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Ae6 5, 1903
STAFF REPORT
Development Services Department
DATE: June 18, 2013
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director
By: Jim Kasama, Community Development Administrator
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A ONE
YEAR CONTRACT RENEWAL WITH WOODS MAINTENANCE
SERVICES, INC., DBA GRAFFITI CONTROL SYSTEMS FOR GRAFFITI
REMOVAL SERVICES IN AN AMOUNT NOT TO EXCEED $60,000
Recommended Action: Approve
SUMMARY
The City of Arcadia provides graffiti removal services by contract with a company that
specializes in the service. These types of service contracts are usually for an initial
term of three years, and include a renewal option for at least one additional term; or in
this case, for three, one -year terms. The current contract with Woods Maintenance
Services, Inc., which provides graffiti removal services as Graffiti Control Systems, was
awarded through a Request for Proposals in 2010. The initial term of the contract
expires on June 30, 2013.
Graffiti Control Systems has been providing excellent graffiti removal services. They
usually respond to requests for service in 24 hours, and do so cost - effectively. It is
recommended that the City Council authorize the City Manager to renew the contract
per the current terms and conditions for the next fiscal year for an amount not to exceed
$60,000.
BACKGROUND
The current contract with Graffiti Control Systems was awarded through a Request for
Proposals process for a term that expires June 30, 2013, for a maximum compensation
of $60,000 per fiscal year. The contract includes an option to renew on a yearly basis
for a maximum of three, one -year periods.
Renewal of Graffiti Removal Contract
June 18, 2013
Page 2 of 3
Woods Maintenance Services, Inc. was established in 1975, and began providing graffiti
removal services in 1997. They provide this service for the nearby communities of San
Gabriel and Temple City and the unincorporated areas of the County of Los Angeles.
They also contract with the Cities of Diamond Bar, Santa Monica, West Hollywood, and
Los Angeles. Their use of state -of- the -art methods and equipment set them apart from
other companies. For instance, they have a graffiti tracking system, called Tracking and
Automated Graffiti Reporting System (TAGRS), that can be employed in cases of
repeated occurrences so that the graffiti, its frequency, and the costs of its eradication
can be documented to assist law enforcement with the prosecution of the vandals and
the collection of compensation.
DISCUSSION
The expeditious removal of graffiti is essential to limiting its occurrence. The contract
calls for a response to a request for service within 36 hours, and within 24 hours if the
graffiti is particularly offensive. Graffiti Control Systems has been able to provide the
specified level of response, and has been providing excellent graffiti removal services in
a cost - effective manner. They directly monitor the City's Graffiti Hotline, have a fleet of
specialized vehicles and equipment, and they utilize state -of- the -art methods that
effectively removes or covers the graffiti without damaging the surface or leaving an
obvious discoloration.
Prior to contracting for graffiti removal, this was done by the Public Works Services
Department for occurrences on public property, and Code Services contacted property
owners to have it removed from private property. These methods did not provide the
desired level of effectiveness. It is not cost - effective to have a Public Works Services'
vehicle and crew on stand -by to respond to instances of graffiti on a daily basis. And,
when Code Services would contact and follow up with private property owners to have
graffiti removed, it typically took at least a week for the removal to be done. It was clear
that having a contractor that specializes in this service would be much more effective.
The cost for the graffiti removal service by the prior provider, Urban Graffiti Enterprises,
in Fiscal Year 2009 -10 was almost $60,000. Graffiti Control Systems has been able to
provide the desired level of service for much less. During the initial term of the contract
with Graffiti Control Systems, the average fiscal year cost has been about $18,000.
FISCAL IMPACT
Graffiti removal is a General Fund expense, and the contract provides for a maximum
compensation of $60,000 per fiscal year. Based on Graffiti Control System's
performance, $30,000 has been budgeted for the Fiscal Year 2013 -14. This amount will
cover the cost of graffiti removal for the next fiscal year, and will be able to cover any
increased services if needed to address any particularly difficult recurrent situations,
should they arise. Although the contract authorizes up to $60,000, this item will be
brought back to the City Council should it exceed the budgeted $30,000.
Renewal of Graffiti Removal Contract
June 18, 2013
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute a one year contract renewal with Woods Maintenance Services, Inc., dba
Graffiti Control Systems for graffiti removal services in an amount not to exceed
$60,000.