Council Approves New Fire Department Position; Passes 17 Other Items on Consent Calendar

As part of the consent calendar on Monday’s agenda, the City Council passed a resolution approving the new Fire Department position of Supervising Fire Inspector, who will be responsible for overseeing the day-to-day operations of the department’s Fire Prevention Bureau and earn $113,609 annually.

The bureau’s activities include code enforcement, fire inspections, plan review, and enforcement of the hazardous material regulatory program, among other functions.
The inspector will be responsible for managing staff engaged in fire inspection. It will also perform the most complex and largest-scale inspections and develop and implement fire education programs.
City Human Resources officials said they recommended the new classification in the Fire Department as part of a recent review as required under the city’s Manual of Personnel and Administrative Rules.

“The creation of a hierarchy within the Inspector Series will help provide a career path for civilian employees within the Fire Department and better leverage the expertise of staff to the benefit of the city and those subject to the regulation of Fire Codes,” Human Resources officials said in the report.

The consent calendar is a multi-item part of the City Council agenda which can be passed in its entirety with one vote. Council members have the option of pulling certain items from the consent calendar for further discussion. After an item is pulled it requires a separate vote of the council or it can be held for future discussion.
Two items were pulled on Monday by Councilmember Andy Wilson for further discussions.
First, Wilson queried the status of grant funding on the Connexionz Ltd. item (No. 4). The project started under grant funding five years ago, but now will be funded by the city.
“I just don’t want to make sure we are not funding a system that has been replaced by apps,” Wilson said.
Wilson also queried the water main item (No. 8) but eventually moved to pass the item, which was approved unanimously.
The following items were also approved as part of Monday’s consent calendar.

The following items were also passed as part of Monday’s consent calendar

AUTHORIZATION TO CONTRACT WITH BLAIS & ASSOCIATES, INC., FOR GRANT WRITING SERVICES IN AN AMOUNT NOT-TO-EXCEED $303,450
The council authorized the City Manager to enter into a contract, based on a competitive selection process with Blais & Associates, Inc., for grant writing services for three years for an amount not-to-exceed $182,070 with the option of two one-year extensions at $60,690 each year, subject to the approval of the City Manager, for a maximum contract term of five years and a total not-to-exceed contract value of $303,450.

AUTHORIZATION TO ENTER INTO CONTRACTS WITH JASON ADDISON SMITH CONSULTING SERVICES AND BUREAU VERITAS, TO PROVIDE BUILDING INSPECTION SERVICES FOR THE PLANNING AND COMMUNITY DEVELOPMENT DEPARTMENT, BUILDING AND SAFETY DIVISION
The council authorized City Manager Steve Mermell to enter into a contract not to exceed $100,000 for Building Inspection Services or a three-year period, whichever occurs first, with Jason Addison Smith Consulting Services, Inc. following a competitive bidding process. The vote also authorized Mermell to enter into a separate contract for Building Inspection Services following a competitive selection process for an amount not-to-exceed $100,000 or a three-year period, whichever occurs first, with Bureau Veritas. Mermell can extend each contract for up to two additional one-year periods not-to-exceed $100,000 per year.

AUTHORIZATION TO ENTER INTO CONTRACTS WITH SCOTT FAZEKAS AND ASSOCIATES AND TRUE NORTH COMPLIANCE SERVICES FOR BUILDING AND FIRE PLAN REVIEW SERVICES FOR THE PLANNING AND COMMUNITY DEVELOPMENT DEPARTMENT, BUILDING AND SAFETY DIVISION
The City Manager will enter into a contract for Plan Review Services following a competitive selection process for an amount not-to-exceed $300,000 or a three-year period, whichever occurs first, with Scott Fazekas and Associates; the City Manager will enter into a separate $300,000 contract or a three-year period with True North Compliance Services, Inc. The City Manager can extend each contract for up to two additional one-year periods not-to-exceed $300,000 per year.

AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH CONNEXIONZ, LTD. FOR $1,533,220 FOR HARDWARE, MAINTENANCE AND SUPPORT FOR THE PASADENA REAL-TIME TRANSIT VEHICLE ARRIVAL INFORMATION SYSTEM
The City Manager is authorized to enter into a contract with Connexionz, Ltd for hardware, maintenance and support in an amount not-to-exceed $889,503 (which includes a contingency of $119,371) over a five-year period.
The contract can be extended for one two-year option term in the amount of $366,777 (which includes $50,590 in contingency); b) to purchase optional hardware in the amount of $183,927; and c) to expand the maintenance, warranty and support for a fleet of up to 60 public transit vehicles in the amount of $93,013 with a maximum contract length of seven years and a not-to-exceed contract amount of $1,533,220. The City Council granted the proposed contract an exemption from the Competitive Selection process.

ITEM 5 WAS PULLED. IT WAS NOT POSTED. NO FURTHER INFORMATION WAS PROVIDED.

FIREFIGHTER INSPECTOR – SEE TOP STORY

AUTHORIZE A TIME EXTENSION ON CONTRACT NO. 31017 WITH STAPLES ENERGY FOR THE PROVISION OF COMMERCIAL ENERGY AND WATER DIRECT INSTALLATION PROGRAM SERVICES.
The City Council voted to allow the City Manager, or his designee, to amend Contract No. 31017 with Staples Energy for the installation of energy and water-conservation devices, equipment, and services for Pasadena Water and Power (“PWP”) under the Water and Energy Direct Install Program (“WeDIP”), to extend the contract expiration date by five months from February 28, 2021 until July 31, 2021 without increasing the total authorized contract amount.

CONTRACT AWARD TO MCC EQUIPMENT RENTALS, INC., FOR WATER MAIN INSTALLATIONS
The Council voted to accept the bid dated September 28, submitted by MCC Equipment Rentals, Inc., in response to Specifications WD-21-01, reject all other bids received, and authorize the City Manager, or his designee, to enter into a contract not-to-exceed $1,975,757, which includes the base contract amount of $1,796,143 and a contingency of $179,614 to provide for any necessary change orders.

AUTHORIZATION TO ENTER INTO PURCHASE ORDERS WITH ORGANIC PLANET TRUCK AND TRANSPORT, INC., AND WEST COAST SAND & GRAVEL, INC., TO FURNISH AND DELIVER ROCK AND BITUMINOUS MATERIALS FOR AN AMOUNT NOT-TO-EXCEED $701,961 AND $373,884 FOR AN INITIAL TERM OF THREE YEARS FOR THE WATER AND POWER DEPARTMENT
Via a sweep vote, the Council accepted the bid dated Sept. 2, 2020, submitted by Organic Planet Truck and Transport, Inc., in response to Specification WD-20-14, to furnish and deliver rock materials for the Water and Power Department (“PWP”), and authorized the City Manager to enter into a purchase order with Organic Planet Truck and Transport, Inc., for an amount not-to-exceed $701,961 for an initial term of three years, or until funds are expended, whichever occurs first; with two optional one-year terms of $233,987 each, or until funds are expended, whichever occurs first. If the two additional one-year terms are exercised, the total contract value would be $1,169,935 for a maximum contract duration of five years.

And accept a separate bid dated Sept. 2, submitted by West Coast Sand & Gravel, Inc., in response to Specification WD-20-14, to furnish and deliver bituminous materials for PWP, and authorize the issuance of a purchase order with West Coast Sand & Gravel, Inc., for an amount not-to-exceed $373,884 for an initial term of three years, or until funds are expended, whichever occurs first; with two optional one-year terms of $124,628 each, or until funds are expended, whichever occurs first. If the two additional one year terms are exercised, the total contract value would be $623,140 for a maximum contract duration of five years.

AUTHORIZATION TO INCREASE THE CONTRACT VALUE OF CONTRACT NO. 31566 WITH PERCEPTIV, INC., FOR A LOCAL PUBLIC EDUCATION AND ENGAGEMENT CAMPAIGN ON HOMELESSNESS BY $5,000 FOR A NOT-TO-EXCEED AMOUNT OF $76,250
The City Manager is authorized to amend Contract No. 31566 with Perceptiv, Inc., to increase the total contract value by $5,000 for a not-to-exceed amount of $76,250 for a local public education and engagement campaign on homelessness.

AUTHORIZATION TO ENTER INTO A CONTRACT WITH FLINTRIDGE TREE CARE, INC., TO PROVIDE POWER LINE CLEARANCE TREE TRIMMING SERVICES FOR THE WATER AND POWER DEPARTMENT FOR A MAXIMUM CONTRACT AMOUNT NOT-TO-EXCEED $13,401,420
The city accepts the bid dated Aug. 13, 2020 from Flintridge Tree Care, Inc., in response to Specifications for Tree Trimming Services for the Water and Power Department; authorize the City Manager, or his designee, to enter into a contract for an initial period not-to-exceed one year or until $2,680,284 is expended, whichever comes first; authorize the City Manager, or his designee, to enter into a contract not-to-exceed two years or until $5,360,568 is expended, whichever comes first, after the initial one-year period reaches completion. The City Manager, or his designee is authorized to extend the contract for up to two additional one-year terms, each not-to-exceed $2,680,284, whichever comes first, for a maximum contract length of five years and a total contract amount of $13,401,420.

AUTHORIZATION TO ENTER INTO CONTRACTS WITH GEOSYNTEC CONSULTANTS, INC., AND WOOD RODGERS, INC., TO PROVIDE ON-CALL HYDROGEOLOGICAL SERVICES FOR THE WATER AND POWER DEPARTMENT
The City Council authorizes the City Manager to enter into a contract for an amount not-to-exceed $2,000,000 or four years, whichever comes first, as the result of a competitive selection process, pursuant to Pasadena Municipal Code Section 4.08.047, with Geosyntec Consultants, Inc., (“Geosyntec”) to provide on-call hydrogeological services; and the City Manager is authorized to enter into a contract for an amount not-to-exceed $2,000,000 or four years, whichever comes first, as the result of a competitive selection process, with Wood Rodgers, Inc., (“Wood Rodgers”) to provide on-call hydrogeological services.

CONTRACT AWARD TO GOLDEN HANDS AUTO BODY, INC., FOR LIGHT TO MEDIUM DUTY COLLISION REPAIR SERVICES ON CITY-OWNED VEHICLES FOR AN AMOUNT NOT-TO-EXCEED $875,000 FOR UP TO FIVE YEARS
The city accepted the bid dated Sept. 14, submitted by Golden Hands Auto Body, Inc., (Golden Hands) for Light to Medium Duty Vehicle Collision Repair; reject all other bids received; and authorize the City Manager to enter into a contract with Golden Hands for an amount not-to-exceed $525,000 (which includes a $15,750 contingency) over a three-year period with the option for two additional one-year extensions in the annual amount of $175,000 (which includes a $5,250 contingency), at the discretion of the City Manager, for a maximum total contract length of five years and a total contract amount of $875,000.

CONTRACT AWARD TO WONDRIES FAMILY COLLISION CENTER, LLC, FOR MEDIUM TO HEAVY DUTY COLLISION REPAIR SERVICES ON CITY-OWNED VEHICLES FOR AN AMOUNT NOT-TO-EXCEED $300,000 FOR UP TO FIVE YEARS
The city accepted the bid dated Sept. 15 submitted by Wondries Family Collision Center, LLC (“Wondries Collision”), for Medium to Heavy Duty Vehicle Collision Repair; reject all other bids; and authorize the City Manager to enter into a contract with Wondries Collision for an amount not-to-exceed $180,000 (which includes a $5,400 contingency) over a three-year period with the option for two additional one-year extensions in the annual amount of $60,000 (which includes a $1,800 contingency), at the discretion of the City Manager, for a maximum total contract length of five years and a total contract amount of $300,000.

AUTHORIZATION TO AMEND CONTRACT NO. 31497 WITH HARVEST VILLAGE MINISTRIES, INC., TO INCREASE THE TOTAL NOT-TO-EXCEED AMOUNT BY $85,000 FROM $255,190 TO $340,190 AND TO EXTEND THE CONTRACT PERIOD FOR COMMUNITY BASED ADVOCATE SERVICES FOR THE PUBLIC HEALTH DEPARTMENT
The City Council authorized the City Manager to amend Contract No. 31497 with Harvest Village Ministries, Inc., to increase the contract amount by $85,000, thereby increasing the total not-to-exceed amount from $255,190 to $340,190, and to extend the contract period through Jan. 31, 2021 or until the contract amount is fully expended, whichever comes first.
The City Council also granted the contract an exemption.

FINANCE COMMITTEE: AUTHORIZE PURCHASE ORDER WITH ENTERPRISE FLEET MANAGEMENT TRUST FOR THE LEASE OF TWENTY FIVE (25) NON-ENFORCEMENT VEHICLES FOR AN AMOUNT NOT-TO-EXCEED $1,221,495
The Council authorized the City Manager to enter into a purchase order with Enterprise Fleet Management Trust (“EFM”) in the amount not-to-exceed $732,897 for an initial term of three years, with two one-year extensions of $244,299 per year. If the two additional terms are exercised the total contract would be $1,221,495 for a maximum duration of five years. The Pasadena Police Department conducted a competitive bid process in November 2019 for Fleet Management Services and on Feb. 10, 2020 the City Council accepted the bid; and approved a journal voucher to transfer $225,826 from the Fleet Equipment Replacement Fund to the Police Department in Fiscal Year 2021 Operating Budget for vehicles that are moving from the fleet equipment replacement program to a lease arrangement.

FINANCE COMMITTEE: AMENDMENTS TO FISCAL YEAR 2021 CAPITAL IMPROVEMENT PROGRAM BUDGET
Amended the Fiscal Year (FY) 2021 Capital Improvement Program Budget.

FINANCE COMMITTEE: AMENDMENTS TO FISCAL YEAR 2021 ADOPTED OPERATING BUDGET
Approved amending the Fiscal Year 2021 (FY 2021) Adopted Operating Budget as detailed in the agenda report and increasing the citywide total Full-time Equivalents (FTE) by 4.00 limited term FTEs; and authorize the City Manager to enter into an agreement with the State of California Office of Traffic Safety for acceptance of Selective and Traffic Enforcement Program Grant funds.