HomeMy WebLinkAboutItem 3h - Graffiti Removal ServicesAugust 5,A1903
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STAFF REPORT
Development Services Department
DATE: June 3, 2014
TO:
FROM:
Honorable Mayor and City Council
Jason Kruckeberg, Assistant City Manager /Development Services Director
By: Jim Kasama, Community Development Administrator
SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT 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 agreement with Woods
Maintenance Services, Inc., which operates as Graffiti Control Systems. The current
Professional Services Agreement ( "Agreement ") was for an initial term of three years,
and includes a renewal option for three, one -year terms. This would be the second
renewal.
Graffiti Control Systems has been providing excellent graffiti removal services. They
usually respond to requests for service within 24 hours, and do so cost - effectively. It is
recommended that the City Council authorize and direct the City Manager to execute an
extension to the Professional Services Agreement per the current terms and conditions
for the next fiscal year for an amount not to exceed $60,000.
BACKGROUND
Woods Maintenance Services, Inc. was established in 1975, and began providing graffiti
removal services as Graffiti Control Systems 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 Systems (TAGRS),
that can be employed in cases of repeated occurrences so that the graffiti, its
Extension to Agreement for Graffiti Removal
June 3, 2014
Page 2 of 3
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.
The current Agreement with Graffiti Control Systems was awarded through a Request
for Proposals process for a three -year term that expired on June 30, 2013, for a
maximum compensation of $60,000 per fiscal year, with an option to renew on a yearly
basis for a maximum of three, one -year periods. The first renewal option was approved
on June 18, 2013, and expires on June 30, 2014. In the past several years, the amount
expended on graffiti removal has proven to be far less than the budgeted amount.
DISCUSSION
The expeditious removal of graffiti is essential to limiting its occurrence. The Agreement
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 remove or cover the graffiti without damaging the structure surface or leaving
an obvious discoloration.
Prior to contracting for graffiti removal, this service 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 or cost control.
The cost for the graffiti removal service by the prior provider, Urban Graffiti Enterprises,
in Fiscal Year 2009 -2010 was almost $60,000. Graffiti Control Systems has been able
to provide the desired level of service for much less. During the initial three -year term of
the Agreement with Graffiti Control Systems, the average fiscal year cost has been
about $22,000. The total cost for Fiscal Year 2013 -14, through April 30, has been
$16,844. The work in the last several years has been an excellent, and somewhat
unexpected, cost savings. The Agreement still reads that the budget is not -to- exceed
$60,000, but there is no expectation the contractor will require this level of funding. In
fact, a total of $25,000 has been budgeted in the FY 2014 -15 Budget for this service.
The Development Services Department will continue to monitor expenditures to ensure
there are no significant spikes in expenditures, and the not to exceed amount will likely
be adjusted downward in future requests for proposals for this service.
Extension to Agreement for Graffiti Removal
June 3, 2014
Page 3 of 3
FISCAL IMPACT
Graffiti removal is a General Fund expense, and the Agreement provides for a
maximum compensation of $60,000 per fiscal year. Based on Graffiti Control System's
performance, $25,000 has been budgeted for Fiscal Year 2014 -15. This item will be
brought back to the City Council for additional appropriations should costs exceed the
budgeted $25,000.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute a one year extension to the Professional Services Agreement with Woods
Maintenance Services, Inc., dba: Graffiti Control Systems for graffiti removal services in
an amount not to exceed $60,000.
Approved.
Dominic Lazza
City Manager