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Home My WebLink About13 - Two New Crossing Guards for Newport Heights Neighborhood SchoolsCITY OF u s NEWPORT BEACH' Cg41C1 F0 f9L City Council Staff Report September 25, 2018 Agenda Item No. 13 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Jon Lewis, Chief of Police - 949-644-3701, jlewis@nbpd.org David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Jonathan Stafford, Deputy Director, jstafford@nbpd.org PHONE: 949-644-3650 Budget Amendment for Two New Crossing Guards for Newport TITLE: Heights Neighborhood Schools ABSTRACT: The Police and Public Works Departments request City Council approval of a budget amendment for FY18-19 in the amount of $20,034.00. At its August 14, 2018 meeting, the City Council approved implementing the recommendation in the Newport Heights Neighborhood School Traffic Study for two new crossing guards. An amendment (No. 1) to the crossing guard services agreement was already executed based on that City Council action, but funding must be approved separately. RECOMMENDATIONS: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve Budget Amendment No. 19BA-010 appropriating $20,034.00 from the unappropriated General Fund Balance to Account No. 01035354-811008. FUNDING REQUIREMENTS: The Budget Amendment records and appropriates $20,034.00 in increased expenditure appropriations from the unappropriated General Fund balance and will fund two new crossing guards for the remainder of FY18-19. Funding for subsequent fiscal years will be evaluated and addressed during the annual budget preparation process. DISCUSSION: Two new crossing guards were recommended in the Newport Heights Neighborhood School Traffic Study at the following locations: 13-1 Budget Amendment for Two New Crossing Guards for Newport Heights Neighborhood Schools September 25, 2018 Page 2 One crossing guard at 15th Street and Santa Ana Avenue adjacent to Newport Heights Elementary School One crossing guard at Coral Place and Irvine Avenue adjacent to Ensign Intermediate School Based on City Council action approving the recommendations in the Newport Heights Neighborhood School Traffic Study, a contract amendment was executed in order to assign the new crossing guards for the first day of the new school year. Funding for the contract amendment must be approved separately by the City Council. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Executed Amendment No. 1 to Services Agreement with All City Management Services, Inc. Attachment B — Budget Amendment 13-2 ATTACHMENT A AMENDMENT NO. ONE TO SERVICE AGREEMENT WITH ALL -CITY MANAGEMENT SERVICES, INC. FOR CROSSING GUARD SERVICES THIS AMENDMENT NO. ONE TO SERVICE AGREEMENT ("Amendment No. One") is made and entered into as of this 31st day of August, 2018 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and ALL -CITY MANAGEMENT SERVICES, INC., a California corporation ("Contractor"), whose address is 10440 Pioneer Boulevard, Suite 5, Santa Fe Springs, California 90670, and is made with reference to the following: RECITALS A. On September 12, 2017, City and Contractor entered into a Service Agreement ("Agreement') to engage Contractor to provide crossing guard services ("Project"). B. On August 14, 2018, the City Council directed City staff to implement and install certain recommended improvements outlined in the Newport Heights Neighborhood School Traffic Study, dated May 2018. C. The parties desire to enter into this Amendment No. One to reflect additional Services not included in the Agreement and to increase the total compensation, to implement the direction given by City Council. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. SERVICES TO BE PERFORMED Exhibit A to the Agreement shall be supplemented to include the Scope of Services, attached hereto as Exhibit A and incorporated herein by reference ("Services" or "Work"). Exhibit A to the Agreement and Exhibit A to this Amendment No. One shall collectively be known as "Exhibit A." The City may elect to delete certain Services within the Scope of Services at its sole discretion. 2. COMPENSATION TO CONTRACTOR Exhibit B to the Agreement shall be supplemented to include the Schedule of Billing Rates, attached hereto as Exhibit B and incorporated herein by reference ("Services" or "Work"). Exhibit B to the Agreement and Exhibit B to Amendment No. One shall collectively be known as "Exhibit B." Section 4.1 of the Agreement is amended in its entirety and replaced with the following: 13-3 "City shall pay Contractor for the Services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Contractor's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subcontractor fees, shall not exceed Five Hundred Forty Nine Thousand Two Hundred Fifty Five Dollars and 60/100 ($549,255.60) for the initial three (3) year term, without prior written authorization from City. For year one (1), the annual amount shall not exceed One Hundred Fifty Four Thousand Forty Dollars and 40/100 ($154,040.40). For year two (2), the annual amount shall not exceed One Hundred Ninety Thousand Three Hundred Twenty Three Dollars and 00/100 ($190,323.00). For year three (3), the annual amount shall not exceed Two Hundred Four Thousand Eight Hundred Ninety Two Dollars and 20/100 ($204,892.20). No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. At the City's discretion and in accordance with Section 1 of this Agreement, after the first three (3) years, this Agreement may be extended for the fourth (4th) year, and at the end of the fourth (4th) year may be extended for the fifth (5th) year. For year four (4), the annual amount shall not exceed Two Hundred Twenty Two Thousand Four Hundred Thirty Six Dollars and 80/100 ($222,436.80). For year five (5), the annual amount shall not exceed Two Hundred Forty One Thousand One Hundred Ten Dollars and 00/100 ($241,110.00). Contractor's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subcontractor fees, shall not exceed One Million Twelve Thousand Eight Hundred Two Dollars and 40/100 ($1,012,802.40) if this Agreement is extended for years four (4) and five (5)." The total amended compensation reflects Contractor's additional compensation for additional Services to be performed in accordance with this Amendment No. One, including all reimbursable items and subcontractor fees, in an amount not to exceed Ninety Thousand Three Hundred Ninety Six Dollars and 00/100 ($90,396.00). 3. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement shall remain unchanged and shall be in full force and effect. [SIGNATURES ON NEXT PAGE] All -City Management Services, Inc. Page 2 13-4 IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTORNEY'S OFFICE Date: 1?/a,a11,r By: Aaron C. Harp City Attorney ATTEST: Date: c By: Leilani I. Brown City Clerk CITY OF NEWPORT BEACH, a California municipal corporation Date: q_�� By: Dav6-Kiff City Manager CONTRACTOR: ALL -CITY MANAGEMENT SERVICES, INC., a California corporation Date: Signed in Counterpart By: Baron Farwell President Date.- Signed ate: Signed in Counterpart By: Demetra Farwell Secretary [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates All -City Management Services, Inc. Page 3 13-5 IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTORNEY'S OFFICE Date: p/.m a $ By: Aaron C. Harp wM °%JI`"'' City Attorney ATTEST: Date: M Leilani I. Brown City Clerk Attachments CITY OF NEWPORT BEACH, a California municipal corporation Date: Bv: Dave Kiff City Manager CONTRACTOR: ALL -CITY MANAGEMENT SERVICES, INC., a California corporation Date: [END OF SIGNATURES] Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates All -City Management Services, Inc. Page 3 13-6 EXHIBIT A SCOPE OF SERVICES Additional Crossing Guard Locations: Additional Crossing Guard No. School: Intersection: 13 � Newport Heights Elementary School Santa Ana Avenue/15th Street 14 Ensign Intermediate School Irvine Avenue/Coral Place All -City Management Services, Inc. Page A-1 13-7 EXHIBIT B SCHEDULE OF BILLING RATES All -City Management Services, Inc. Page B-1 13-8 Department: 5701 All City Management Services Inc. Client Worksheet 2018-2019 City of Newport Beach 870 Santa Barbara Drive Newport Beach, CA 92660 .additional sites at Coral/Irvine and 15th/Santa .dna School Year 2018-2019 F--6---] 180 1 F $18.55 = 2 sites at 3 hrs. per day: Total Hrs/day X days/yr X Hourly Billing Rate School Year 2019-2020 sites at 3 hrs. per day: School Year 2020-2021 2 sites at 3 hrs. per day: School Year 2021-2022 2 sites at 3 hrs. per dav: TOTAL HOURS 6 J 1 180 I f $19.97 1_ Total Hrs/day X days/yr X Hourly Billing Rate 6 Total 6 Total H 4320 1 180 1 1 $21.68 1 X days/yr X Hourly Billinv- Rate 1 180 1 X days/vr X TOTAL COST $23.50 1_ surly Billini? Rate 34.001 $21,567.601 $23,414.401 $25,380.001 $90,396.00 13-9 City of Newport Beach BUDGET AMENDMENT 2018-19 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: ATTACHMENT B NO. BA- 19BA-010 AMOUNT: 1 $20,034.00 This budget amendment is requested to provide for the following: To increase expenditure appropriations from the unappropriated General Fund balance to fund two new crossing guards for the remainder of FY18-19. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object 010 300000 REVENUE ESTIMATES Org Object Project EXPENDITURE APPROPRIATIONS O�cr Object Project 01035354 811008 Signed Signed Signed: Fina cal Approval: Finance Approval: City City Council Approval: City Clerk Description General Fund - Balance Description Description PD Traffic - Services Prof & Tech Amount Debit Credit $20,034.00 ` Automatic $20,034.00 4'-r �-/-0 Date ci R, -A Date Date 13-10 Increase in Budgetary Fund Balance ANDX Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance ONE-TIME? B Yes No This budget amendment is requested to provide for the following: To increase expenditure appropriations from the unappropriated General Fund balance to fund two new crossing guards for the remainder of FY18-19. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object 010 300000 REVENUE ESTIMATES Org Object Project EXPENDITURE APPROPRIATIONS O�cr Object Project 01035354 811008 Signed Signed Signed: Fina cal Approval: Finance Approval: City City Council Approval: City Clerk Description General Fund - Balance Description Description PD Traffic - Services Prof & Tech Amount Debit Credit $20,034.00 ` Automatic $20,034.00 4'-r �-/-0 Date ci R, -A Date Date 13-10