City Council
June 21, 2022
AGENDA REPORT
TO: Edward D. Reiskin FROM: G. Harold Duffey
City Administrator Director, Oakland Public
Works
SUBJECT: Caltrans Clean California
Maintenance Agreement & Grant
DATE: May 23, 2022
City Administrator Approval Date: Jun 9, 2022
RECOMMENDATION
Staff Recommends That City Council Adopt The Following Pieces of Legislation:
A Resolution Authorizing The City Administrator To: (1) Accept And Appropriate Clean California Grant Funds To Oakland Public Works For Six Hundred Forty Thousand Dollars ($640,000) Per Year For Two Years For A Total Of $1,280,000 From The California Department Of Transportation (Caltrans); And (2) Execute A Two-Year, Clean California Maintenance Agreement Between Caltrans And The City Of Oakland (City) To Provide Litter, Bulky Waste, And Homeless Encampment Debris Removal Services To Caltrans In The State Of California’s Rights Of Way In The City; And
A Resolution Authorizing The City Administrator To: (1) Amend And Extend The Term Of The As-Needed Contract With The Beautification Council By Fourteen (14) Months From April 30, 2023, To June 30, 2024; (2) Increase The Contract Amount By One Million Two Hundred Eighty Thousand Dollars ($1,280,000) For A Total Not To Exceed Contract Amount Of Two Million Eight Hundred Eighty Thousand Dollars ($2,880,000); And (3) Waive Further Advertising And Competitive Request For Proposal/Qualification Selection And Local Business/Small Local Business Participation Requirements.
EXECUTIVE SUMMARY
As a part of Governor Gavin Newsom’s California Comeback Plan, the Clean California initiative invests $1.1 billion in state and local governments to remove litter, debris, and graffiti; create jobs; and beautify public areas along highways, streets, and roads especially those in underserved rural and urban communities throughout the state. Clean California’s goal is to remove an additional 1.2 million cubic yards, or 21,000 tons of trash from the state system by June 2024.
Through the Clean California Litter Program, the California Department of Transportation (Caltrans) District 4 (San Francisco Bay Area) is tasked to distribute some $7.5M ($2.5M per
Edward D. Reiskin, City Administrator
Subject: Caltrans Clean California Maintenance Agreement & Grant Date: May 23, 2022 Page 2
City Council
June 21, 2022
year for three years) amongst participating Bay Area municipalities based on need and competitive proposals. Oakland Public Works (OPW) Staff submitted a competitive proposal that was approved by Caltrans and was subsequently invited to execute the Clean California Maintenance Agreement (CCMA) and receive grant funds up to $640,000 per year for the remaining two years of the Litter Program.
The CCMA will help OPW maintain a cleaner Oakland. The additional clean-up effort will be on Caltrans properties near highway and freeway on-ramps/off-ramps, underpasses, and other Caltrans sites throughout the City of Oakland (City). These areas of Oakland are not cleaned by City crews and very infrequently cleaned by Caltrans. The CCMA grant funding will provide for more frequent cleaning of Caltrans rights of way in the City. OPW proposes to use this grant to contract with the Beautification Council, a local non-profit and community-based organization that hire and train unsheltered individuals, to perform the additional clean-up efforts on Caltrans properties. Contracting with the Beautification Council for this work will create job opportunities for vulnerable populations within the City.
BACKGROUND / LEGISLATIVE HISTORY
Illegal dumping is an epidemic in Oakland. According to Fiscal Year (FY) 2020-21 data from OPW’s work management system, Cityworks, OPW crews removed 7,470 tons of debris from Oakland city streets. During this same period, some 35,613 service requests were submitted by Oaklanders. A portion of the reported debris fall in Caltrans’ rights of way.
In late 2021, Caltrans staff approached the City via the Caltrans Working Group, an interdepartmental team coordinated by the City Administrator’s Office, to discuss opportunities to use Clean California state funds allocated to Caltrans District 4, which includes Oakland. Over the next several months, Oakland Department of Transportation (OakDOT) and OPW staff worked collectively to submit competitive proposals, resulting in prior grant awards to three projects:1) International Boulevard Pedestrian Lighting and Sidewalk Improvement Project($9,921,587); 2) Oakland Mini-Parks Project ($4,992,380); and 3) Courtland Creek Restoration Project: $2,033,575.
The current proposal, which has also been accepted by Caltrans, would be for another grant award for $1.28 million over two years to conduct cleaning on Caltrans properties throughout the City through contracting with the Beautification Council.
ANALYSIS AND POLICY ALTERNATIVES
In accordance with the City’s adopted Budget, City activities are structured to support the following priorities: (1) Holistic community safety; (2) Housing, economic, and cultural security; (3) Vibrant, sustainable infrastructure; (4) Responsive, trustworthy government. The proposed grant agreement with Caltrans furthers all four of the City’s priorities.
Accepting the Clean California grant will extend the City’s capacity to clean areas of the City that are not serviced by OPW. Caltrans will contract with the City to clean on-ramps and off-ramps, Edward D. Reiskin, City Administrator
Subject: Caltrans Clean California Maintenance Agreement & Grant Date: May 23, 2022 Page 3
City Council
June 21, 2022
underpasses and other areas under Caltrans’ jurisdiction, contributing to safer communities and more sustainable infrastructure.
OPW recommends contracting with Beautification
Council to perform the work on Caltrans property.
Currently, OPW contracts with Beautification
Council, a local non-profit and community-based
organization, to remove litter and bulky debris near
and in active homeless encampments.
Beautification Council is uniquely qualified to
perform this work. The organization has
demonstrated the ability to engage unsheltered
residents in detailed micro-cleaning at
encampments, consistently performing above
standard. Through the City’s contract with
Beautification Council, Oakland can amplify the
community-based organization’s ability to hire more
unhoused and justice-system-involved individuals to
perform the work. Participants will be paid above
Illegal dumping @ 42nd Ave and International Blvd
(Caltrans property at Hwy 77)
living wage and given job readiness skills to transition to stable employment, which improves economic security for this population and the community at large. Council’s approval of the proposed resolutions will demonstrate the City’s responsiveness to Oaklanders’ appeals to do more to clean up Oakland streets.
Caltrans’ Clean California grant is a one-time funding source from the State. At the time of this report, Caltrans nears the end of year one of their three-year Litter Program. Time is of the essence for the City to ratify the maintenance agreement to maximize grant funds. Extending and increasing Beautification Council’s contract in lieu of issuing a new Request for Qualifications/ Proposals (RFP/Q) will achieve the goals of maximizing available grant funds from the State Litter Program and cleaning more areas of Oakland as soon as possible. OPW seeks Council approval to (1) accept the Clean California Grant for $1.28 million, (2) authorize the City Administrator to execute a CCMA with Caltrans, and (3) extend Beautification Council’s contract term from April 30, 2023, to June 30, 2024, and increase contract amount by $1.28 million, waiving further advertising and competitive bidding and competitive request for proposal/qualification selection and local business/small local business participation requirements to provide the work outlined in the CCMA’s scope of work.
Alternatives to the proposed CCMA grant are:
• Status Quo – Decline the $640,000 per year for two years Clean California Grant. Do not execute Caltrans’ CCMA. Specific Caltrans locations in Oakland, identified by Caltrans and OPW to be routinely plagued by litter and bulky waste, will continue to be cleaned on Caltrans’ limited schedule.
Edward D. Reiskin, City Administrator
Subject: Caltrans Clean California Maintenance Agreement & Grant Date: May 23, 2022 Page 4
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June 21, 2022
• Deploy City Crews to Perform Clean-Up – The City may execute the CCMA but elect to deploy Keep Oakland Clean & Beautiful (KOCB) crews to perform the trash removal.
However, this is not a preferred alternative because: (1) the Clean California grant is a one- time funding source and thus cannot support ongoing personnel costs beyond June 2024; (2) City crews are already operating at capacity, using overtime to remove trash and debris from homeless encampment in areas under the City’s jurisdiction; and (3) the Beautification Council is uniquely qualified to hire and manage unsheltered residents to clean in and around active homeless encampments and have demonstrated their ability to perform above standard, consistently and reliably.
FISCAL IMPACT
There is no fiscal impact to the City if the proposed resolutions are approved by City Council.
The costs associated with the work to be performed for the CCMA will be funded by the Clean California grant at up to $640,000 per year for two years for a total of $1.28 million. Staff recommends City Council accept and appropriate the grant funds for the full amount of $1.28 million in Fund (2140) California Department of Transportation, Organization (30674) – Illegal Dumping, Project - to be determined.
PUBLIC OUTREACH / INTEREST
There is a high degree of public interest in eradicating illegal dumping. At Public Works Committee meetings, City Council meetings, and local community meetings, Oakland residents and business owners routinely appeal to the City to step up its response to the illegal dumping problem in their neighborhoods or near their places of business. Constituents who call to report dumping may later learn the dump site is in the Caltrans rights of way, which precludes City crews from removing the debris due to jurisdictional boundaries, leaving all parties dissatisfied.
The public wants to see the City remove dumping wherever it occurs.
This item did not require any additional public outreach other than the required posting on the City’s website.
COORDINATION
Staff worked with the City Attorney’s Office, the Department of Human Resources – Risk Division, the Budget Office, and the City Administrator’s Office in preparing this report.
SUSTAINABLE OPPORTUNITIES
Economic: The cost of illegal dumping to Oakland taxpayers continues to grow. In Fiscal Year 21-22 alone, the City spent over $12 million to abate debris dumped on Oakland streets.
Edward D. Reiskin, City Administrator
Subject: Caltrans Clean California Maintenance Agreement & Grant Date: May 23, 2022 Page 5
City Council
June 21, 2022
Although the City deployed enforcement officers and resources to catch more dumpers, the need to remove trash continues. The Clean California grant will extend the City’s capacity to clean areas of the city not under its jurisdiction. The grant funds will also enable Beautification Council to hire more unsheltered individuals to perform the additional work, providing participants living wages and job readiness skills to advance to regular employment. Finally, cleaner streets and underpasses will promote a safer, healthier, pedestrian-friendly environment that encourages shopping and recreating in Oakland, which will benefit neighborhood businesses.
Environmental: Illegal dumping is a crime against the environment. Illegally dumped materials can be washed into storm drains, contaminating Oakland’s waterways and harming wildlife.
Debris can clog storm drains and culverts, causing flooding. Large garbage piles increase the likelihood of fires. Dump piles serve as an ideal breeding ground for mosquitoes, flies, rats, and other disease-carrying vectors. State grant funds will allow OPW to maintain an overall cleaner, safer Oakland.
Race & Equity: Clean streets – ones free of
discarded household goods and clothing,
broken furniture, and appliances, and/or
commercial waste – will have a measurably
positive effect on the health and safety of
Oaklanders, especially for those living and
working in historically underserved and
disadvantaged communities below Interstate
580 where illegal dumping is concentrated, and
chronic hot spots are most prevalent. With the
passage of the two proposed resolutions, the
City Council will continue its commitment to
invest resources into traditionally underserved
and racially marginalized neighborhoods. With
the Clean California grant funds, the City can
increase its efforts to keep underprivileged
communities clean.
ACTION REQUESTED OF THE CITY COUNCIL
Oakland’s Priority Neighborhoods (Source: OakDOT
Geographic Equity Toolbox)
Staff Recommends That City Council Adopt The Following Pieces of Legislation:
A Resolution Authorizing The City Administrator To: (1) Accept And Appropriate Clean California Grant Funds To Oakland Public Works For Six Hundred Forty Thousand Dollars ($640,000) Per Year For Two Years For A Total Of $1,280,000 From The California Department Of Transportation (Caltrans); And (2) Execute A Two-Year, Clean California Maintenance
Edward D. Reiskin, City Administrator
Subject: Caltrans Clean California Maintenance Agreement & Grant Date: May 23, 2022 Page 6
City Council
June 21, 2022
Agreement Between Caltrans And The City Of Oakland (City) To Provide Litter, Bulky Waste, And Homeless Encampment Debris Removal Services To Caltrans’ In The State Of California’s Rights Of Way In The City; And
A Resolution Authorizing The City Administrator To: (1) Amend And Extend The Term Of The As-Needed Contract With The Beautification Council By Fourteen (14) Months From April 30, 2023, To June 30, 2024; (2) Increase Th Contract Amount By One Million Two Hundred Eighty Thousand Dollars ($1,280,000) For A Total Not To Exceed Contract Amount Of Two Million Eight Hundred Eighty Thousand Dollars ($2,880,000); And (3) Waive Further Advertising And Competitive Request For Proposal/Qualification Selection And Local Business/Small Local Business Participation Requirements.
For questions regarding this report, please contact Victoria Chak, Administrative Services Manager at (510) 615-5446.
Respectfully submitted,
G. HAROLD DUFFEY
Director, Oakland Public Works
Reviewed by:
Susan Kattchee, Interim Assistant Director
Oakland Public Works – Bureau of Environment
Prepared by:
Victoria Chak, Administrative Services Manager
Oakland Public Works – Bureau of Environment