MAINTENANCE SERVICES AGREEMENT
THIS AGREEMENT (the "Agreement") is made as of July 1, 2025 by and between the City of Diamond Bar, a municipal corporation ("City") and Woods Maintenance Services, dba Graffiti Control Systems, a California Corporation ("Contractor").
1. Contractor's Services.
Subject to the terms and conditions of this Agreement, Contractor shall provide graffiti removal services to the reasonable satisfaction of the City, as detailed in Exhibit “A,” which is incorporated herein by reference. Services shall be performed on one (1) regularly scheduled day per week, to be mutually agreed upon by the City and Contractor. In addition, Contractor shall respond to up to four (4) unscheduled service requests per fiscal year for graffiti removal on days other than the regularly scheduled service day.
As a material inducement for the City to enter into this Agreement, the Contractor represents and warrants that it has conducted a thorough investigation of the scope of work and fully understands the challenges and limitations involved. The Contractor further represents that it is fully qualified to perform the required services based on its experience, as well as the training, education, and expertise of its principals and employees.
Greg Gubman, Community Development Director (herein referred to as the “City’s Project Manager”), shall be the person to whom the Contractor will report for the performance of services hereunder. It is understood that Contractor shall coordinate its services hereunder with the City’s Project Manager to the extent required by the City’s Project Manager, and that all performances required hereunder by Contractor shall be performed to the satisfaction of the City’s Project Manager and the City Manager.
2. Term of Agreement. This Agreement shall take effect July 1, 2025, and shall continue until June 30, 2028 (“Term"), unless earlier terminated pursuant to the provisions herein.
The City shall have the option to extend this Agreement for two (2) additional one (1) year terms, subject to the same terms and conditions contained herein, by giving Consultant written notice of the exercise of this option at least thirty (30) days prior to the expiration of the initial Term. In the event the City exercises its option to extend the Term, Consultant's compensation shall be subject to an adjustment upon the effective date of extension as follows:
Any increase in compensation will be negotiated between the City and the Consultant, but in no event shall the increase exceed the amount that the Consumer Price Index ("CPI") for the Los Angeles-Anaheim-Riverside metropolitan area for the month immediately preceding the Adjustment Date (the "Index Month") as reported by the Bureau of Labor Statistics of the United States Department of Labor, has increased over the CPI for the month one year prior to the Index Month. Any exercise of an option to extend the Term and/or increase in compensation, negotiated or based upon CPI, shall be subject to approval of the City Council.
3. Compensation. City agrees to compensate Contractor for each service which Contractor performs to the satisfaction of City in compliance with the scope of services set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Total payment to Contractor pursuant to this Agreement shall not exceed ONE HUNDRED THIRTY-ONE HUNDRED FIVE HUNDRED EIGHTY Dollars ($131,580) without the prior written consent of the City. The above not to exceed amount shall include all costs, including, but not limited to, all clerical, administrative, overhead, telephone, travel and all related expenses.
4. Payment.
A. As scheduled services are completed, Contractor shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred.
B. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed.
C. City will pay Contractor the amount invoiced the City will pay Contractor the amount properly invoiced within 35 days of receipt.
D. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice.
5. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefore have been previously authorized in writing and approved by the City Manager or his designee as an amendment to this Agreement. The amendment shall set forth the changes of work, extension of time, if any, and adjustment of the fee to be paid by City to Contractor.
6. Priority of Documents. In the event of any inconsistency between the provisions of this Agreement and any attached exhibits, the provisions of this Agreement shall control.
7. Status as Independent Contractor.
A. Contractor is, and shall at all times remain as to City, a wholly independent contractor. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent, except as specifically provided herein.
Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor's employees, except as set forth in this Agreement. Contractor shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner employees of City.
B. Contractor agrees to pay all required taxes on amounts paid to Contractor under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. In the event that City is audited by any Federal or State agency or the Public Employee Retirement System regarding the independent contractor status of Contractor and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between City and Contractor or its employees, then Contractor agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto.
C. Contractor shall fully comply with Workers' Compensation laws regarding Contractor and Contractor's employees. Contractor further agrees to indemnify and hold City harmless from any failure of Contractor to comply with applicable Worker's Compensation laws.
D. Contractor shall, at Contractor’s sole cost and expense fully secure and comply with all federal, state and local governmental permit or licensing requirements, including but not limited to the City of Diamond Bar, South Coast Air Quality Management District, and California Air Resources Board.
E. In addition to any other remedies it may have, City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor's failure to promptly pay to City any reimbursement or indemnification required by this Agreement or for any amount or penalty levied against the City for Contractor’s failure to comply with this Section.
8. Standard of Performance. Contractor shall perform all work at the standard of care and skill ordinarily exercised by members of the profession under similar conditions and represents that it and any subcontractors it may engage, possess any and all licenses which are required to perform the work contemplated by this Agreement and shall maintain all appropriate licenses during the performance of the work.
9. Indemnification.
Contractor shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers ("Indemnitees") from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with:
(1) Any and all claims under Worker’s Compensation acts and other employee benefit acts with respect to Contractor’s employees or Contractor’s employees arising out of Contractor’s work under this Agreement; and
(2) Any and all claims arising out of Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City’s passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Contractor’s legal counsel unacceptable, then Contractor shall reimburse the City its costs of defense, including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation. The Contractor shall promptly pay any final judgment rendered against the Indemnitees. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. Except for the Indemnitees, this Agreement shall not be construed to extend to any third-party indemnification rights of any kind.
10. Insurance.
A. Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, with an insurance company authorized to do business in the State of California and approved by the City the following insurance:
(1) a policy or policies of broad-form comprehensive general liability insurance written on an occurrence basis with minimum limits of $2,000,000.00 combined single limit coverage against any injury, death, loss or damage as a result of wrongful or negligent acts by Contractor, its officers, employees, agents, and independent contractors in performance of services under this Agreement;
(2) property damage insurance with a minimum limit of $500,000.00 per occurrence;
(3) automotive liability insurance written on an occurrence basis covering all owned, non-owned and hired automobiles, with minimum combined single limits coverage of $2,000,000.00; and
(4) Worker's Compensation insurance when required by law, with a minimum limit of $500,000.00 or the amount required by law, whichever is greater.
B. The City, its officers, employees, agents, and volunteers shall be named as additional insureds on the policies as to comprehensive general liability, property damage, and automotive liability. The policies as to comprehensive general liability, property damage, and automobile liability shall provide that they are primary, and that any insurance maintained by the City shall be excess insurance only.
C. All insurance policies shall provide that the insurance coverage shall not be nonrenewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City at least ten (10) day's prior written notice thereof. Contractor agrees that it will not cancel, reduce or otherwise modify the insurance coverage and in the event of any of the same by the insurer to immediately notify the City.
D. All policies of insurance shall cover the obligations of Contractor pursuant to the terms of this Agreement and shall be issued by an insurance company which is authorized to do business in the State of California or which is approved in writing by the City; and shall be placed have a current A.M. Best's rating of no less than A-, VII.
E. Contractor shall submit to City (1) insurance certificates indicating compliance with the minimum insurance requirements above, and (2) insurance policy endorsements or a copy of the insurance policy evidencing the additional insured requirements in this Agreement, in a form acceptable to the City.
F. Self-Insured Retention/Deductibles. All policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the Contractor (as the named insured) should Contractor fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City. Contractor understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Contractor as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Contractor’s due to such failure in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Contractor for breach of this Agreement in addition to any other damages incurred by City due to the breach.
G. Subrogation. With respect to any Workers' Compensation Insurance or Employer's Liability Insurance, the insurer shall waive all rights of subrogation and contribution it may have against the Indemnitees.
H. Failure to Maintain Insurance. If Contractor fails to keep the insurance required under this Agreement in full force and effect, City may take out the necessary insurance and any premiums paid, plus 10% administrative overhead, shall be paid by Contractor, which amounts may be deducted from any payments due Contractor.
I. Contractor shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to the City for review and approval. All insurance for subcontractors shall be subject to all of the requirements stated herein.
11. Confidentiality. Contractor in the course of its duties may have access to confidential data of City, private individuals, or employees of the City. Contractor covenants that all data, documents, discussion, or other information developed or received by Contractor or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Contractor without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. Notwithstanding the foregoing, to the extent Contractor prepares reports of a proprietary nature specifically for and in connection with certain projects, the City shall not, except with Contractor's prior written consent, use the same for other unrelated projects.
12. Maintenance and Inspection of Records. In accordance with generally accepted accounting principles, Contractor and its subcontractors shall maintain reasonably full and complete books, documents, papers, accounting records, and other information (collectively, the “records”) pertaining to the costs of and completion of services performed under this Agreement. The City and any of their authorized representatives shall have access to and the right to audit and reproduce any of Contractor's records regarding the services provided under this Agreement. Contractor shall maintain all such records for a period of at least three (3) years after termination or completion of this Agreement. Contractor agrees to make available all such records for inspection or audit at its offices during normal business hours and upon three (3) days' notice from the City, and copies thereof shall be furnished if requested.
13. Conflict of Interest.
A. Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Contractor under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Contractor further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Contractor shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement.
B. Contractor covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of hardware or software to City as a result of the performance of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement.
14. Termination. The City may terminate this Agreement with or without cause upon fifteen (15) days' written notice to Contractor. The effective date of termination shall be upon the date specified in the notice of termination, or, in the event no date is specified, upon the fifteenth (15th) day following mailing of the notice. In the event of such termination, City agrees to pay Contractor for services satisfactorily rendered prior to the effective date of termination.
Immediately upon receiving written notice of termination, Contractor shall discontinue performing services, unless the notice provides otherwise, except those services reasonably necessary to effectuate the termination. The City shall be not liable for any claim of lost profits.
15. Personnel. Contractor represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by Contractor or under it supervision, and all personnel engaged in the work shall be qualified to perform such services. Contractor reserves the right to determine the assignment of its own employees to the performance of Contractor's services under this Agreement, but City reserves the right, for good cause, to require Contractor to exclude any employee from performing services on City's premises.
16. Prevailing Wage. Notice is hereby given that in accordance with the provisions of California Labor Code, Division 2, Part 7, Chapter 1, Articles 1 and 2, the Contractor is required to pay not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the public works is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work. In that regard, the Director of the Department of Industrial Relations of the State of California is required to and has determined such general prevailing rates of per diem wages. Copies of such prevailing rates of per diem wages are on file in the Office of the City Clerk of the City of Diamond Bar, 21810 Copley Drive, Diamond Bar, California, and are available to any interested party on request. City also shall cause a copy of such determinations to be posted at the job site.
The Contractor shall forfeit, as penalty to City, not more than twenty-five dollars ($25.00) for each laborer, workman or mechanic employed for each calendar day or portion thereof, if such laborer, workman or mechanic is paid less than the general prevailing rate of wages hereinbefore stipulated for any work done under this Agreement, by him or by any subcontractor under him.
The CONTRACTOR and any of its subcontractors must be registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5, which precludes the award of a contract for a public work on any public works project awarded after April 1, 2015.
This Agreement is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
17. Non-Discrimination and Equal Employment Opportunity.
A. Contractor shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto. Such nondiscrimination shall include but not be limited to the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.
B. Contractor will, in all solicitations or advertisements for employees placed by or on behalf of Contractor state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.
C. Contractor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials.
18. Time Is of the Essence. Time is of the essence in this Agreement. Contractor shall do all things necessary and incidental to the prosecution of Contractor's work. 19 Delays and Extensions of Time. Contractor's sole remedy for delays outside its control shall be an extension of time. No matter what the cause of the delay, Contractor must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the length of the delay outside Contractor’s control. If Contractor believes that delays caused by the City will cause it to incur additional costs, it must specify, in writing, why the delay has caused additional costs to be incurred and the exact amount of such cost within 10 days of the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount absent a written amendment to this Agreement. In no event shall the Contractor be entitled to any claim for lost profits due to any delay, whether caused by the City or due to some other cause.
20. Assignment. Contractor shall not assign or transfer any interest in this Agreement nor the performance of any of Contractor's obligations hereunder, without the prior written consent of City, and any attempt by Contractor to so assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect.
21. Compliance with Laws. Contractor shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local governments.
22. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Contractor constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Contractor, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default.
23. Mediation. Any dispute or controversy arising under this Agreement, or in connection with any of the terms and conditions hereof, which cannot be resolved by the parties, may be referred by the parties hereto for mediation. A third party, neutral mediation service shall be selected, as agreed upon by the parties and the costs and expenses thereof shall be borne equally by the parties hereto. The parties agree to utilize their good faith efforts to resolve any such dispute or controversy so submitted to mediation. It is specifically understood and agreed by the parties hereto that mutual good faith efforts to resolve the same any dispute or controversy as provided herein, shall be a condition precedent to the institution of any action or proceeding, whether at law or in equity with respect to any such dispute or controversy.
24. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during regular business hours or by facsimile before or during regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section.
“CONTRACTOR” “CITY”
Woods Maintenance Services, Inc. City of Diamond Bar
dba Graffiti Control Systems 21810 Copley Drive
7250 Coldwater Canyon Avenue Diamond Bar, CA 91765-4178 North Hollywood, CA 91605 Attn.: Greg Gubman
Attn.: Josh Woods Phone: (909) 839-7030
Phone: (818) 764-2515 E-mail: [email protected]
E-Mail: [email protected]
25. Governing Law. This Agreement shall be interpreted, construed and enforced in accordance with the laws of the State of California.
26. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument.
27. Entire Agreement. This Agreement, and any other documents incorporated herein by reference, represent the entire and integrated agreement between Contractor and City.
This Agreement supersedes all prior oral or written negotiations, representations or agreements.
This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by a person duly authorized to do so under the City's Purchasing Ordinance.
EXHIBIT “A”
SCOPE OF WORK
3) Scope of Work/Work Plan
The two most important aspects when performing on any contract, no matter the type, no matter for whom, and no matter for what services, are the same: Know the Scope & Communicate. Woods knows that so long as these two items are attended to, the project will run successfully.
Know the Scope
Woods has contracted with the City of Diamond Bar for over 20 years, including for the services included in this solicitation. Additionally, we perform these tasks daily for multiple municipal clients. Woods is very familiar with the City, especially the locations where there of diEicult logistical issues and the hot spot locations that we are regularly called upon to perform graEiti removal services.
It is plainly understood that we can be contacted at any time, day or night, week, or weekend, to be called in to provide emergency services, and we have always responded, as Greg Gubman, Angie Hernandez, Arlene Laviera, and Stella Marquez (since retired) can all attest to. Woods takes immense pride in its continuing ability to always avail ourselves to our clients as problems arise—including most recently in another City when we worked in tandem with a law enforcement unit to remove graEiti in areas where we required a police escort. We arranged the time, place, and manner by which to remove these vandalism incidents in conjunction with police staE, and the project went oE without a hitch. This is just one example of the type of work we can provide.
SuEice to say, during our more than 40 years working as a graEiti removal contractor and over 30 in Diamond Bar, we have removed graEiti from just about every type of surface at every type of property, at every time of day or night, weekday, or weekend. Although the taggers may not access the areas they tag in a safe manner, rest assured, Woods’ technicians have been comprehensively trained in all safety rules and regulations, and if for any reason they feel unsafe while performing an abatement, they will wait until it is safe to undertake the job. Safety is valued above everything else, and it is in these circumstances where a contractor who is skilled and experienced in a safety-sensitive environment can complete the work, quickly and safely, following all regulations to protect its employees and the public, providing minimal disruption to the daily actions in the City.
By having a complete understanding of what our job is, time and energy are not wasted trying to figure out what to do—we simply do the work for which we are contracted. Woods has been performing graEiti removal services for more than 40 years. In all of our work with awarding bodies and private entities, we have always rigorously adhered to the scope of work, no matter the changes that have occurred. We have always done what we do best— 6 remove the graEiti, all in accordance with the requirements of the contract and in full compliance with all Safety Regulations.
Communicate
When questions arise about any aspect of the work or the contract, being able to have open conversations with the City’s representatives allows for problems to be solved quickly, resulting in more eEicient and eEective operations. To these ends, Woods has shown over the previous many years contracting that our management team is available 24/7/365 to attend to the needs of the City, and we commit to continuing our availability on all future contracting opportunities. If awarded the contract, we will continue to provide phone numbers for management and supervisors to City staE that can be used at any time, day or night, weekday or weekend, to request emergency service.
By being in frequent communication with the City’s contract representatives, either by phone, email, or text, problems are avoided, graEiti is removed quickly, and expectations are managed eEectively. All of these actions help to foster a solid working relationship, which is extremely critical, especially knowing what a hot-button topic graEiti is among the City’s leadership and constituency. By making it clear to Diamond Bar’s representatives and citizens that Woods’ management and field staE know the scope of work inside and out, are confident in our technicians’ ability to remove graEiti, and can provide stellar service, the City knows that when they have a question or need something done, we will give them a solid plan and an honest answer.
Communication is also critical between Woods’ management and our supervisors.
Throughout the course of the workday, management is in contact with our staE by company-issued phones via call or text to make sure that everything is running smoothly and to find out if additional resources or crew members are required for a certain job.
Typically, our supervisors will handle any field level decisions themselves and will then communicate those decisions to the oEice. Our supervisors have been working for the company for over 20 years on average and we know and trust that the decisions they make regarding a job in the moment is the best decision for the company and the client. Should they have any question about a request that was made of them, and they are unsure about how to proceed, they will contact the project managers Josh Woods or JeE Woods to help provide guidance.
Management and supervisors will continue to engage in weekly meetings to discuss the progress of each week’s work and determine if new protocols are required and we are always available for in-person meetings with Diamond Bar staE to discuss any issue that comes to the fore.
7 Methods
By employing our tried and true 360-degree approach, whereby the technician makes a complete 360 degree turn upon removing a graEiti tag, our technicians remain proactive and further prevent additional work orders from the same location. Other contractors may tend to just remove the specific tag that is reported in an incident report—Woods is not satisfied by removing just the “reported” tags, we want the area to be completely free of graEiti, even if that means spending the extra time to ensure that the job is done properly.
When technicians discover graEiti in an area that requires either an additional technician for safety reasons, or the need to contact a resident or building owner/manager, they will make a notation and, as soon as safe and practicable, will call the supervisor to alert him to the situation. Because of our expertise and experience in graEiti abatement, our supervisor will decide whether this is an issue that can be handled safely that day, or if it requires further measures. If the graEiti can be abated safely that day, we will send an additional technician to handle the graEiti. If the area is highly safety sensitive, it may be necessary to alert city staE and create a plan together. Safety is valued more than anything else, and it is in these circumstances where a contractor who is skilled and experienced is extremely valuable to the City of Diamond Bar.
Woods will always work to remove any graEiti we come across in the same working day.
However, there are always extenuating factors that may be in play that would prevent this from happening—when weather, safety considerations, or anything else beyond the contractors’ control prevents a timely removal, Woods will communicate to the City what the issue is, what the plan will be, and when the anticipated removal shall occur. We have learned that so long as the City and its citizens are informed about what is going on, they will understand that a removal may not always happen as fast as they would like.
The primary graEiti removal chemical we use is from BHT Chemicals, who created a customized formula for our service technicians. We also use chemicals from World’s Best GraEiti Removal. We get our paint products from Vista Paint and our anti-graEiti coatings from Monopole.
Through experience, we have found that the lion’s share of graEiti removal is done in one of three ways: Paint over, chemical removal, and pressure washing. The least abrasive manner is always preferred, and Woods shall endeavor to use the paint out technique only on previously painted surfaces, while chemical and pressure washing shall be the preferred method on natural surfaces such as slump stone, brick, and any other unpainted substrate.
We have created a chart that illustrates the basics of graEiti removal for diEerent surfaces:
8 Methods & Materials
Non-Porous
Surfaces
These will include glass windows,
ceramic tile, roadway/railway signs,
traEic control boxes, light standards
Treated primarily with
eco-friendly chemical
washes, pressure washing
Porous Surfaces
Included here will be natural masonry
substrates that have not already been
painted, like sound walls, concrete
light standards, sidewalks and curbs
Pressure wash with ecofriendly chemicals, hot
high pressure waster
blasting. We do not use
sand blasting UNLESS it is
absolutely necessary
Previously Painted
Surfaces
Included: Sound Walls, Utility Boxes,
Bridges, Tunnels, K-Rails
These surfaces are
painted over from reveal
to reveal to avoid “block”
painting. Colors are
matched to avoid a
patchwork look.
Because diEerent locations and substrates require diEerent techniques, all work vehicles (typically Ford-250 Stake Bed with mounted pressure washer and airless paint sprayer) and technicians are outfitted with multiple pressure washing hoses with quick connections, including multiple nozzle tips for the pressure washing wands because removing graEiti from a sound wall or a sidewalk requires a diEerent tip than is used for removing graEiti from the bark of tree. Smaller tip openings are more eEective on hard substrates, while it is necessary to use a wide tip nozzle on a tree, as to prevent damage to the bark. Extension poles, ladders, and/or step stools are supplied to reach high graEiti tags, as well as various scrubbers and rags. Further, windows or other glass features are squeegeed with water or glass cleaner after removals are completed. In all removals, our technicians will use the proper technique and product to create a surface that appears as if graEiti was never there.
Safety & Training
Equally important as having the skills to find and remove the graEiti, is the ability to work in an extremely safety-sensitive arena. Working on the City streets requires the utmost care. 9 As our crews have been reminded time and time again in our regularly scheduled weekly meetings, daily tailgate meetings, and continuing education classes, they always need be aware of their environment and know where a safe refuge area is.
WMS has always practiced and subscribed to the applicable BMPs for all municipal work we have undertaken. Whether it is securing a working area with cones so passersby will not inadvertently enter a work zone or doing preventative maintenance on all our vehicles and equipment, we know that when best management practices are followed rigorously, work is done in a safer and more eEicient and eEective manner.
Great care will be taken in protecting surrounding areas. For the very seldom instances where sand or soda blasting is required, any residue from cleaning operations shall be cleaned up immediately by our technicians, restoring the surface and area to its original condition, and removing any potential liability problem or exposure. In some cases, water reclamation devices have been utilized to prevent any runoE or pollution of the storm drains and water tables. In any project Woods undertakes, whether it be graEiti removal, weed, trash and vegetation abatement, or landscape maintenance, all care and caution shall be used while performing the services to maintain the integrity of all surfaces, hardscapes, landscapes and rights of way.
All employees are provided with uniforms and all necessary and required safety gear (PPE), including safety vests, protective eyewear, gloves, N-95 respirator masks, ear plugs, and hard hats (if necessary), and smart phones, equipped with Write On, Right OETM, our inhouse app for photo documentation and invoicing purposes. These are the same methods and operational standards that we have utilized during the many years of providing graEiti removal services for the City.
The safety and well-being of all contractors’ employees and the general public are our primary concerns. All work undertaken conforms to all rules, regulations, ordinances and statutes of the City, County, State and Federal Government. When required, all proper traEic control methods are utilized, as required on the public right-of-way, with flashing arrow boards, cones, and barricades. The concern is also for the public at large, as we will be working along areas where there are not only pedestrians, but oftentimes vehicles and cyclists as well.
Vehicles are all equipped with a fire extinguisher, Safety Data Sheets, and first aid kits.
Another critical element to the successful implementation of this program is to have a successful safety and training program. Throughout our 49+ years in business, we have tweaked and altered this training to keep up with the advances in technology and human 10 resource management. Employees have access to computers at the oEice and can access a host of training videos, manuals, and seminars online.
All staE members must attend and pass a comprehensive in-house training program, prior to being qualified as a Woods Maintenance Services Technician. Prior to beginning work, and immediately after hiring, the personnel record is examined to substantiate all submitted facts and information. A voluntary drug test is administered, and forms are signed allowing for random drug tests during employment. Driving records are examined for any noticeable failings. Once the preliminary administrative work is completed, the employee is issued uniforms, gloves, safety goggles, hard hat, safety vest, rubber boots, Employee Handbook, several guides to equipment and procedures, and if necessary, a company mobile phone. Some of this is “homework,” and must be completed before formal training begins at our oEices, and then the job site. Because WMS likes its employees to be cross-trained, new employees are instructed in skills they may not use in their primary job but can use when fellow workers are out sick or on vacation. The training, created in consultation with our risk/insurance consultant, WhiteBoard Risk, is usually broken down into these distinct areas though there may be some overlapping:
1) Safety and operating procedures for high pressure washers 2) Safety and operating procedures for gas powered spray equipment 3) Safe vehicle operating procedures and included emergency/safety equipment 4) Safe use of landscaping equipment: mowers, trimmers, weed whackers, etc. 5) Emergency Action Plan (EAP)
6) Anticipating Accidents
7) Defensive Driving Practices
8) Tractor operation for qualified workers
9) Write On, Right OE™ & TAGRS training
10) GraEiti removal via chemical on multiple surfaces
11) Color matching techniques
12) Use of chemicals, reading an SDS, emergency procedures and BMPs 13) Public relations, expected behavior, image and dealing with the public 14) Ride along with supervisor and lead technician
15) Training and instruction in working in safety sensitive environments The training process, both in the oEice with a veteran supervisor and out in the field, takes four to eight weeks, before a new hire is allowed to work solo, but still supervised.
Woods Maintenance Services also has regular continuing education classes conducted at our oEices. Classes are led by senior supervisors or management and touch on subjects 11 such as “Preventative Maintenance” for gas powered tools, “Color Matching” in the field, “Safe Use of Landscaping Equipment,” “Safe Use of Chemicals and Reading an SDS,” “What to do in Case of an Accident,” and “Working Safely in the Public Right of Way.” Other classes are led by outside vendors hired to provide their expertise. Recent classes have included: “Defensive and Safe Driving” for truck drivers, “Looking for Signs of Heat Illness.” These classes are intended to give our crews simple reminders and provide an outlet for employees to dialogue in a comfortable environment, where they may feel more inclined to ask questions.
Specifically, Josh Woods and JeE Woods have completed the following safety courses:
• Hazwoper 40 Hour-given by 360Training 2/8/24
• Anti-Harassment Training for Management—given by Gordon Rees 2/15/24 • OSHA General Industry 10 Hour Training—given by Vensure Employer Services 10/11/23
12 4) Fee
Woods Maintenance Services, Inc. shall oEer two (2) diEerent proposals, one based on 2- service days per week, and the second based on 3-service days per week. 2 Days of Service (Monday and Thursday) for 1 FTE to provide comprehensive graEiti removal services, the Monthly Fee shall be: $7,400.00
3 Days of Service (Monday, Wednesday, and Friday) for 1 FTE to provide comprehensive graEiti removal services, the Monthly Fee shall be: $10,950.00 Rationale for Choice of Days
At present we provide graEiti removal service one day per week—on Thursday.
If the City chooses two days of service per week, we believe that the best use of the City’s resources would be to keep Thursday as one of the days and add Monday as a service day.
From experience, we know that the parks get tagged over the weekend, as Brad from the Parks Department will leave messages for us over the weekend that provide us park locations that have sustained graEiti. Instead of waiting until Thursday to have these addressed, Woods would now be able to address these tags on Monday, in addition to other locations that are frequently tagged over the weekend. By keeping Thursday as the 2nd day, tags are cleaned before the weekend, as we have found that the incidents of graEiti that happen on Friday are done in the evening hours, after we have left the City.
If the City opts for three days of service per week, the best use of the City’s resources would be to spread out the work across the week, sending a crew out on Monday, Wednesday, and Friday.
Of course, Woods is flexible and experienced enough to understand that if, for whatever reason, the City needs to change from 2 days to 3 days, or from 3 days to 2 days, we will make any necessary adjustments.
Just as we have throughout our current contract, Woods will provide four (4) “complementary” callouts per year (valued up to ~$3,400 per year), to remove graEiti on days we are not scheduled to perform work in the City. These callouts will be directed by the City’s Contract Manager or their designee.
13 5) Acceptance of Conditions
Woods Maintenance Services, Inc. hereby states that it oEers its acceptance of all conditions listed in the GraEiti Removal Services Request for Proposal document. At present, Woods makes no exceptions or suggested changes.
Signed:_________________________________
Name/Title: Josh Woods—COO
Date: May 1, 2025
14 Woods Maintenance Services, Inc. (CSLB 741322) Phone: 818-764-2515 7250 Coldwater Canyon Ave. Fax: 818-764-2516
North Hollywood, CA 91605 Email: [email protected] May 6, 2025
Greg Gubman
City of Diamond Bar
Via Email
Re: Updated Monthly Pricing—1 Day per week
Greg:
Per the City of Diamond Bar’s request to submit updated pricing for ONE graffiti removal service day per week, Woods Maintenance Services, Inc. will provide that service at the flat monthly rate of $3,655.00 per month.
Should the City have any questions, please feel free to contact me.
Sincerely,
Josh Woods
COO
Woods Maintenance Services, Inc.