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Title:
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Approval of an Amendment to the Memorandum of Understanding with the Downtown Business Association for Maintenance Services in Downtown Culver City for Fiscal Year 2013/2014.
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City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve an Amendment to the Memorandum of
Understanding (MOU) with the Downtown Business Association (DBA) for general
maintenance services in downtown Culver City (Downtown) for fiscal year July 1,
2013 through June 30, 2014.
BACKGROUND:
In 2008 the City Council and the former Culver City Redevelopment Agency Board
approved a one-year MOU with the DBA whereby the DBA would provide certain
maintenance services in Downtown. Amendments were subsequently approved
for Fiscal Years 2009/2010, 2010/2011 and 2011/2012, and a new MOU was
approved for Fiscal Year 2012/2013. The City Council is now asked to continue
the MOU for Fiscal Year 2013/2014 via the proposed Amendment. The amount of
funding remains unchanged.
DISCUSSION:
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 the potential
of additional services at no cost to the City. The DBA sub-contracts with a
maintenance provider for services previously performed in-house or contracted out
by the City. The City reimburses the DBA using funds budgeted to perform those
Meeting Date: 06/24/2013 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Approval of an Amendment to the
Memorandum of Understanding with the Downtown Business Association for
Maintenance Services in Downtown Culver City for Fiscal Year 2013/2014.
Contact Person/Dept.: Glenn Heald/CDD
Todd Tipton/CDD
Phone Number: 310.253.5752
310.253.5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No [ ]
Public Hearing: [ ] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail, Telephone, and In-Person Meeting) Downtown Business
Association (04/16/13, 04/23/13, and 05/09/13); (E-Mail) Meetings and Agendas – City
Council (06/18/13).
Department Approval:
Sol Blumenfeld (06/12/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/17/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/18/13)
City Manager Approval:
John M. Nachbar (06/18/13) City of Culver City, California
Agenda Item Report
maintenance services (Attachment No. 1). Funding appropriated by the City
Council under Sections B(3) and B(4) of the MOU is transferred to the DBA on a
monthly basis. Upon satisfaction of all maintenance requirements of the MOU, the
DBA uses any remaining funds to enhance existing services and to fund additional
maintenance and beautification efforts. Maintenance services in the proposed
Fiscal Year 2013/2014 MOU include, but are not limited to:
• Sidewalk trash receptacles to be emptied once per day Monday through
Friday and twice per day every Saturday and Sunday, at a minimum;
• Weekly maintenance and weed control of planting beds, medians, tree
wells, flower pots and sidewalk cracks;
• Annual replacement of plants and flowers as funding permits; and,
• Bi-monthly pressure washing of Town Plaza and downtown sidewalks,
alleys and paseos.
In addition to those services required by the MOU, the DBA works with downtown
businesses and property owners to provide the following additional services at no
cost to the City, as funding permits:
• Additional pressure washing of Town Plaza and downtown sidewalks and
paseos;
• Daily sidewalk sweeping and litter pick up including street curbs, gutters,
alleys, tree wells and planters; and,
• Daily cleaning of benches, bicycle racks, parking meters and mailboxes.
The DBA and staff anticipate that by adjusting landscaping and pressure washing
services in response to seasonal demands, adequate levels of service may be
performed such that the current appearance and ambience of the downtown area
will be maintained under the current level of funding. The City has contracted with
a service provider for pressure washing of the downtown parking garages using a
separate funding source identified by the Finance Department.
Staff believes it is in the best interest of the City and the DBA to continue the MOU
for Fiscal Year 2013/2014. 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.
If the MOU is terminated, it will be necessary for the City to reinstate those
maintenance services it wishes to continue. This would likely occur through a
Request for Proposal (RFP) process. The RFP process would likely take 60-90 City of Culver City, California
Agenda Item Report
days to complete. While undertaking the RFP process, the City may enter into a
temporary contract with a maintenance service provider to prevent an interruption
of services.
FISCAL ANALYSIS:
If the City Council approves the proposed Amendment to the MOU, the City will
transfer to the DBA a total of $54,540 during Fiscal Year 2013/2014. This amount
has been included in the City Council Adopted Budget for Fiscal Year 2013/2014.
ATTACHMENTS:
1. Matrix of maintenance services in proposed Amendment to the MOU for Fiscal
Year 2013/2014.
MOTION:
That the City Council:
1. Approve an Amendment to the Memorandum of Understanding with the
Downtown Business Association for maintenance services in downtown Culver
City at a cost not to exceed $54,540 for Fiscal Year 2013/2014; and,
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.
MEETING DATE: 06/24/2013
AGENDA ITEM: CITY COUNCIL AGENDA ITEM: Approval of an
Amendment to the Memorandum of Understanding with the Downtown
Business Association for Maintenance Services in Downtown Culver
City for Fiscal Year 2013-2014.
ATTACHMENTS
Pages
1. Task List for Proposed Amendment to MOU for Maintenance
1
in Downtown Culver City for Fiscal Year 2013-2014. Attachment No. 1
TASK LIST for DBA MOU for Downtown Maintenance FY 2013-2014
CITY DEPARTMENT MAINTENANCE TASK MINIMUM LEVEL OF SERVICE
„
CITY FUND
TRANSFER
PRESSURE WASHING
Main Street Bi-Monthly
Sidewalks
Bi-Monthly
Town Plaza
Bi-Monthly
Paseos:
Kirk Douglas Quarterly
Watseka Quarterly
Cardiff Quarterly
Canfield Quarterly
TRASH
Pedestrian Cans 1/day Mon - Fri; 2/day Sat - Sun
STREETSCAPE
Sidewalk Planters/Pots
Weekly
Tree Wells Weekly
Medians Weekly
Bike Racks
As needed
TOWN PLAZA
Sidewalk Lifter/Debris/Cleaning Every other day
Planters/Pots Weekly
Shrubs / Hedges Weekly
r .tiBUCE.WORKS
r SANITATION
PARKS &
RECREATION
$13,440.09
$28,500.00
$12,600.00
Total
$54,540.00