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File #: ID 20-0060    Version: 1 Name:
Type: Action Item Status: Agenda Ready
File created: 1/3/2020 In control: City Council
On agenda: 1/16/2020 Final action: 1/16/2020
Title: Approve a Contract with Landscape Maintenance of America dba California Highway Adoption Co. in the amount of $197,376, to provide monthly highway litter control along California State Routes 41, 99, 168 and 180.
Sponsors: Public Works Department
Attachments: 1. 20-0060 Committee Report, 2. 20-0060 Bid Evalaution

REPORT TO THE CITY COUNCIL

 

 

January 16, 2020

 

 

FROM:                      SCOTT L. MOZIER, PE, Public Works Director

                      Public Works Department

 

BY:                      AARON A. AGUIRRE, Public Works Manager

                      Public Works Department, Landscape Maintenance Division

 

SUBJECT

Title

Approve a Contract with Landscape Maintenance of America dba California Highway Adoption Co. in the amount of $197,376, to provide monthly highway litter control along California State Routes 41, 99, 168 and 180.

 

Body

RECOMMENDATIONS

 

Approve a Contract with Landscape Maintenance of America dba California Highway Adoption Co.in the amount of $197,376, to provide monthly highway litter control along Highways 41, 99, 168 and 180 throughout the City of Fresno (City) limits.

 

EXECUTIVE SUMMARY

 

The Measure “C” Transportation Expenditure Plan was amended to include a pilot LAP. The program is administered by the Fresno COG in conjunction with The Fresno County Transportation Authority (FCTA) and Caltrans. The Pilot Program intends to demonstrate the feasibility of using Measure “C” and other local funds to enhance litter abatement activities currently performed by Caltrans on the State Highway System. Caltrans is committed to matching any local funds on a one-for-one basis up to a maximum of $500,000 over two years.

 

The Public Works Department submitted an application in the first cycle of this program on March 2019 and was awarded funding. With over 44 linear miles of highways running through the City, the City is committed to the success of the litter abatement and will use funds to address the mainline and ramps along the State Highway System on SR-41, SR-99, SR -168 and SR-180. The City’s proposal included a detailed description of the program, cost-shared plans, performance measures, and Caltrans coordination status and implementation schedule.

 

The goal of this contract is to provide enhanced litter abatement activities along the State of California Highway System currently being provided by Caltrans.  The service contract will be for a one year contract with an option to renew one additional one-year period, for a total of two years. 

 

BACKGROUND

 

Fresno County voters approved Measure C, a 1/2-cent transportation sales tax, in 1986 and again in 2006. Fresno COG prepared the Measure “C” Expenditure Plan, a guide to how $1.2 billion in Measure “C” transportation dollars will be spent through the year 2027. It was prepared with COG partners, the cities, the County, Caltrans, the FCTA (administrators of the tax), and other community stakeholder groups.

 

On April 18, 2018, the FCTA Board amended the Measure “C” Transportation Expenditure Plan to include a pilot LAP. The Pilot Program was intended to demonstrate the feasibility of using Measure “C” and other local funds to enhance litter abatement activities currently performed by Caltrans on the State Highway System. It was recognized that the highway investments made by the original Measure “C” program, as well as the Measure “C” Extension program, have added a significant amount of freeway mileage with no additional resources for freeway maintenance. The amendment to fund the pilot LAP is intended to help address this issue. Caltrans has committed to matching any local funds on a one-for-one basis up to a maximum of $500,000 over two years, essentially providing 50% of the necessary funding. The FCTA amendment provides another 25% of the funding, with the local agency (City) providing the remaining 25%. This new FY2020 program for the City of Fresno provides a total of $400,000 in funding, with $200,000 from Caltrans, $100,000 from FCTA and $100,000 from the City of Fresno.

 

The FCTA requested Letters of Intent from potential agencies who have the ability to manage this effort and to provide the local matching funds. On December 11, 2018, the Public Works Department submitted a Letter of Intent and its commitment to the success of the litter abatement on the State Highway System on SR-41, SR-99, SR-168 and SR-180. The City’s proposal included a detailed description of the program, cost-shared plans, performance measures, and Caltrans coordination status and implementation schedule. At the February 6, 2019, FCTA board meeting, FCTA Staff presented the Board with a status update including staff’s intention to request project application for funding considerations at their April 17 meeting. Part of the Board’s update, included discussions with Caltrans which highlighted the need to implement funding agreements between the participating agency and FCTA, and between the agency and Caltrans. The City’s project application was reviewed by the Fresno COG and recommended awarding funding.

 

Staff issued a Request for Proposals (RFP) from vendors and non-profit organizations to provide the personnel, vehicles, and equipment to perform the litter abatement. City staff will manage the contract, but will not be involved with the litter removal, traffic control, or any work within the freeways. The RFP asked for costs to perform the work, and was advertised on August 21, 2019 and distributed to 15 prospective prospers.  The RFP resulted in 4 proposals being submitted for consideration at the September 10, 2019, public proposal opening. 

 

On October 24, 2019, Council selected Olympic Property Services, LLC., (Olympic) as the proposer who provided the best value to the City.  Olympic has refused to execute due to an unexpected increase in labor costs.

 

ENVIRONMENTAL FINDINGS

 

Pursuant to California Environmental Quality Act (CEQA) Guidelines section 15378, this is not a project as defined by CEQA.

 

LOCAL PREFERENCE

 

Local preference was not implemented because the local business originally selected refused to execute the contract. 

 

FISCAL IMPACT

 

This request will have no impact to the General Fund in the 2020 fiscal year. All funding for the program will be available through the adopted FY2020 budget and Measure C Litter Abatement funds and Caltrans funding. Matching funds were made available from Community Sanitation revenues in the adopted FY2020 budget.

 

Attachments: 

Report from Evaluation Committee

Bid Evaluation