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HomeMy WebLinkAboutItem 2g - Contract for Graffiti Removal Servicesv� � GALIF O lecorp.... cd 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.