Pasadena — 2024-03-11

A. PRESENTATION BY ADEL HAGEKHALIL, GENERAL MANAGER AND CHIEF OPERATING OFFICER\nOF THE BOARD OF DIRECTORS OF THE METROPOLITAN WATER DISTRICT OF SOUTHERN\nCALIFORNIA

B. UPDATE FROM KEN CHAWKINS, CHAIR OF THE CHARTER STUDY TASK FORCE, ON PROGRESS\nOF THE CHARTER STUDY EFFORT\nPUBLIC COMMENT ON MATTERS NOT ON THE AGENDA\nPublic comment will be limited to a total of 20 minutes at the beginning of the meeting and will continue at the\nconclusion of the meeting, if necessary. Comments are limited to 3 minutes each, and the Mayor may limit this\ntime if reasonable under the circumstances. The City Council may not discuss or take action on issues not on the\nmeeting agenda, except that members of the City Council or staff may briefly respond to statements made or\nquestions posed by persons exercising public testimony rights (Government Code Section 54954.2).\nCONSENT CALENDAR\n(The Consent Calendar consists of routine items which will be approved by one motion and one vote unless\nremoved for separate discussion. There will be one opportunity for public comment on all consent items.\nComments are limited to 3 minutes each, and the Mayor may limit this time if reasonable under the\ncircumstances.)\nCity Manager/Executive Director

C. CITY COUNCIL CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government\nCode Section 54956.8\nProperty: 434-470 North Lake Avenue\nAgency negotiator: Miguel Márquez\nNegotiating Party: County of Los Angeles\nUnder negotiation: Price and terms

D. CITY COUNCIL CONFERENCE WITH LABOR NEGOTIATORS pursuant to Government Code Section\n54957.6\nAgency Designated Representatives: Matthew Hawkesworth and Tiffany Jacobs-Quinn\nEmployee Organization: Non-Represented Management\nPUBLIC MEETING – 5:30 P.M.\nROLL CALL, PLEDGE OF ALLEGIANCE, AND CEREMONIAL MATTERS\nSPECIAL ITEM

1. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH SHADE STRUCTURES INC.,\n(DBA USA SHADE & FABRIC STRUCTURES) FOR WASHINGTON PARK PLAYGROUND SHADE\nSTRUCTURE PROJECT FOR AN AMOUNT NOT-TO-EXCEED $282,523 (Public Works Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find the contract proposed in the agenda report to be categorically exempt under the California\nEnvironmental Quality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1 – Existing\nFacilities, and\nthat there are no features that distinguish this project from others in the exempt class, and therefore, there\nare no unusual circumstances;\n(2) Authorize the City Manager to enter into a contract with Shade Structure Inc., (DBA USA Shade &\nFabric Structure) for the Washington Park Playground Shade Structure project for an amount not-to-exceed\n$282,523 which\nincludes the base contract amount of $245,673 and a contingency of $36,850 to provide for any necessary\nchange orders. Competitive bidding is not required pursuant to City Charter Section 1002(H), contracts with other\ngovernment agencies or their contractors for labor, materials, supplies or services; and\n(3) Grant the proposed contract an exemption from the Competitive Selection process pursuant to\nPasadena Municipal Code Section 4.08.049(B), contracts for which the City’s best interests are served.

10. AMEND CONTRACT WITH WATERSMART AND INCREASE THE MAXIMUM CONTRACT AMOUNT BY\n$225,000 FOR AN AMOUNT NOT-TO-EXCEED $1,366,504 TO CONTINUE OFFERING BEHAVIORAL\nWATER- EFFICIENCY AND CUSTOMER ENGAGEMENT PROGRAMS FOR THE WATER AND POWER\nDEPARTMENT (Water & Power 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\nQuality Act (“CEQA”) pursuant to State CEQA Guidelines Section 15061(b)(3) “Common Sense” exemption; and\n(2) Authorize the City Manager to extend Contract No. 30133 with WaterSmart Software, LLC\n(“WaterSmart”) by up to 36 months; and to increase the maximum contract amount of $1,141,504 by $225,000 for\na new grand total\nof $1,366,504, which includes annual service fees totaling $205,000 and a contingency fee of $20,000 in\norder to continue offering the WaterSmart home water reports and customer engagement programs.\nTPA

11. CONTRACT AWARD TO EFR ENVIRONMENTAL SERVICES INC., TO FURNISH LABOR, MATERIALS,\nAND EQUIPMENT FOR THE RENTAL OF TEMPORARY WATER STORAGE TANKS FOR AN AMOUNT\nNOT- TO-EXCEED $270,510 FOR THE MONK HILL TREATMENT PLANT FOR THE WATER AND\nPOWER DEPARTMENT (Water & Power Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the project in the agenda report is exempt from the California Environmental Quality Act\n("CEQA") pursuant to State CEQA Guidelines Section 15301 (Existing Facilities) and that there are no features\nthat\ndistinguish this project from others in the exempt class, and therefore, there are no unusual circumstances;\nand\n(2) Accept the bid dated December 06, 2023, submitted by EFR Environmental Services Inc. (“EFR”), in\nresponse to Specifications 2023-IFB-LM-900 to furnish labor, materials, and equipment for the rental of temporary\nwater\nstorage tanks for the Monk Hill Treatment Plant; reject all other bids received; and, authorize the City\nManager to enter into a contract with EFR for $135,255, or three years, whichever comes first, with an option for\nthree additional\none-year terms at $45,085 per year, at the discretion of the City Manager for a maximum total contract\namount not-to-exceed $270,510.

12. AUTHORIZE CONTRACT WITH ROTORCRAFT SUPPORT INC., FOR PURCHASE OF AND\nINSTALLATION OF ONE WESCAM MX-10 EO/IR CAMERA SYSTEM FOR A TOTAL OF $563,357 (Police\nDept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the project proposed in the agenda report is exempt under the California Environmental\nQuality Act (CEQA) Guidelines Section 15061(b)(3), the “Common Sense” exemption that CEQA applies only to\nprojects\nthat may have an effect on the environment; and\n(2) Accept the bid dated March 4, 2024, submitted by Rotorcraft Support Inc., in response to\nspecifications for one Wescam MX-10 camera purchase and helicopter installation; and authorize the City\nManager to enter into a\ntotal contract amount not-to-exceed $563,357.\nCity Council

13. RESIGNATIONS, APPOINTMENTS, & REAPPOINTMENTS\nRESIGNATION OF GENE MASUDA FROM THE FIRE & POLICE RETIREMENT BOARD (City Council\nNomination)\nCity Attorney

14. AUTHORIZATION TO ENTER INTO A CONTRACT WITH PROSECUTOR BY KARPEL (PBK) FOR A\nCASE MANAGEMENT SYSTEM NOT-TO-EXCEED $185,735 (City Attorney’s Office)\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\nAct ("CEQA") pursuant to State CEQA Guidelines Section 15061(b)(3);\n(2) Authorize the City Manager to enter into a contract with Prosecutor by Karpel (PBK) for a case\nmanagement system in an amount not-to-exceed $185,735 for a period of three years and three one-year extensions\nincluding 10%\ncontingency; and\n(3) Grant the proposed contract an exemption from the Competitive Selection process pursuant to\nPasadena Municipal Code Section 4.08.049(B), contracts for which the City's best interests are served.\nTPA\nCity Clerk/Secretary

2. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH DISABILITY ACCESS\nCONSULTANTS, LLC FOR PROFESSIONAL SERVICES FOR THE SELF-EVALUATION AND ADA\nTRANSITION PLAN\nPROJECT FOR AN AMOUNT NOT-TO-EXCEED $145,000 (Public Works 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\nEnvironmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3),\nand 15378 of the\nState CEQA Guidelines, and as such, no environmental document pursuant to CEQA is required; and\n(2) Authorize the City Manager to enter into a contract, as a result of a competitive selection process, as\nspecified by Section 4.08.047 of the Pasadena Municipal Code, with Disability Access Consultants, LLC for\nProfessional\nConsultant Services for the Self-Evaluation and ADA Transition Plan Project in an amount not-to-exceed\n$145,000, which includes the base contract amount of $135,000 and a contingency of $10,000 to provide for any\nnecessary\nchange orders. Competitive price bidding is not required pursuant to City Charter Section 1002(F)\n(contracts for professional or unique services).

3. AUTHORIZE THE CITY MANAGER TO AMEND CONTRACT NO. 32324 WITH WISS, JANNEY,\nELSTNER ASSOCIATES INC., BY $150,000 FOR A TOTAL AMOUNT NOT-TO-EXCEED $650,000 FOR ON-\nCALL\nSTRUCTURAL ENGINEERING SERVICES (Public Works Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find the contract proposed in the agenda report to be categorically exempt under the California\nEnvironmental Quality Act (CEQA) in accordance with Title 14, Chapter 3, Article 19, Section 15061, Class 3, the\n“Common\nSense” exemption that CEQA only applies to projects which have the potential for causing a significant\neffect on the environment;\n(2) Authorize the City Manager to amend Contract No. 32324 with Wiss, Janney, Elstner Associates Inc,.\nby $150,000, which includes supplemental services of $100,000 and a contingency of $50,000 to provide for any\nnecessary change orders, increasing the not-to-exceed amount to $650,000 for on-call structural\nengineering services; and\n(3) To the extent this transaction could be considered a separate procurement subject to the Competitive\nSelection Process, grant the proposed contract amendment with Wiss, Janney, Elstner Associates Inc., an\nexemption from\nthe Competitive Selection Process set forth in the Competitive Bidding and Purchasing Ordinance pursuant\nto the Pasadena Municipal Code Section 4.08.049(B), contracts where the best interests of the city are served.

4. AUTHORIZE THE CITY MANAGER TO AMEND CONTRACT NO. 32748 WITH ABM INDUSTRIES TO\nINCREASE CONTRACT AMOUNT BY $116,778 FOR FIELD LIGHTING ELECTRICAL WORK AT\nBROOKSIDE\nPARK FIELDS 2 & 3 FOR A REVISED TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $413,058 AND\nAPPROPRIATE FUNDS IN THE AMOUNT OF $60,000 TO PROJECT NO. 77363 (Public Works Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find the contract proposed in the agenda report to be categorically exempt under the California\nEnvironmental Quality Act (CEQA) in accordance with Title 14, Chapter 3, Article 19, Section 15061, Class 3, the\n“Common\nSense” exemption that CEQA only applies to projects which have the potential for causing a significant\neffect on the environment;\n(2) Authorize the City Manager to amend Contract No. 32748 with ABM Industries dba ABM Electrical &\nLighting Solutions Inc., to increase contract amount by $116,778, which includes supplemental services of\n$106,778\nand a contingency of $10,000 to provide for any necessary change orders, increasing the total contract not-\nto-exceed amount to $413,058 for electrical infrastructure upgrades for field lighting at Brookside Park Fields 2\nand 3;\n(3) To the extent this transaction could be considered a separate procurement subject to the\nCompetitive Bidding Process, grant the proposed contract amendment with ABM Industries dba ABM Electrical &\nLighting Solutions\nInc., an exemption from the Competitive Bidding Process set forth in the Competitive Bidding and\nPurchasing Ordinance pursuant to the Pasadena Municipal Code Section 4.08.049(B), contracts where the best\ninterests of the City\nare served; and\n(4) Amend the Fiscal Year (FY) 2024 Capital Improvement Program Budget by appropriating $60,000 in\nResidential Impact Fee to the Brookside Park – Upgrade of Athletic Field Lighting and Backstop Replacement\n(77363)\nproject.

5. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT FOR $319,910 WITH CROWN\nPROMOTIONS GROUP FOR EQUIPMENT RENTAL SERVICES RELATED TO STAGING SPECIAL EVENTS\n(PRCS\nDept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the action in the agenda report is exempt under the California Environmental Quality Act\n("CEQA") pursuant to State CEAQ Guidelines Section 15061(b)(3), the “Common Sense” exemption;\n(2) Authorize the City Manager to enter into a contract, as the result of a competitive bidding, as\nspecified by Section 4.08.045 of the Pasadena Municipal Code, with Crown Promotions Group, for the Parks,\nRecreation and\nCommunity Services Department in an amount not-to-exceed $319,910 for a period of three years with two\none-year options, which includes the base contract amount of $278,183 with a contingency of $41,727 to provide\nfor any\nnecessary change orders.

6. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT FOR $145,000 WITH COLLEGIATE\nPROMOTIONS INC., FOR STAFF AND YOUTH PROGRAMMING UNIFORMS FOR THE PARKS,\nRECREATION\nAND COMMUNITY SERVICES DEPARTMENT (PRCS 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\nState CEQA Guidelines, and as such, no environmental document pursuant to CEQA is required; and\n(2) Authorize the City Manager to enter into a contract, as a result of competitive bidding, as specified by\nSection 4.08.045 of the Pasadena Municipal Code, for staff and youth programming uniforms with Collegiate\nPromotions\nInc., in an amount not-to-exceed $29,000 per year for a three-year contract with two one-year extension\noptions subject to the approval of the City Manager. If all options are exercised, the total contract value is\n$145,000.

7. AUTHORIZATION TO ENTER INTO A CONTRACT WITH PERRY C. THOMAS CONSTRUCTION INC.,\nFOR THE WILSON AND OAK KNOLL SUBSTATION OIL CONTAINMENT SYSTEMS FOR AN AMOUNT NOT-\nTO- EXCEED $505,254 FOR THE WATER AND POWER DEPARTMENT (Water & Power Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is categorically exempt from the California\nEnvironmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines Section 15301 (Class 1: Existing\nFacilities); there are\nno features that distinguish this project from others in the exempt classes, and therefore, there are no\nunusual circumstances; and\n(2) Accept the bid dated November 22, 2023, submitted by Perry C. Thomas Construction Inc. ("Perry\nThomas"), in response to the specifications for the Wilson and Oak Knoll Substation Oil Containment for the\nWater and\nPower Department (“PWP”); and authorize the City Manager to enter into a contract with Perry Thomas for\nan amount not-to-exceed $505,254 or for a period of two years, whichever occurs first. The total cost includes a\nbase\ncontract amount of $439,351 and a 15% contingency of $65,903 to provide for any necessary change\norders.

8. AUTHORIZATION TO ENTER INTO SEPARATE CONTRACTS WITH PERRY C. THOMAS\nCONSTRUCTION INC., AND VICON ENTERPRISE INC., FOR SEISMIC ANCHORAGE OF EQUIPMENT AT\nBROOKSIDE AND\nOAK KNOLL SUBSTATIONS FOR A COMBINED AMOUNT NOT-TO-EXCEED $232,910 FOR THE\nWATER AND POWER DEPARTMENT (Water & Power Dept.)\nRecommendation: It is recommended that the City Council:\n(1) Find that the proposed action in the agenda report is categorically exempt from the California\nEnvironmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines Section 15301 (Class 1: Existing\nFacilities); there are\nno features that distinguish this project from others in the exempt classes, and therefore, there are no\nunusual circumstances;\n(2) Accept the bid dated December 6, 2023, submitted by Perry C. Thomas Construction Inc. ("Perry\nThomas"), in response to the specifications for the Seismic Anchorage of Equipment at Brookside and Oak Knoll\nSubstations for the Water and Power Department (“PWP”); and authorize the City Manager to enter into a\ncontract with Perry Thomas for seismic anchorage of Brookside Substation for an amount not-to-exceed\n$100,085 or a\nperiod of two years, whichever occurs first. The total cost includes a base contract amount of $87,030 and a\n15% contingency of $13,055 to provide for any necessary change orders; and\n(3) Accept the bid dated December 5, 2023, submitted by Vicon Enterprise Inc. ("Vicon”), in response\nto the specifications for the Seismic Anchorage of Equipment at Brookside and Oak Knoll Substations for PWP;\nand\nauthorize the City Manager to enter into a contract with Vicon for seismic anchorage of Oak Knoll\nSubstation for an amount not-to-exceed $132,825 or a period of two years, whichever occurs first. The total cost\nincludes a base\ncontract amount of $115,500 and a 15% contingency of $17,325 to provide for any necessary change\norders.

9. REPORT ON EMERGENCY REPAIR TO GAS TURBINE 5 (Water & Power Dept.)\nRecommendation: The agenda report is for information only as required by Pasadena Municipal Code (PMC)\nSection 4.08.150 for any emergency purchase where the expenditure exceeds $75,000.