Item 19 - Agreement for Caltrans Encampment Delegated Maintenance

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Caltrans Encampment Delegated Maintenance Agreement August 19, 2025 Page 2 5 2 8 1 The Public Works Agency Maintenance Services Division (“PWA”) is responsible for the maintenance of the City’s right-of-way areas including street medians, linear parks, neighborhood entry areas, and arterial sidewalk areas citywide. The services include, but are not limited to, mowing, weed mitigation, graffiti removal, trash removal and disposal, and Quality of Life Team (“QOLT”) cleanups. The Division prides itself on providing rapid response to many of the cleanliness issues located in the right-of-way and other public facilities within the City’s jurisdiction. The requests PWA receives for service along the State ROW, while within city limits, are owned by the State and maintained by Caltrans. This significantly limits PWA’s ability to respond to public and City Council concerns. Despite numerous actions taken by the City, from repeated notifications to State officials, with limited success, to in some cases taking the initiative to locally clean the State ROW, the City has been informed by the State that it is precluded from accessing all areas under Caltrans’ jurisdiction, leaving the City without any reasonable ability to address City Council and public concerns. Under the leadership and with strong support and advocacy by the Mayor and City Council to State and local Caltrans officials, emphasizing the urgency and need for the State and Caltrans to address the visibly deteriorating conditions, Caltrans engaged with the City and agreed to enter into an Encampment Delegated Maintenance Agreement (“EDMA”) which allows the City to perform maintenance services such as encampment removal, weed abatement, graffiti removal, and trash and debris removal on a reimbursement basis (Exhibit 1). The agreement provides for the City to be reimbursed up to $200,000 per year for two years. The City would perform routine maintenance services as well as as-needed encampment removals at the following 11 locations: •Seventeenth Street and Penn Way – On/Off Ramps •Buffalo Avenue and Main Street – Southbound Off Ramp •Santiago Creek Underpass at Broadway •Grand Avenue – On/Off Ramps and Underpass •Eastside of Freeway – Between Stafford Street and Mabury Street •Southside of Freeway – Between Logan Street and Lincoln Avenue •Fourth Street – Northbound Off-Ramp •Fourth Street – Southbound On/Off-Ramps •Hesperian Street and Bristol Street – On/Off Ramps and Underpass •Dyer Road – On/Off Ramps and Underpass •MacArthur Boulevard – Southbound On-Ramp Staff estimates routine maintenance costs for these areas to be approximately $150,000 per year with the balance available for encampment removals or other additional cleanup efforts. The City will be able to mobilize immediately after the Agreement takes effect. To facilitate regularly scheduled maintenance and rapid response by PWA to public and City Council service requests, staff will return to City Council in the near future for the award of a maintenance contract to augment staff’s efforts in performing these services.