City Council
Report
City Council Meeting: May 27, 2025
Agenda Item: 4.A
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Facilities Maintenance Subject: Award Bid #4494 and Authorize Agreement with Woods Maintenance Services, Inc. dba Graffiti Control Systems for Citywide Graffiti Removal Services
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemptions pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) guidelines;
2. Award Bid #4494 to Woods Maintenance Services, Inc. dba Graffiti Control Systems for graffiti removal services for the Public Works Department; and
3. Authorize the City Manager to negotiate and execute an agreement with Woods Maintenance Services, Inc. dba Graffiti Control Systems, in an amount not to exceed $697,320 for five years, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica currently provides graffiti removal services on both public and private properties. The high frequency of graffiti incidences the need for prompt removal of offensive and intimidation graffiti, and the limitations of available City equipment and staffing capacity creates a continuous need for contracted graffiti removal support.
Engaging professional graffiti removal services would continue to enhance the City’s ability to respond quickly and effectively, keeping public spaces clean, safe, and welcoming for the community. Staff recommends executing an agreement with Woods Maintenance Services, Inc., dba Graffiti Control Systems, for a total amount not to exceed $697,320 over a five-year period for graffiti removal services. 2 of 4
Discussion
The City removes graffiti from a wide range of surfaces, including buildings, infrastructure, poles, and signage. This work extends to properties such as City buildings, parking structures, sidewalks, benches, utility poles, street signs, and trash bins, as well as commercial buildings, multi-family residences, and alley walls.
Regardless of location, timely graffiti removal is essential, as graffiti detracts from the aesthetic appearance of the community, diminishes the public’s sense of safety and wellbeing, and can contribute to broader public safety concerns.
Public Works has historically removed over 40,000 graffiti incidences annually. City staff currently handles approximately 45% of these removals (around 18,000 tags per year) while contracted services address the remaining 22,000. The City’s in-house graffiti technicians (2.0 Full-Time Equivalent “FTE” positions) focus on tags that are safely accessible and small to medium in size. Contracted services are essential for more complex removals, including those on multi-story buildings, areas with limited landing space, or sites that pose safety risks to City staff. In addition, contractors are deployed for urgent removals involving gang-related graffiti and inflammatory hate speech or symbols. By supplementing in-house efforts with contracted support, the City is able to respond to high-priority graffiti incidents efficiently and maintain the safety and appearance of the community.
The City has historically contracted out graffiti removal services. The “Contract and AsNeeded Staffing Review Policy, Practice, Recommendations” report (Attachment A) approved on January 13, 2015, recommended that graffiti contracting services be utilized due to equipment requirements and risk management. On September 12, 2017 (Attachment B), Council awarded Bid #4280 and authorized the City Manager to negotiate and execute Contract 10533 with Graffiti Control Systems, in an amount not to exceed $357,205 over a five-year period.
Vendor Selection
Best and Only Bidder Graffiti Control Systems
Submittals Received Selection Criteria
Graffiti Control
Systems
$111.75/hour Municipal Code SMMC 2.24.180
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Evaluation Criteria Previous experience, the capacity to perform the service promptly, and
compliance with City specifications.
Bid Data
Bid
Posting
Date
Bid Posted
On
Bid
Advertised In
(City Charter
& Muni Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
01/07/2025
City’s Online
Bidding Site
Santa Monica
Daily Press
40 1 02/06/2025
Additional Vendor Outreach & Justification to Award
Procurement did not conduct additional vendor outreach, as a no-bid response was received. In accordance with established procedures, outreach efforts are initiated only when a single bid is received, rather than in cases of a no-bid response.
Although Graffiti Control Systems was the only bidder, Graffiti Control Systems offers prompt response times, which is necessary for urgent graffiti removals. Moreover, Graffiti Control Systems has continued to provide the City with quality service while maintaining timely completion, effective communication and cost-efficiency. Based on these criteria, Graffiti Control Systems is recommended as the best bidder.
Environmental Review
This contract is categorically exempt from CEQA pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines which states that CEQA does not apply “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” This agreement would allow the City to continue to provide graffiti removal services. It can be seen with certainty that the agreement would not result in adverse physical impacts on the environment, and as such, exempt from CEQA.
Past Council Actions
Meeting Date Description
01/13/2015
(Attachment A)
Staff Report – Contract and As-Needed Staffing Review
Policy, Practice, Recommendations
09/12/2017
(Attachment B)
Staff Report – Contract Award for Graffiti Removal Services (Agenda Item: 3.B)
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Financial Impacts and Budget Actions
Staff seeks authority to approve funding from various funds to award an agreement with Graffiti Control Systems for citywide contracted graffiti removal services. Funds are available within existing budgets and would be charged to the appropriate division or project account based on usage.
Contract Request
FY 2024-25
Request Amount
Future Years
Amount
Department
Accounts
Total Contract
Amount
$30,000 $667,320 Various Accounts $697,320
Future year funding is contingent on Council budget approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. January 13, 2015 Staff Report
B. September 12, 2017 Staff Report
C. Graffiti Control Systems - Levine Act
D. Graffiti Control Systems - Oaks Initiative