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HomeMy WebLinkAbout25C - AGMT - GRAFFITI REMOVAL SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 4, 2014 TITLE: AGREEMENT RENEWAL WITH GRAFFITI PROTECTIVE COATINGS, INC., FOR GRAFFITI REMOVAL SERVICES CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: .0 _R ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the third option to renew the agreement with Graffiti Protective Coatings, Inc., for graffiti removal services in an amount not to exceed $600,000 annually, and authorize the City Manager to exercise the fourth option to renew, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION Approval of the recommended action will allow the City to continue the graffiti removal services provided by Graffiti Protective Coatings, Inc., for the remaining two renewal options of the agreement, without an increase in price. The Public Works Agency Maintenance Division is responsible for citywide graffiti abatement, which is performed 365 days a year. Through the services of Graffiti Protective Coatings, Inc., graffiti is typically removed within 24 hours, based on requests received from City staff and residents through the City's graffiti hotline and the "mySantaAna" smartphone application. In February 2011, Council entered into an agreement with Graffiti Protective Coatings, Inc., for a one -year period with provisions for 4 one -year renewals. The contractor has consistently demonstrated the ability to meet contract specifications by providing color matching and daily upper -level graffiti removal, and facilitating graffiti crime analysis citywide. The graffiti removal program has realized a 30 percent decrease in calls for service, credited to the proactive performance by the contractor. A 65 percent decrease in Code Enforcement referrals is attributed to the contractor removing graffiti from windows and commercial signs. In addition, real -time dispatching and consistent staffing levels have resulted in a 90 percent success rate for responding within 24 hours of receiving service requests. The contractor has also exceeded the contract specifications by providing additional services at no extra cost to the City. These services include clean -up days at Santa Ana parks; a sixth truck provided on a part -time basis, 20 hours a week, to assist with graffiti removal in parks; unlimited upgrades and support for the graffiti tracking software; a 4G tablet for the Gang Task Force to 25C -1 Agreement Renewal with Graffiti Protective Coatings, Inc. for Graffiti Removal Services February 4, 2014 Page 2 allow access to the graffiti tracking system while in the field; and a free smartphone application for reporting and managing graffiti service requests. Graffiti Protective Coatings, Inc., has exceeded staff expectations and has consistently demonstrated the ability to provide a high standard of service. The contractor has agreed to renew the contract for the final two years of the agreement with no increase in pricing. Staff recommends approval of the recommended action. FISCAL IMPACT Funds are available in the Environmental Sanitation Fund (Account 06817642- 62300). APPROVED AS TO FUNDS AND ACCOUNTS: Edwin "William" Galvez, P.E. Francisco Gutierrez Interim Executive Director Executive Director Public Works Agency Finance & Management Services Agency EWG /DM Exhibit: 1. Amendment 25C -2 THIRD AMENDMENT TO AGREEMENT THIS THIRD AMENDMENT TO AGREEMENT is entered into on February 4, 2014, by and between Graffiti Protective Coatings, Inc., a California corporation ( "Contractor ") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ( "City "). RECITALS: A. The parties entered into Agreement A- 2011 -028, dated February 7, 2011, (hereinafter "said Agreement') by which Contractor has provided graffiti removal services. B. The Parties extended the term of said Agreement by Amendment A- 2012 -040, dated March 6, 2012; and A- 2013 -027, dated February 4, 2013. C. In accordance with the terms and conditions of said Agreement, the parties wish to exercise the third option to extend, and provide compensation during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Third Amendment to Agreement, the parties agree as follows: 1. Section 2, COMPENSATION, shall be amended to add $600,000.00, annually, to pay for graffiti removal services during the term, from March 1, 2014 through February 28, 2015. Said compensation shall be paid at the rates and charges set forth in Exhibit B to said Agreement. 2. Section 3, TERM, shall be deleted in its entirety and replaced with the following: "This Agreement shall commence on March 1, 2011 and terminate on February 28, 2015, unless terminated earlier in accordance with Section 12, below. The contract may be extended on the written authority of the City Manager, for one (1) additional one -year period. Any such extension shall be subject to the same terms and conditions contained in this Agreement." 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. r . IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR DAVID CAVAZOS Clerk of the Council City Manager APPROVED AS TO FORM: Laura Sheedy Assistant City Attorney RECOMMENDED FOR APPROVAL: EDWIN "WILLIAM" GALVEZ, P.E. Interim Executive Director - PWA GRAFFITI PROTECTIVE COATINGS, INC. CARLA LENHOFF President 25C -4 EXHIBIT B FEESCHEDULE Contractor will provide five (5) graffiti removal personnel- Paint and water blast combo, each working 40 hours per week. Contractor shall schedule personnel such that graffiti removal occurs seven (7) days per week, including weekends and holidays. Contractor employees working pursuant to this Agreement will perform approximately 2,500 to 3,000 removals per month and remove 50,000 to 60,000 sq. ft. of graffiti per month. City shall pay $10,000 per Contractor employee assigned to City graffiti abatement (40 hours per week) for a total not to exceed amount of $50,000 per month. City may increase the number of graffiti removal personnel at no additional increase in the unit bid price. Said fee shall include all Contractor costs including direct and indirect labor costs, overhead, materials, printing, travel and mileage. 25C -5 25C -6