SR-08-12-2014-3ICity Council Meeting: August 12, 2014
Agenda Item: '3 -:t-
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Contract Award for Graffiti Removal Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4160 to Graffiti Control Systems, a California -based company, to
provide graffiti removal services for three years in an amount not to exceed
$200,000.
2. Authorize the City Manager to negotiate and execute a contract with Graffiti
Control Systems, a California -based company, in an amount not to exceed
$200,000 for graffiti removal services for three years, with future year funding
contingent on Council budget approval.
Executive Summary
The City provides graffiti removal services for public and private property in Santa
Monica. Due to the amount of graffiti that occurs in the City and lack of pressure
washing capability on City trucks, the services of a contractor are needed to supplement
removal efforts by City staff. In June 2014, the City solicited bids for such services.
After reviewing the two bids received, staff recommends Graffiti Control Systems as the
best bidder to provide graffiti removal services for a total not to exceed amount of
$200,000 over a three -year period.
Discussion
The Facilities Maintenance Division provides graffiti removal services for public and
private property within Santa Monica, removing over 37,000 incidences of graffiti per
year. City staff performs the majority of removals (approximately 32,000 per year / 86%
of total removals), but a contractor has performed approximately 5,000 removals
annually (14% of total) focusing on the Pico Neighborhood along with providing
pressure washing services since 2006. As City trucks are not currently equipped with
pressure washers, the contractor has been tasked with difficult removals requiring this
capability. Contractor graffiti removals have been documented using the online
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Tracking Automated and Graffiti Reporting System (TAGRS) program since 2010. The
system is currently used by the Los Angeles and Orange County Sheriff's Departments
and other law enforcement agencies to track and prosecute tagging activities. Graffiti
can be photographed, mapped and labeled; the corresponding data can be mined and
shared with other agencies to predict and analyze tagging patterns. The Santa Monica
Police Department (SMPD) has requested that the practice of using TAGRS continue to
support enforcement efforts.
Vendor Selection
In June 2014, the City published Bid #4160 for graffiti removal services. The bid was
posted on the City's online bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions.
Two bids were received and publicly opened on June 20, 2014 per Attachment A. The
bids were evaluated based on price, previous experience, references and compliance
with City specifications. Urban Graffiti Enterprises was the lowest bidder but reference
checks indicated instances of work backlogs and lack of contract follow- through. Urban
Graffiti Enterprises' contracts with the City of Anaheim and County of Orange were
terminated early due to response time issues.
Although Graffiti Control Systems was not the lowest bidder, they have provided the
City with responsive service satisfactory to the public, businesses and staff along with
detailed graffiti removal documentation data since 2006. Reference checks with other
municipalities indicated that Graffiti Control Systems has provided a higher level of
customer satisfaction and follow- through for meeting contractual obligations. Graffiti
Control Systems also offers a better response time of one hour after initial notification
for high priority requests versus two hours for Urban Graffiti Enterprises. Graffiti Control
Systems also offers a lower hourly rate ($47.75 per hour versus $52 per hour for Urban
Graffiti Enterprises) for short- notice weekend work to address gang - related and /or
inflammatory graffiti. Graffiti Control Systems has more experience with TAGRS,
having pioneered the system with the Orange County Sheriff's Department, and would
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be better able to assist City staff when the SMPD is prepared for staff to begin recording
removals in TAGRS. Only contractor removals are recorded in TAGRS at this time.
Staff also verified with the California Contractors State License Board that Graffiti
Control Systems' license to include C33 Painting and Decorating and D38 Sand and
Water Blasting classifications is current, active and in good standing. Based on these
criteria, Graffiti Control Systems is recommended as the best bidder. It is expected that
Graffiti Control Systems would perform approximately 5,000 removals per year based
on one truck operating three days per week. At 24 hours of service per week, the cost
differential between Graffiti Control Systems and Urban Graffiti Enterprises is
approximately $7,000 per year ($1.40 per incidence of graffiti removal). Graffiti Control
Systems would provide graffiti removal services at a cost of $200,000 for three years.
Financial Impacts & Budget Actions
The contract to be awarded to Graffiti Control Systems is for an amount not to exceed
$200,000 for three years, based on 24 hours per week plus a contingency for extra
weekend call outs and potential living wage increases. The contract is for an estimated
$65,000 each for years one and two, and $70,000 for year three. Funds in the amount
of $65,000 are available in the FY 2014 -15 budget in division 014523. The contract will
be charged to account 014523.544220. Budget authority for subsequent budget years
will be requested in each budget for Council approval. Future year funding is contingent
upon Council approval and budget adoption.
Prepared by: Kevin Nagata, Administrative Analyst
Approved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachment: A — Bid Summary
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Reference:
Contract No. 9947
(CCS)