TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:June 10, 2025
SUBJECT: Adopt-A-Highway Freeway Ramp/Interchange Litter Removal Service Agreement
RECOMMENDATION:
1. Approve General Services Agreement in the amount not to exceed $184,350 with Adopt-A-Highway Litter Removal Service of America, Incorporated (AAHLRSA) (Encinitas, CA), for freeway ramp and interchange litter removal services for a five-year term from July 1, 2025, through June 30, 2030.
2. Authorize annual expense of $36,870 for FY 2025-26 from A/C #631-8420-682- 5699 (Solid Waste Fund), and annual expense of $36,870 for FY 2026-27 from A/C #631-8420-682-5699 (Solid Waste Fund).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $36,870 is available in the Proposed FY 2025-26 Solid Waste Fund Budget, and $36,870 is available in the Proposed FY 2026-27 Solid Waste Fund Budget. Budget for the remaining contract term will be requested during the future biennial budget process.
BACKGROUND:
The City participates in the Adopt-A-Highway Program as a sponsor. Sponsors “adopt” sections of roadway or on/off ramps and hire Caltrans-authorized contractors to conduct litter removal through Caltrans-issued encroachment permits. The City’s sponsorship in the Adopt-A-Highway Program covers litter removal along the 14 freeway on/off ramps within the City and the 101/23 Freeway Interchange.
Adopt-A-Highway Litter Removal Service Agreement
June 10, 2025
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Thousands of vehicles travel the 101 and 23 Freeways daily, and litter from these travel corridors often migrates onto City streets and into storm drains. Through Caltrans’ Adopt-A-Highway Program, litter is removed once per month from freeway on/off ramps and twice per month from the 101/23 interchange. The table below shows the amount of trash removed from the on/off ramps and interchanges over the last four years.
Year Trash Tons
2021 2.47
2022 2.93
2023 2.77
2024 4.47
The City currently contracts with AAHLRSA for trash removal. The current agreement expires on June 30, 2025.
Caltrans-issued encroachment permits, which allow access to the State highway right-of-way for litter removal, also expire on June 30, 2025. The new contract holder will be required to renew these permits with Caltrans for an additional five years, until June 30, 2030.
DISCUSSION/ANALYSIS:
As the current service agreement expires on June 30, 2025, in accordance with Government Code Section 4526 and Thousand Oaks Municipal Code Section 3-
10.401, staff solicited a formal Request for Proposals/ Qualifications (RFP/Q) for ramp/interchange litter removal services on April 11, 2025. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general or special services should only be awarded to vendors who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than a satisfactory performance of the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate best value to the agency for the solicited scope of service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
One of the criteria of this RFP/Q solicitation is that proposers must be Caltrans- authorized service contractors. With that, the City requested proposals for ramp/interchange litter removal services from four Caltrans-authorized service contractors. These contractors comply with Caltrans license and insurance requirements, receive special safety training, and are the only contractors authorized by Caltrans to provide litter removal services for our area (Caltrans District 7).
Adopt-A-Highway Litter Removal Service Agreement
June 10, 2025
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The City received proposals from the following three Caltrans-authorized service contractors:
Company City, State
Adopt-A-Highway Litter Removal Service of America,
Inc. (AAHLRSA)
Encinitas, CA
California Highway Adoption Company Riverside, CA
Woods Maintenance Services, Inc. North Hollywood, CA
An evaluation committee, consisting of three representatives from the Public Works Department, reviewed the proposals and rated them based on qualifications, experience, sustainability practices, cost of services, and client references. The consensus of the committee was that of the three proposals received, AAHLRSA provided the best value and was the most experienced in performing the ramp/interchange litter removal services based on evaluation criteria, as set forth in the RFP/Q package.
The City has been satisfied with the litter removal service that AAHLRSA has provided over the last ten years. Staff recommends approval of the General Services Agreement with AAHLRSA (Attachment #1).
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. The updated Levine Act Form for AAHLRSA is included as Exhibit C to the Agreement (Attachment #1).
Adopt-A-Highway Litter Removal Service Agreement
June 10, 2025
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COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Rod Cordova, Assistant Analyst
Attachments:
Attachment #1 – General Services Agreement with AAHLRSA DPW: 810-60\ev\Council2025\061025\Adopt-a-Highway Litter Removal Services Agreement staff report.docx