AGENDA
FINANCE COMMITTEE
SPECIAL MEETING NOTICE
APRIL 8, 2024
PUBLIC MEETING 3:00 P.M.
M
embers
Victor M. Gordo, Mayor
Tyron Hampton, District 1
Felicia Williams, District 2
S
TAFF
Matthew Hawkesworth, Director of Finance
Theresa Fuentes, Assistant City Attorney
Gloria Acevedo, Recording Secretary
M
ISSION STATEMENT
The City of Pasadena is dedicated to delivering exemplary municipal services, responsive to our entire community and consistent
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n compliance with the Americans with Disabilities Act of 1990, Assistive Listening Devices are available from the City Clerk’s Office with a 24-hour advance notice.
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tems on the agenda may not be called in order listed. Agendas and supporting documents are available on the Internet at
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erials related to an item on this Agenda submitted to the Finance/Audit Committee after distribution of the agenda packet will be posted online and listed as: “Supplemental Agenda Material Received after the Posting of the agenda”
PUBLIC COMMENT AT THE FINANCE COMMITTEE SPECIAL MEETING FOR APRIL 8, 2024, AT 3:00 P.M. WILL BE ACCEPTED IN-PERSON AND BY VIDEOCONFERENCE/TELECONFERENCE.
Li
nk to City Meeting Policy:
cityofpasadena.net/CityCouncilMeetingPolicy
T
O VIEW A LIVE STREAM OF THE MEETING:
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AND
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PASADENAMEDIA.ORG
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SPECIAL MEETING
AGENDA
FINANCE COMMITTEE
AP
RIL 8, 2024
Public Meeting: 3:00 P.M.
Council Chamber, Pasadena City Hall
100 North Garfield Avenue, Room S249
PUBLIC MEETING – 3:00 P.M.
ROLL CALL
PUBLIC COMMENT – LIMITED TO ITEMS ON THIS SPECIAL MEETING
AGENDA AND WILL BE HEARD AT THE TIME THE ITEM IS
CONSIDERED
APPROVAL OF MINUTES
Mar
ch 25, 2024 Special Meeting
NEW BUSINESS
1. AUT
HORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT FOR AN AMOUNT NOT TO EXCEED $357,354 WITH ENDERA MOTORS, LLC TO
PURCHASE ONE REPLACEMENT PASADENA DIAL-A-RIDE ZERO-
EMISSION BUS AND AMEND THE FY2024 CAPITAL IMPROVEMENT
BUDGET TO FUND THE BUS PURCHASE
2. ADO
PT A RESOLUTION AUTHORIZING THE CITY OF PASADENA TO
ENTER INTO AN AGREEMENT WITH THE CALIFORNIA DEPARTMENT OF
WATER RESOURCES, RECOGNIZE REVENUE AND APPROPRIATE FUNDS OF $3,000,000 TO THE FISCAL YEAR 2024 CAPITAL IMPROVEMENT
PROGRAM BUDGET, TO BE TRANSFERRED TO THE ROSE BOWL
OPERATING COMPANY, FOR THE GAS AND WATER INFRASTRUCTURE
IMPROVEMENTS PROJECT
3. DI
RECT THE CITY ATTORNEY TO PREPARE AN ORDINANCE WITHIN 60- DAYS AMENDING PASADENA MUNICIPAL CODE CHAPTER 4.08 TO
INCREASE FORMAL AND INFORMAL PROCUREMENT LIMITS, AND
RELATED CLEAN-UP CHANGES
ADJOURN
PAGE 1
A
PPROVAL OF MINUTES
March 25, 2024 Special Meeting
PAGE 2
01 3/25/24 Finance Committee
CITY OF PASADENA
FINANCE COMMITTEE MINUTES
PASADENA CITY HALL
100 NORTH GARFIELD AVENUE
CITY HALL COUNCIL CHAMBER S249
MARCH 25, 2024
SPECIAL MEETING
OPENI
NG Chair Gordo called the special meeting of the Finance Committee to order at 4:18 p.m.
ROLL CAL
L: Mayor Victor M. Gordo (Chair)
Councilmember Tyron Hampton
Councilmember Felicia Williams (Joined via Zoom)
Sta
ff: Miguel Márquez, City Manager
Theresa Fuentes, Assistant City Attorney
Matthew Hawkesworth, Director of Finance/ Acting Assistant City Manager
Gloria Acevedo, Recording Secretary
APPROV
AL OF MINUTES: It was moved by Councilmember Hampton, seconded by Councilmember Williams, to approve the minutes of the February 26, 2024, (special meeting) and the March 11, 2024, cancellation notice, as submitted. (Motion Unanimously carried) (Absent: None) AYES : Chai
r Gordo, Councilmember Williams, Councilmember
Hampton
NOES: None
ABSENT: None
ABSTAIN: None
NEW BUSINESS: QUARTERLY INVESTMENT REPORT - QUARTER ENDING DECEMBER 31, 2023
Chair Gordo introduced the item and Matthew Hawkesworth, Director of Finance/ Acting Assistant City Manager , provided a PowerPoint presentation and responded to questions.
Councilmember Hampton requested clarification on whether data from the report related to unemployment numbers used the unemployed for three-months or the unemployed for six-months figures. Mr. Hawkesworth responded that statistically commentaries reference the unemployed for six-months: however, he will confirm with Vic Erganian, Deputy Director of Finance/Treasurer and relate the response.
PAGE 3
02 3/25/24 Finance Committee
Chair Gordo thanked staff for their work in maintaining the portfolio in the positive despite a volatile market.
It was moved by Councilmember Hampton, seconded by Councilmember Williams, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) AYES : Chair Gordo, Councilmember Williams, Councilmember Hampton
NOES: None
ABSENT: None
ABSTAIN: None
INFORMATION ONLY: COVID-19 REIMBURSEMENT FINANCIAL UPDATE Chair Gordo introduced the item and Matthew Hawkesworth, Director of Finance/ Acting Assistant City Manager, provided a brief outline of the report and responded to questions.
Chair Gordo requested clarification on the term “accepted” as related to the projects. Mr. Hawkesworth stated that items listed as pending on the table of the memo are the projects that have been accepted by the Federal Emergency Management Agency and the California O ffice of Emergency Services.
On the order of the Chair and consensus of the Committee, the item was received and filed.
ADJOURNMENT: On the order of the Chair, the special meeting of the Finance Committee was adjourned at 4:34 p.m.
ATTES
T: ______________________
Mayor Victor Gordo, Chair
Finance Committee
______________
______
Gloria Acevedo
Recording Secretary
PAGE 4
NEW BUSINESS
ITEM 1
1. AUTHORIZE THE CITY MANAGER TO ENTER INTO A
CO
NTRACT FOR AN AMOUNT NOT TO EXCEED
$357,354
WITH ENDERA MOTORS, LLC TO PURCHASE
ONE REPLACEMENT PASADENA DIAL-A-RIDE ZERO-
EMISSION BUS AND AMEND THE FY2024 CAPITAL
IMPROVEMENT BUDGET TO FUND THE BUS
PURCHASE
PAGE 5
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Agenda Report
April 8, 2024
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Department of Transportation
SUBJECT: AUTHORIZE THE CIT/ MANAGER TO ENTER INTO A CONTRACT FOR AN AMOUNT NOT TO EXCEED $379,354 WITH ENDERA
MOTORS, LLC TO PURCHASE ONE REPLACEMENT PASADENA
DIAL-A-RIDE ZERO-EMISSION BUS AND AMEND THE FY2024
CAPITAL IMPROVEMENT BUDGET TO FUND THE BUS PURCHASE)
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the purchase of Dial-A-Ride buses is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061(b)(3) (Common Sense exemption);
2. Authorize the City Manager to enter into a contract with Endera Motors, LLC for one battery electric bus as a replacement Pasadena Dial-A-Ride bus in an amount not to exceed $379,354, which includes a base of contract $344,867 and 10% contingency of $34,487. Competitive Bidding is not required pursuant to City Charter Section 1002(1-1) contracts with other governmental entities or their contractors for labor, materials, supplies or services;
3. Grant the proposed contract an exemption from the Competitive Selection process pursuant to Pasadena Municipal Code Section 4.08.049(8) contracts for which the City's best interests are served; and
4. Amend the Fiscal Year 2024 Capital Improvement Budget by appropriating $199,331 in Proposition A local transit funds (Fund 208) to the Purchase of Dial-A-Ride Vehicles (75086) project.
BACKGROUND:
Pasadena Dial-A-Ride is a shared curb-to-curb transportation service for residents with a disability who are at least 60 years old or have a disability that prevents them from MEETING OF_4/8/2Q24_AGENDA ITEM NO. _1Q_
PAGE 6
Purchase of One Dial-A-Ride Replacement Vehicle
April 8, 2024
being able to use regular fixed route transit services. The City's Pasadena Dial-A-Ride fleet is made up of 15 vehicles. Of the 15 vehicles, 13 are cutaway style vehicles that can accommodate up to 16 passengers and have fourwheelchair securements. One of the cutaway style vehicles has surpassed its useful life and is being recommended to be replaced with the fleet's first zero-emission cutaway.
In order to help medium, small, rural, and specialized transportation providers meet the rigorous transit and zero-emission vehicle procurement requirements, the Morongo Basin Transit Authority (MBTA), a member of the California Association of Coordinated Transportation (CalACT), formed the CalACT/MBTA Vehicle and Materials Purchasing Cooperative (Cooperative), which has become the state's purchasing cooperative for smaller agencies statewide to use to ensure federally compliant procurements.
The Cooperative developed bid documents and product specifications for a federally compliant competitive price-based procurement process for several classes of transit vehicles to be used by participating governmental agencies.
As a participating member of CalACT, the City is eligible to use the Cooperative contract for the purchase of transit vehicles. City staff evaluated and assessed several different vehicle manufacturer options offered through the Cooperative contract to ensure range requirements were met. Once the vehicle was identified, staff conducted several demonstrations to verify the reported range.
COUNCIL POLICY CONSIDERATIOlj:
The proposed action to purchase one battery electric bus as a replacement Pasadena Dial-A-Ride vehicle is consistent with the Council-adopted Zero-Emission Bus Rollout Plan and aligns with the goals of the Strategic Plan. Specifically, it contributes to the goals of improving, maintaining, and enhancing public facilities and infrastructure, increasing conservation and sustainability, and improving mobility and accessibility throughout the City. This replacement vehicle will enhance Pasadena Dial-A-Ride services by minimizing service interruptions caused by the deteriorating condition of the remaining aging Pasadena Dial-A-Ride vehicles in the fleet.
ENVIRONMENTAL IMPACT:
The purchase of this vehicle is exempt from CEQA pursuant to State CEQA Guidelines Section 15061(b)(3) (Common Sense exemption). The proposed action facilitates the replacement of existing transit facilities, namely one Pasadena Dial-A-Ride vehicle with one new battery electric vehicle of the same type and size and introduces a crucial element of sustainability.
The incorporation of zero-emission technology aligns with the City's commitment to environmental responsibility. By opting for cleaner, greener transportation options, this purchase addresses the immediate need for replacement and promotes a significant improvement in the environmental impact of the Pasadena Dial-A-Ride service. This integration of eco-friendly technology underscores the City's dedication to reducing its carbon footprint and contributing to a more sustainabte future.
PAGE 7
Purchase of One Dial-A-Ride Replacement Vehicle
April 8, 2024
FISCAL IMPACT:
The cost of this action to replace one Pasadena Dial-A-Ride vehicle will be $379,354, which includes a state voucher of $69,000 that the vendor qualifies for on our behalf, low carbon transportation program funds of $111 ,023, and a local match of $199,331. The recommended appropriation of $199,331 from Proposition A local return transit funding (Fund 208) to CIP 75086 Purchase of Dial-A-Ride vehicles project will fully fund this bus purchase. There is no impact to the General Fund.
The following table presents a summary of the project budget, which includes a 10% contingency.
Project Budget Summary
Base Contract Amount$ 344,867
Contingency (10%)
TOTAL CONTRACT AMOUNT
$ 34,487
$ 379,354
The following table presents a summary of the sources of funds that will be used:
Funding Sources Summary
Low Carbon Transportation Operations Program$111,023
Hybrid and Zero-emission Truck and Bus Voucher
Incentive Program (HVIP)
$ 69,000
Prop A Local Return Transit Funding (Fund 208)$ 199,331 TOTAL FUNDING$ 379,354
The replacement vehicle will be operated and maintained under the City's transit operations contract with First Transit, Inc. This contract for the Pasadena Dial-A-Ride operations and vehicle maintenance is included in the Department of Transportation's operating budget.
Respectfully submitted,
J
Prepared by:
Director
Department of Transportation
Sebasttan'Aritires Hemandez
Principal Planner
Approved by:
^IARQUEZ
City Manager
PAGE 8
Disclosure Pursuant to the
City of Pasadena Taxpayer Protection Amendment
Pasadena City Charter, Article XVII
Contractor/Organization hereby discloses its trustees, directors, partners, officers, and those with more than 10% equity, participation, or revenue interest in Contractor/Organization, as follows:
(If printing, please print legibly. Use additional sheets as necessary.)
1. Contractor/Organization Name:
Endera Motors, LLC
2. Type of Entity:
^ non-govemment D nonprofit 501(c)(3), (4), or (6)
3. Name(s) of trustees, directors, partners, officers ofContractor/Organization; John Walsh, Manager and Sole Member of Endera Motors, LLC
4. Names of those with more than a 10% equity, participation or revenue interest in Contractor/Organization:
Endera Motors, LLC is a wholly owned subsidiary of Endera Corporation /'J.,/'
Prepared by: Don White /4<^/^J
Title: Sales Manager/Bid Coordinator
Phone:949-374-8461
Date: 03/21/2024
Rev.07.10.2007
PAGE 9
NEW BUSINESS
ITEM 2
2. ADOPT A RESOLUTION AUTHORIZING THE CITY
OF PASADENA TO ENTER INTO AN AGREEMENT
WITH THE CALIFORNIA DEPARTMENT OF
WATER RESOURCES, RECOGNIZE REVENUE
AND APPROPRIATE FUNDS OF $3,000,000 TO
THE FISCAL YEAR 2024 CAPITAL IMPROVEMENT
PROGRAM BUDGET, TO BE TRANSFERRED TO
THE ROSE BOWL OPERATING COMPANY, FOR
THE GAS AND WATER INFRASTRUCTURE
IMPROVEMENTS PROJECT
PAGE 10
PAGE 11
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PAGE 14
NEW BUSINESS
ITEM 3
3. DIRECT THE CITY ATTORNEY TO PREPARE AN
O
RDINANCE WITHIN 60-DAYS AMENDING PASADENA
M
UNICIPAL CODE CHAPTER 4.08 TO INCREASE
FORMAL AND INFORMAL PROCUREMENT LIMITS, AND
RE
LATED CLEAN-UP CHANGES
PAGE 15
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