Pasadena — 2023-06-12

A. CITY COUNCIL CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code\nSection 54956.8\nProperty Location: 997 East Walnut Street, Pasadena, CA 91106\nAgency Negotiator: Miguel Marquez\nNegotiating Party: Sharon Richter\nUnder Negotiation: Price and terms of Lease

B. CITY COUNCIL CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code\nSection 54956.8\nProperty Location: 404 East Washington Boulevard, Pasadena, CA 91104\nAgency Negotiator: Miguel Marquez\nNegotiating Party: Kerwin Manning\nUnder Negotiation: Price and terms of Lease

C. CITY COUNCIL CONFERENCE WITH LABOR NEGOTIATORS pursuant to\nGovernment Code Section 54957.6\nAgency Designated Representatives: Miguel Márquez and Tiffany Jacobs-Quinn\nEmployee Organization: Non-Rep Non-Management, Non-Rep Management, and Non-Rep Executive\nManagement

1. AUTHORIZE A PURCHASE ORDER TO BUYOUT SEVENTEEN (17) LEASED CHEVROLET BOLT EV VEHICLES\nIN AN AMOUNT NOT-TO-EXCEED $372,000 (Planning Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is exempt from the California Environmental Quality Act\n("CEQA") pursuant to State CEQA Guidelines Section 15061(b)(3), the “Common-Sense” provision that CEQA only\napplies to projects that may have an effect on the environment;\n(2) Authorize the City Manager to enter into a purchase order, without competitive bidding pursuant to City Charter\nSection 1002(F), contracts for professional or unique services, with Enterprise Fleet Management Inc., for the lease\nbuyout of seventeen Chevrolet Bolt electric vehicles (EVs), in an amount not-to-exceed $372,000; and\n(3) Grant the proposed purchase order an exemption from Competitive Selection process pursuant to Pasadena\nMunicipal Code Section 4.08.049(B), contracts for which the City’s best interests are served.

10. ADOPTION OF SALARY RESOLUTION FOR EXECUTIVE MANAGEMENT EMPLOYEES (Human Resources\nDept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is exempt from the California Environmental Quality Act\n(CEQA) pursuant to CEQA guidelines Section 15061(b)(3) (Common-Sense exemption); and\n(2) Adopt the Executive Management Salary Resolution.

11. ADOPTION OF SALARY RESOLUTIONS FOR NON-REPRESENTED NON-MANAGEMENT AND NON-\nREPRESENTED MANAGEMENT(Human Resources Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is exempt from the California Environmental Quality Act\n(CEQA) pursuant to CEQA guidelines Section 15061(b)(3) (Common-Sense exemption);\n(2) Adopt the Non-Represented Non-Management Salary Resolution; and\n(3) Adopt the Non-Represented Management Salary Resolution.

12. AUTHORIZATION TO AMEND CONTRACT NO. 32390 WITH RICKY PICKENS FOR GANG VIOLENCE\nOUTREACH AND INTERRUPTION SERVICES (Public Health Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is not a project subject to the California Environmental\nQuality Act (“CEQA”) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State\nCEQA Guidelines, and as such, no environmental document pursuant to CEQA is required for the project;\n(2) Authorize the City Manager to transfer funds from Purchase Order No. 1231437 and amend Contract No. 32390\nwith Ricky Pickens Jr., to increase the not-to-exceed amounts by $42,250 for Fiscal Year (FY) 2023 and by\n$60,000 for FY 2024 and FY 2025 to continue gang violence outreach and interruption services; and\n(3) To the extent the amendment to Contract No. 32390 could be considered a separate procurement subject to the\nCompetitive Selection Process, grant the contracts an exemption pursuant to Pasadena Municipal Code (PMC)\nSection 4.08.049(B), contracts for which the City’s best interests are served. This transaction is exempt from\ncompetitive bidding per PMC Section 4.08.030 and City Charter Section 1002(F) based on contracts for professional or\nunique services.

13. FINANCE COMMITTEE: REPORT ON EMERGENCY REPAIRS OF STORM-RELATED DAMAGE TO CITY\nFACILITIES AND INFRASTRUCTURE, AND AMENDMENTS TO THE OPERATING AND CAPITAL\nIMPROVEMENT PROGRAM BUDGETS (Public Works Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find the proposed action in the agenda report to be categorically exempt under the California Environmental\nQuality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1, minor alternations of existing\npublic facilities, and that there are no features that distinguish this project from others in the exempt class, and\ntherefore, there are no unusual circumstances;\n(2) Amend the Public Works Fiscal Year (FY) 2023 Operating Budget by appropriating $348,492 from the\nunappropriated General Fund balance to account 10122010-811400-56945 for unforeseen emergency repairs related to\nstorm related damage; and\n(3) Amend the Fiscal Year 2023 - 2027 Capital Improvement Program Budget by appropriating $475,000 from the\nunappropriated General Fund balance to Building Maintenance FY 2021 - 2025 (71903) for emergency repairs\nrelated to storm related damage and flood mitigation at the Pasadena Public Health Building.

14. FINANCE COMMITTEE: AUTHORIZE PURCHASE ORDERS WITH SHADE STRUCTURES INC. (DBA USA\nSHADE & FABRIC STRUCTURES), FOR PLAYGROUND SHADE STRUCTURES AT CENTRAL PARK\nPLAYGROUND FOR AN AMOUNT NOT-TO-EXCEED $363,372, AND NO FAULT, LLC (DBA NO FAULT SAFETY\nSURFACING) FOR PLAYGROUND SURFACING AT CENTRAL PARK PLAYGROUND FOR AN\nAMOUNT NOT-TO-EXCEED $226,502 (Public Works Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find the proposed action in the agenda report to be categorically exempt under the California Environmental\nQuality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1 – Existing Facilities, and that\nthere are no features that distinguish this project from others in the exempt class, and therefore, there are no unusual\ncircumstances;\n(2) Authorize the issuance of a purchase order to Shade Structures Inc., dba USA Shade & Fabric Structures for\nthe engineering, procurement, and installation of playground shade structures at Central Park Playground for an\namount not-to-exceed $363,372, which includes the base contract amount of $315,975 and a contingency of $47,397\nto provide for any necessary change orders;\n(3) Authorize the issuance of a purchase order to No Fault LLC dba No Fault Safety Surfacing for the procurement\nand installation of playground surfacing at Central Park Playground for an amount not-to-exceed $226,502, which\nincludes the base contract amount of $196,958 and a contingency of $29,544 to provide for any necessary change\norders;\n(4) Find neither Competitive Bidding nor Competitive Selection are required pursuant to City Charter Section\n1002(H) and Pasadena Municipal Code Section 4.08.049(A)(3), contracts with other governmental entities; and\n(5) Amend the Fiscal Year 2023 Capital Improvement Program Budget by appropriating $130,000 in Residential\nImpact Fee to the Central Park Improvements (78461) project.

15. FINANCE COMMITTEE: QUARTERLY INVESTMENT REPORT – QUARTER ENDING MARCH 31, 2023 (Finance\nDept.)\nRecommendation: The agenda report is for information only; no City Council action is required.

16. FINANCE COMMITTEE: AMENDMENTS TO FISCAL YEAR 2023 ADOPTED OPERATING BUDGET (Finance\nDept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is exempt from the California Environmental Quality Act\n(“CEQA”) in accordance with Section 15061(b)(3), the Common-Sense exemption that CEQA only applies to projects\nthat may have an effect on the environment; and\n(2) Amend the Fiscal Year (FY) 2023 Adopted Operating Budget as detailed in the agenda report by a net expense\nof $6,846,408.

17. FINANCE COMMITTEE: JOINT ACTION: FISCAL YEAR 2023-2024 INVESTMENT POLICY AND INVESTMENT\nSTRATEGY (Finance Dept.)\nRecommendation: It is recommended that the City Council and the Successor Agency to the Pasadena Community\nDevelopment Commission:\n(1) Find that the proposed action in the agenda report is not a project subject to the California Environmental\nQuality Act (CEQA) as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines, and as\nsuch, no environmental document pursuant to CEQA is required for the project; and\n(2) Adopt the City Treasurer’s recommended Investment Policy and Investment Strategy for Fiscal Year (FY) 2023-\n2024.

18. FINANCE COMMITTEE: AUTHORIZATION TO ENTER INTO A CONTRACT WITH LANCE, SOLL & LUNGHARD\nLLP FOR AUDIT SERVICES FOR FISCAL YEARS 2023 – 2025, WITH TWO ONE-YEAR OPTIONS\n(Finance Dept.)\nRecommendation: It is recommended that the City Council and the Successor Agency to the Pasadena Community\nDevelopment Commission:\n(1) Find that the proposed action in the agenda report is not a project subject to the California Environmental\nQuality Act (CEQA) as defined in Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the\nState CEQA Guidelines, and as such, no environmental document pursuant to CEQA is required for the project;\n(2) Authorize the City Manager to enter into a contract, as a result of a competitive selection process pursuant to\nPasadena Municipal Code Section 4.08.047, with Lance Soll & Lunghard LLP (LSL) to perform the annual audits of\nthe financial statements for the City of Pasadena, the Successor to the Pasadena Community Development\nCommission (PCDC), the Rose Bowl Operating Company (RBOC), the Pasadena Center Operating Company (PCOC), the\nPasadena Community Access Corporation (PCAC), the Pasadena Rental Housing Board, the City’s Air Quality\nImprovement fund, the City’s Housing Successor fund, the Foothill Workforce Development Board fund, and other agreed\nto procedures using an “enhanced” audit methodology in an amount of $730,670 for three years; and\n(3) Authorize the City Manager to award two one-year extensions, Fiscal Years (FY) 2026 for an amount of\n$258,290 and FY 2027 for an amount of $246,250.

19. RESIGNATIONS, APPOINTMENTS, & REAPPOINTMENTS\nRESIGNATION OF RACHEL STONE FROM THE HUMAN RELATIONS COMMISSION (District 7 Nomination)\nAPPOINTMENT OF VICTOR CABALLERO TO THE TRANSPORTATION ADVISORY COMMISSION EFFECTIVE\nJULY 1, 2023 (District 1 Nomination)\nAPPOINTMENT OF GABRIEL LIZARDO TO THE ARTS AND CULTURE COMMISSION EFFECTIVE JULY 1, 2023\n(District 2 Nomination)\nAPPOINTMENT OF ROBIN ALLEN TO THE COMMISSION ON THE STATUS OF WOMEN EFFECTIVE JULY 1,\n2023 (District 2 Nomination)\nAPPOINTMENT OF DANIEL P. YEN TO THE NORTHWEST COMMISSION EFFECTIVE JULY 1, 2023 (District 2\nNomination)\nAPPOINTMENT OF MARION GOMEZ TO THE LIBRARY COMMISSION EFFECTIVE JULY 1, 2023 (District 4\nNomination)\nAPPOINTMENT OF EDGAR RIDDLE TO THE RECREATION AND PARKS COMMISSION EFFECTIVE JULY 1,\n2023 (District 4 Nomination)\nREAPPOINTMENT OF DONALD R. MATTHEWS TO THE COMMUNITY POLICE OVERSIGHT COMMISSION\nEFFECTIVE JULY 1, 2023 (District 3 Nomination)\nREAPPOINTMENT OF KEITH JONES TO THE FIRE & POLICE RETIREMENT BOARD EFFECTIVE JULY 1, 2023\n(Police Representative)\nCity Attorney

2. AUTHORIZATION TO AMEND CONTRACTS NOS. 31950 WITH UNION STATION HOMELESS SERVICES AND\n32091 WITH FRIENDS IN DEED TO ADD FUNDING FOR STREET OUTREACH PROGRAMS (Housing Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed actions in the agenda report are exempt from the California Environmental Quality Act\n("CEQA") pursuant to State CEQA Guidelines Section 15061(b)(3), the “Common-Sense” provision that CEQA only\napplies to projects that may have an effect on the environment;\n(2) Authorize the City Manager to amend Contract No. 31950 with Union Station Homeless Services to increase the\ncontract value by $166,000 for a total not-to-exceed contract value of $334,728 for 24 months through September 30,\n2025;\n(3) Authorize the City Manager to amend Contract No. 32091 with The FID Group dba Friends In Deed to increase\nthe contract value by $200,000 for a total not-to-exceed contract value of $367,843 through June 30, 2025;\n(4) Authorize the City Manager to approve no-cost amendments to Contracts Nos. 31950 and 32091 which extend\nthe term beyond September 30 and June 30, 2025, respectively; and\n(5) To the extent the amendments to Contracts Nos. 31950 and 32091 could be considered a separate\nprocurement subject to the Competitive Selection Process, grant the contracts an exemption pursuant to Pasadena\nMunicipal Code (PMC) Section 4.08.049(B), contracts for which the City’s best interests are served. Competitive price\nbidding is not required pursuant to City Charter Section 1002(F) contracts for professional or unique services.

20. AUTHORIZATION AND APPROVAL TO RENEW PROPERTY AND CASUALTY INSURANCE FOR THE CITY OF\nPASADENA FOR FISCAL YEAR 2024\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is exempt from the California Environmental Quality Act\n(“CEQA”) pursuant to State CEQA Guidelines Section 15378(b)(4) and (5);\n(2) Authorize City staff to place and bind the City’s property and casualty insurance coverages outlined in the\nagenda report effective July 1, 2023, unless otherwise noted, with the total amount not-to-exceed $9,415,574 for all\npremiums, surcharges, taxes, and fees; and\n(3) Grant an exemption from the competitive selection process of the Competitive Bidding and Purchasing\nOrdinance, Pasadena Municipal Code Chapter 4.08, pursuant to Section 4.08.049(B) contracts which the City’s best\ninterests are served. The proposed insurance coverages are exempt from the competitive bidding process pursuant to\nthe City Charter Section 1002 (F), contracts for professional or unique services.\nCity Clerk/Secretary\n21a. AUTHORIZATION TO ENTER INTO A CITYWIDE CONTRACT WITH URM TECHNOLOGIES INC., TO PROVIDE\nDOCUMENT DIGITIZING SERVICES FOR CITY RECORDS IN AN AMOUNT NOT-TO-EXCEED $462,000\nFOR A THREE-YEAR PERIOD; AND WITH TWO OPTIONAL ONE-YEAR EXTENSIONS IN THE AMOUNT OF\n$134,000 FOR EACH YEAR, FOR A TOTAL FIVE-YEAR CONTRACT NOT-TO-EXCEED AMOUNT OF\n$730,000\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed contract is exempt from the California Environmental Quality Act (CEQA) pursuant to\nState CEQA Guidelines Section 15061(b)(3), the “Common-Sense” exemption that CEQA only applies to projects that\nmay have an effect on the environment; and\n(2) Authorize the City Manager to enter a contract, as a result of a completive selection process as specified by\nPasadena Municipal Code, Section 4.08.047, with URM Technologies Inc., to provide document digitizing services for\nCity records in an amount not-to-exceed $462,000 for a three-year period; with two one-year optional extensions of\n$134,000 each year, for a total contract not-to-exceed amount of $730,000. Competitive bidding is not required\npursuant to the City Charter Section 1002(F), contracts for professional or unique services.

3. CONTRACT AWARD TO OPENGOV INC., FOR A BUDGETING SOFTWARE SOLUTION FOR AN AMOUNT NOT-\nTO-EXCEED $834,521 (Finance Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is not a project subject to the California Environmental\nQuality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State\nCEQA Guidelines, and as such, no environmental document pursuant to CEQA is required for the project;\n(2) Authorize the City Manager to enter into a contract without competitive bidding pursuant to City Charter Section\n1002(F), contracts for professional or unique services, with OpenGov Inc., to provide software, training, and support\nservices for a budgeting solution in an amount not-to-exceed $834,521 over a three-year term; and\n(3) Grant the proposed contract an exemption from the Competitive Selection process pursuant to Pasadena\nMunicipal Code Section 4.08.049(B), contracts for which the City’s best interests are served.

4. ADOPTION OF GANN APPROPRIATIONS LIMIT FOR FISCAL YEAR 2024 (Finance Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is exempt from environmental review pursuant to the\nguidelines of the California Environmental Quality Act (CEQA) Public Resources Code §21080(b)(9); Administrative Code,\nTitle 14, Chapter 3, §15061(b)(3), the Common-Sense exemption; and\n(2) Adopt a Resolution that:\na. Selects the California per capita income and the population increase for the City of Pasadena as the\nindices to be used in calculating the appropriations limit for Fiscal Year (FY) 2024;\nb. Establishes the appropriations limit for FY 2024 at $382,922,471; and\nc. Establishes appropriations subject to the limit for FY 2024 at $198,746,944.\nRESOLUTION

5. AUTHORIZE PURCHASE ORDER WITH MUSCO SPORTS LIGHTING, LLC FOR THE PURCHASE AND\nINSTALLATION OF SPORTS FIELD LIGHTING AT BROOKSIDE PARK FOR AN AMOUNT NOT-TO-EXCEED\n$870,772 (Public Works Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find the proposed action in the agenda report to be categorically exempt under the California Environmental\nQuality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1 – Existing Facilities, and that\nthere are no features that distinguish this project from others in the exempt class, and therefore, there are no unusual\ncircumstances;\n(2) Authorize the issuance of a purchase order to Musco Sports Lighting, LLC for the engineering, procurement,\nand installation of sports lighting at Brookside Park Fields 2 & 3 for an amount not-to-exceed $870,772, which\nincludes the base contract amount of $757,193 and a contingency of $113,579 to provide for any necessary change\norders; and\n(3) Find neither Competitive Bidding nor Competitive Selection are required pursuant to City Charter Section\n1002(H) and Pasadena Municipal Code Section 4.08.049(A)(3), contracts with other governmental entities.

6. CONTRACT AWARD TO CJ CONCRETE CONSTRUCTION INC., FOR ANNUAL ADA SIDEWALK IMPROVEMENT\nPROGRAM, FISCAL YEAR (FY) 2023 AND FY2024 FOR AN AMOUNT NOT-TO-EXCEED $2,696,132\n(Public Works Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find the proposed action in the agenda report to be categorically exempt under the California Environmental\nQuality Act (CEQA) Guidelines in accordance with Section 15301 Existing Facilities and Section 15061(b)(3), the\nCommon-Sense exemption (formerly general rule), and that there are no features that distinguish this project from\nothers in the exempt class, and therefore, there are no unusual circumstances; and\n(2) Accept the bid dated March 30, 2023, submitted by CJ Concrete Construction Inc., in response to the plans and\nspecifications for the Annual ADA Sidewalk Improvements Project, FY2023 and FY2024, reject all other bids\nreceived, and authorize the City Manager to enter into a contract for an amount not-to-exceed $2,696,132, which\nincludes the base contract amount of $2,508,030 and a contingency of $188,102 to provide for any necessary change\norders.

7. AUTHORIZATION TO AMEND CONTRACT NO. 32150 WITH DG INVESTMENT INTERMEDIATE HOLDINGS 2\nINC., DBA CONVERGINT TECHNOLOGIES LLC FOR THE PURCHASE AND INSTALLATION OF\nSECURITY EQUIPMENT AT VARIOUS CITY FACILITIES BY $4,041,878 FOR A NOT-TO-EXCEED AMOUNT OF\n$4,852,135 (Water & Power & Information Technology Depts.)\nRecommendation: It is recommended that the City Council:\n(1) Find that contracting with DG Investment Intermediate Holdings 2 Inc., DBA Converging Technologies LLC\n(“Convergint”) for security upgrades is exempt from the California Environmental Quality Act (“CEQA”) pursuant to State\nCEQA Guidelines Section 15301, Class 1, Existing Facilities and that there are no features that distinguish this project\nfrom others in the exempt class, and therefore, there are no unusual circumstances;\n(2) Authorize the City Manager to amend Contract No. 32150, without competitive bidding pursuant to City Charter\nSection 1002(H), contracts with other governmental entities or their contractors for labor, materials, supplies or\nservices, with Convergint for security upgrades and maintenance at various City facilities, thereby increasing the total\nnot-to-exceed amount by $4,041,878 from $810,257 to $4,852,135 and extending the term through April 22, 2026;\nand\n(3) To the extent this could be considered a separate procurement subject to the Competitive Selection Process, it\nis recommended that the City Council grant the contract an exemption pursuant to Pasadena Municipal Code\n(PMC) Section 4.08.049(B), contracts for which the City's best interests are served.\nTPA

8. APPROVAL OF A SIDE LETTER OF AGREEMENT BETWEEN THE CITY OF PASADENA AND THE LABORERS’\nINTERNATIONAL UNION OF NORTH AMERICA (LIUNA) (Human Resources Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is exempt from the California Environmental Quality Act\n(CEQA) pursuant to CEQA guidelines Section 15061(b)(3) (Common-Sense exemption); and\n(2) Adopt a Side Letter of Agreement authorizing staff to modify the Memorandum of Understanding between the\nCity and Laborers’ International Union of North America in the areas of Retirement and Classification and\nCompensation.

9. ADOPT A RESOLUTION UPDATING SALARIES OF TWELVE EXISTING CLASSIFICATIONS (Human Resources\nDept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is exempt from the California Environmental Quality Act\n(CEQA) pursuant to CEQA guidelines Section 15061(b)(3) (Common-Sense exemption); and\n(2) Adopt a Resolution Updating Salaries of Twelve Existing Classifications.\nRESOLUTION