DDA Board Meeting Packet - March 2021

REGULAR BOARD MEETING Downtown Development Authority Tuesday, March 16, 2021 8:30 AM 300 Clematis Street Suite 200 West Palm Beach, FL 33401

CALL TO ORDER

Robert Sanders

PUBLIC COMMENTS AND QUESTIONS EXECUTIVE DIRECTORS REPORT PRESENTATIONS CONSENT CALENDAR (Action Required) •

Minutes of Regular Board Meeting February 16, 2021

•

Financial Statements of February 28, 2021

Robert Sanders

OLD BUSINESS (Action Required) •

Website Contract Extension

Teneka James-Feaman

•

Downtown Brand Development

Teneka James-Feaman

NEW BUSINESS (Action Required) •

RFP 2021 – 001 Streets and Public Space Cleaning Services

•

Litter Prevention

Catherine Ast Raphael Clemente

ANNOUNCEMENTS ADJOURNMENT

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com

MINUTES Regular Board Meeting Downtown Development Authority Tuesday, February 16, 2021 300 Clematis Street, Suite 200 West Palm Beach, FL 33401 Zoom Webinar https://us02web.zoom.us/j/85258277026 DIAL IN: 1-929-436-2866 US WEBINAR ID: 852 5827 7026

ATTENDANCE Board Members in attendance included Chairman Robert Sanders, Vice Chairman Rick Reikenis, Lisa Gerard, Mary Hurley Lane, William Jacobson, Cynthia Nalley, and Upendo Shabazz (via Zoom). DDA staff in attendance included Raphael Clemente, Teneka James-Feaman, Shelly Williams and Max Lohman Esq. (Lohman Law Group). DDA staff in attendance via Zoom included Catherine Ast, Michelle Barascout, Tiffany Faublas, Sherryl Muriente, and Samantha Moore. Guests in attendance via Zoom included, AM Cohen, Michael Cuevas, Christy Fox, Sharon Persaud, Ann Marie Puente, Ann Savage, Shane Savage, Todd Stone, and Alex Wasil.

CALL TO ORDER Chairman Sanders called the meeting to order at 8:32 a.m.

PUBLIC COMMENTS Michael Cuevas commented regarding the cleanliness of the downtown district and asked that the DDA Board consider allocating additional funds to cleaning downtown. The board discussed the challenges and potential solutions moving forward.

EXECUTIVE DIRECTOR REPORT Clemente provided feedback from business owners that reported record breaking sales for the last quarter. He also listed new businesses that have recently opened in the district.

The Fiscal year 2019 – 2020 Audit is in progress and once completed the carryforward budget will be provided to the board. At that time the board can discuss amending the budget to reallocate funding to best serve the current needs of the downtown district.

PRESENTATIONS No presentations.

CONSENT CALENDAR Minutes of Regular Board Meeting January 19, 2021 Board Action: Reikenis made a motion to approve the Minutes of January 19, 2021 Regular Board Meeting. Gerard seconded the motion. The motion passed unanimously.

Financial Statements of January 31, 2021 Board Action: Reikenis made a motion to approve the Financial Statements of January 31, 2021. Gerard seconded the motion. The motion passed unanimously.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com

Clemente asked the board to move PSC agenda item up and allow for Branding and Advertising discussions back to back.

OLD BUSINESS Security Ambassador Program Salary Adjustment At the January 19th board meeting staff was directed prepare an amendment to the contract for services with PSC Security to include a clause that mandates the payment of a “living wage” to all employees of the Security Ambassador Program, defined as an amount not less than $15 per hour.

Clemente presented an overview of the current security program. He provided the proposed enhancements to improve the program and adjust salaries to be competitive with the City of West Palm Beach’s contracted security officers.

Staff has evaluated various options to achieve this outcome, and the following changes to the program are recommended: • The initial pay increase will be to a minimum of $14 per hour for the first 60 days.

• After 60 days each ambassador will be evaluated for a secondary increase to $15 per hour.

• Ambassadors not recommended for the second increase will be referred for additional training.

• Pay rates for supervisor and others already making $15 per hour or more will be reevaluated at the beginning of the next fiscal year.

• New hires will be started at $14, with a 60-day evaluation period before being promoted to $15.

Additionally, all employees working for PSC under this contract will receive enhanced training to improve the quality of service provided by this program. This will include customer service training and may include additional elements to be determined with input from the Police Department, the City’s Homeless Outreach Coordinator, and other partners. The proposed change will result in an increase of approximately $103,000 per year. Clemente explained the proposed second addendum to the security contract reflects the changes and deliverables recommended.

Board Action: Shabazz made a motion to approve the second addendum to the PSC Security Contract. Reikenis seconded the motion. The motion passed unanimously.

Branding Update James-Feaman reviewed the Branding RFP process with the board, that was ultimately awarded to IdeaBar. Ideabar’s branding process included the following tasks, Research and Foundation, Brand and Message Development, and Strategic Brand Implementation and Community Engagement. Through the process DDA staff attended multiple meetings, communicated thoughts and concerns regarding the brand message, visual elements, and brand implementation.

In December 2020, IdeaBar presented a final draft of deliverables for the new brand. Ultimately this final draft didn’t convey the unique assets and qualities that DDA staff felt was representative of our community. The presentation also included elements that DDA staff never reviewed or approved.

In January DDA Staff met with senior staff from IdeaBar and as a result of that meeting, it was collectively decided to terminate the branding agreement. The DDA has paid IdeaBar $40,000 for services rendered, which is an amount less than what was originally agreed to in the contract for services.

DDA Staff has since moved forward with the second ranked team in the RFP process, Pathos, to complete the branding process. There will be an additional cost to complete the brand architecture and brand launch.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com

DDA has staff met with the Pathos team to discuss the story and vision for the DowntownWPB brand in detail. Representatives from Pathos: Shane Savage, Ann Savage, and Alex Wasil joined the meeting to showcase their vision for the new Downtown brand elements. Pathos also presented their plan to coordinate, schedule and monitor the digital advertising for the DDA. NEW BUSINESS Advertising Plan 2021 In preparation for this fiscal year staff has reviewed the marketing agreements including radio, print and online. Each year, we define our communication outreach based on our market survey and analytical data. However, this year, due to the pandemic it was necessary to make significant changes to how the DDA markets and promotes our district.

Our most recent market area survey showed that people within our market area receive information and news from the following sources, listed in ranked order: Television, Newspaper/Print, Online/Internet, Social Media, and Radio.

In 2020, the Board approved a one-year contract with Comcast Spotlight - now renamed as EffectTV, which provides the largest reach for television communications within the market area. In addition to EffectTV, staff has renewed its agreement with iHeart radio and is reviewing proposals from Palm Beach Post and WLRN Radio.

In preparation for our new brand launch, there is an increased need for a robust digital presence as well as the need be able to quantify the success of our new advertising campaign. Staff has received and reviewed three (3) competitive proposals: IdeaBar (9 months - $149,580), Bright Brothers (12 months - $145,000) and Pathos (10 months - $110,000).

Staff recommendation is to move forward with Pathos for the digital branding campaign.

Staff is requesting Board approval and to execute a new contract not to exceed $125,000 for calendar year 2021. The new contract would begin March 1, 2021 – December 31, 2021. James-Feaman noted that this contract is to coordinate, schedule and monitor the digital advertising.

The board discussed Pathos’ presentation and provided input of what Downtown West Palm Beach has to offer they felt were not represented in the proposal. The board directed staff to begin a new creative brand process with Pathos addressing their concerns.

Grant Applications Tier One James-Feaman provided a recap of the Tier One Grant program which provides rental financial support for up to six (6) months. The DDA board approved providing additional assistance through the Tier One Incentive Grant approving another $100,000 in December 2020. In January, the program received fourteen (14) applications and due to the overwhelming success of the program, DDA staff closed the application submittal process on January 14, 2021. James-Feaman presented the selection committee’s recommendations for the fifteen (14) applications received.

Three (3) applications were denied by the selection committee, primarily because the committee felt the businesses didn’t fall into one of the following focus industries: Food and Beverage, Retail, Tourism, Hospitality and Fitness. One application (Bling Nailz) was denied because it is not located within the DDA Boundaries.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com

The committee reviewed and is recommending approval of eleven (11) Tier One applicants. The committee approval amount is 50% of the applicants rent, paid monthly with landlord verification that the tenant is in good standing. James-Feaman explained that the request for approval of the application for Legends of Xscape LLC was separated to allow for Gerard to recuse herself from the vote. Staff is requesting approval of the following:

Board Action: Gerard made a motion to award funding of $86,845.32 to ten applications as presented for the Tier One Grant Program. Reikenis seconded the motion. The motion passed unanimously.

Gerard recused herself from the next portion of the Tier One Grant Program review, as a property owner for application received and if awarded tenant would benefit. Form 8B memorandum of voting conflict filed.

Board Action: Jacobson made a motion to award funding of $15,000 to Legends of Xscape LLC for the Tier One Grant Program. Hurley Lane seconded the motion. The motion passed unanimously, with Gerard abstaining from the vote.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com

Business Incentive James-Feaman reviewed the Business Incentive grant program guidelines which allow for a reimbursement grant of up to 25% of the total cost of leasehold improvements with a maximum of $50,000. The committee has reviewed and is recommending approval of one (1) Business Incentive application from R3 Health. Reimbursed upon completion of qualifying leasehold improvements (as determined by City of West Palm Beach officials), proof of paid invoices for the improvements and Business Tax Receipt, occupies the space and opens for business.

Status

Title

Address

APPROVED

R3 Health

551 Evernia Street

Request Amount $50,000

Leasehold Cost $210,000

Total Project Cost $534,000

Board Action: Shabazz made a motion to award funding of $50,000 to R3 Health for the Business Incentive Grant Program. Reikenis seconded the motion. The motion passed unanimously, with Gerard abstaining from the vote.

ANNOUNCEMENTS No announcements.

ADJOURNMENT There being no further business to discuss, Sanders called for a motion to adjourn.

Board Action: Jacobson made a motion to adjourn the meeting at 10:24 a.m.

Reikenis seconded the motion. The motion passed unanimously.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com

West Palm Beach Downtown Development Authority Balance Sheet February 28, 2021 ASSETS Current Assets

PNC Bank Operating Seacoast Bank - Money Market Petty Cash

6,765,508 159,417 50

Total Current Assets Other Assets Lease Security Deposit

6,924,975

23,000

Total Other Assets

23,000

Total Assets

6,947,975

CURRENT LIABILITIES

Due to Lincoln National Vision Premium Payable Flexible Spending Withholding Suppl Med Ins. Premium Payable

(241) 0 (764) 380 (625)

Fund Balance Net Income

3,627,212 3,321,388

Total Fund Balance

6,948,600

Total Liabilities and Fund Balance

6,947,975

No CPA provides any assurance on these financial statements.

West Palm Beach Downtown Development Authority Statement of Revenues And Expenditures February 28, 2021 Month

Current Year Revenues - Schedule 1 Expenditures Business Development - Schedule 2 Public Realm Maintenance - Schedule 3 Marketing/Public Relations- Schedule 4 Neighborhood Services - Schedule 5 General Office - Schedule 6 Operations - Schedule 7 Professional Services - Schedule 8 Total Personnel Expense Insurance Expense Rent Expense Tax Collection Travel and Training Reserves Total Expenditures

Current Year Surplus (Deficit) DDA Carryforward CRA Carryforward

Total Carry Forwards Net Total Surplus (Deficit)

Year-to-Date

Trolley Gross Annual

Budget

Work Plan

Services

Marketing

Security

Incentives

Budget

%

Y-T-D

Y-T-D

Y-T-D

Y-T-D

Y-T-D

607,332

450,369

150,000

53,111

4,811,045

4,933,242

97.5%

2,522,344

53,195 49,802 52,175 22,851 2,624 2,044 5,053 67,263 0 12,286 0 75 0 267,368

239,390 383,078 172,798 183,916 19,522 9,442 9,619 357,388 30,268 70,287 7,767 6,184 0 1,489,659

1,034,982 1,168,600 1,667,000 1,364,961 126,300 35,800 196,000 875,285 0 190,000 18,000 15,000 313,018 7,004,946

23.1% 32.8% 10.4% 13.5% 15.5% 0.0% 4.9% 40.8% 0.0% 37.0% 43.2% 41.2% 0.0% 21.3%

78,356 383,078 0 1,651 19,522 9,442 9,619 357,388 30,268 70,287 7,767 6,184

(214,257)

3,321,386

(2,071,704)

1,173 91,020 92,193 (122,064)

63,028 586,114 649,142

380,000 1,727,500 2,107,500

3,970,528

35,796

16.6% 100.0% 0.0%

1,081,000

161,034 172,798 18,833

163,432

973,562

18,833

172,798

163,432

161,034

1,548,782

588,499

908,202

286,937

(11,034)

63,028 143,849 206,877

0 18,833 18,833

0 147,398 147,398

0 115,000 115,000

0 161,034 161,034

1,755,659

607,332

1,055,600

401,937

150,000

No CPA provides any assurance on these financial statements.

Supplemental Schedules February 28, 2021 SCHEDULE 1 - CURRENT YEAR REVENUES Current Year Revenues Tax Revenues TIF DDA/City Interlocal Agreement DDA/CRA Interlocal CRA Project Funding Interest Income Virgin Trains USA Ticket Sales Sponsorships Fees and Services Grants and Contributions Total Reimbursements Other Miscellaneous Income Rosemary Square MOU Total Current Year Revenues

Gross

Month

Year-to-Date

Trolley

Annual

Budget

Work Plan

Services

Marketing

Security

Incentives

Budget

%

Y-T-D

Y-T-D

Y-T-D

Y-T-D

Y-T-D

1,026,000 55,000

450,369

150,000

1,081,000

450,369

150,000

51,471 0 0 0 0 34 0 0 1,606 0 0 0 0

2,136,473 (2,103,786) 0 4,389,557 385,000 233 0 0 3,568 0 0 0 0

2,285,771 (2,103,786) (75,000) 4,441,157 385,000 100 0 0 0 0 0 0 0

93.5% 100.0% 0.0% 98.8% 100.0% 233.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%

2,136,473 (2,103,786) 0 2,330,856 155,000 233 0 0 3,568 0 0 0 0

53,111

4,811,045

4,933,242

97.5%

2,522,344

No CPA provides any assurance on these financial statements.

432,332 175,000

0 607,332

West Palm Beach Downtown Development Authority Supplemental Schedules February 28, 2021 Gross Month

SCHEDULE 2 - BUSINESS DEVELOPMENT Property and Buss Incentives Facade Improvements Leasing/Brokers Meeting Total Business Training and Support Business Partnerships Grand Open/New Business

Year-to-Date

Trolley

Annual

Budget

Work Plan

Services

Marketing

Security

Incentives

Budget

%

Y-T-D

Y-T-D

Y-T-D

Y-T-D

Y-T-D

36,715 10,000 0 5,555 925 0

161,034 10,000 0 46,068 19,943 2,345

450,000 75,000 26,000 382,982 83,000 18,000

35.8% 13.3% 0.0% 12.0% 24.0% 13.0%

10,000 0 46,068 19,943 2,345

53,195

239,390

1,034,982

23.1%

78,356

SCHEDULE 3 - PUBLIC REALM MAINTENANCE Pressure Washing/Street Clean 17,517 Clean Team 0 Graffitti Maintenance 1,000 Landscape Maintenance 31,285 Holiday Lights 0 Signage & Pedestrial Wayfinding 0 Capital Projects/Alleys 0

117,592 14,920 5,225 118,819 126,522 0 0

350,000 97,000 25,000 371,600 125,000 50,000 150,000

33.6% 15.4% 20.9% 32.0% 101.2% 0.0% 0.0%

117,592 14,920 5,225 118,819 126,522 0 0

Total Physical Environment

383,078

1,168,600

32.8%

383,078

Total Business Development

49,802

161,034

No CPA provides any assurance on these financial statements.

0

0

0

161,034

0

0

0

0

West Palm Beach Downtown Development Authority Supplemental Schedules February 28, 2021 Gross Month

SCHEDULE 4 - MARKETING/PR Collateral Materials

Year-to-Date

Trolley

Annual

Budget

Work Plan

Services

Marketing

Security

Incentives

Budget

%

Y-T-D

Y-T-D

Y-T-D

Y-T-D

Y-T-D

12,275 6,350 2,000 0 25,975 75 5,500

26,585 25,400 8,500 200 76,274 19,199 16,640

165,000 185,000 75,000 187,000 630,000 225,000 200,000

16.1% 13.7% 11.3% 0.1% 12.1% 8.5% 8.3%

52,175

172,798

1,667,000

10.4%

0

0 18,833 163,432 2,176 (525) 0

0 682,332 565,369 56,260 30,000 31,000

0.0% 2.8% 28.9% 3.9% -1.8% 0.0%

0

Residential Programming

0 0 22,601 250 0 0

2,176 (525) 0

Total Res. Services/Quality of Life

22,851

183,916

1,364,961

13.5%

1,651

PR/Marketing

Retail Promotion Value Added Events Advertising and Promotion Marketing Programs

Community & Cultural Promotion Total Marketing/PR

26,585 25,400 8,500 200 76,274 19,199 16,640 0

172,798

0

0

SCHEDULE 5 -NEIGHBORHOOD SERVICES Homeless Outreach

Transportation Security and Policing Public Space Programs Community Engagement

18,833 163,432

No CPA provides any assurance on these financial statements.

18,833

0

163,432

0

West Palm Beach Downtown Development Authority Supplemental Schedules February 28, 2021 Gross Month

SCHEDULE 6 - GENERAL OFFICE General Office Expense

Year-to-Date

Trolley

Annual

Budget

Work Plan

Services

Marketing

Security

Incentives

Budget

%

Y-T-D

Y-T-D

Y-T-D

Y-T-D

Y-T-D

Equipment, Computers, Programs

141 9 2,474

1,919 29 17,574

25,000 23,300 78,000

7.7% 0.1% 22.5%

1,919 29 17,574

Total General Office

2,624

19,522

126,300

15.5%

19,522

Telephone Expense

1,173 135 0 11 725

4,028 499 182 183 4,550

16,000 7,000 3,500 300 9,000

25.2% 7.1% 5.2% 61.0% 50.6%

4,028 499 182 183 4,550

Total Operations

2,044

9,442

35,800

26.4%

9,442

General Postage

SCHEDULE 7 - OPERATIONS Dues Hospitality Board Meeting Publications

No CPA provides any assurance on these financial statements.

0

0

0

0

0

0

0

0

West Palm Beach Downtown Development Authority Supplemental Schedules February 28, 2021 Gross Month

SCHEDULE 8 - PROFESSIONAL SERVICES Accounting Professional Service Audit Studies and Surveys Legal Total Professional Services

Year-to-Date

Trolley

Annual

Budget

Work Plan

Services

Marketing

Security

Incentives

Budget

%

Y-T-D

Y-T-D

Y-T-D

Y-T-D

Y-T-D

2,000 2,500 0 0 553

8,000 (1,110) 0 0 2,729

24,000 75,000 27,000 50,000 20,000

33.3% -1.5% 0.0% 0.0% 13.6%

8,000 (1,110) 0 0 2,729

5,053

9,619

196,000

4.9%

9,619

Some rounding error may occur.

No CPA provides any assurance on these financial statements.

0

0

0

0

MEMO TO:

DDA Board Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz

FROM: Teneka James-Feaman RE:

Website Contract Extension

DATE: Tuesday, March 16, 2021

_________________________________________________________________________________________

In 2019 the DDA Board approved to begin the Website RFP process, which was awarded to Speak Creative.

Prior to Speak Creative beginning the creative process, the new downtown brand needed to near to completion and identify a few key deliverables including colors and fonts.

During the February board meeting it was decided that Pathos will start working on the new brand for Downtown West Palm Beach, including logo and tagline, and creative expressions of the new brand.

Staff has met with Speak Creative to establish a new timeline for this project. The new website will be launched at the end of the year in 2021, upon completion of the new brand.

Staff is requesting approval of the contract extension through September 30, 2021.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com

THIRD ADDENDUM TO THE WEBSITE SERVICES AGREEMENT BETWEEN THE WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY AND SPEAK CREATIVE, LLC THIS THIRD ADDENDUM TO THE WEBSITE SERVICES AGREEMENT is hereby made and entered into as of the ____ day of March, 2021, effective May 1, 2021, by and between the WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY, a special district created under the laws of the state of Florida, with offices located at 300 Clematis Street, Suite 200, West Palm Beach, FL 33401 (“DDA”), and Speak Creative, LLC, a Florida Limited Liability Corporation (“Contractor”), whose address is 1648 W. Massey, Suite 200, Memphis, TN 38120.

WHEREAS, DDA and Contractor entered into a Website Services Agreement on December 11, 2019 (“Agreement”); and WHEREAS, ARTICLE 5 of the AGREEMENT provides that the AGREEMENT term was to expire on June 30, 2020 and that all work to be performed was to be completed by said date; and WHEREAS, the parties desire to amend ARTICLE 5 of the AGREEMENT as more particularly set forth herein; NOW THEREFORE, in consideration of the mutual covenants contained herein and in the original AGREEMENT, and other good and valuable consideration, the receipt of which is hereby acknowledged by both parties, the parties agree as follows: 1.

ARTICLE 5 of the AGREEMENT, “CONTRACT TERM” is deleted in its

entirety and is replaced by the following: The term of this Agreement shall be from the Effective Date through completion of the work to be performed pursuant to the RFP but no later than September 30, 2021 unless otherwise terminated pursuant to Article 6 or extended by amendment pursuant to Article 1.

2.

All other terms, conditions and provisions of the AGREEMENT shall remain in

full force and effect except as amended herein.

[The remainder of this page left intentionally blank.]

Page 1 of 2

IN WITNESS WHEREOF, the parties have executed this ADDENDUM on the date first above written.

WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY

SPEAK CREATIVE, LLC

By:

By:

Robert Sanders, Esq., Chairman

Officer

ATTEST: By:

Raphael Clemente, Executive Director

APPROVED AS TO FORM AND LEGAL SUFFICIENCY

By:

R. Max Lohman, Esq., General Counsel

Page 2 of 2

Jacob Savage, Chief Executive

MEMO TO:

DDA Board Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz

FROM: Raphael Clemente RE:

Downtown Brand Development

DATE: Tuesday, March 16, 2021

_________________________________________________________________________________________

At the February board meeting staff received direction to begin a new creative brand process with Pathos.

DDA staff has met with the Pathos team to discuss the DowntownWPB brand next steps, including a discovery phase focused on stakeholder interviews.

Representatives from Pathos will be present to discuss the project outcomes and timeline.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com

MEMO TO:

DDA Board Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz

FROM: Raphael Clemente RE:

RFP 2021 – 001 Streets and Public Space Cleaning Services

DATE: Tuesday, March 16, 2021

_________________________________________________________________________________________

Staff has started the RFP process to select a contractor to provide litter removal and cleaning in public areas of Downtown. The new contract for service will replace the current service being provided by the DDA’s landscape maintenance contractor, Scott Lewis Gardening and Trimming.

The scope of service that is included in the RFP is attached to this memo. Staff will review the RFP process and timeline with the board.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com

Downtown Clean Team RFP – Scope of Services The West Palm Beach Downtown Development Authority is seeking proposals for Cleaning Services in the Downtown District to keep the public areas of the Downtown District, clean and inviting. The overall cleaning plan will be provided by the respondents and should include the frequency and staffing needs to meet the overall goals of the program. The proposed cleaning schedule should adhere to the basic cleaning frequency as shown:

Zone

Area

1

Downtown Core

2

4th St. on the south to 8th St. on the north. Eastern most side Flagler Dr. to western most side of Dixie Hwy. / Quadrille Blvd

3

Banyan Blvd. on the south to 4th St. on the north. Eastern most side of Flagler Dr. to western most side of Quadrille Blvd.

Frequency 7 days No Less Than 2 Days Per Week

3 Days Per Week

Jose Marti Park 4

DDA District Zone 4; Clematis, Datura & Evernia from Tamarind to Quadrille

3 Days Per Week

5

Seaboard Train Station

3 Days Per Week

6

Clearwater

3 Days Per Week

7

Flagler Waterfront

Add on Pricing

The requested services include but are not limited to: • • • • • • •

Daily Cleaning Duties including trash removal excluding furniture & hazardous materials; Emergency/On Demand Cleaning Services; Event Cleaning Services; Approved Uniforms; Assignment of a supervisor; Use of Virtual Badge to report concerns; and Staggered Start-Times based on zone and use/needs

MEMO DDA Board Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz

TO:

FROM: Raphael Clemente RE:

Litter Prevention

DATE: Tuesday, March 16, 2021

_________________________________________________________________________________________

In response to the increased amount of litter in Downtown, staff has been working with the business community, City staff, and other organizations to keep our area cleaner and decrease the amount of litter that ends up on the ground.

To achieve this outcome, it will be necessary to replace the existing trash receptacles along Clematis Street with a model that has a fixed lid and “bonnet” that prevents overloading, does not allow large items to be deposited, and does not allow unauthorized removal of contents. Working with City Sanitation staff, we have identified a replacement trash can to be purchased and installed.

Other elements of the litter prevention efforts include: • • • •

Educating business owners Increasing public awareness Identifying better alternatives for single use/disposable items for to-go and outdoor dining customers Expanding litter removal and public space cleaning programs

Staff will present details of these items during the board meeting.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com