REPORT TO THE CITY COUNCIL
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
BY: BRIAN RUSSELL, Assistant Director
Public Works Department, Street & Landscape Maintenance Divisions
ERIKA PELAYO-LOPEZ, Community Coordinator
Public Works Department, Landscape Maintenance Division
SUBJECT
Title
Approve Contract Change Order No. 3 to the Highway Litter Control Contract with Landscape Maintenance of America dba California Highway Adoption Company, in the amount of $119,500, increasing the total two year contract from $709,446 to $828,946 (Citywide)
Body
RECOMMENDATION
Staff recommends City Council approve Contract Change Order No. 3, in the amount of $119,500 with Landscape Maintenance of America dba California Highway Adoption Company for Highway Litter Control.
EXECUTIVE SUMMARY
This contract change order for $119,500 will maintain the current service levels and number of clean-up cycles through the end of the current vendor contract in March 2022. On May 14, 2020, City Council approved a City-initiated contract change order for $119,500 to utilize savings in available funding to increase litter control from (1) one time per month to two (2) times per month, for a total of twenty-four (24) times per year on Highway 41 and 99. Funding is available through the freeway litter control program previously approved by Council, which includes outside funding from Measure “C” and Caltrans District 6. Caltrans is requesting the City approve the change order to maximize the amount of litter removed on the State highways. Consistent with the change order previously approved by the Council, this action will utilize the funding that is in place through the adopted budget and existing agreements with Caltrans and the Fresno County Transportation Authority.
BACKGROUND
On January 16, 2020, City Council approved a contract with Landscape Maintenance of America dba California Highway Adoption Co. for $197,376 to provide monthly highway litter control along California State Routes 41, 99, 168 and 180 throughout City of Fresno (City) limits. The award amount for monthly service was significantly under the total program funding available and staff began pursuing opportunities to fully utilize available Caltrans and Measure C Litter Abatement Program funding to further enhance these services. On May 14, 2020, City Council approved a City-initiated contract change order for $119,500 to utilize savings in available funding to increase litter control from one (1) time per month to two (2) times per month, for a total of twenty-four (24) times per year on Highway 41 and 99.
In early 2021, Caltrans approached the City requesting a change order to utilize an additional $200,000 with no match required, to increase service frequencies as much as possible, with the condition that the funding had to be fully expended by June 30, 2021. On March 18, 2021, City Council approved a City-initiated contract change order for $195,194 utilizing one-time funding from Caltrans to increase service frequency to four (4) times per month on all four (4) State highways from April 2021 through June 30, 2021.
Actual work began on the Highway Litter Control Program on March 9, 2020, with monthly clean-up service of State Routes 41, 99, 168 and 180. Service was increased in May 2020 to two (2) clean-up cycles per month on State Route 41 and 99. From the start of work in March 2020 through the end of September 2021, the Highway Litter Control team picked up 16,100 bags of litter, equating to approximately 130 tons of trash along freeways in the City of Fresno.
The standard annual program has full funding available as previously approved by the Council, which includes outside funding from Measure “C” and Caltrans District 6. The City of Fresno provides a local match of $100,000, Fresno County Transportation Authority contributes $100,000, and Caltrans contributes $200,000 for the total of $400,000 in support of the Highway Litter Program.
Staff is also preparing to re-bid the highway litter abatement contract, with a goal of awarding no later than early February 2022, in order that no disruption in service will occur in March 2022 when the current vendor contract ends.
Staff worked previously with Caltrans and Fresno County on a draft agreement to utilize Adult Offender Work Program (AOWP) workers for additional clean-up and light weeding efforts at freeway interchanges. This new initiative is dependent upon availability of Caltrans funding to support an additional City leadworker to transport AOWP workers and be present at the job site. Currently this AOWP initiative is on hold, pending improved COVID-19 conditions.
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 this change is to an existing construction contract.
FISCAL IMPACT
This request will have no impact to the General Fund in the 2022 Fiscal year. All funding for the program will be available through the adopted FY2022 budget and Measure C Litter Abatement and Caltrans funding. Matching funds were made available from Community Sanitation Revenues in the adopted FY2022 budget.
ATTACHMENT:
Contract Change Order No. 3