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SUBJECT:
Agenda Report
March 24, 2025
Honorable Mayor and City Council
Finance Committee
Department of Public Works
AMEND THE FISCAL YEAR 2025 CAPITAL IMPROVEMENT
PROGRAM
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed actions are not "projects" as defined in the California Environmental Quality Act (CEQA), Public Resources Code Section 21065 and Section 15378(b)(4) and (5) of the State CEQA Guidelines and, as such, are not subject to environmental review;
2. Amend the Fiscal Year 2025 Capital Improvement Program (CIP) Budget as detailed in Attachment A of this report;
3. Approve an advance to the Rose Bowl Operating Company (RBOC) $1,047,460 from the General Fund for half of the total cost of the Brookside Golf Course Cantilever Fence project as detailed in the body of this report; and
4. Authorize the City Manager to negotiate the terms of repayment of the advance with RBOC and to execute any documents necessary to effectuate such advance or repayment.
BACKGROUND:
Throughout the fiscal year, the Department of Public Works in conjunction with other impacted departments reviews active CIP projects to determine if budgetary changes are needed. Staff has completed this report detailing needed budget adjustments and amendments to the FY 2025 CIP Budget as detailed on Attachments A. The budgetary changes are listed below.
1. Miscellaneous Sidewalk Repair Program - FY 2021 -2025(73940)-The Department of Public Works recommends appropriating $190,054 in Private Capital MEETING OF 03/24/2025AGENDA ITEM NO.._7_
Amendments to FY 2025 CIP Budget
March 24, 2025
and increasing the budget by a like amount. These funds have been collected from property ownersanddevelopersasconditionsof development or sales of the property.
The program provides for replacement of damaged sidewalks along property frontages, these repairs will help maintain pedestrian accessibility along the City's sidewalk network.
2. Villa Parke Community Center-ADA Improvements - Locker Room and Parking Lot (78072) -The Department of Public Works recommends appropriating $400,000 in Community Development Block Grantto this project, un-appropriating $290,000 from Residential Impact Fee (RIF) and increasing the budget by $110,000. Staff was able to secure additional CDBG funds which will replace the RIFand help fund the construction phase of the project. The total estimated project cost increased by $110,000 as construction bids came in higher than anticipated and to cover the additional cost of construction supportfromthe project designer.
3. Annual ADA Sidewalk Improvement Program (73913) -The Department of Public Works recommends appropriating $100,000 in Community Development Block Grant to this project. Staffwas able to secure additional CDBGfunds which will allow staff to expand the work in Northwest Pasadena to include additional removal and replacement of concrete sidewalk pads in FY 2025.
4. Improvements at City Yards Facility (71928) - The Department of Public Works recommends appropriating $150,000 in Sewer Fundto this project. The appropriation will fund the construction of a new six-inch sewer lateral approximately 100 linearfeet in length to be connected to an existing clarifying system. This work is anticipated to be completed in May 2025.
5. Distribution Mains (1080) -The Water and Power Depart:ment recommends transferring $800,000 in Water Fund from the Advanced Metering Infrastructure (AMI) (1078) project to this project and increasing the budget by a like amount. This transfer is necessary primarily due to the early completion of the Bellefontaine Street and Glenarm Street water mainline replacement projects and the Oak Knoll Avenue water mainline replacement project being added ahead of schedule. Appropriations remaining in the Advanced Metering Infrastructure (AMI) (1078) will be sufficient to complete the FY 2025 work plan.
6. Meters and Services (1081) - The Water and Power Department recommends transferring $80,000 in Water Fund from the Advanced Metering Infrastructure (AMI) (1078), $270,000 in Water Fund from the Water Reuse Project (1013) projects and appropriating $250,000 from the Water Fund to this project and increasing the budget by $600,000. This transfer is necessary primarily due to unplanned additional service replacements after a reevaluation of aging water mains such as Raymond Avenue, along with supply chain issues which has led to an increase in material costs. In addition, appropriations are necessary to cover labor and material costs to replace water meters damaged by the Eaton Fire. Appropriations remaining in the Advanced Metering Infrastructure (AMI) (1 078) and the Water Reuse Project (1013) will be sufficient to complete the FY 2025 work plans.
Amendments to FY 2025 CIP Budget
March 24, 2025
7. Water SCADA Improvements (1087) -The Water and Power Department appropriating $50,000 from the Water Fund to this project and increasing the budget by a like amount. The funding is necessary due to labor and material costs to replace communication equ ipment damaged by the Eaton Fire. Th is communication equipment is a critical component of water infrastructure, enabling real-time monitoring, control, and operation of water storage, treatment, distribution, and emergency response.
8. Conductor Replacement Program (3226) - The Water and Power Department recommends transferring $800,000 in Power Fund from Seismic and Reliability Upgrades of Power Facilities (3'\96}, $300,000 in Power Fund from Vault Cover Lid Replacement Program (3230), and $194,427 in Power Fund from Distribution System Automation (3192) projects to this project and increasing the budget by $1,294,427.
This transfer is necessary to cover additional scope of work and increased costs for labor and materials needed to replace underground conductoron the Belmont Circuit and required for system reliability. Appropriations remaining in the Seismic and Reliability Upgrades of Power Facilities (3196) project will be sufficientto complete the FY 2025 work plan. The Vault Cover Lid Replacement Program (3230) and Distribution System Automation (3192) projects were completed under budget and the remaining appropriations can provide for this adjustment.
9. Electrical Vault Replacement and Reinforcement Program (3229) - The Water and Power Department recommends transferring $900,000 in Power Fund from the Substation Oil Containment {3^28) project to this project and increasing the budget by a like amount. Th is transfer is due to expanded workload for asbestos remediation and repairof vaults ahead of the expedited upgradesto the critical 34.5KV subtransmission lines between Glenarm and Santa Anita Receiving Stations (Subtransmission Path 2 Upgrade 3282). Appropriations remaining in the Substation Oil Containment (3128) project will be sufficient to complete the FY 2025 work plan.
10. Fire Threat Mitigation Tier 3 Areas (3257) -The Water and Power Department recommends appropriating $3,300,000 from the Power Fund to this project and increasing the budget by a like amount. This increase is necessary to expedite and complete the conversion of high voltage primary distribution lines from overhead to underground on Canyon Close Road and Fox Ridge Drive and to expedite the conversion of high voltage primary distribution lines from overhead to underground on Florecita Drive and Crestford Drive that will mitigate fire ignition risks. The substructure work for Can yon Close Road and Fox Ridge Drive will be completed in FY 2025. The substructure for Florecita Drive and Crestford Drive, and the electrical for Canyon Close Road, Fox Ridge Drive, Florecita Drive and Crestford Drive will be completed in FY 2026.
11.Subtransmission Cable Upgrade (34-30) (3281) -The Water and Power Department recommends appropriating $1,950,000 from the Power Fund to this project and increasing the budget by a like amount. The upgrade of the 34-30 subtransmission circuit between Santa Anita and Chester substations was originally planned to be completed over two years (FY 2025 to FY 2026) but has been expedited due to the early arrival of materials and now the project is expected to be Amendments to FY 2025 CIP Budget
March 24, 2025
completed in FY 2025, requiring funds planned for FY 2026 to be appropriated in FY 2025.
12.Subtransmission Path 2 Upgrade (3282) -The Water and Power Department recommends transferring $450,000 in Power Fund from Water and Power Facilities Modernization (3175), $357,896 in Power Fund from 35 kV Subtransmission System Upgrades (3283), $330,000 in Power Fund from Chester Substation Upgrades (3273), $292,104 in Power Fund from Subtransmission Cable Upgrade (34-4) (3272), $160,000 in Power Fund from Oak Knoll Substation Upgrades (3277), and $160,000 in Power Fund from Villa Substation Upgrades (3278) projects, to this project and increasing the budget for this project by $1,750,000. This transfer is due to expanded workload necessary to support the accelerated asbestos remediation and repair of vaults required forthe expedited upgrades to the critical 34.5kV subtransmission lines between Glenarm and Santa Anita Receiving Stations (Subtransmission Path 2 Upgrade). Appropriations remaining in Water and Power Facilities Modernization (3175), 35 kV Subtransmission System Upgrades (3283), Chester Substation Upgrades (3273), Oak Knoll Substation Upgrades (3277), and Villa Substation Upgrades (3278) projects will be sufficient to complete or continue with the FY 2025 work plans. The Subtransmission Cable Upgrade (34-4) (3272) project was completed under budget and the remaining appropriations can provide for th is adjustment.
13. Purchase of Vehicles and Equipment -Power Fund (3500) - The Water and Power Department recommends appropriating $300,000 from the Power Fun d to this project and increasing the budget by a like amount. This funding is necessary for the purchase of a Backyard Digger Derrik. This is a specialized construction equipment used for digging holes, lifting materials, and setting utility poles in confined workspaces. At the time of purchase no electric or zero emission options were available. Although funding was previously appropriated and theequipmentwas ordered in FY 2022, the appropriations were not carried forward due to the prolonged manufacturing and delivery delays. The equipment is now expected to be available in FY 2025.
Proposed New Projects
The following projects are recommended to be added to the FY 2025 - 2029 CIP Budget.
These projects were presented to the Planning Commission on November 13, 2024 and were found consistent with the General Plan.
14. Washington Park Stormwater Capture Project (76921) -The Department of Public Works recommends this project be added to the FY 2025 CIP budget with a total estimated project cost of $12,700,000, and recommends appropriating $12,700,000 in Safe, Clean Water Program (Measure W) Competitive Grant to this project. This project was identified in the Public Works Stormwater Assessment which was completed in FY 2021 as an opportunity to address Municipal Separate Storm Sewer Systems (MS4 permit) compliance measures.
DESCRIPTION: This project provides for the design of a regional stormwater capture project, including above and below ground capture and infiltration solutions at Amendments to FY 2025 CIP Budget
March 24, 2025
Washington Park, to improve water quality in the City's Eastside storm drain and the downstream Rio Hondo River. The project will also provide community benefits, including aesthetic urban greening elements, permeable pavement, and increased shade canopy.
JUSTIFICATION: This project is intended to provide direct benefits to the City in the form of water quality improvements within the Rio Hondo watershed. These are necessary to address MS4 compliance metrics. In addition, the project will reduce flood risk by storingl 1 acre-feet of flows during storm events, reduce the heat island effect through enhanced greening, and recharge the local groundwater basin through infiltrative practices.
SCHEDULE: Design will begin in FY 2025.
See Attachment B forthe full project page.
15.Brookside Golf Course Installation ofCantilevered Netting -The Department of Public Works recommends this project be added to the FY 2025 CIP budgetwith a total estimated project cost of $2,347,460 and appropriating $2,347,460 in General Fund to this project. The cost of the en tire project is $2.6 million which includes the cantilever fence pi lot project th at was already installed at the baseofSalviaCanyon and paid for by RBOC in 2023. Staff is recommending that the City and the RBOC split the cost of the entire project, and the City loan the RBOC $1,047,460 for half of the remaining cost.
DESCRIPTION: This project provides for the installation of approximately 3,320 linearfeetof cantilevered netting (supplementing the existing vertical netting system) along West Drive and Rosemont Avenue at Brookside Golf Course.
JUSTIFICATION: To enhance the safety along the Rose Bowl recreational loop, a cantilevered netting system will be installed to provide a canopy over the walking path adjacent to golf holes south of Washington Boulevard along West Drive and Rosemont Avenue.
SCHEDULE: Construction will begin in FY 2025.
See Attach mentC for the full project page.
Proposed/Estimated Project Cost and Loan to RBOC
Total Estimated Project Cost: $2,600,000
o Pilot Project completed in 2023: $252,540 (paid for by RBOC) o Proposed New CIP Project Cost: $2,347,460
City Contribution: $1,300,000
RBOC Contribution: $1,300,000
o RBOC Contribution Paid in 2023: $252,540
o RBOC loan amount: 1 ,047,460
Repayment Terms: Amortized over 10 years at approximately $104,746 annually Amendments to FY 2025 CIP Budget
March 24, 2025
The above deal points have been tentatively discussed between the RBOC and the City and are subject to City Council approval.
On January 7, 2025, the RBOC approved this project, funding half the cost, and the proposed advance from the City.
COUNCIL POLICY CONSIDERATION:
All of the above projects and actions address City Council's goals to maintain fiscal responsibility and stability and improve, maintain, and enhance public facilities and infrastructure.
ENVIRONMENTAL ANALYSIS:
CEQA excludes from environ mental analysis those actions that are not "projects" as defined by State CEQA Guidelines Section 15378. That section excludes from the definition of "project" the creation of government funding mechanisms and fiscal activities which do not yet commit the lead agency to any specific project, and also excludes organizational or administrative govern mental activities th at do not result in physical changes to the environment. The actions proposed herein are budgetary and part of the City's normal administrative process as it takes early steps to prepare for the possibility of undertaking a project, and therefore they are not yet "projects" as defined by CEQA.
Amendments to FY 2025 CIP Budget
March 24, 2025
FISCAL IMPACT:
The cumulative result of these recommendations will increase the FY 2025 CIP budget by $21,447,514. The specific funding sources for the budget amendments are listed on Attachment A. The impact to the General Fund is $2,347,460.
Respectfully submitted,
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GREG OE VINCK, P.E.
Director of Public Works
Prepared by:
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Phyllis H'allowell
Administrative Services PW Administrator
Approved by:
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MIGUEJ-W(RQUEZ
City Manager
Attachment A - Amendments to the FY 2025 - 2029 CIP Budget Attachment B - Washington Park Storm Water Capture Project Page Attachment C - Brookside Golf Course Installation of Cantilevered Netting Project Page