Agenda Report
Fullerton City Council
MEETING DATE: JUNE 20, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: RAUL GODINEZ, INTERIM PUBLIC WORKS DIRECTOR PREPARED BY: MARCELO RIVAS, ADMINISTRATIVE ANALYST I
SUBJECT: CLEAN CALIFORNIA MAINTENANCE AGREEMENT
SUMMARY
This agenda item proposes to enter into a Maintenance Agreement with California Department of Transportation to participate in the Clean California State Program and award a Maintenance Services Agreement to The Sayler Group Corporation for reimbursable cleanup of trash and debris along Caltrans freeway right-of-way.
RECOMMENDATION
Authorize City Manager, or designee, to enter into and administer a Maintenance Agreement with the California Department of Transportation under the Clean California Program and authorize City Manager to execute future amendments should additional reimbursable funding become available, in a form approved by City Attorney.
Accept and appropriate receipt and use of $210,500 of Clean California Grant Program funds in the Landscape Maintenance Program (Program 2423) - General Fund (Fund 10) for the Clean California Maintenance project and authorize future budget adjustments should additional funding become available.
Authorize City Manager, or designee, to enter into a Maintenance Services Agreement with The Sayler Group Corporation and approve any future amendments and/or supplements within reimbursable project budget, in a form approved by the City Attorney.
CITY MANAGER REMARKS
Various departments have been working on a variety of measures to enhance our clean-ups along the roadways. This is a partnership with California Department of Transportation that the Deputy City Manager and Public Works management collaborated on with Caltrans as a part of our continuing efforts to increase proactivity in this area.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Infrastructure and City Assets.
FISCAL IMPACT
The recommended action would appropriate $210,500 in reimbursable revenues and program expenditures in Landscape Maintenance Program (Program 2423) in the General Fund (Fund 10). This item has no net fiscal impact to the City as the California Department of Transportation Clean California Program grant provides 100% of the funding to perform the maintenance activities identified in the agreement.
DISCUSSION
The appearance of trash and debris has become an ongoing issue along Caltrans freeway right-of-ways, such as SR 91, SR 57, SR 90 and I-5 over the past several years. The City Manager’s Office and Public Works Department have met with Caltrans staff requesting more frequent trash and debris collection. Staffing and resource shortages have prevented Caltrans from fulfilling this request. Caltrans informed the City of a State program, known as the Clean California Program, that helps beautify areas within state and interstate highways. The program helps cities perform debris and trash removal along state owned right-of-way and obtain 100% cost reimbursement from the State.
Staff proposes utilizing an exception to the City’s bidding requirements allowed by the City’s Procurement Policy and Procedures Manual, Policy No. 4.1.2 to expedite benefitting from this Clean California Program. This exception allows the City to contract with or “piggy-back” off a vendor awarded specific items or services in a contract, within the previous 365 days, resulting from a competitive bid by another governmental agency. Staff proposes to “piggyback” off the The Sayler Group contract recently awarded by the City of Costa Mesa to perform the same scope of work under the same Clean California Program.
The City of Costa Mesa competitively bid and awarded an agreement to The Sayler Group Corporation (Attachment 3, Exhibit A) in September 2022 to perform trash and debris pick-up along the Caltrans freeway right-of-way. The Sayler Group Corporation submitted rates of $36 per hour for a one-worker crew and $36 per hour for each additional crew member to perform trash clean-up and debris removal services along Caltrans freeway right-of-ways. The City of Costa Mesa allows other agencies to “piggy-back” off their competitive bid agreements per their municipal code.
The Sayler Group Corporation has offered Fullerton the same terms as the City of Costa Mesa in compliance with the “piggy-back” provision in the City’s procurement policy. Staff has reviewed the bid and references from The Sayler Group, found this acceptable and determined the contractor qualified to perform work in the City. Staff believes contracting with The Sayler Group Corporation provides the most expeditious way to clean the Caltrans freeway right-of-ways adjacent to the city and, consequently, requests approval to enter into a Maintenance Services agreement with The Sayler Group Corporation through June 30, 2024.
Attachments:
Attachment 1 – Agreement between the City of Fullerton and Caltrans Attachment 2 – Agreement between the City of Fullerton and The Sayler Group Attachment 3 – Agreement between the City of Costa Mesa and The Saylor Group Attachment 4 – Caltrans Right-of-Way Maps
cc: City Manager Eric J. Levitt
Clean California Maintenance Agreement
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