Water And Power, Janitorial Services and Risk Management Contracts on Monday’s Consent Calendar

The City Council is expected to vote to spend $2,730,034 on three items on Monday’s consent calendar, including a contract for $750,000 for a Water and Power customer information system. The vote would also authorize City Manager Steve Mermell to amend the contract and approve existing projects. 

The other items include contracts for janitorial services in four city-owned parking lots and a risk liability management system. One item was pulled from the agenda. 

The consent calendar is a multi-item part of the City Council agenda which can be passed in its entirety with a sweep motion.

Councilmembers have the option of pulling certain items from the consent calendar for further discussion and possible action. After an item is pulled it requires a separate vote of the council or it can be held for future discussion.

1. AUTHORIZATION TO ENTER INTO A CONTRACT WITH JONCO WEST TO PROVIDE JANITORIAL SERVICES IN FOUR CITY OWNED PARKING LOTS IN AN AMOUNT NOT-TO-EXCEED $185,130 FOR THE INITIAL THREE-YEAR TERM

Accept the bid dated September 21 submitted by Jonco West in response to specifications to furnish and deliver janitorial services in four city-owned parking lots; authorize the city manager to enter into a three-year contract not-to-exceed $185,130 which includes the base contract amount of $168,300 and a contingency of $16,830 to provide for any necessary change orders; and the vote would also authorize the city manager to extend the contract for two optional one-year terms not-to-exceed $61,710 annually without further council approval with a maximum contract of five years and a not-to-exceed contract amount of $308,550.

2. FINANCE COMMITTEE: AUTHORIZATION TO ENTER INTO A CONTRACT WITH ORIGAMI RISK LLC FOR A RISK/LIABILITY MANAGEMENT INFORMATION SYSTEM (RMIS)

Authorize the city manager to enter into a five-year contract, as the result of a competitive selection process, as specified by Section 4.08.047 of the Pasadena Municipal Code, with Origami Risk LLC for a Risk/Liability Management Information System (RMIS) to manage its liability programs in an amount not-to-exceed $544,904, which includes the base contract amount of $524,682, and a contingency of $20,222 to provide for any necessary change orders; and amend the Fiscal Year 2021 Operating Budget by appropriating $132,442 to the liability and claims budget account, 50712002-811400, from the general liability fund unassigned fund balance. 

3. 3. MUNICIPAL SERVICES COMMITTEE: APPROVE PROFESSIONAL SERVICES CONTRACTS IN THE AMOUNT OF $750,000 FOR THE CUSTOMER INFORMATION SYSTEM PROJECT FOR THE WATER AND POWER DEPARTMENT AND AUTHORIZE THE CITY MANAGER TO AMEND AND/OR APPROVE CHANGE ORDERS FOR EXISTING AND RECOMMENDED CONTRACTS RELATED TO THE CUSTOMER INFORMATION SYSTEM PROJECT IN AMOUNTS NOT-TO-EXCEED $2,000,000

Authorize the city manager to enter into contracts, as a result of a competitive selection process in support of the Customer Information System (“CIS”) replacement project with the following: a) TMG Utility Advisory Services Inc., for project management, testing lead, functional architect, Oracle utility developer and technical architect services in an amount not-to-exceed $150,000 or three years, or whichever occurs first; b) Utility Solutions Partners LLC. for project management, testing lead, training lead, functional architect, and Oracle utility developer services in an amount not-to-exceed $150,000 or three years, whichever occurs first; c) KRE Consulting for project management and training lead services in an amount not-to-exceed $125,000 or three years, whichever occurs first; d)    Red Clay Consulting Inc. for Oracle utility developer, and conversion specialist services in an amount not-to-exceed $125,000 or three years, whichever occurs first; e) Prithibi LLC. for technical architect services in an amount not-to-exceed $75,000 or three years, whichever occurs first; and f) Rich Solutions LLC. for conversion specialists services in an amount not-to-exceed $125,000 or three years, whichever occurs first;

Authorize the City Manager to amend contracts and/or approve change orders for the existing and recommended CIS contracts, listed in Table 1, in an aggregate amount not-to-exceed $2,000,000; and approve amendments of the Fiscal Year 2021 capital improvement program (“CIP”) budget to appropriate: $1,787,500 to Power Capital Fund CIP No. 3022 from the Light and Power Fund balance; and, $962,500 to Water Capital Fund CIP No. 1011 from the Water Fund balance.