City of Culver City, California
City Council Agenda Item Report
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RECOMMENDATION:
Staff recommends the City Council and Redevelopment Agency approve a
Memorandum of Understanding (“MOU”) with the Downtown Business Association
(“DBA”) to provide general maintenance services in downtown Culver City
(“Downtown”).
BACKGROUND:
Maintenance in Downtown is currently performed by Public Works Department staff
and via contract with an independent maintenance provider administered by the
Department of Parks, Recreation, and Community Services. The maintenance
services provided are extensive [totaling approximately $78,420 (City and Agency
funds)] and are defined in the attached matrix (Attachment 1). Generally, the
services provided by the City range from landscape upkeep to placement of holiday
banners on light poles in the public right-of-way. Services provided by the Agency
relate to power washing of the parking structures.
In early 2007, the DBA began discussions with staff about the possibility of the DBA
contracting with the City to provide maintenance services. The DBA believes they
are able to sub-contract with a maintenance company to provide existing and
additional services at the same cost currently expended by the City and Agency. In
addition, the DBA believes their focus on the downtown area makes them able to
respond more quickly to various issues that arise.
Until recently, contract landscape maintenance services were provided by Proscape
on a month-to-month basis. Proscape notified the City of its exercise of the
Meeting Date: 03/24/08 Item Number: J-1
AGENDA ITEM: Joint Item: Approval of a Memorandum of Understanding with
the Downtown Business Association to Perform Maintenance Services in
Downtown.
Contact Person/Dept.: Todd Tipton Phone Number: (310) 253-5783
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: The Downtown Business Association (03/20/08); the Chamber of
Commerce (03/20/08); Master Notification List (03/20/08).
Department Approval:
Sol Blumenfeld (02/26/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/19/08)
Fiscal Impact Review:
Jeff Muir (by M. Noller) (03/19/08)
City Manager Approval:
Jerry B. Fulwood (03/20/08) City of Culver City, California
City Council Agenda Item Report
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cancellation clause of its contract, and Proscape concluded its services to the City
on March 14, 2008.
In order to secure contract landscape maintenance services for the City, staff
intends to issue a Request for Proposal (“RFP”). The RFP will require the
respondents to identify a cost for services previously provided in Downtown. The
Downtown services will be included as a “bid alternate”, which will allow the City to
decide if the services are to be funded or to be excluded from the final contract. This
will allow the City to provide the services itself or add them to the MOU scope of
work at a later date (if the item is approved tonight).
DISCUSSION:
If approved by the Council and Agency, the DBA would be responsible for the
following as outlined in the attached draft MOU:
1. Emptying sidewalk trash receptacles within the boundaries of the district
on Friday nights and weekends to avoid spillover ($18,500). The City will
provide trash bags and free dumpster space to dispose of trash;
2. Sweeping and power washing sidewalks, Town Plaza and areas around
communal trash compactors (monthly minimum); and, sweeping and
power washing paseos and alleys (quarterly minimum) to maintain a
clean appearance ($11,520); and
3. Sweeping and power washing (monthly minimum) the Agency parking
structures ($48,400).
Upon completion of the RFP process for contract landscape maintenance services,
the DBA may take on the following additional responsibilities if the City Council so
chooses:
4. Weed control (monthly minimum) for planting beds, islands, tree wells,
flower pots and sidewalk cracks. Dead vegetation and leaves shall be
removed from the planting areas and pots within the Downtown; and
5. Planting annual plants and flowers in planting areas and pots. The
quantity and location of the annual plants and flowers will be determined
by the resources available.
City of Culver City, California
City Council Agenda Item Report
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The City will retain responsibility for repair and replacement of all landscape
infrastructure, including but not limited to pots, planters, irrigation systems,
sidewalks, parking structures and electrical systems.
In addition to those services included in the MOU (identified above), the DBA will
attempt to provide the following additional services (if the Council approves
execution of an MOU):
• Cleaning of the following daily (seven days a week):
o Sidewalk sweeping and litter pick up including street curbs/gutters,
alleys, tree wells and planters; and
o Daily cleaning of all benches, bicycle racks, parking meters, pay
phones and mailboxes.
• Sidewalk pressure washing every quarter.
Additionally, the DBA will continue to work with the downtown businesses and
property owners to add additional resources to Downtown maintenance efforts.
Staff believes it is in the best interest of the City, Agency and DBA to execute the
MOU because:
• Downtown would receive additional services without additional cost to the City
or Agency;
• Downtown maintenance issues would receive additional attention;
• Downtown business and property owners will have more control over
maintenance related issues; and
• City and Agency staff will be able to focus on other areas of the City.
It is proposed that the term of the MOU be for a period of one year, coinciding with
the City’s fiscal year. However, if either party fails to perform under the terms and
conditions of the MOU, it includes a provision that allow its termination with 30 days’
written notice.
If the MOU were terminated, it would be necessary for the City to reinstate
maintenance services. This would likely occur through the RFP process. The RFP
process would likely take 60-90 days to complete. While undertaking the RFP
process, the City could enter into a temporary contract with a maintenance service
provider in order to avoid any interruption in services (or alternately provide interim
services in-house).
]
City of Culver City, California
City Council Agenda Item Report
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FISCAL ANALYSIS:
The City currently spends $30,020 and the Agency spends $48,400 for annual
maintenance services in Downtown (not including the funds previously paid to
Proscape). Should the Council and Agency approve the MOU there would be no
additional cost to the either as the DBA would provide the current maintenance
services, plus additional services, at the same total cost.
In regard to billing, the DBA will submit invoices to the City and Agency on a monthly
basis.
ATTACHMENTS:
1. Matrix describing maintenance services provided in Downtown;
2. Map of the downtown area; and
3. A copy of the draft MOU.
MOTION:
That the City Council:
1. Approve a tri-party Memorandum of Understanding with the Downtown Business
Association to provide maintenance services in downtown Culver City in an
amount not to exceed $30,020 annually; and
2. Authorize the City Attorney to review/prepare necessary documents and
authorize the City Manager to execute such documents on behalf of the City.
That the Culver City Redevelopment Agency:
1. Approve a tri-party Memorandum of Understanding with the Downtown Business
Association to provide maintenance services in downtown Culver City in an
amount not to exceed $48,400 annually; and
2. Authorize Agency General Counsel to review/prepare necessary documents and
authorize the Executive Director to execute such documents on behalf of the
Agency.