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Council work session focuses on Fun Days planning and issuing RFP to replace building cleaning contractor
Summary
During a work session after the regular meeting, council members and staff advanced logistics for the city’s Fun Days celebration (parade, vendors, fireworks, car show, youth activities) and agreed to issue a request for proposals for building cleaning services after repeated complaints about current contractor performance.
Council members used Tuesday’s post‑meeting work session to finalize plans for the city’s Fun Days events and discussed an immediate procurement step to replace the city’s building cleaning contractor.
Fun Days planning: Council member Smalling (work‑session lead) said the parade will include an 82‑year‑old resident selected as grand marshal and that parade registrations were beginning to arrive. Staff reported roughly 13–14 parade entries so far and several music and car‑show participants; North Davis Fire District confirmed it will participate and the event will include fireworks. Officials discussed logistics including vendor counts, food‑truck arrangements for both event days, a pancake breakfast (planned for early morning, about 6:00–6:30 a.m.), a 5K race, car‑show arrangements, parking and volunteer support. City volunteers, CERT members and North Davis CTC volunteers were identified as potential parking and staffing help. Council discussed enforcement of vendor load‑out and the importance of not permitting early departures without cause.
Car-show and memorial element: Council members proposed honoring a longtime local enthusiast by awarding a dedicated classic‑truck prize in his memory; the family agreed to bring the deceased owner’s truck and participate in presenting the award.
Youth programming and scavenger hunt: Staff and council discussed re‑launching the youth council, youth booths, a scavenger‑hunt activity coordinated with North Davis CTC (which offered partial funding), and a youth info booth and carnival games.
Cleaning services RFP: Council and staff described ongoing, repeated failures by the current cleaning contractor — e.g., unclean event spaces, unemptied refuse under furniture and inconsistent service. After multiple requests to the contractor to improve performance over several months, council directed staff to finalize and circulate a request for proposals (RFP) that would specify recurring tasks (including periodic carpet shampooing and quarterly deep cleaning) and tighter performance expectations. Office manager Nicole said she would refine the draft RFP and share it with council for review before issuance.
Why it matters: Fun Days is a major community event that requires coordination across public safety, parks, volunteers and vendors. The cleaning RFP affects building maintenance, budget and vendor performance; council members said they want to pay for services that are actually delivered.
Next steps: Staff will refine the cleaning‑services RFP and circulate it for council review. Fun Days staff will finalize vendor communications, parade registration details, volunteer sign‑ups and the event layout; staff and council members agreed to walk the park to finalize booth placement and logistics.
