City of Costa Mesa
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 22-960 Meeting Date: 12/6/2022
TITLE:
CLEAN CALIFORNIA MAINTENANCE AGREEMENT
DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, P.E., CITY ENGINEER, (714) 754-5633 RECOMMENDATION:
Staff recommends the City Council:
1. Approve the Clean California Maintenance Agreement between the City of Costa Mesa (City) and the California Department of Transportation (Caltrans).
2. Award a Maintenance Services Agreement (MSA) to The Sayler Group Corporation, 28699 Fieldgrass Street, Menifee, California 92584 in the not-to-exceed amount of $150,000.
3. Authorize the revenue and expense appropriations in the amounts of $150,000 respectively, for the maintenance agreement with Caltrans.
4. Authorize the City Manager and City Clerk to execute both agreements and future amendments within Council authorized limits.
BACKGROUND:
Over the course of several years, the appearance of trash and debris has been an ongoing issue along the Caltrans freeway rights-of-way, such as the SR 55, SR 73, and I-405 freeways. Trash pick-up by Caltrans crews was being conducted on a somewhat regular basis; however, during the COVID 19 pandemic, it became more infrequent due to staffing shortages. As a result, there have been long periods with little to no trash or debris being collected along major freeways.
The City Manager’sOffice and the Department of Public Works have held meetings with Caltrans staff requesting more frequent trash and debris collection. Staffing and resource issues have prevented Caltrans to fulfill the City’srequests; however, Caltrans informed the City about a state program that helps beautify areas within state and interstate highways, known as the Clean California Beautification Program wherein cities can perform debris and trash removal along State owned rights-of-way and obtain reimbursement by the State through this program. As such, Staff requested funding from Caltrans under this program for cleaning various on and off-ramps within the City.
In addition, Public Works staff released an Invitation for Bid on September 29, 2022 (Exhibit A in
File #: 22-960 Meeting Date: 12/6/2022
In addition, Public Works staff released an Invitation for Bid on September 29, 2022 (Exhibit A in Attachment 2) assigned to pick-up trash and debris along the Caltrans freeway rights-of-way for this specific purpose.
ANALYSIS:
The City was successful in securing $150,000 from the Clean California Beautification Program for trash and debris removal within Caltrans rights-of-way in the City. The attached Clean California Maintenance Agreement (CCMA) was prepared to document the funding, roles, and responsibilities of Caltrans and the City.
As part of this agreement, Caltrans will reimburse the City up to $150,000 for the cost of cleanup of trash and debris along Caltrans freeway rights-of-way by the City’s designated landscaping contractor used for this exclusive purpose. The freeways eligible for cleanup and trash removal are the SR 55, SR 73, and I-405. Page 10 of the CCMA or Attachment 1 (Exhibit A-1) shows a map of the areas eligible for trash and debris clean-up.
The City Attorney’soffice and Caltrans’legal department have reviewed the CCMA and agreed to its final draft.
Public Works staff subsequently released an Invitation for Bid on September 29, 2022 (Exhibit A in Attachment 2) to perform the trash and debris pick-up along the Caltrans freeway rights-of-way.
The selected contractor will be contracted by the City, and Caltrans will then reimburse the City.
Upon the release and publication of the Invitation for Bid, two (2) bidders submitted bids on October 17, 2022: Mayfield Environmental Engineering and The Sayler Group Corporation.
The Sayler Group Corporation submitted the low bid based on a rate of $36 per hour for a one (1) worker crew, and $36 per hour for each additional crew member. The anticipated working times is eight (8) hours per day, five (5) days per week.
Public Works staff reviewed references from The Sayler Group and determined that this contractor is qualified to perform work in the City.
The Maintenance Services Agreement (MSA) is presented in Attachment 2.
ALTERNATIVES:
The City may elect not to enter into the CCMA with Caltrans. Staff does not recommend this alternative, as that would result in continuation of trash and debris along Caltrans rights-of-way.
FISCAL REVIEW:
Upon approval by City Council, staff will establish revenue and expense appropriations in the State Grant Fund (Fund 231) in the amounts of $150,000 respectively, to provide funding for this agreement. Caltrans will reimburse up to $150,000 for the freeway rights-of-way cleanup costs to the City.
File #: 22-960 Meeting Date: 12/6/2022
LEGAL REVIEW:
The City Attorney’s Office has reviewed the CCMA and approves it as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This agreement works toward achieving the following City Council Goal:
· Strengthen the Public’s Safety and Improve the Quality of Life CONCLUSION:
Staff recommends the City Council:
1. Approve the Clean California Maintenance Agreement (Attachment 1) between the City of Costa Mesa (City) and the California Department of Transportation (Caltrans).
2. Award a Maintenance Services Agreement (MSA) to The Sayler Group Corporation, 28699 Fieldgrass Street, Menifee, California 92584 in the not-to-exceed amount of $150,000 (Attachment 2).
3. Authorize the revenue and expense appropriations in the amounts of $150,000 respectively, for the maintenance agreement with Caltrans.
4. Authorize the City Manager and City Clerk to execute both agreements and future amendments within Council authorized limits.