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Construction Services Contract on Council’s Monday’s Consent Calendar Agenda

Published on Monday, June 10, 2024 | 4:00 am

As part of Monday’s consent calendar, the City Council will vote to authorize the City Manager to enter into a two year $11 million contract with Perry C. Thomas Construction, Inc. for construction services. The contract also contains options for five additional one-year extensions for $5,500,000 each, which could result in a contract as high as $38.5 million.

Pasadena Water and Power provides electricity to more than 65,000 customers. The Power Distribution System is highly complex and comprised of thousands of components that function together as the Transmission and Distribution (T&D) System. A critical part of this system is the infrastructure that houses the underground electrical components (i.e. cables, switches, and junctions). Pasadena Water and Power Power Delivery Division does not have in-house civil construction crews and has traditionally used outside contractors for civil construction (i.e. trenching, conduits, vaults, and pull boxes). This type of construction is monitored and inspected by City staff to ensure compliance with standards and requirements. Pasadena Water and Power in-house crews will typically install the electrical components after the civil construction is completed.

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

  • A resolution declaring that real property owned by the Successor Agency to the Pasadena Community Development Commission located in the City of Pasadena at 145 N. Raymond Ave. and identified as Surplus Land pursuant to the Surplus Land Act. The Armory Center for the Arts (Armory) entered into a lease agreement for the Property with the City of Pasadena’s Community Development Commission on February 17, 1987. The current lease, entered into on May 31, 2001, is set to expire in 2031. In lieu of paying an annual rent, it was agreed that the Armory Center for the Arts would provide arts programs to equal or exceed the value of the annual rent. The Armory is currently operated as a cultural institution with an art gallery/exhibition room and a number of workshops and classrooms that provide art programs to residents and visitors of the City of Pasadena.
  • Authorize the City Manager to enter into a $97,604 purchase order contract as the result of a competitive selection process for the development of a Strategic Plan and to conduct a Community Risk Assessment (CRA) and Standards of Cover (SOC) deployment analysis for the Fire Department. The Fire Department’s strategic planning process is a management tool for identifying the Department’s past achievements, future goals and objectives, and setting the course necessary to achieve these objectives. The planning process also assists the Department in adapting to changes occurring within and outside the organization, and in directing the Department’s efforts and resources to focus on its highest priorities. The Community Risk Assessment (CRA) and Standards of Cover (SOC) deployment analysis holds paramount importance in determining the optimal deployment of the Pasadena Fire Department’s resources to meet community needs effectively. This involves a detailed analysis of community risks, resource allocation, and response strategies to ensure the Pasadena Fire Department can achieve and maintain the highest standards of safety and efficiency.
  • A ten-year Site Lease Revenue Agreement with the Metropolitan Water District of Southern California (MWD) for the purpose of installing communications equipment on City-owned land at the Mirador Water Reservoir site, resulting in up to $270,000 in revenue to the City, with the option for the City Manager to extend the agreement for an additional ten-year period, at an amount of up to an additional $270,000 in revenue. Metropolitan Water District’s telecommunications facilities play a vital role in transmitting water within their system by relaying essential information about their pipelines. This communication infrastructure is indispensable for ensuring the smooth operation of Metropolitan Water District’s water conveyance system. The plan is to install an antenna structure to serve as a backup data pathway, enhancing the system’s reliability. However, to proceed with installation on the proposed site, Metropolitan Water District must enter into a Site Lease Agreement with the City, granting them and their subcontractors access and usage rights to install and maintain the communications tower on City property.
  • Authorize the City Manager to amend a contract with Environmental Systems Research Institute Inc. by $400,000 for a total amount not to exceed $800,000 for an enterprise license agreement of GIS software and extend the contract term by three years. ESRI CIS software is a proven technology used by crime analysts, epidemiologists, planners, inspectors, engineers, chemists, technicians, and application developers as a decision support tool and as an information management system for essential business applications including public safety dispatch, licensing, permitting, asset management, 311 customer support, and vehicle routing. Over 300 GIS datasets consisting of water, power, fiber utility networks, public safety data, parking meters, traffic signals, address points, parcels, zoning, political boundaries, street centerline, sewer lines, and trees are managed with the ESRI software. In support of the department uses above, back on April 12, 2021, City Council approved a three-year contract, 32011 , with ESRI for an Enterprise License Agreement (ELA) for GIS software. This contract will expire on July 1, 2024, and staff recommends extending the contract for another three years. A renewed three-year ELA will provide the following benefits: Unlimited use of GIS software for all City departments Removal of technology barriers to enhance staff collaboration, and support collaboration and mutual aid efforts with neighboring cities Provide the technology and licensing to support Fire’s Rose Parade Operations and Housing’s Homeless Count • Reduce administrative processing time for software licensing, maintenance, services, and training for staff.
  • A $214,813 contract with Power and Telephone Supply Company for fiber optic cable and microduct. Currently, existing fiber materials inventory is being used, but Department of Information Technology (DolT) staff has identified significant and growing City requirements for fiber network connectivity over the next three years, that will require a significant investment in fiber related materials. Fiber expansion activities will include, but not be limited to the extension of fiber to connect new City EV charging facilities, providing public Wi-Fi access to seventeen City parks and park facilities not already linked to the fiber backbone, supporting economic development goals, and serving new customers.
  • A resolution that selects the California per capita income and the population increase for the City of Pasadena as the indices to be used in calculating the appropriations limit for fiscal year (FY) 2025 and establishes the appropriations limit for fiscal year 2025 at $401,105,657; and establishes appropriations subject to the limit for fiscal year 2025 at $198,607,094. And a resolution that: a. Selects the California per capita income and the population increase for the City of Pasadena as the indices to be used in calculating the appropriations limit for fiscal year (FY) 2025; b. Establishes the appropriations limit for fiscal year 2025 at $401,105,657; and c. Establishes appropriations subject to the limit for fiscal year 2025 at $198,607,094.
  • Authorization for the City Manager to enter contract agreement No. 6 to the interagency agreement with the Los Angeles Community Development Authority to receive $211,463 in Los Angeles County funds for the homeless incentive program. In March, 2017, Los Angeles County voters approved Measure H, a quarter percent sales tax to fund previously developed strategies to combat homelessness. The Los Angeles County Board of Supervisors allocated HIP funding to the Housing Authority of the County of Los Angeles (HACoLA), now known as the Los Angeles Community Development Authority (LACDA) which has been authorized to enter into Interagency Agreements with other Public Housing Authorities (PHAs) in the County so that this assistance may be provided for homeless rental assistance voucher holders throughout areas of the County that are not covered by LACDA. The Housing Department acts as the PHA for the City. The City was initially allocated $96,250 in HIP funds in 2018, following Council approval on March 26, 2018, of the Interagency Agreement (Contract No. 22,928) between the City and LACDA (the “Agreement”). Five subsequent amendments to the Agreement were entered into for additional HIP funding in the amounts of $101,750, $123,750, $103,667, $187,482, and $330,579 for a total of $943,478 including the initial allocation. The City is now eligible to receive an additional $211,463 in HIP funding for fiscal year 2025 by entering into Amendment No. 6 to the Agreement, as recommended. Eligible incentives under HIP include holding fees to landlords in the amount of one month’s rent, renewable for one additional month; credit check and rental application fee assistance; security and utility deposit assistance; and damage claim assistance if a program participant causes damages to a unit costing in excess of the security deposit. These incentives assist persons exiting homelessness to compete more effectively in the current rental market, which is experiencing very low vacancy rates and average rents that are generally higher than housing vouchers are able to pay. Since the implementation of HIP by the City, over 100 households experiencing homelessness who have been issued a rental voucher have been able to secure a rental unit and become permanently housed through the use of these funds. Approval of the subject recommendation has the potential to assist an additional 50 homeless.
  • A five year $2,956,736 purchase order contract with Evoqua Water Technologies to furnish and deliver Ion exchange resin for the Water and Power Department. On January 23, 2006, the City of Pasadena (“City”) and Caltech entered into a contract which provides a funding mechanism for the City to construct and operate the Monk Hill Treatment Plant for the removal of perchlorate and VOCs. The direct costs associated with the operation and maintenance of the Monk Hill Treatment Plant are reimbursable by Caltech. The Monk Hill Treatment Plant utilizes ion exchange resin (“IX resin”) that is specifically designed for removal of perchlorate and granular activated carbon to remove VOCs. This subject contract is associated only with furnishing and delivering IX resin. Advertising for granular activated carbon occurred under a separate specification, since some vendors may only provide for IX resin or granular activated carbon and not necessarily both products.
  • A $354,998 purchase order contract with iFlow for a term of three years, or until funds are expended, whichever occurs first, with an option for two additional one-year terms at $118,324 per year, at the discretion of the City Manager, for a maximum total amount not-to-exceed $591,646. Itron encoder receiver transmitter (“ERT”) series Endpoints 100W+ is a device that connects to a water meter’s absolute encoder register for automatic meter reading (“AMR”). AMR allows the collection of water meter data via drive-by instead of having to manually read each meter, saving a significant amount of labor-hours. The AMR program was launched in 2005 with the Itron ERT, which is designed for 20 years of battery life. Pasadena Water and Power’s service territory has approximately 38,000 service connections and each requires a meter and an Itron ERT. Accurate billing to the customers is dependent on the replacement of aging and/or non-functional meters and Itron ERTs. Prior to the full implementation of advanced metering infrastructure (“AMI”), Pasadena Water and Power needs to continue replacing approximately 1,500 meters and ERTs each year.
  • A $1,131,544 contract with Bellfree Contractors, Inc. for the One Arroyo Trail Project — North Arroyo Loop Trail & South Arroyo Loop Trail. Specifically, the scope of work for the project consists of the following: Trail out-slope grading and repair to drainage dips to improve and control storm water drainage; placement of rock armor base on some trail segments to provide better erosion control; placement of stone terracing and steps for steep slope trail areas; installation of small footbridges to allow easy and safe traversing for users; and installation of lodgepole fencing and stone retaining walls. Utilizing private capital funds, One Arroyo Foundation contracted with RJM Design Group, Inc. (RJM) to develop design plans. One Arroyo Foundation presented project updates and conceptual drawings to Recreation and Parks Commission throughout the planning and design development phases of the project. These presentations allowed Commissioners and the community to provide feedback on design elements, which was utilized to develop the final construction documents. In conjunction with the design efforts, the City contracted with Psomas to develop the required CEQA environmental documentation.
  • Amend a contract with HDR Engineering, Inc. by $4,146,335 to $5,959,422 for professional services for the Pasadena Transit Operations and Maintenance Facility project. The project is to construct a Transit Operations and Maintenance Facility (TOMF) to support the operations of the Pasadena Transit fixed route services and Pasadena Dial-A-Ride paratransit services. The proposed facility will be situated on two parcels located at 2180 East Foothill Blvd. and 2211 East Walnut St.
  • A $294,776 contract with Mackone Development, Inc. for the Public Health Building Tenant Improvements project. In May 2021, Central Library was closed to the public due to structural deficiencies. As a result, the Library’s collection has been transferred to several locations throughout the City including Jefferson School, Rose Palace, and various library branches to maintain public access. In order to properly store Central Library’s historic archival collection, a secured and climate-controlled location is necessary. To accommodate this need, staff has identified the existing non-functioning laboratory space in the basement at Pasadena Public Health (PPH) Building, located at 1845 N. Fair Oaks Avenue, to store Central Library’s historic archival book collection. The project scope of work includes converting the 1,435-square-foot unused laboratory space in the basement of the Public Health building into usable storage space for an estimated duration of five years, until Central Library undergoes the necessary earthquake retrofit repairs and re-opens. The tenant improvements include removal of the former laboratory’s cabinetry; modifications to the existing electrical and plumbing systems; and upgrades to the HVAC system. In addition, shelving systems will be purchased and installed under this contract.
  • Authorize the City Manager to enter into a contract with Kaiser Foundation Health Plan, Inc. (Kaiser) in an amount not to exceed $415,500 for a two-year term to provide up to 200 parking spaces at the 393 E. Walnut St. parking facility. On February 1, 1972, the City entered a 51-year agreement with the First Baptist Church to allow the City to construct and operate a parking garage on a church-owned parcel located at 150 E. Holly Street, also referred to as Holly Street Garage. The agreement expired on February 28, 2023, and approximately 422 City employees and 41 City vehicles that parked in the Holly Garage were displaced.
  • Amendment to the fiscal year 2024 Capital Improvement Program (CIP) Budget. Throughout the fiscal year (FY), the Department of Public Works in conjunction with other impacted departments review active CIP projects to determine if budgetary changes are needed.
  • A $5,716,140 contract with Flowbird for pay-by-plate parking pay stations, equipment upgrades and ongoing maintenance for and approve loans to the Playhouse Parking Meter Fund and approve $900,000 in loans to the fund. The City’s parking meter technology has continued to age. The current inventory is located on-street and in surface lots, which is comprised of single-space meters and multi-space pay stations as well as kiosks for temporary overnight permits. This equipment is over 10 years old, and replacement parts have become either obsolete or very difficult to attain. As such, all the current on-street and surface lot paid parking equipment, multi-space pay stations and single-space meters, have reached the end of their operational life.
  • A $759,200 contract with the Federal Highway Administration (FHWA) for the Safe Streets and Roads for All (SS4A) Action Plan grant. The Department of Transportation applied for and was awarded an Action Plan grant to develop a Citywide Active Transportation Plan. The award is for $759,200 and requires a $189,800 local match. Funds must be expended within three years of the contract award. The Pasadena Citywide Active Transportation Plan will update and integrate the City’s 2015 Bicycle Transportation Action Plan, 2006 Pedestrian Plan, 2024 Pedestrian Transportation Action Plan, and Safe Routes to School planning work to create a comprehensive Action Plan for safe and accessible walking, hiking, and rolling in the City. The community-driven plan will focus on four key areas: education, infrastructure improvements, consistency with the Mobility Element and incorporating the latest best practices in active transportation. A key focus will be ensuring that equity is at the forefront of projects and advancing strategies aimed at reducing fatalities and serious injuries related to traffic collisions.

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