City Council to Vote on Budget Amendment for Motel Vouchers

As part of Monday’s Consent Calendar, the City Council will vote to amend the Fiscal Year (FY) 2024 Operating Budget by transferring $120,000 from the Housing Department to the Public Health Department to provide weather-activated motel voucher services to people experiencing homelessness.

In order to expand the number of weather-activated motel vouchers available to people who are unsheltered during the 2023-2024 winter season, the Department recommends transferring $120,000 of previously approved City General Funds to the Public Health Department to support the provision of emergency shelter through motel stays, including weather-activated motel stays, during the upcoming winter season to existing clients experiencing homelessness.

“This transfer will increase the City’s capacity to ensure timely access to available resources to a larger subset of clients in addition to the people served through Friends In Deed,” according to a City staff report.

This funding is expected to serve up to 100 people across a maximum of 1 ,200 bed nights.

Last week, the City approved several contracts to make way for a new bad weather shelter.

During the COVID-19 pandemic between 2021 and 2023 when the City did not have a congregate winter shelter, the Housing Department was able to collaborate with the Public Health Department and allocate over $450,000 in federal Emergency Solutions Grant funding authorized by the CARES Act (ESG-CV) to support the provision of emergency shelter with motel stays (“motel vouchers”) through existing Public Health programs, including the Pasadena Outreach Response Team (PORT), Geriatric Empowerment Model (GEM) Link, and Transitional Age Youth (TAY) Link.

Here are the other items on Monday’s consent calendar. 

• Separate contracts with several companies for temporary staffing services for $4,000. The Department of Information Technology (DolT) is responsible for providing citywide technical support services in several key areas: applications, enterprise computing, Geographic Information Systems (GIS), network and wireless, program and project management, radios, telecommunications, and phone and field support through the Service Center (Help Desk). In addition to these IT support services, DolT is continuing to implement projects that are part of the current citywide IT Strategic Plan. Areas of need for IT temporary staffing services have included project management services, business systems analysts, change management, mobile and online application development, website development, Water & Power IT projects, and back-fill of various roles in DolT due to staff vacancies. These have included needs for major projects such as the Computer Aided Dispatch and Records Management System (CAD/RMS) and the Land Management System (LMS) projects. Also, at any time throughout the year, DolT has experienced an average of two to five personnel vacancies. While every effort is made to fill these vacancies as soon as possible, generally there is a need to back-fill while the recruitment process is in progress.

•  A contract with Custom Truck for a period of three years, or an amount not to exceed $900,000, whichever occurs first; with the option for two additional one-year extensions, or an amount not to exceed $300,000 each, whichever occurs first, at the discretion of the City Manager, for a maximum contract length of five years, or a total amount not to exceed $1,500,000, whichever occurs first. PWP provides electricity to more than 65,000 customers. The Power Distribution System is highly complex and comprised of thousands of components which function together as a Transmission and Distribution (“T&D”) System. PWP manages a wide range of aging distribution assets that are critical to system reliability. Through the normal course of providing electrical service to its customers, PWP requires the usage of heavy equipment rentals of specialized trucks, vans, cable putters, and reels required to perform fieldwork on the distribution system. PWP’s normal j practice is to own it’s regularly used construction equipment.

• Approval of the PWP Fire Mitigation Plan. accept and approve the annual update of the Wildfire Mitigation plan for 2024 for the Water and Power Department (“PWP”) as an approved operating manual to mitigate the utility’s risk of causing a catastrophic wildfire. This fulfills the requirement of the California Public Utilities Commission.

• Authorization to enter into a $683,265 contracts with Altec Industries Inc. for two aerial bucket trucks  and a $186,087 contract with 72 Hour LLC. for PWP. PWP has determined that two aerial bucket trucks require immediate replacement. The normal replacement schedule for this type of vehicle is 10 years, however the two trucks currently listed for replacement have been in operation for more than 20 years. These outdated units are no longer reliable or economical to maintain, and frequently out of service. Due to their age, finding replacement parts has become increasingly difficult and costly. The prolonged repair times has also forced PWP to rent bucket trucks, for approximately $5,000 per month per truck, to be able to maintain service reliability. These rental and repair costs and vehicle downtimes have reached unacceptable levels.

• A $3,900.000 contract with Anixter Inc, for pad mount and underground transformers for the Water and Power Department, The Water and Power Department (“PWP”) provides electricity to more than 65,000 customers. The Transmission and Distribution (“T&D”) System is highly complex and comprised of thousands of components functioning together. The distribution portion of the system contains high-voltage lines that operate at either 4,160 Volts (“4kV”) or 17,200 Volts (“17kV”). Through the normal course of providing electrical service to its customers, PWP requires a variety of parts and equipment for the T&D system, including utility poles, high and low voltage cables, transformers, switches, and dynamic protective devices. Transformers convert PWP’s electrical distribution high voltage network to voltages that can be utilized by customers and are used both for scheduled projects and emergencies. 

• A $221,260 contract with Brooks Brothers for for an electric trailer-mounted underground cable puller. PWP performs maintenance, construction, and emergency operations on the City’s electrical transmission and distribution systems. Power Delivery crews require specialized equipment and construction material essential to completing activities critical to electric system reliability, resilience, and safety. A new electric trailer-mounted underground cable puller is required for the installation of underground cable. An underground cable puller is a tool used to install or replace electrical cables in conduits that are buried underground. It is commonly used in the construction and maintenance of power transmission and distribution systems, telecommunications networks, and other underground infrastructure.

• A $660,000 purchase order with Braun Northwest Inc. for two North Star 167-3 ambulances. On August 15, 2022, Pasadena City Council approved the purchase of two (2) 2023 Ford E450 RAs for $660,000 with Emergency Vehicle Group (EVG) for an additional sixth full-time ambulance. Funds for the purchase were appropriated through the Department’s Ground Emergency Medical Transportation (GEMT) supplemental reimbursement program. In August 2023, EVG notified the Department that they would not be able to supply the two Ford vehicles due to supply chain difficulties. The EVG purchase order was cancelled. Fortunately, the Department was able to identify two RAs from Braun Northwest Inc. with matching prices and specifications. Braun has agreed to extend the prices, terms, and conditions to the City of Pasadena for the purchase of two (2) 2025 North Star 167-3 Ambulances using Houston Galveston Area Council (HGAC) Contract #AM 10-20. The HGAC is one of the largest regional planning commissions in the country and focuses on providing purchasing solutions to jurisdictions. Purchasing the requested RAs utilizing the HGAC contract is in the City’s best interest as it reduces the amount of time required to take delivery of new equipment and eliminates the need to solicit for items that are already competitively priced.

• An amendment to a contract with Norton Simon Museum to increase the annual contract landscape maintenance budget from $159,756 to $328,226 and appropriate $98,274 from the General Fund to the FY 2024 Parks, Recreation and Community Services Department Operating Budget (10118070-811400) to cover increased expenses related to landscape maintenance at Norton Simon Museum. n 1975, the City of Pasadena entered into a 75-year ground lease agreement with Norton Simon Museum (NSM). As part of the agreement, NSM was responsible for all building improvements and structural maintenance, while the City was responsible for the upkeep of trees, shrubs, ground covers, planters, walkways, and the service, replacement and repair of irrigation systems. In 1978, the agreement was amended to j allow NSM to undertake the contractual responsibility for landscape maintenance and required the City to reimburse NSM for payments made to the landscape contractor of j their choice. In 1990, a second amendment was executed extending the term from 75 to j 99 years and incorporating an annual Consumer Price Index escalator for landscape maintenance expenses.

• Reject all bids for the Pasadena Transit Signal Priority System and Communications Improvements project.

• A $235,313 contract for the Pedestrian Crossing Enhancements at Various Locations, This contract provides pedestrian enhancements to uncontrolled marked crosswalks at the following three intersections: Raymond Avenue at Grandview Street, El Molino Avenue at Buckeye Street, and Euclid Avenue at Glenarm Street. The project is comprised of the design and installation of enhanced pedestrian signage with lights, pedestrian traffic signals, enhanced crosswalk markings, and other pedestrian safety enhancements. The work includes installation of a pedestrian sensor systems, wireless rectangular rapid flashing beacons, standard signal poles, sandblasting, striping, signage, and miscellaneous appurtenant work.

• Authorize the City Manager to enter contracts with Geo-Advantec, Inc.; Earth Systems Pacific; GeoPentech, Inc.; and Geocon West, Inc. forOn-Call Geotechnical Engineering Semces for a total amount not-to-exceed $750,000 for each consultant over a four-year term for on-call geotechnical engineering services. The Department of Public Works is seeking qualified on-call geotechnical engineering consultants to provide professional services on an as-needed basis for the City of Pasadena’s Capital Improvement Program (CIP) over the next four years.

•  A resolution to approve a final tract for the creation of 19 air parcels for residential condominium purposes; and  Authorize the City Clerk to execute the Certificate on the Tract Map showing the City’s approval of said Map. 

The subject subdivision is located at 150 South Oak Knoll Avenue (Attachment B). The applicant is proposing to create 19 air parcels for residential condominium purposes. The project involves the demolition of an existing surface parking lot, and the construction of a 4-story 19-unit building with subterranean parking.

• A $1,018.233 contract with Select Electric, Inc. for installation of Americans with Disability Act push buttons at various  intersections for leading pedestrian intervals. The project provides for the installation of Leading Pedestrian Intervals (LPI) and Audible Pedestrian Signals (APS) at 68 signalized intersections throughout the City intended to improve pedestrian safety. An LPI gives pedestrians the opportunity to enter the crosswalk at an intersection three to seven seconds before vehicles are given a green indication. This allows pedestrians to establish their presence in the crosswalk before vehicles have priority to turn right or left at an intersection. APS push buttons are generally required to be used in conjunction with LPI so that persons with visual impairments are alerted through vibro-tactile and audible messaging that the pedestrian phase is served.

• A $651,000 contract for city employee parking with Unified Parking Service Inc, In January 2023, the City entered into an agreement with Unified Parking Service, Inc. (Unified) to provide a total of 200 replacement parking spaces within walking distance of City buildings. This contract did not allow extensions as it was put in place to allow time for the City to identify permanent parking solutions for the displaced employees and vehicles, as such it will expire December 31, 2023. Locating suitable long-term parking facilities to accommodate all the displaced employees continues to be challenging. Unified is amenable to providing 200 parking spaces at the 473 Union Street parking facility for a one-year term, with the option for two, one-year extensions. Staff will continue working to identify alternate long-term parking locations. Although City Departments pay to provide their employees with parking, DOT continues to administer the employee parking agreements and to collaborate with the City Departments’ employee parking needs.

•  Extend a contract by $117,000 for city employee parking with ABM industry for an additional six-month term. Although City Departments pay to provide their employees with parking, DOT continues to administer the employee parking agreements and to collaborate with the City Departments’ employee parking needs. 

• Rejection of bid for camera purchase and installation.

• Quarterly investment report. Government Code Section 53646 (2)(b)(1) states that in the case of a local agency, the Treasurer or Chief Fiscal Officer (CFO) may render a quarterly report to the legislative body of the local agency containing detailed information on: 1) all securities, investments, and moneys of the local agency; 2) a statement of compliance of the portfolio with the statement of investment policy; and 3) a statement of the local agency’s ability to meet its pool’s expenditure requirements for the next six months. By making these reports optional, this bill does not impose a state-mandated local program, however, encourages local agencies to continue to report. The bill also states that the Treasurer or CFO may report whatever additional information or data may be required by the legislative body of the local agency. 

• Adopt a resolution amending the Fiscal Year (FY) 2024 General Fee Schedule to revise and add Aquatics Fees. The City Council adopted the FY 2024 General Fee Schedule on June 5. While the General Fee Schedule is typically reviewed and updated annually, revisions are made periodically throughout the year as needed. The Parks, Recreation, and Community Services Department requests the following fee revision and proposes two new fees.

• Rate increases effective February 1, 2024, for the Grandstand Permit Application, the Rose Bowl Admission Tax, and for the New Year’s Day Related Business Grandstand Seat Surcharge as set forth in the body of this report. Pursuant to Pasadena Municipal Code (PMC) Section 1.08.060, the Rose Bowl Admission Tax, the Grandstand Seat Surcharge, and the Grandstand Permit Application Fee are to be presented to City Council no later than December 15th and adjusted on February 1st of each year. PMC also states that these taxes and fees are adjusted by an amount equal to the change in the Consumer Price Index (CPI) for the Los Angeles-Long Beach-Anaheim metropolitan area for the preceding 12-month period ending October 1st.

•  Amendment the Fiscal Year (FY) 2024 Capital Improvement Program (CIP) Budget to appropriate $1,000,000 in General Fund to the Building Maintenance FY 2021 – 2025 project for work at the YWCA building. 
• , the Department of Public Works, Building Systems and Fleet Management Division has completed ongoing building maintenance efforts to secure the integrity of the building against weather elements and vandalism. In addition, the following significant improvements have been completed as identified by the study: The Building’s roof has been covered with several temporary measures in an effort to prevent further water intrusion. Site security fencing and window barricades were installed to prevent unlawful trespassing and further vandalism. The removal of hazardous waste as a result of prior unlawful trespassing and vandalism. Shoring was installed in the pool and locker room areas to support deteriorating building elements and prevent further structural damage in 2020. Demolition of the courtyard playground began to eliminate potential hazards in 2022. To continue to preserve and invest in this historical landmark, staff is proposing to repair structural columns in the building’s basement previously identified in the 2018 updated assessment report. In addition, the proposed scope will include the removal of building materials damaged due to water intrusion. To fund this effort, staff is recommending amending the CIP budget as described below. Building Maintenance FY 2021 – 2025 (71903) – The Department of Public Works recommends appropriating $1,000,000 in General Fund to this project and increasing the budget by a like amount. This funding wilt be used for continued building preservation efforts at the YWCA building.

•   Authorize the City Manager to enter into a contract with Horizons Construction Company International, Inc., for Viña Vieja Pickleball Courts – Phase 1 project for an amount not-to-exceed $544,848 which includes the base contract amount of $495,316 and a contingency of $49,532 to provide for any necessary change orders. Currently in Pasadena, there are four pickleball courts in use at Allendale Park, four City/PUSD joint-use courts at McKinley School, two temporary courts at McDonald Park, and two temporary courts at Jefferson School. As conceptually designed, the Vina Vieja Pickleball Courts project will ultimately become the City’s first permanent and dedicated pickleball facility with 12 courts, restrooms, additional parking, and amenities to serve the citywide community. Due to limited available funding, the Vina Vieja Pickleball Courts project has been phased. Phase 1 of the proposed project initially included two pickleball courts. Upon value engineering the phased design, and consulting with Parks, Recreation and Community Services staff, it was determined to be more cost effective to construct an additional court as part of this initial phase bringing the total to three. Under this contract, Phase 1 will include the following: Installation of three pickleball courts, one of which is for adaptive/wheelchair use; site amenities including fencing, benches, and trash receptacles; planting and irrigation; expansion of the existing parking lot to add 14 parking spaces with curb and gutters; and a decomposed granite walkway. Lighting for the courts is not afforded in this phase due to its significant infrastructure costs and will be installed in a future phase. The Phase 1 implementation plan and scope was presented to and supported by the Recreation and Parks Commission on January 10.