City Council to Consider Contracts For Homeless Services

As part of Monday’s consent calendar, the City Council will vote to amend contracts with Union Station and Friends in Deed for street outreach programs.

During the pandemic, the City executed an agreement with Union Station Homeless Services to administer the Safe Haven Bridge to Housing program in collaboration with All Saints Church, which provides a safe outdoor overnight sleeping space on the campus of the church for up to 12 people.

This program was funded with federal Emergency Solutions Grant funding as authorized by the CARES Act (ESG-CV), which will expire September 30, 2023 unless additional funding is incorporated to sustain program operations and the term is extended. Since the program began in January 2021, a total of 29 people have been served. 

The City also executed an agreement with Friends In Deed to provide street outreach services to people experiencing unsheltered homelessness in Pasadena.  

Friends In Deed’s full-time street outreach program supports people experiencing chronic homelessness by connecting them to a wide range of services, including case management and housing navigation, emergency shelter and permanent housing. The contract is currently fully liquidated and additional funding is required to sustain these critical services. Since the start of the contract through April 2023, 240 individuals were engaged and 84 people have exited to permanent housing, emergency shelter and/or institutional settings. 

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

• A $372,000 contract with Enterprise Fleet Management Inc. for the lease buyout of 12 Chevrolet Bolt electric vehicles (EVs). In 2018, the Planning & Community Development Department collaborated with the Public Works Department in the procurement process for the leasing of electric vehicles. On January 28, 2019, City Council approved a 36-month lease agreement with Enterprise Fleet Management Inc for thirty-eight Chevrolet Bolt EVs in the amount of $780,000; of which nineteen were obtained and leased by the Planning Department. At the end of the 36-month lease agreement, June 2022, Enterprise Fleet Management Inc. extended three alternatives: return the leased vehicles, buyout the lease, or extend the lease month-to-month for an additional year. Rather than purchase the vehicles outright at that time, the Planning Department decided it was more fiscally responsible to extend the lease on a month-to-month basis, for an additional one year for eighteen of the nineteen Bolt EVs, returning one vehicle not being utilized, in the amount not-to-exceed $109,636. The one-year, month-to-month lease extension will expire at the end of this fiscal year. With the exception of one vehicle, the Planning Department has decided to purchase seventeen of the eighteen Chevy Bolt EVs in its fleet, as the vehicles require little maintenance, and maintain low mileage; with most of the seventeen vehicles having less than 10,000 miles. In addition, the purchase of the Chevy Bolt EVs will continue to demonstrate the City’s commitment to reduce greenhouse gas emissions. 

• A three-year $834,521 contract with OpenGov, Inc. to provide software, training, and support services for a budgeting solution. From Fiscal Year (Fiscal Year) 2010-2017, PowerPlan Corporation (CityVision) provided a budgeting system to help prepare the City’s operating budget. Following the implementation of the City’s Enterprise Resource Planning (ERP) system, Tyler Munis, the City’s disparate systems and processes started to integrate more effectively. However, PowerPlan’s system was not capable of interfacing with Tyler Munis, so the City no longer engaged its services. During the ERP implementation, Tyler Munis’ budget module was evaluated, but proved to be incompatible with the City’s process of budgeting personnel allocations across multiple organizational units and/or funds. Without a viable software solution, the City has been using a complex array of Excel worksheets to manually prepare the operating budget since Fiscal Year 2018. To minimize the probability of error inherent with a manual process of inputting, consolidating, and transmitting financial data, staff has incorporated various safeguards and control measures into the budget development process. Although this manual process has provided the City with successful budget preparation, it requires an extensive level of coordination and is not the most effective or efficient way to prepare budgets and communicate financial data to the public. In an effort to improve and streamline the budget process, staff started looking for alternative budgeting software used by California municipalities, such as Govlnvest, Gravity, and OpenGov. OpenGov’s solution was the most aligned with the City’s current budgeting practices and processes.

•  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 (Fiscal Year) 2024; establishes the appropriations limit for Fiscal Year 2024 at $382,922,471; and establishes appropriations subject to the limit for Fiscal Year 2024 at $198,746,944. An annual appropriations limit of tax proceeds of the General Fund, established by the City Council through a resolution, is required as a result of the 1979 Proposition 4, Gann Initiative, Article XIIIB of the State Constitution, Section 7910 of the Government Code as implemented by Senate Bill 1352. This limit, referred to as the Gann Limit, limits the level of appropriations from tax sources that state and local governments are permitted to make in any given year. It also requires these agencies to return to taxpayers any tax revenues in excess of the limit. 

•  An $870,772 contract with Musco Sports Lighting, LLC for the engineering, procurement, and installation of sports lighting at Brookside Park Fields two and three.  Under this contract, new sports lighting will be procured and installed to meet or exceed the IESNA recommended minimum standards and improve the field experience by removing the existing poles from the field of play. This contracted work will include the removal of the 11 existing light poles and the installation of 11 new poles, with new foundations. The new poles will be installed along the perimeter of each ballfield, outside the field of play. The new Musco lighting will be comprised of 28 new LED light fixtures yielding greater efficiency. Lighting is programmed to automatically turn on and off based on daylight and park operation hours. 

• A $2,696,132 contract with  CJ Concrete Construction, Inc. for the Annual ADA Sidewalk Improvements Project, Fiscal Year2023 and Fiscal Year2024. This project includes sidewalk repairwork at over 3,500 locations throughout the City. This contract includes removal and replacement of approximately 120,000 square feet of sidewalk at over 1,000 locations citywide, prioritizing vertical lifts of two inches and greater. The contract also includes grinding of sidewalks at another 2,500 locations throughout the city where vertical deviation is less than 2 inches. Concrete sidewalk grinding in lieu of full sidewalk replacement, where feasible, is a more cost-effective alternative addressing about three times the number of locations for the same price as a single location of remove-and-replace. The scope of work also includes replacement of curb and gutters and cross gutters at various locations citywide due to stormwater flowline impediments. This contract utilizes combined Fiscal Year2023 and Fiscal Year2024 budgeted appropriation of General Fund to benefit from economies of scale. In addition, this contract includes repair of sidewalk locations paid for by adjacent property owners as required by Chapter 12.04 of the Pasadena Municipal Code. Under that ordinance, repair of damaged sidewalks is the responsibility of the adjacent property owner. This ordinance is triggered when a building permit for improvements valued at over $20,000 is obtained or when a property sale requires clearance through a Presale Certification Program. That portion of work on this contract will be paid for with private capital. 

• An amendment to contract with DG Investment Intermediate Holdings 2 for security equipment at various City facilities. The City owns and maintains critical assets across many facilities that need to be protected and secured. Security at these facilities is also paramount for employee and public safety. In this vein, back on September 13, 2021, City Council approved contract 32150 in the amount of $810,257 with DG Investment Intermediate Holdings 2 Inc. DBA Convergint Technologies LLC (Convergint) to implement security upgrades including cameras and access controls at the Broadway Power Plant and seven branch libraries. The objective of these investments is to secure City assets and resources, safeguard against loss, improve facilities’ access management controls and limit public access to staff areas. To date, work has been completed at the Power Plant and two branch libraries: Allendale and Santa Catalina. Work is in progress at the other branch libraries, Hastings, Hill Avenue, Jefferson, Lamanda Park, and Rose Palace, and is expected to continue into the Summer. 

• A Side Letter of Agreement authorizing staff to modiFiscal Year the Memorandum of Understanding between The City and Laborers’ International Union of North America in the areas of Retirement and Classification and Compensation. The Human Resources Department engaged in good faith bargaining with the Laborers’ International Union of North America (LIUNA) to move the job duties of the classification of Rangemaster from LIUNA to a classification represented by the Pasadena Police Officers Association (PPOA). As part of this bargaining process the City and LIUNA (parties) reached a tentative agreement on LIUNA relinquishing the job duties of the Rangemaster to PPOA.

•  A resolution updating salaries of 12 existing classifications. As part of a recent classification and compensation review, Human Resources recommends updating the existing salary control rate of twelve classifications. The recommended salary control rates for all classifications were determined following an analysis of comparable classifications in the labor market and/or an analysis of internal alignment with comparable classifications within the City. All recommended chaF1ges are intended to support the City’s ability to recruit and retain skilled personnel in a highly competitive labor market. 

•  Adoption of an executive management salary resolution.  The City Council establishes by resolution the salaries and benefits for classifications that are not represented by an employee association or union. The City Council may adopt salary resolutions as necessary to adjust wages, benefits and working conditions for non-represented employees. The non-represented employee resolutions are typically reviewed once annually. As part of the annual review of the non-represented employee salary resolutions, staff has updated the Executive Management salary resolution to include a 3% across-the-board salary increase as well as an additional increase to two public safety classifications to preserve internal alignment and maintain parity with comparable classifications in represented safety groups.

•  Adoption of a Non-Represented Management Salary Resolution. The City Council establishes by resolution the salaries and benefits for classifications that are not represented by an employee association or union. The City Council may adopt salary resolutions as necessary in order to make adjustments to wages, benefits and working conditions for non-represented employees. The non-represented employee resolutions are typically reviewed once annually. As part of the annual review of the non-represented employee salary resolutions, staff has updated the Non-Represented Non-Management and Non-Represented Management salary resolutions.

• A report on emergency repairs of storm-related damage to City facilities and infrastructure, and amendment to operating and capital improvement budgets. The City of Pasadena Department of Public Works (PW) maintains and repairs City-owned facilities and infrastructure, including public streets and buildings. As a result of several heavy rainstorms between the period of February 24 and March 31, major damage was sustained at various street and facility locations, requiring emergency response and repairs by PW staff and its contractors to secure the sites and ensure the safety of the public. 

• A contract with USA Shade & Fabric Structures for the engineering, procurement, and installation of playground shade structures at Central Park Playground. The Central Park Improvements (78461) CIP project was created and initially funded in Fiscal Year 1991. Since its inception, several subprojects have been completed including walkway replacements (Fiscal Year 2005), installation of park walkway lighting (Fiscal Year 2008), renovation and enlargement of children’s play area (Fiscal Year 2014), replacement of the restroom building (Fiscal Year 2017), and tenant improvements to the El Centro de Accion building (Fiscal Year 2018). In Fiscal Year 2020, the CIP project description was amended to include the installation of shade structures and additional lighting atthe children’s playground area. In Fiscal Year 2022, the project description was amended to include the installation of rubberized playground surfacing. The scope of these two contracts will provide for these improvements. Playground shade structures have several benefits including providing sun protection for users; creating cooler temperatures for the playground and equipment resulting in safer and longer periods of active use; and reducing wear and tear on equipment caused by constant sun exposure. Rubberized play surfaces provide several benefits including fall attenuation and slip-resistance, increased accessibility to playground equipment, and durability. 

• The quarterly investment report for the quarter ending March 31. 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, it 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.

• Amendments to the Fiscal Year 2023 Adopted Operating Budget as detailed in the following report by a net expense of $6,846,408. Throughout the fiscal year, budgetary adjustments are necessary to account for unanticipated changes to the adopted budget. These revenue and appropriation amendments are presented to the City Council for consideration. 

• Adoption of the City Treasurer’s recommended Investment Policy and Investment Strategy for Fiscal Year (Fiscal Year) 2023-2024. The Investment Policy is intended to outline the policies for maximizing the efficiency of the City’s cash management system, the prudent investment of the City’s funds, and to provide guidelines for suitable investments. The primary goals of the investment policy are to ensure compliance with the law; provide protection of principal; maintain liquidity; and maximize investment income to enhance the economic status of the City. 

• A contract with Lance Soll & Lunghard LLP (LSL) to perform the annual audits of the financial statements for the City of Pasadena, the Successor to the Pasadena Community Development Commission (PCDC), the Rose Bowl Operating Company (RBOC), the Pasadena Center Operating Company (PCOC), the Pasadena Community Access Corporation (PCAC), the Pasadena Rental Housing Board, the City’s Air Quality Improvement fund, the City’s Housing Successor fund, the Foothill Workforce Development Board fund, and other agreed to procedures using an “enhanced” audit methodology.