proposal and will become
part of the RFP.
16
City of Tustin RFP—Crossing Guard Services 2021
13. Security Check—All Contractor personnel are required to pass an extensive security
background check before they will be allowed to perform any services for the City. The
Proposer or individual employees of the proposer may be excluded from providing services
based on the results of the background checks, in the sole and absolute discretion of the
City. Your Proposal should acknowledge this fact, and your project timeline should reflect
this fact.
14. The agreement is for a period of time which commences August 1, 2021 and ends July 31,
2024,with the option for two(2), two-year extensions. For such terms thereafter the parties
may agree upon in writing.
15. The Contractor will provide personnel equipped and trained in appropriate procedures for
crossing pedestrians in marked crosswalks. Such personnel shall be herein referred to as
Crossing Guards.The Contractor is an independent Contractor and the Crossing Guard to be
furnished by it shall at all times be its employees and not those of the City. Neither the City
nor any of its employees shall have any control over the manner, mode or means by which
Contractor, its agents or employees perform the services required herein,except as
otherwise set forth herein.Contractor shall perforin all services required herein as an
independent contractor of City and shall remain at all times as to City a wholly independent
contractor with only such obligations as are consistent with that rote.Contractor shall not at
any time or in any manner represent that it or any of its agents or employees are agents or
employees of City.Contractor shall be solely responsible for compliance with State and
Federal Law with respect to the wages, hours, benefits, and working conditions of its
employees, including requirement for payroll deductions for taxes. Employees or
independent contractors of Contractor are not City employees.
16. The City shall have the right to determine the hours and locations when and where Crossing
Guards shall be furnished by the Contractor.The Contractor shall notify the City in writing of
any changes which may need to occur in hours of work or locations. The City further has the
power to add to,delete from, or revise the work schedule/locations at any time.
17. The Contractor shall provide supervisory personnel to see that Crossing Guard activities are
taking place at the required places and times,and in accordance with all items of the
Agreement.
18. The Contractor shall maintain adequate reserve personnel to be able to furnish alternate
Crossing Guards in the event that any person fails to report for work at the assigned time
and location.
19. The Contractor shall provide personnel properly trained as herein specified for the
performance of duties of Crossing Guards. In the performance of their duties, the Contractor
and employees of the Contractor shall conduct themselves in accordance with the
conditions of the Agreement and the laws and codes of the State of California.
20. Persons provided by the Contractor as Crossing Guards shall be trained in the laws and
codes of the State of California and the City of Tustin pertaining to general pedestrian Safety
in school crossing areas.
17
City of Tustin RFP—Crossing Guard Services 2021
21. Crossing Guard Services shall be provided by the Contractor at the designated locations and
at the designated hours on all days on which the designated schools in the City of Tustin, are
In session.
22. The Contractor shall provide all Crossing Guards with apparel by which they are readily
visible and easily recognized as Crossing Guards.Such apparel shall be uniform for all
persons performing the duties of Crossing Guards and shall be worn at all times while
performing said duties.This apparel must be appropriate for weather conditions.The
Contractor shall also provide all Crossing Guards with hand held stop signs and any other
safety equipment which may be necessary.
18
Exhibit C
Schedule of Fees
12
ARZ C' MAHAGRMUr OaRYIC IE5
Proposed Hourly Rate
Year 1 (202112022)
wlout additional insurance coverage
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 City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-two Dollars and Eighty-nine Cents{522.89}per hour,per guard.
This pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,864 hours,we project a Not to Exceed
price of$317,255.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ACMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202,8284 or 800.540.9290
Fax number: 310.202,8325
Website address: www.thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.363.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harlan(a},thecrossingz uardcompany.com
Interim Finance Director. Noel Concha noel@thecrossingguardcompany.com
This pricing is valid for a period of 90 days.
10440 Pioneer Blvd. Ste 5•Santa Fe Springs,Ca 90670.840-544-9290 •FAX 310-202-8325
t ti AUL (CM hMMAG 5 Lel M(C
Proposed Hourly Rate
Year 2 (202212023)
wlout additional insurance coverage
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 City of
Tustin, CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-four Dollars and Fourteen Cents ($24.14)per hour,per guard. This
pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day,for 184
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,860 hours, we project a Not to Exceed
price of$334,580.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days" unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ALMS Contact Information
Business Address: 144-44 Pioneer Blvd,Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
Website address:www.thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.363.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harlan0athecrossingguardcompany.com
Interim Finance Director: Noel Concha noel@thecrossingguardcompany.com
This pricing is valid for a period of 90 days.
10440 Pioneer Blvd, Ste 5■Salita Fe Springs,Ca 90670.800-540-9290 •FAX 310-202-8325
Proposed Hourly Rate
Year 3 (202312024)
wlout additional insurance coverage
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 he not limited to; recruitment,
background clearance, training, equipment, insurance, supervision and management of the City of
Tustin,CA Crossing Guard Program.
Proposed Hourly Rate: Twenty-five Dollars and Sixty-three Cents ($25.63)per hour, per guard.
This pricing is based upon 22 crossing guards compensated an average of 3.5 hours per day, for 180
school days annually. Local field supervision and substitute guards are also included in the rate, as
are all other costs except as noted below. Based upon 13,860 hours, we project a Not to Exceed
price of$355,232.
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. City of Tustin would only be
billed for Crossing Guard services rendered on designated "school days"unless otherwise requested
by the City.
The hourly rate does not include additional safety equipment, crosswalk delineators, cones or safety
devices. If the City should desire any such additional equipment the additional cost would be billed
to the City.
ACMS Contact Information
Business Address: 10440 Pioneer Blvd, Suite 5 Santa Fe Springs, CA 90670
Phone numbers: 310.202.8284 or 800.540.9290
Fax number: 310.202.8325
Website address: www,thecrossingguardcompany.com
24 Hour Emergency Dispatch: 877.363.2267
General Manager: Baron Farwell: baron@thecrossingguardcompany.com
Vice President of Operations: Patricia Pohl: pat@thecrossingguardcompany.com
Director of Marketing: Harlan Sims: harian@thecrossineguardcompany.corn
Interim Finance Director: Noel Concha noel@thecrossingguardcompany.com
This pricing is valid for a period of 90 days.
10440 Pioneer Blvd. Ste 5■Santa Fe Springs,Ca 90670.800-540-9290 •FAX 314-242-8325