Agenda Report
Fullerton City Council
MEETING DATE: MAY 21, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: STEPHEN BISE, P.E., PUBLIC WORKS DIRECTOR PREPARED BY: JEROME JOAQUIN, ADMINISTRATIVE MANAGER
MARCELO RIVAS, ADMINISTRATIVE ANALYST I
SUBJECT: AGREEMENTS WITH CALIFORNIA DEPARTMENT OF TRANSPORTATION AND THE SAYLER GROUP FOR CLEAN CALIFORNIA MAINTENANCE AGREEMENT AMENDMENT NUMBER ONE
SUMMARY
Staff requests City Council approve Clean California Maintenance Agreement Amendment Number One with California Department of Transportation and Clean California Maintenance Agreement Amendment Number One with The Sayler Group Corporation to extend agreement duration.
PROPOSED MOTION
Approve Amendment Number One to Maintenance Agreement with the California Department of Transportation to continue the Clean California Program and authorize City Manager, or designee, to execute and administer the amendment, in a form approved by the City Attorney.
Approve Amendment Number One to Maintenance Services Agreement with The Sayler Group Corporation to continue to provide maintenance on Caltrans Right-of-Way and authorize City Manager, or designee, to execute and administer the amendment, in a form approved by the City Attorney.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
The City Manager requests approval of Amendment Number One.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Infrastructure and City Assets.
FISCAL IMPACT
These actions would have no net fiscal impact to the City. The California Department of Transportation Clean California Program grant funds 100% of the maintenance activities identified in the agreement. Amendment Number One extends the agreement with The Sayler Group until June 30, 2025 and increases the not-to-exceed amount from $134,784 to a $210,500 total grant award. The City fully appropriated the Clean California grant award on June 20, 2023. Therefore, staff does not request additional appropriation. This amendment would utilize unexpended grant funds for the duration of the amended date. This would necessitate amending The Sayler Group Corporation agreement to extend the duration of the contract and amend the Not-to-Exceed amount to $210,500.
BACKGROUND AND DISCUSSION
City Council approved a Maintenance Agreement with the California Department of Transportation under the Clean California Program on June 20, 2023. The Clean California Program helps cities remove debris and trash along State-owned Right-of-Way. The State authorized a maximum $210,500 expenditure from the Clean California Grant Program to fund the initiative designated for program oversight and to compensate the contractors performing the work. Cities could perform these services and receive 100% cost reimbursement from the State through this program.
City Council awarded a $134,784 not-to-exceed contract to The Sayler Group Corporation on June 20, 2023 for debris and trash removal on Caltrans Right-of-Way, funded through the Clean California Program. City staff and The Sayler Group Corporation incurred $63,464.19 in expenditures as of April 1, 2024, leaving a $147,035.81 grant funds balance.
Maximum Authorized Expenditure:
Total Expenditures Through April 1, 2024:
Remaining Balance:
$210,500
$63,464.19
$147,035.81
Caltrans proposed extending the original agreement to utilize the remaining balance through June 30, 2025. The proposed amendment would extend the term of the agreement from June 30, 2024 to June 30, 2025 and continue debris and trash removal services along Caltrans Right-of-Way without requiring additional funding. Instead, the City would utilize remaining unexpended funds allocated for the agreement duration. If approved, the extension would enable the City to carry out essential maintenance operations aligned with Clean California Program objectives throughout the extended period.
Staff also requests City Council approve Amendment Number One with The Sayler Group Corporation to extend the Maintenance Services Agreement duration with The Sayler Group from June 30, 2024 to June 30, 2025 or until funds become exhausted, whichever occurs first. Additionally, staff requests City Council authorize the City Manager to increase the contract amount to $210,500.
Attachments:
Attachment 1 – Amendment Number 1 between City of Fullerton and Caltrans Attachment 2 – Amendment Number 1 between City of Fullerton and Sayler Group Attachment 3 – Agreement between City of Fullerton and Caltrans Attachment 4 – Agreement between City of Fullerton and The Sayler Group cc: City Manager Eric J. Levitt
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