Report Prepared by: Daniel Dabney, Lieutenant, Police Department
Title
SUBJECT: Approval to Amend the Purchase Order for Graffiti Abatement from Brisco Enterprises Increasing the Total Compensation to $168,618.60
REPORT IN BRIEF
Considers approving an amendment of the purchase order with Brisco Enterprises for graffiti abatement services from $107,523.60 of abatement services that have already been provided from December 2023 to March 2024. This purchase order is for an additional service to the end of the fiscal year while a new Request for Proposals (RFP) is processed per Council’s request.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving the amendment of a Purchase Order for Graffiti Abatement with Brisco Enterprises to increase the total compensation to $168,618.60; and,
B. Authorizing the City Manager to execute the necessary documents; and,
C. Authorizing the Finance Officer to make the necessary budget adjustments; and,
D. Authorizing the City Buyer to issue the Amended Purchase Order(s).
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Merced Municipal Code Section 8.36.070 - Right of city to remove graffiti
CITY COUNCIL PRIORITIES
As provided for in the FY 2023/2024 adopted budget.
DISCUSSION
Background
At the City Council meeting of October 16, 2023, the City Council directed staff to re-issue a Request for Proposal for Graffiti Abatement Services. With the prior Agreement expired (ending on June 30, 2023), staff asked Council to consider approving a Professional Services Agreement with Thunderbird Maintenance, Inc., for abatement services in the amount not to exceed $264,747.60 for the first year. Not being comfortable with the cost for service and length of the Agreement, the proposed Professional Services Agreement with Thunderbird Maintenance was not approved.
As of October 16, 2023, the City of Merced was without graffiti abatement services. It is important to abate graffiti in a timely manner, otherwise, unattended graffiti generally leads to other forms of vandalism, illegal activity, and can also damage the quality of life of a neighborhood or community. The City of Merced graffiti abatement program’s primary goal is to curtail crime by focusing on vandalism of public property.
At the City Council meeting of November 6, 2023, Staff proposed, and Council approved extending the Purchase Order with Brisco Enterprises, dba. Thunderbird Maintenance, Inc. for up 3 months for an amount not to exceed $20,365.20 per month spanning from November 1, 2023, through January 31, 2024. The total amount of the Purchase Order change to $107,523.60. The actual start date was extended to December 2023 due to issues with city bond requirements.
Proposed Interim Graffiti Services
Staff is proposing extending the Purchase Order with Brisco Enterprises, dba. Thunderbird Maintenance, Inc. for an amount not to exceed $20,365.20 per month spanning from April 1, 2024, through June 31, 2024. The total amount of the Purchase Order would change as follows:
PURCHASE ORDER AMENDMENT
|
Cost for Previous Services (Aug 2023 through Mid- March 2024) |
$ $107,523.60 |
|
Estimated Cost for Proposed Services (April 2024 through June 2024) |
$ 61,095.60 |
|
TOTAL |
$168,618.60 |
The total cost for prior services (Aug 2023 through approx. mid- March 2024) plus the cost for services subject to approval from April 2024 through June 31, 2024, totals $61,095.60. Staff is seeking approval from the City Council to amend the Purchase Order to $168,618.60.
From November 2023 through July 2024 graffiti abatement services would continue for City maintained walls, park sites, etc. During this time, City staff would issue a Request for Proposal (RFP), evaluate the received responses, and submit the best qualified proposal for Council consideration. Generally, the RFP processes takes approximately 90-days.
Graffiti Incidents Abated
According to the Jim Brisco Enterprises, Inc. September 2023 Removal Report, 1,565 incidents of graffiti were covered in August 2023 and 914 incidents of graffiti were covered in September 2023. There were 519 incidents that were covered through mid-October. December had 857 incidents and January 2024 had 1233 incidents.
Merced Police Department, Code Enforcement, and City staff continue to receive daily reports of graffiti on walls, fences, streetlights, street signs, park sites and other locations. Reports were received that even art completed by local artist in Bob Hart Square and utility boxes were damaged by graffiti.
Summary
The original agreement for graffiti abatement services expired on June 30, 2023. To remain consistent in providing graffiti abatement services, a Purchase Order was issued allowing interim graffiti abatement services. Staff then prepared and published a Request for Proposal bringing the new service agreement to Council for consideration which was denied. Staff is recommended amending the amount of the Purchase Order to $107,523.60 allowing for an additional three months, November 2023 through January 2024, of interim graffiti abatement services. Council approved the amendment. Due to administrative requirements, the restart of services was delayed until mid- December. During this time, staff reconvened to discuss amending agreement to better align with the fiscal year. By extending the agreement staff will prepare and publish another Request for Proposal soliciting vendors for graffiti abatement services to start in fiscal year July 2024/2025.
IMPACT ON CITY RESOURCES
The FY 23/24 Police Budget includes $209,622 for graffiti abatement services.
ATTACHMENTS
None