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CC - CONSENT ITEM - Approval of a Three-Year Memorandum of Understanding (MOU) with the Downtown Business Association (DBA) for General Maintenance Services in Downtown Culver City (Downtown) in an Amount Not-To-Exceed $152,000 Annually for the Period of July 1, 2025 through June 30, 2028.
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Meeting Date: May 27, 2025
Contact Person/Dept: Sean Singletary/Public Works - EPO
Phone Number: (310) 253-6457
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: Email via GovDelivery: Meetings and Agendas (05/22/2025)
Department Approval: Yanni Demitri, Director of Public Works/City Engineer 04/21/25)
RECOMMENDATION
Staff recommends the City Council approve a three-year Memorandum of Understanding (MOU) with the Downtown Business Association (DBA) for general maintenance services in the Downtown Business Improvement District (BID) in an amount not-to-exceed $152,000 annually for the period of July 1, 2025 through June 30, 2028.
BACKGROUND/DISCUSSION
Since 2008, the City and the DBA have entered into memoranda of understanding, and amendments thereto, whereby the DBA has provided certain maintenance services in Downtown. Over the years, there have been adjustments to the maintenance services based on the needs of the City and DBA.
Staff recommends that the City continue its cooperative relationship with the DBA in providing the maintenance services within the Downtown by executing a new MOU with the same terms and conditions currently in place for Fiscal Years 2023-2025.
The MOU with the DBA is beneficial to the City because it shifts oversight and accountability for the management of downtown maintenance services to the businesses directly affected by those services while also allowing for potential additional services at no cost to the City. The DBA utilizes a sub-contractor to perform the services and is reimbursed by the City on a monthly basis. The DBA uses any remaining funds to enhance existing services and to fund additional maintenance and beautification efforts. The proposed Fiscal Years 2026-2028 MOU includes, among other services, the following maintenance tasks:
• Sidewalk trash and recycling receptacles within the (BID) shall be wiped down daily. Sidewalk trash and recycling receptacles shall be emptied twice per day Monday through Thursday and three times per day Friday through Sunday, at a minimum, to avoid spillover; dispose all trash and recycling into dumpsters in the BID.
• Pressure wash, at least once per month, Main Street, downtown sidewalks, Town Plaza, the downtown paseos adjacent to the Kirk Douglas Theater, the Watseka parking structure, and the Cardiff parking structure, trash enclosure area at the Kirk Douglas Theater, and the Canfield Parking lot.
• Daily, perform basic maintenance tasks within the BID including sweeping of the sidewalks, curbs, and hotspots.
• Remove trash, cigarette butts, weed and debris from tree wells and landscaped areas; sanitize and wipe down benches and furniture; remove stickers, graffiti, and flyers.
• Provide extra trash and recycling receptacle maintenance, pressure washing services and other maintenance services as required for special events permitted in the BID.
Staff believes it is in the best interest of the City and the DBA to continue the MOU for Fiscal Years 2026-2028. In the event the MOU becomes disadvantageous to either of the parties, it may be revised by mutual agreement subject to approval of the City Council, or it may be terminated upon 30 days’ written notice. If the MOU is terminated for any reason, the DBA is required to return funds for any unperformed duties.
FISCAL ANALYSIS
If the City Council approves the new MOU, the City will reimburse the DBA a total of $152,000 for maintenance expenses during Fiscal Years 2025-2026, 2026-2027 and 2027-2028. Sufficient funding has been included in the Proposed Budget for Fiscal Year 2025-2026 in Account No. 10160460.619800 (Environmental Programs/Operations -Other Contractual Services) and 20260400.517500 (Refuse Collection Administration - Contributions to Agencies) to support this expenditure. Funding for the remaining years of the MOU will be included in the budget for future years.
ATTACHMENTS
None.
MOTION
1. Approve a three-year Memorandum of Understanding (MOU) with the Downtown Business Association (DBA) for General Maintenance Services in Downtown BID between July 1, 2025 and June 30, 2028;
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.