HomeMy WebLinkAbout04 AWARD OF CONTRACT FOR GRAFFITI ABATEMENT SERVICESAgenda Item 4
Reviewed:
AGENDA REPORT City Manager
Finance Director
MEETING DATE: DECEMBER 17, 2013
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: COMMUNITY DEVELOPMENT DEPARTMENT
SUBJECT: AWARD OF CONTRACT FOR GRAFFITI ABATEMENT SERVICES
SUMMARY:
The City maintains an active graffiti removal program to provide prompt removal of graffiti
on public and private property within the City of Tustin. The City currently contracts with
Woods Maintenance Services, Inc. (dba: Graffiti Control Systems) for graffiti abatement
services and the current contract was due to expire on October 20, 2013.
The City had previously gone out to bid; however, the bids were rejected due to erroneous
information which caused discrepancy in the submittals. Based on City Council direction
on October 1, 2013, the Community Development Department provided a month -to -month
extension to the current contractor and a new notice to invite bids was issued. Two timely
bids were received. Interviews were held and evaluations were completed by staff.
Through the review process, it was determined that Graffiti Control Systems was the most
qualified and lowest responsible bidder. City Council approval is required in order to enter
into a new contract.
RECOMMENDATION:
That the City Council authorize the Community Development Director to enter into a
contract with Woods Maintenance Services, Inc. (dba: Graffiti Control Systems) for the
removal of graffiti from public and private property effective February 1, 2014 for a one
year contract and four possible extensions.
FISCAL IMPACT:
The total bid amount is $148,000.00; however, this contract is based on a per -job basis
and the total cost may be greater or less than the bid amount depending upon the
number of graffiti occurrences during the year. The graffiti removal program is funded
by the Fiscal Year 2013 -14 Community Development Block Grant (CDBG) fund and the
City's General Fund.
City Council Report
Graffiti Abatement Services
Page 2
DISCUSSION:
Graffiti is a public nuisance, detrimental to the values of private property owners as well
as the entire community. Unless the City causes the graffiti to be promptly removed
from public and private property, it tends to remain as a blighting factor that depreciates
the value of the property which has been the target of such vandalism. If allowed to
remain, graffiti depreciates the value of the adjacent and surrounding properties so as to
create a negative impact upon the entire community.
Under certain circumstances, the Government Code authorizes the City to provide for
the removal of graffiti and other unauthorized inscribed materials from public and private
property. For more than two decades, the City of Tustin has managed a graffiti removal
program. This program provides graffiti removal services to property owners, at no
cost, within two working days from the time the graffiti is reported. The existing contract
for graffiti abatement services began October 20, 2008 and was extended for four
additional years through October 20, 2013. It has currently been extended on a month -
to -month basis to maintain removal services.
The proposed contract establishes that the contractor will remove each graffiti
occurrence on a per -job basis regardless of the number of occurrences. For the
purposes of drawing a comparison of bids, staff requested that the bids be formulated
assuming 3,000 jobs (maximum graffiti removal size of 100 square feet per painting
"job ") plus 250 water /sand blast and 750 chemical removal jobs (40 square feet of
water /sand blasting or chemical removal is equal to one "job ") (Reference Attachment
1). The total bid amount (shown below) was based on this formulation.
The City received two timely bids as follows:
Company
Total Bid Amount
Graffiti Control Systems
$148,000.00
Superior Property Services, Inc.
$150,250.00
The recent bid submitted by Graffiti Control Systems states that for the new contract
period they will remove an average graffiti occurrence of no larger than 100 square feet
of painting, or 40 square feet for water /sand blasting and chemical removal, for a flat fee
of $37.00; making it the lowest bid at an overall bid amount of $148,000.00.
A panel of City staff, including representatives from Tustin Police, Public Works Field
Services, Code Enforcement and Planning, conducted interviews with the two qualified
bidding companies. Based on qualifying factors, an evaluation was provided with the
following results:
City Council Report
Graffiti Abatement Services
Page 3
Contractor
Rater A
Rater B
Rater C
Rater D
TOTAL
Graffiti Control
100
90
100
95
385
Systems
Superior
Property
70
90
55
50
265
Services, Inc.
Overall, Graffiti Control Systems ranked highest based on qualifications of the company
and key personnel. Graffiti Control Systems has provided graffiti removal services for
the City of Tustin for the past twenty one (21) years. Their services have been
completed professionally, and they have met established response times for graffiti
removal. Furthermore, staff has verified that the required contractor's licenses (CSLB
No. 741322) for Graffiti Control Systems remains current and active. Overall, City staff
is satisfied with the performance of Graffiti Control Systems.
If approved, the contract is for one year with a maximum of four (4) one -year extensions
(through February 2019). These extensions are subject to future CDBG and General
Fund allocations.
Amy Stonich, AICP Elizabeth A. Binsack
Senior Planner Community Development Director
Attachment: 1. Bid Tabulation for Graffiti Abatement Services
City Council Report
Graffiti Abatement Services
Page 4
ATTACHMENT 1
Bid Tabulation for Graffiti Abatement Services
Contractor A (Woods Maintenance Services, Inc.)
ITEM
NO.
CONTRACT ITEM
DESCRIPTION
ESTIMATED
QUANTITY
(JOBS)*
UNIT
PRICE
TOTAL
PRICE
1.
Paint — Light Color Base
$3,000
$37.00
$55,500.00
2.
Paint — Deep Color Base
$37.00
$55,500.00
3.
** Water /Sand Blast
250
$37.00
$9,250.00
4.
** Chemical Removal
750
$37.00
$27,750.00
TOTAL CONTRACT PRICE
$148,000.00
Contractor B (Superior Property Service, Inc.)
ITEM
NO.
CONTRACT ITEM
DESCRIPTION
ESTIMATED
QUANTITY
(JOBS)*
UNIT
PRICE
TOTAL
PRICE
1.
Paint — Light Color Base
$3,000
$35.00
$70,000.00
2.
Paint — Deep Color Base
$40.00
$40,000.00
3.
** Water /Sand Blast
250
$50.00
$12,500.00
4.
** Chemical Removal
750
$37.00
$27,750.00
TOTAL CONTRACT PRICE
$150,250.00