Agenda #: 5.7
Meeting Date: June 17, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE SERVICES AGREEMENT WITH WOODS
MAINTENANCE SERVICES, INC. (DBA GRAFFITI CONTROL
SYSTEMS) TO PROVIDE GRAFFITI ABATEMENT SERVICES
THROUGH JUNE 30, 2028.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the City Manager to sign, the Maintenance Services Agreement with Woods Maintenance Services, Inc. to provide graffiti abatement services through June 30, 2028.
FINANCIAL IMPACT:
The total not-to-exceed amount set forth in the Maintenance Services Agreement is $131,940 ($43,980 annually). Sufficient funds are included in the FY 2025/26 budget for graffiti removal services. For subsequent fiscal years, the annual amount will be based on the approved budget.
BACKGROUND:
On April 6, 1993, the City Council adopted Ordinance 02 (1993) adding Chapter 8.20 to the Diamond Bar Municipal Code authorizing the use of public funds to combat graffiti.
On July 1, 2020, the City entered into a three-year Maintenance Services Agreement with Woods Maintenance Services (“WMS”) to provide graffiti abatement services. The original Agreement included two one-year extension options. The City has thus far exercised all of its options, and the current extension expires on June 30, 2025.
On April 1, 2025, the City published a detailed Request for Proposals (RFP) through PlanetBids, inviting qualified firms to submit proposals to provide graffiti removal services. Twenty-four vendors viewed the RFP and four submitted proposals: Essential Blasting, Inc., Superior Property Services, Urban Graffiti Enterprises and WMS.
DISCUSSION:
After a comprehensive review of the submitted proposals, staff recommends entering into a renewed Maintenance Services Agreement with Woods Maintenance Services, Inc. (WMS). The recommendation is based on several key factors outlined below.
WMS has delivered exemplary graffiti abatement services to the City for the past 32 years. Their long-standing familiarity with Diamond Bar allows for a seamless continuation of service, without the need for a learning curve. WMS technicians are highly responsive and routinely conduct proactive patrols of known graffiti hotspots, often removing tags before they are even reported. The company has also demonstrated consistent reliability in responding to emergency service requests on nonscheduled days.
Of the four proposals received—submitted by Essential Blasting, Inc., Superior Property Services, Urban Graffiti Enterprises, and WMS—all offered flat, all-inclusive monthly rates. The table below summarizes the proposed costs for one service day per week, which is the current level of service provided since 2020:
VENDOR NOT TO EXCEED AMOUNT
(1 SERVICE DAYS PER WEEK)
MONTHLY ANNUALLY
SUPERIOR GRAFFITI SOLUTIONS $ 2,476 $ 29,712
ESSENTIAL BLASTING, INC. $ 3,500 $ 42,000
WOODS MAINTENANCE SERICES $ 3,655 $ 43,860
URBAN GRAFFITI ENTERPRISES $ 4,000 $ 48,000
While Superior Graffiti Solutions proposed the lowest cost, their service model is based primarily on responding to reported incidents. In contrast, the other vendors—including WMS—propose a more robust service approach involving full-day deployments to actively canvas the City and address graffiti, in addition to responding to specific service requests.
WMS’s proposal also includes four complimentary callouts per year on non-service days—an estimated added value of $3,400 annually. These additional services provide important flexibility in addressing urgent graffiti incidents outside the regular service schedule.
Staff further supports WMS’s selection due to the technical quality and detail demonstrated in their proposal. Their field staff employ advanced, eco-friendly methods tailored to the surface material—whether porous, non-porous, or painted. Painted surfaces are restored from “reveal to reveal” to avoid unsightly patchwork repairs, and color matching is performed in the field to ensure seamless blending. Technicians also utilize a 360-degree inspection method to ensure all graffiti in the surrounding area is identified and removed.
In addition to graffiti removal, WMS is equipped to abate sticker vandalism and other forms of tagging. Their in-house training emphasizes safety, customer service, and proper use of specialized materials and equipment. Many of their employees have been with the company for over 20 years, reflecting stability and expertise that is difficult to match.
The WMS proposal demonstrates a deep and thorough understanding of the City’s needs and their continued commitment to quality, safety, and responsive service.
Therefore, the WMS proposal is recommended as the best overall value and in the best interest of the City. Consistent with Diamond Bar Municipal Code Section 3.24.070(a), contracts for professional services shall be awarded on the basis of demonstrated competence and professional qualifications necessary for the satisfactory performance of services at the best overall value to the City, and shall not be awarded solely on the lowest cost.
LEGAL REVIEW:
The City Attorney has approved the attached Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.7.a Maintenance Services Agreement