AGENDA
FINANCE/AUDIT COMMITTEE
SPECIAL
MEETING NOTICE
JU
LY 13, 2026
PUBLIC MEETING 3:00 P.M.
M
embers
Victor M. Gordo, Mayor
T
yron Hampton, District 1
Rick Cole , Dist rict 2
G
ene Masuda, Di strict 4
STAFF
Karin Schnaider, Director of Finance
Arnold Lee, Chief Assistant City Attorney
Gloria Acevedo, Recording Secretary
MISSION ST ATEMENT
T
he City of Pasadena is dedicated to delivering exemplary municipal services, responsive to our entire community and consi stent
with our history, culture, and unique character.
In compliance with the Americans with Disabilities Act of 1990, Assistive Listening De vices are available from the City Clerk’s Of fice with a 24- hour advance notice.
Please call (626) 744-4124 to request use of a listening device.
Language translation services are available for this meeting by calling (626)744
-4124 at least 24 hours in advance.
Habrá servicio de interpretación disponible para éstas juntas llamando al (626)744-4124 por lo menos con 24 horas de anticipación.
Meetings
are broadcast live on cable Channel 3 and on the Internet at http://pasadena.granicus.com/mediaplayer.php?camera_id=2&publish_id=9 and https://www.pasadenamedia.org/watch/ (Click on Video Streamlining on the right side of the screen).
Items o
n the agenda may not be called in order listed. Agendas and supporting documents are available on the Internet at
https://www.cityofpasadena.net/commissions/city-council-finance-committee/ Material
s 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 SPECIAL FINANCE/AUDIT COMMITTEE
MEETING FOR JULY 13, 2026, AT 3:00 P.M. WILL BE ACCEPTED IN- PERSON AND BY VIDEOCONFERENCE/TELECONFERENCE.
Link to City Meeting Policy:
cityofpasadena.net/CityCouncilMeetingPolicy
TO VIEW A LIVE STREAM OF THE MEETING:
http://pasadena.granicus.com/MediaPlayer.php?publish_id=181 Pasad
ena Media - YouTube
AND
WWW.PAS
ADENAMEDIA.ORG
In order to facilitate public participation at meetings the City will accept public comment in the following manner:
1. Whether participating in-person or virtually at the meeting, members of the public may provide public comment by submitting a speaker card prior to the start of public comment on that item, at the following webpage:
www.cityofpasadena.net/commissions/public-comment/
If a public comment speaker wishes to speak on more than one agenda item, please indicate which items on the online form (multiple item speakers will be handled according to the process posted on the agenda and as specified in the City meeting policy). Public comments are limited to 3 minutes each, and the Chair and Committee may limit this time if reasonable under the circumstances.
2. In-person Meeting Participation: Complete an online speaker card at the following website: www.cityofpasadena.net/commissions/public-comment/ After submitting a public speaker card, members of the public may attend the meeting in-person by coming to the Pasadena City Council Chamber, Room S249 at City Hall at the date and start-time of the posted meeting.
Virtual Meeting Participation: For virtual participants, you may attend by connecting to the meeting using a computer, other electronic device, or by telephone. Please review the agenda to identify the published start time for the meeting and connect to the meeting just prior to, or at the start of the meeting.
To participate in public comment for an item and to be recognized to speak, it is required that the speaker login to the meeting using the same name or telephone number used on the Speaker Card form. This will allow City staff to locate and promote the speaker into the meeting when it is time for their public comment. 2 Participants’ phone calls to the Committee meeting will be recorded as part of the Committee meeting. By staying on the line and making public comment during the Committee meeting by phone, you are agreeing to have your phone call recorded. Following is the connectivity information for virtual participation:
Computer or electronic devices, join the meeting at: cityofpasadena.net/cczoom Telephone only dial-in: 1-669-900-6833, Meeting ID: 161 482 446
3. Speaker Card Help Line: If a public comment speaker needs assistance in completing a speaker card, please call the City Clerk’s Office at: (626) 744-4124.
Help line will open 30 minutes prior to the posted start time of the meeting.
4. Members of the public may submit correspondence of any length prior to the start of the meeting, at the following email address:
gacevedo
@cityofpasadena.net
Corr
espondence will be forwarded to the Committee prior to the start of the meeting, posted online, and made part of the legislative record for the item.
LIVESTREAM WITH CAPTIONING IS AVAILABLE AT WWW.PASADENAMEDIA.ORG, AND ALSO AT WWW.CITYOFPASADENA.NET/COMMISSIONS/AGENDAS, IF Y
OU NEED A REASONABLE MODIFICATION OR ACCOMMODATION PURSUANT
TO THE AMERICANS WITH DISABILITIES ACT
BECAUSE YOU ARE UNABLE TO PARTICIPATE ELECTRONICALLY AS SET FORTH ABOVE, CONTACT THE CITY CLERK’S OFFICE
AS SOON AS POSSIBLE AT (626) 744-4124 OR
[email protected].
3 4
SPECIAL MEETING
AGENDA
FINANCE/AUDIT COMMITTEE
JULY 13, 2026
Public Meeting: 3:00 P.M.
Council Chamber, Pasadena City Hall
100 North Garfield Avenue, Room S249
The
Finance Committee may take action within its authority on any item listed on this agenda as it deems appropriate following consideration and discussion of the matter.
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
OLD BUSINESS
1. R
EVIEW OF CITY REVENUE SOURCES AND OPTIONS FOR REVENUE
ENHANCEMENTS FOR THE GENERAL FUND
NEW BUSINESS
2. A
PPROVAL OF FY 2027 INTERNAL AUDIT PLAN AND FY 2025/2026
INTERNAL AUDIT PLAN UPDATE
3. AUT
HORIZE THE CITY MANAGER TO EXECUTE CALIFORNIA
GOVERNOR'S OFFICE OF EMERGENCY SERVICES (CAL OES)
AGREEMENT NO. A231012258-A2 AND AMEND THE FIRE
DEPARTMENT'S FISCAL YEAR 2027 ADOPTED OPERATING BUDGET
5 4. AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENTS WITH THE
LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION
AUTHORITY (METRO) TO ACCEPT METRO GRANT FUNDING FOR OPEN AND SLOW STREETS CYCLE 6 IN THE AMOUNT OF $500,000 TO HOST AN OPEN STREETS EVENT IN 2026, TO EXECUTE A CONTRACT WITH CICLAVIA, INC TO PARTNER FOR THE 2026 EVENT, AND TO AMEND THE DEPARTMENT OF TRANSPORTATION (DOT) FISCAL YEAR (FY) 2027 OPERATING BUDGET AND FY2027 CAPITAL IMPROVEMENT PROGRAM FOR THE $240,000 LOCAL MATCH
5. AUT
HORIZE THE CITY MANAGER TO ENTER INTO AGREEMENTS TO
ACCEPT $2,400,000 IN METRO ZERO-EMISSION VEHICLE GRANT
FUNDS, AMEND CONTRACT 31918 WITH CONNEXIONZ LTD. BY
INCREASING THE NOT-TO-EXCEED AMOUNT BY $1,757,342 FOR
ONBOARD TECHNOLOGY ON THE PASADENA PUBLIC TRANSIT FLEET, AND AMEND THE FY 2027 CAPITAL IMPROVEMENT PROGRAM BUDGET
6. AUT
HORIZE THE CITY MANAGER TO EXECUTE ALL AGREEMENTS WITH
LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION
AUTHORITY (METRO) FOR THE RECEIPT OF $674,769 IN FEDERAL TRANSIT ADMINISTRATION (FTA) SECTION 5310 GRANT FUNDS FOR
THE PASADENA DIAL-A-RIDE MOBILITY MANAGEMENT PROJECT AND
PASADENA MYSTERY RIDER PROGRAM
ADJOURN
6 OLD BUSINESS
ITEM 1
1. REVIEW OF CITY REVENUE SOURCES AND OPTIONS FOR REVENUE
ENHANCEMENTS FOR THE GENERAL FUND
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 Office of the City Manager
REVIEW OF CITY REVENUE SOURCES AND
OPTIONS FOR REVENUE ENHANCEMENTS FOR
THE GENERAL FUND
Finance Committee and City Council Meeting
July 13, 2026
28 Background
• On June 15, 2026, the City Council approved
a ba
lanced General Fund budget using one-
time revenues and reserves.
• Balancing the budget has become
in
creasingly difficult due to:
> Economic uncertainty
> Persistent inflation
> Stagnate/slow revenue growth
2 29
Background
• Dependent on one-time revenues and
reserves for three consecutive fiscal
years.
> A widening structural deficit continues
> The City Council has identified five City
fu
nding priorities
Four rely primarily on the General Fund
Current funding is insufficient for ongoing
ser
vices
3 30
Local Funding Options – Tax
Local Tax Opportunities Estimated Additional
Annual Revenue
Transaction and Use
Tax (0.25%) $11M
Tax on Parking
Occupancy $5M
Real Property
Transfer Tax $26M
Business Tax $15M
Parcel Tax $30M
4 31
Transaction and Use Tax
• Current capacity of ¼ cent - $11M
an
nually
> Has voter familiarity and ease of administration
• General or Special Tax
> As a general tax, si milar to 2018-Mearsure I, majority voter approval needed
> As Special Tax could fund a City priority, 2/3 voter
ap
proval needed
May gain supporters with dedicated spending plan
5 32
Tax on Parking Occupancy
• Revenue estimate, $5M
> New taxing structure, varies across cities
> Administration
Structure likely mimic Transient Occupancy Tax,
New tax for parking facility operators
• General or Special Tax
> May have opposition from special interest group(s)
> As Special Tax could associate with a City priority,
2/
3 voter approval needed
May gain supporters with dedicated spending plan
6 33
Real Property Transfer Tax
• Revenue estimate, $26M
> Tax structure could have single or tiered rates
> Administration
Administered through LA County
• General or Special Tax
> May have opposition from special interest group(s)
> As Special Tax could associate with a City priority,
2/
3 voter approval needed
May gain supporters with dedicated spending plan
7 34
Business License Tax
• Revenue estimate, $15M
> Tax structure varies across cities
Could have single or tiered rates
Needs outreach with business co mmunity
> Administration
New administration procedures, likely streamlined
• General or Special Tax
> May have opposition from special interest group(s)
> As Special Tax could associate with a City priority,
2/
3 voter approval needed
May gain supporters with dedicated spending plan
8 35
Parcel Tax
• Revenue estimate, $30M
> Tax structure varies
> Administration
New administration procedures, mimic Library Tax
• Special Tax
> May have opposition from special interest group(s)
> As Special Tax could associate with a City priority,
2/
3 voter approval needed
May gain supporters with dedicated spending plan
9 36
Dedicated Services
• Fire Plan
> Modernize fire department facilities & Enhanced
Fir
e Prevention
Training center; Facility upgrades; Long term capital pla
nning
Brush clearance, Paramedic services, Fire response
• Roadway
> Improve roadways & implement pedestrian/bike
safe
ty strategies
Pavement condition, Enforcement, Pedestrian/bike safety 10 37
High-Potential Revenue Options
• High-Potential Revenue Options:
> Real Property Transfer Tax
> Transactions and Use Tax (TUT)
> Parcel Tax
• Considerations for Real Property Transfer Tax:
> Generates high revenue but volatile revenue
sour
ce
> Most cities with this tax originated as pre-Pro p 13
> May face strong outside opposition and can
cr
eate unintended market impacts.
Likely to be gain support as a dedicated tax but would req
uire 2/3 voter approval.11
38 Recommended
• General Tax:
> TUT provides stable revenue, is familiar to voters,
and
is unlikely to attract significant opposition.
• Dedicated Tax:
> Parcel Tax offers reliable funding for specific
ser
vices or infrastructure and often receives strong
community support;
> Requires two-t hirds voter approval.
12 39
Considerations for Tax
• All options are still preliminary
> Staff needs Council direction on which measure(s) to
adv
ance.
> County deadline for ballot materials is August 7, 2026. > Council must approve final documents on July 27 or
August
3. Currently these dates are not scheduled.
> Staff recommends forming an Ad Hoc Committee to
fi
nalize ballot language.
13 40
NEW BUSINESS
ITEM 2
2. APP ROVAL OF FY 2027 INTERNAL AUDIT PLAN AND FY
2025/2026 INTERNAL AUDIT PLAN UPDATE
41 Internal Audit Plan FY 2027
City of Pasadena | Internal Audit
Background
Per the Internal Audit Framework, originally approved on February 2, 2016 and most recently updated in November 2025, the Internal Audit Division is responsible for developing and executing an annual risk-based Internal Audit Plan. This plan incorporates risks and control concerns identified by management and City Council and is submitted for approval to the City Manager and City Council through the Audit Committee.
Citywide Risk Assessment
To develop the FY 2027 Internal Audit Plan, Internal Audit conducted a comprehensive Citywide Risk Assessment involving a systematic review of key processes, programs, and financial activities across all City departments reporting to the City Manager. The assessment is designed to identify areas of heightened risk to ensure Internal Audit resources are allocated to engagements that deliver the greatest value and strengthen transparency, compliance, and public trust. The FY 2027 Citywide Risk Assessment resulted in identifying over 140 potential audit areas, Appendix A shows the top ten areas identified from this effort.
The FY 2027 Audit Risk Matrix incorporates 13 weighted risk categories across five risk types:
financial, operational, compliance, strategic, and information technology. Each auditable area is scored on a scale of 1 to 5 across these categories, with weights applied to calculate a total risk score. These scores—combined with governance input from the City Manager's Office, Department Directors, and Internal Audit—inform the prioritization of audits included in the plan.
The City’s audit risk model balances objective risk factors with governance priorities to ensure both operational integrity and strategic alignment:
• Weighted Emphasis on Governance: Governance selection factors (City Manager/Deputy City Manager, Department Head, Internal Audit) collectively account for 50% of the total score. This ensures the audit plan reflects executive priorities and stakeholder concerns while maintaining transparency.
• Objective Risk Coverage: Core risk categories - Financial Exposure, Service Delivery, Compliance and Regulatory - remain highly influential, representing the largest share of To: Finance/Audit Committee
From: Ani Antanesyan, Internal Audit Manager
Subject: Approval of FY 2027 Internal Audit Plan and FY 2025/2026 Internal Audit Plan Update
Date: July 13, 2026
Recommendation: Staff recommend that the Finance/Audit Committee approve the FY 2027 Internal Audit Plan.
1 1
42 Internal Audit Plan FY 2027
City of Pasadena | Internal Audit
inherent risk factors. These categories safeguard fiduciary responsibility, legal compliance, and continuity of essential services.
• Operational Complexity and Technology: IT Risk, Complexity of Operations, and Third-Party Risk provide a comprehensive view of operational vulnerabilities, including reliance on critical systems and external vendors.
• Public Trust and Emerging Risks: Public trust and Transparency and Time Since Last Audit ensure reputational risk and audit coverage rotation are factored into prioritization. • Fraud Hotline and External Audits: Fraud hotline complaints are incorporated to ensure that potential issues raised through this channel are considered in the overall risk profile for the department or process and review of external audit coverage is included to identify areas already assessed by other assurance providers, helping reduce duplication of effort and focus Internal Audit resources.
By combining quantitative risk scoring with qualitative input, the model produces a balanced, relevant and defensible audit plan that aligns with City Council goals and mitigates the most significant threats to financial integrity, compliance, and public confidence. Appendix A provides a detailed background on the FY 2027 Internal Audit Plan and Risk Assessment methodology.
FY 2027 Proposed Internal Audit Plan
The FY 2027 Proposed Internal Audit Plan includes four audit engagements selected based on risk ranking, strategic relevance, and available Internal Audit resources. The plan includes high‑priority risk areas identified in the Audit Risk Matrix, as well as critical carryover projects from FY 2026. Appendix B contains the FY 2027 Proposed Internal Audit Plan.
The Citywide Risk Assessment and resulting Internal Audit Plan cover all departments reporting to the City Manager. Areas outside this scope include City Council appointees and affiliated agencies that maintain independent oversight.
FY
2025/2026 Internal Audit Plan Update
In accordance with the Institute of Internal Auditors’ Global Internal Audit Standards, the Internal Audit Manager is required to periodically report on the division’s performance relative to the approved audit plan. Appendix C and D in this report summarize year-end updates on the FY 2025/2026 Internal Audit Plan, advisory projects, open audit recommendations, Fraud Hotline activity, results of internal quality assessments, and required periodic communications under the Global Audit Standards.
Attachments: (4)
Appendix A – FY 2027 Internal Audit Plan/Audit Risk Matrix (Top 10) Appendix B – FY 2027 Proposed Internal Audit Plan
Appendix C – FY 2026 Internal Audit Status Update
Appendix D – FY 2025/2026 Internal Audit Plan Update
2 2
43 Appendix A: FY 2027 Internal Audit Plan/Audit Risk Matrix FY 2027 Internal Audit Plan
City of Pasadena
Internal Audit Division
City Manager’s Office
100 N.
Garfield Avenue
Pasadena, CA 91101
July 13, 2026
Data-Informed
Assurance and Advice
3 3
44 Internal Audit Plan FY 2027
City of Pasadena | Internal Audit
Introduction
Per
the Internal Audit Framework, which was originally approved on February 2, 2016 and was last updated in November 2025, the Internal Audit division is responsible for developing and executing an annual risk-based Internal Audit Plan that includes any risk and control concerns identified by management and/or City Council, and to submit it for approval to the City Manager and City Council through the Audit Committee. The Internal Audit Plan is developed based on a Citywide Risk Assessment that includes input from the Audit Committee, City Manager, Deputy City Manager, and Senior Management.
Thi
s report describes how Internal Audit analyzed the City’s risk environment, prioritized audit areas, and prepared the annual Audit Plan. The contents of this report are based on these premises:
• Ri
sk, control and governance largely determine the City’s ability to achieve its objectives.
• City management is responsible for managing risk by implementing internal controls and providing reasonable assurance that they are operating as intended. • Internal Audit is responsible for assessing risk by analyzing conditions that can impair the City’s ability to achieve its objectives.
• Internal Audit is responsible for developing audit plans to review controls that City management has implemented to address risks.
Citywide Risk Assessment and Project Selection
To i
dentify and prioritize potential audit areas posing the greatest possibility of risk to the City, a risk assessment of City operations of all departments that report to the City Manager was performed. Risk is defined as the possibility that an event, condition, or action will occur that could adversely affect the organization’s ability to achieve its objectives.
A c
omprehensive risk assessment methodology has been established to support the Internal Audit planning. There are 6 interrelated steps used to collect data for the annual Citywide Risk Assessment.
1) Pot
ential Auditable Areas: Potential auditable areas were identified by Internal Audit through review of City departmental budgets and budget narratives, through Internal Audit division staff’s own professional experience, through detailed discussion with City Department directors and staff through Risk Assessment Workshops, through input from the City Manager, and the Deputy City Manager.
2) Ci
ty’s Strategic Goals: Since risk is defined as the possibility that an event, condition, or action will occur that could adversely affect the organization’s ability 4 4
45 Internal Audit Plan FY 2027
City of Pasadena | Internal Audit
to achieve its objectives, identifying the City’s key goals is a prerequisite to identifying risk. The City Council adopted goals were reviewed and incorporated into the potential auditable areas:
• Ensure public s
afety
• Support and promote the quality of life and local economy • Maintain fiscal responsibility and stability
• Improve, maintain and enhance public facilities and infrastructure • Increase conservation and sustainability
• Improve mobility and accessibility throughout the City.
In addition to
the adopted goals above, on December 1, 2025, City Council identified the following 6 priority areas:
• Housing and Homel
essness
• Community, Health and Wellbeing
• Climate, Environment and Sustainability
• Economic and Neighborhood Development
• Public Safety
• Transportation and Infrastructure.
3) Risk Assessment
Workshops: Internal Audit sought input from all City
Departments that report to the City Manager through meetings with Department directors and their staff to review the pre-identified potential auditable areas, and to discuss other relevant risks. Each of the potential auditable areas were discussed with departments and their individual total risk scores. The risk scores across each of the 13 categories were verified for accuracy and relevancy. 4) Stakeholder
Input: In addition to the input of Department directors, Internal Audit also obtained input from the City Manager, Deputy City Manager and the Audit Committee members in the selection of potential auditable areas that have the highest risk exposure.
5) Risk Scori
ng of Potential Auditable Areas: Each potential auditable area was reviewed in detail by Internal Audit, a risk score was assigned to each of the 13 risk categories for each auditable area, multiplied by its assigned weight and a total risk score was calculated by aggregating each of the 13 categories. 6) Final Risk Ran
king: Once all potential auditable areas were assigned total risk scores, they were ranked from highest risk to lowest risk. The top 4 projects with the highest risk scores make up the Internal Audit Plan for the year.
The risk asses
sment is based on 13 risk categories, each assigned a weight that is based on the Internal Audit Manager’s professional experience in the public sector.
Each potential audit area was individually assigned a total risk score that is based on 5 5
46 Internal Audit Plan FY 2027
City of Pasadena | Internal Audit
the individual scores assigned for each of the 13 risk categories (1 to 5, with 5 being the highest) multiplied by its weight and aggregated across the categories to arrive at the total risk score. On an annual basis, each of these potential areas will be re-evaluated and re-scored. The results of the Citywide Risk Assessment that was performed for FY 2027 are available in Appendix A; note, this is not a comprehensive listing of the over 140 risks that were identified as part of the Citywide Risk Assessment process but only lists the top ten risks.
FY 2027 Internal Audit Plan
The Institut
e of Internal Auditors Global Audit Standards and the City of Pasadena Internal Audit Framework require Internal Audit to assess risks challenging the City and to communicate its risk assessment activities, audit plans, and resource requirements to the City of Pasadena Finance/Audit Committee.
The FY 2027 Pr
oposed Internal Audit Plan, in Appendix B, was developed based on the identification of top risks from the Citywide Risk Assessment that was performed early in 2026. It outlines a balanced portfolio of assurance audits, carryover engagements, advisory activities, and analytics reviews designed to strengthen governance, enhance transparency, and ensure effective stewardship of public resources. The plan focuses on high-impact areas such as revenue integrity, public-facing services, major capital investments, and oversight of programs receiving significant public and grant funds.
These engagements were selected based on risk, strategic alignment, and anticipated value to City leadership and the community.
Key proposed as
surance engagements for FY 2027 include audits of utility billing, business improvement district operations, capital project management, and housing grant allocation and oversight. Collectively, these reviews aim to evaluate the effectiveness of internal controls, compliance with policies and regulatory requirements, and the fairness, transparency, and efficiency of key city processes. In addition, two substantial FY 2026 projects carry into the new cycle—Information Technology System Access and Building & Safety Inspections—ensuring continuity in areas where work is already underway.
The plan also pres
erves flexibility through potential projects and ongoing consulting and advisory activities that allow Internal Audit to respond to emerging risks and support departments on a real-time basis. Continuous activities such as monitoring the City’s Fraud Hotline, preparing for the department’s external peer review, and providing ad-hoc advisory support further emphasize a commitment to accountability, service, and continuous improvement. Finally, an analytics-focused review of P-Card usage reflects Internal Audit’s growing use of data to detect control gaps and support more proactive oversight.
6 6
47 Internal Audit Plan FY 2027
City of Pasadena | Internal Audit
13 Risk Categories of Citywide Audit Risk Universe
# Risk Category Weight Rationale for Inclusion Risk Type 1 Financial 10%
Reflects the potential magnitude of financial
exposure, ranging from small-dollar activities to
large, citywide transactions that could result in
significant monetary loss.
Financial
2 Service Delivery 8%
Captures how severely a failure in the activity would
disrupt City services, from minor inconveniences to
life-safety impacts or shutdown of essential
operations.
Operational
3 Compliance &
Regulatory 9%
Represents the extent of legal and regulatory
requirements governing the activity, from simple
local policies to complex state and federal mandates
with potential sanctions.
Compliance
4 Information
Technology 8%
Describes the degree to which the activity relies on
technology, from basic manual processes to
mission-critical or complex systems whose failure
would halt core operations.
Operational/IT
5 Complexity of
Operations 6%
Measures how complicated the process is, ranging
from simple, single-department tasks to
multi-agency, judgment-heavy operations with
limited standardization.
Operational
6 Public Trust &
Transparency 3%
Reflects the likelihood that a failure would attract
public attention, from no visibility to high-profile
issues that generate significant media or political
scrutiny.
Strategic
7 Third-Party Risk
(Contracting) 2%
Indicates the level of reliance on external vendors,
from no outsourcing to dependence on contractors
for essential or sensitive City functions.
Operational
8 Time Since Last
Audit 2%
Represents how long it has been since the area was
last reviewed, with longer intervals indicating greater risk of control degradation or complacency.
Operational
9 Fraud Hotline
Complaints 1%
Signals whether the area has experienced
substantiated fraud, waste, or abuse concerns,
ranging from no complaints to significant or
repeated allegations.
Operational
10 External Audit
Coverage 1%
Reflects whether external auditors provide
assurance over the area, with risk increasing when
no external review exists and decreasing when
coverage is robust.
Financial/
Compliance
11 Department Head
Pick 12%
Captures management’s expressed concern or
priority, indicating whether leadership has
specifically requested an audit of the area.
Strategic
12 Internal Audit Pick 13%
Represents Internal Audit’s professional judgment
regarding areas that warrant inclusion based on
observed risks, governance issues, or emerging
concerns.
Strategic
13 City
Manager/Deputy
City Manager Pick
25%
Reflects executive-level priorities, indicating whether the City Manager’s Office has identified the area as
a strategic or high-visibility concern.
Strategic
7 7
48 Appendix A: FY 2027 Internal Audit Plan/Audit Risk Matrix (Top 10) Ri sk Categories
Potential Audit Area1
Total
Risk
Score
Financial
Exposure
Service
Delivery
Exposure
Comp/
Reg IT Risk Complex
of Ops
Public
Trust
Third-
Party
Risk
Time
Since
Last
Audit
Fraud
Hotline
External
Audits
Dept
Head
Pick
Internal
Audit
Pick
CM/DCM
Pick
Weights N/A 10% 8% 9% 8% 6% 3% 2% 2% 1% 1% 12% 13% 25%
Utility Billing 4.3 5 5 4 5 4 4 5 5 5 1 1 5 5
Capital Project Management 4.1 5 5 4 3 5 4 4 5 1 1 5 1 5 Business Districts 4.04 4 3 3 1 3 5 5 5 1 1 5 5 5
Housing Grants Alloc/Oversight
Ri
3.87 5 3 4 3 4 3 3 5 1 1 1 5 5
Solar Panel Permitting Process Review 3.82 4 4 4 3 3 4 3 5 1 1 1 5 5 Equip Repl Schedule and Procurement 3.31 5 4 3 2 4 4 4 5 1 1 5 5 1 Permitting and Inspection Controls 3.08 5 4 4 4 5 4 3 5 1 1 5 1 1 Bond Funds Control 3.07 5 4 4 3 5 5 5 5 1 1 5 1 1
Building Permit Valuation Compliance 2.91 5 3 5 3 4 4 1 5 1 1 5 1 1 Right of Way Management 2.91 5 4 4 3 3 5 3 5 1 1 5 1 1
1 Note, the FY 2027 Citywide Risk Assessment resulted in an Audit Risk Matrix with over 140 potential audit areas. The table above only shows the top ten potential audit areas from the comprehensive listing.
Risk Category Scores*:
5 High
4 Moderate to High
3 Moderate
2 Low to Medium
1 Low
*A score of -5 is used only in the External Audits
category to lower overall risk based on existing
external audit assurance.
Total Risk Score Thresholds:
High >3.5
Medium >2.3<= 3.5
Low <=2.3
8 8
49 Appendix B: FY 2027 Proposed Internal Audit Plan
Plan # Title Audit Objective Lead Department (s)
Proposed
Resources
(hours)
Assurance Engagements
1 Utility Billing
Audit
To assess whether Pasadena’s utility
billing processes accurately and
consistently bill, record, and collect
revenues in line with the municipal
code, approved rates, and internal
policies, while identifying control gaps
and risks affecting revenue integrity or
customer fairness.
Pasadena Water and
Power
850
2 Capital Project
Management
To evaluate whether Public Works has
an effective capital project
management framework by assessing
planning, cost estimating, scheduling,
contract administration, change order
controls, risk management, and
performance reporting, and determining
whether projects are delivered on time,
within scope and budget, and
supported by reliable, timely
information for leadership decisions.
Public Works/
Transportation
Departments
850
3 Business
Improvement
Districts Audit
To assess the City of Pasadena’s
oversight of the Business Improvement
Districts to determine whether it
complies with its formation and
management agreements, and uses
assessment revenues appropriately.
City Manager’s Office 850
4 Housing
Grants
Allocation and
Oversight
Review
To evaluate the City’s processes for
allocating housing funds and selecting,
contracting with, and monitoring
subrecipients, including whether
selection methods are sound and
equitable, funding decisions comply
with policies and grant requirements,
and monitoring and reporting controls
ensure appropriate use of funds and
achievement of housing program
outcomes.
Housing Department 850
Carryover Projects
N/A Information
Technology
System
Access
Review access management policies
and practices, as well as current user
access, of key City applications.
DoIT/Pasadena Water
and Power
In Progress
1,200
N/A Building and
Safety
Inspections of
City Facilities
Review policies and processes in place
to ensure existing facilities owned or
fully controlled by the City are regularly
inspected in accordance with state and
local requirements.
Planning/Fire/Other
Departments
In Progress
1,500
9 9
50 Appendix B: FY 2027 Proposed Internal Audit Plan
Plan # Title Audit Objective Lead Department (s)
Proposed
Resources
(hours)
Potential Other Projects
1 Solar Panel
Permitting
Process
Review
To assess the efficiency, effectiveness,
and customer-friendliness of
Pasadena’s solar panel permitting
process by evaluating timeliness,
identifying bottlenecks, reviewing
internal controls and compliance, and
pinpointing opportunities to streamline
or modernize the workflow.
Planning and
Community
Development
850
2 Equipment
Replacement
Schedule and
Procurement
To evaluate whether Pasadena’s
lifecycle management, replacement
scheduling, and procurement of fire
apparatus and related fleet equipment
are well planned, coordinated, and
executed to ensure timely acquisition,
delivery, and deployment of new
apparatus.
Fire Department 850
Consulting and Other Activities
1 Fraud Hotline
Monitoring,
Maintenance
and Marketing
Continuous monitoring,
response/referral, and maintenance of
fraud allegations reported to the City’s
online reporting and telephone hotline
database. Additionally, distribute
materials to promote awareness of the
fraud hotline.
Citywide Ongoing
2 Peer Review This project includes the preparation,
coordination, and documentation
required to support the City’s upcoming
external peer review.
Internal Audit Estimated to
be completed
in November
2026
3 Other Ongoing
Advisory
Activities
Providing ad-hoc advisory services for
management including internal control
reviews, process reviews, formal
training, and other value-added
services.
Citywide As
needed/based
on resource
availability
Analytics Audits
1 PCar ds Review PCard misuse and policy
violations by monitoring various high-
risk areas such as split purchases,
personal charges, duplicate
transactions, and unapproved vendors.
Finance/Citywide 120
10 10
51 Internal Audit Status Update
City of Pasadena | Internal Audit
Appendix C
To: Fi
nance/Audit Committee
From: Ani Antanesyan, Internal Audit Manager
Subject: Internal Audit Status Update
Date: July 13, 2026
Recommendation: This update is for information only. The Finance Committee may take action on any item in this update as it deems
appropriate following consideration and discussion of the item.
The Institute of Internal Auditors Global Internal Audit Standards (Global Audit Standards) requires the Internal Audit Manager to periodically report to the Finance/Audit Committee and Senior Management on the Internal Audit function’s performance relative to its plan. This status update to the Finance/Audit Committee contains the following updates:
1. St
atus of the Internal Audit Plan
2. Advisory Projects and Other Value-Added Services
3. Advisory Roles
4. Status of Open Audit Recommendations
5. Summary of Fraud Hotline Issues
6. Results of Internal Quality Assessments
7. Periodic Communications Required by Audit Standards
8. External Audits Received by the City
1. Status of the Internal Audit Plan
The A
udit Committee approved the 2-year Internal Audit Plan for FY 2025 and FY 2026 at the October 28, 2024 meeting. The Global Audit Standard 9.4 requires that the Internal Audit Manager create an internal audit plan that supports the achievement of the organization’s objectives and base it on a documented assessment of the organization’s strategies, objectives, and risks. The audit plan with the status of each audit is included in Appendix D. The completed and in-progress audits are summarized below.
a. Com
pleted Projects
Project # Audit Title Date Completed Audit Plan #
2026-02 Payroll Audit February 10, 2026 4
Outsourced Street Pavement Maintenance Program March 2, 2026 7 11 52
Internal Audit Status Update
City of Pasadena | Internal Audit
Appendix C
b. In Progress Projects
Audit Title Audit Objective Anticipated
Completion Date Audit Plan #
Building and
Safety
Inspections of
City Facilities
Review policies and processes in place to
ensure existing facilities owned or fully
controlled by the City are regularly inspected
in accordance with state and local
requirements.
September 2026 6
Information
Technology
System
Access
Review access management policies and
practices, as well as current user access, of
key City applications.
August 2026 3
2. Ad
visory Projects and Other Value-Added Services
a. Publ
ic Works Light to Medium Duty Vehicle Collision Repair Bid Review At t
he request of the City Manager’s Office, Internal Audit conducted an advisory review of the Department of Public Works Light to Medium Duty Vehicle Collision Repair Competitive Bid.
The objective of this review was to determine whether the procurement process adhered to City policies, procurement regulations, and recognized industry best practices. The review assessed whether all bidders were treated fairly, consistently, and without undue barriers to competition. The scope included all activities from the initial request for bids through evaluation and disqualification.
Bas
ed on the review, Internal Audit made several recommendations to enhance the existing procurement process.
b. Subs
cription-Based Service Purchases with Procurement Cards Int
ernal Audit was requested by the Finance Department to provide best practice guidelines for internal controls regarding the City’s procurement needs surrounding electronic subscription services using procurement cards (PCards). c. Ad
visory Roles
• Risk Management Committee (Ani Antanesyan, Steven Andersen) • Pasadena Water and Power Risk Committee (Ani Antanesyan) 12 53
Internal Audit Status Update
City of Pasadena | Internal Audit
Appendix C
3. Status of Open Audit Recommendations
At the beginning of the fiscal year, there were 28 open audit recommendations. During this period ended June 30, 2026, 36 recommendations were added from reports issued during the year. During FY 2026, 26 audit recommendations were completed by departments.
Ther
e are 38 open audit recommendations as of June 30, 2026 from the following ten audits:
Audit
Year Audit Title Department Type of
Audit
# of Open
Recommendations
2019 Grants Management Audit Finance Outsourced 1
2024 Audit of Fleet Management
Practices Public Works Internal 12
2025
Follow-Up Audit on
Embezzlement Internal Control
Reports
Information
Technology Internal 5
2025 Workers’ Compensation Audit City Manager’s
Office Outsourced 2
2026 Payroll Audit
Information
Technology/Human
Resources/Finance
Internal 7
2026 Street Pavement and
Maintenance Audit Public Works Outsourced 11
As
per the Internal Audit Framework, Internal Audit is required to report the status of any open Priority 1 (high risk) recommendations to the Audit Committee. As of June 30, 2026, there were 14 Priority 1 recommendations from four audits:
Audit Title Recommendation Current Status
Grants
Management
Audit #2
Develop a grant management training
program.
The an ticipated completion date is September
30, 2026.
Fi
nance staff will work toward establishing and
providing training to City staff on grants
management.
Audit of Fleet
Management
Practices #1.3
Include performance metrics related to
BSFMD purchasing in the BSFMD
Administrator's performance evaluation.
The anticipated completion date is September
30, 2026.
PW
D staff are developing FY 2027 metrics,
including procurement metrics, which will be
incorporated into the BSFMD Administrator’s
next performance evaluation.
Audit of Fleet
Management
Practices #2.2
Develop metrics tracking vehicles with safety
recalls, recall types, and days outstanding,
and distribute them to Senior Management.
The anticipated completion date is September
30, 2026.
13 54
Internal Audit Status Update
City of Pasadena | Internal Audit
Appendix C
Audit Title Recommendation Current Status
BSFMD is developing performance metrics
related to vehicle safety recalls that will be
distributed to Senior Management.
Audit of Fleet
Management
Practices #4.2
Assess replacement costs for all fueling
facilities and set a rate/amount that funds
future replacement and maintenance needs,
ensuring these funds are reserved for
infrastructure rather than current operations.
The an ticipated completion date is July 1,
2027.
St
aff is modeling the incremental cost needed
for replacement funding as part of the FY 2027
budget process. Budget preparations are
complete and will be included in the proposed
FY 2027 budget; the account string is still
pending.
Audit of Fleet
Management
Practices #6.2
Work with DoIT on a process design and
system utilization plan for FASTER.
The anticipated completion date is August 31,
2026.
BS
FMD is partnering with DoIT and FASTER
staff to identify system improvements, but a full
system analysis is still pending and will resume
after budget approval. SOPs and
responsibilities are currently being developed.
Audit of Fleet
Management
Practices #6.4
Update FASTER vehicle classifications and
preventative maintenance (PM) definitions to
accurately cover electric, fuel-powered,
non-powered, and specialty equipment.
The an ticipated completion date is September
30, 2026.
A ne
w FASTER module requires accurate
vehicle classifications. Fleet staff will ensure
correct classifications during intake, and will
review and update all existing classifications,
as needed.
Audit of Fleet
Management
Practices #6.5
Update FASTER with PM schedules and
warranty info for all vehicles and provide
quarterly PM compliance reports to the PW
Director.
The an ticipated completion date is July 31,
2026.
BS
FMD has created PM schedules with
warranty details and will upload them to
FASTER. A quarterly summary report will be
provided to PWD management related to
outstanding and overdue PM.
Audit of Fleet
Management
Practices #6.6
Set target timelines for all required vehicle
maintenance and track monthly completion.
Report vehicles over 60 days late to the
PWD Director, and draft a policy to disable
fuel access for vehicles more than 60 days
overdue.
The an ticipated completion date is June 30,
2026.
The B
SFMD staff are setting the allowable PM
overdue limit and are drafting a policy outlining
this standard, monthly PM tracking, and
penalties.
Audit of Fleet
Management
Practices #6.7
Provide fleet customers with read-only
access to the maintenance portion of
FASTER.
The anticipated completion date is July 31,
2026.
FASTER access is currently locked due to
security limits and staff are working with
14 55
Internal Audit Status Update
City of Pasadena | Internal Audit
Appendix C
Audit Title Recommendation Current Status
FASTER and DoIT to enable restricted,
user-level access.
Audit of Fleet
Management
Practices #7.1
Provide a schedule identifying critical fleet
performance measures, track these
measures in FASTER, and report these
measures to the Public Works Director
quarterly.
The anticipated completion date is August 31,
2026.
BS
FMD is developing KPIs using FASTER’s
current reporting and American Public Works
Association (APWA) best practices. Once data
is reconciled, the newly-implemented Vehicle
Equivalent Unit (VEU) module will provide
standardized vehicle metrics
Payroll Audit #4 DoIT should adjust VTI and Munis access so required tasks can be done without full
admin rights or by using secondary
superuser accounts or stronger passwords.
Replace generic vendor accounts with
individual ones or add compensating
controls. Confirm whether VTI provides an
unalterable audit log and use it as a
compensating control if available.
The anticipated completion date is August 31,
2026.
DoI
T has taken ownership of the VTI system
and user administration. Role updates are
pending VTI customization; the next VTI
update is in August 2026.
Street Pavement
Maintenance
Program Audit
#1
Adopt a written pavement management
policy defining program goals, funding
principles, treatment strategies, equity
standards, and other criteria.
The anticipated completion date is December
31, 2026.
Street Pavement
Maintenance
Program Audit
#2
Update the 2020 pavement management
plan that identifies target Pavement
Condition Index levels, backlog reduction
goals, annual treatment mileage, and
resource needs.
The anticipated completion date is September
30, 2027.
Street Pavement
Maintenance
Program Audit
#3
Conduct a full Pavement Condition Index re-
survey of all City-maintained roadways using
a standardized methodology or a qualified
consultant.
The anticipated completion date is April 30,
2027.
4. Sum
mary of Fraud Hotline Issues
Ther
e were 40 submissions to the Fraud Hotline for the year ended June 30, 2026. Investigations were completed for 30 complaints as of June 30, 2026. Of the 40 complaints, 30 were received through the online submission form and 10 were received by phone.
Ex
hibit 1 shows the departments that were asked to investigate and resolve the submissions received during the year.
15 56
Internal Audit Status Update
City of Pasadena | Internal Audit
Appendix C
Exhibit 1: Number of Fraud Hotline Submissions Investigated by City Departments during FY 2026
5. Results of Internal Quality Assessments
The G
lobal Audit Standards require that an annual internal quality self-assessment evaluating compliance to the audit standards be completed by the Internal Audit division. The Global Audit Standards also require the findings to be reported to Senior Management and the Audit Committee.
The last annual self-assessment was completed on October 2, 2025 and reported to the Audit Committee on November 24, 2025.
6. Periodic Communications Required by Audit Standards
A. Int
ernal Audit Framework
The G
lobal Audit Standards require that Internal Audit review our Internal Audit Framework periodically, present it to management and obtain Audit Committee approval.
The I
nternal Audit Framework was originally presented and approved by the Finance/Audit Committee on January 25, 2016. The latest revision to the Internal Audit Framework was presented and approved at the November 24, 2025 Audit Committee meeting.
B. In
ternal Audit Strategy
The G
lobal Audit Standards require that Internal Audit develop and implement a strategy for the internal audit function that supports the strategic objectives and success of the 10 7
5 4
3 3 3
2 1 1 1
0 2
4 6
8 10
12 Human
Resources
City Manager Internal Audit Water &
Power
Police Finance Housing City Attorney Transportation Public Works Planning & Community
Development
Number of Submissions
Lead Department
16 57
Internal Audit Status Update
City of Pasadena | Internal Audit
Appendix C
organization and aligns with the expectations of the Finance/Audit Committee, Senior Management, and other key stakeholders. The Internal Audit Strategy was approved by the Audit Committee on November 24, 2025.
C. Inde
pendence of Internal Audit Activity
The G
lobal Audit Standards require Internal Audit to report annually on organizational independence. Organizational independence is achieved if the Internal Audit Manager reports to a level within the City that allows the internal audit activity to fulfill its responsibility.
Cons
istent with the Internal Audit Framework, Internal Audit reports to the City Manager through the Deputy City Manager. Therefore, we are organizationally independent and in compliance with this standard.
D. Hum
an, Financial and Technological Resource Requirements
The G
lobal Audit Standards require that the Internal Audit division communicate the internal audit activity’s plans and resource requirements to Senior Management and the Finance/Audit Committee. The proposed FY 2027 Internal Audit Plan and resource requirements are being presented in a separate report.
7. Ext
ernal Audits Received by the City
To c
onform to the newly released Global Audit Standards, Internal Audit is in the process of reviewing all external audits received by City Departments. Internal Audit plans to utilize the external audit reports and findings to coordinate the assurance provided Citywide and to reduce duplication effort.
Appe
ndix D: Status of Progress on Internal Audit Plan FY 2025/2026 17 58
Appendix D: FY 2025/2026 Status on Progress of Internal Audit Plan Plan
# Title Audit Objective Area Status
Assurance Engagements
1 Audit of Fleet
Management
Practices
Review City internal controls and
performance related to fuel
management, and vehicle repair
and maintenance.
Public Works Completed
December 11, 2024
2 Final Report on
Workers’
Compensation Audit:
Medical and
Settlement Payment
Accuracy High;
Temporary Disability
and Salary-
Continuance
Processing Needs
Clarification
Evaluate internal controls of the
Third-Party Administrator for
Workers’ Comp claims.
City Manager Completed
November 10, 2025
3 Information
Technology System
Access
Review access management
policies and practices, as well as
current user access, of key City
applications.
DoIT
Water & Power
Other
Departments -
TBD
In Progress
Anticipated
completion date is
August 2026.
4 Payroll Audit Review the internal controls and
processes for the payroll system.
Finance
Human
Resources
Completed
February 10, 2026
5 Follow-up Audit on
Embezzlement
Internal Control
Reports
Selectively follow-up on
departments’ implementation of
recommendations issued by
KPMG and the Internal Control
Task Force subsequent to the
embezzlement to ensure the
underlying risk/issue has been
mitigated.
City Manager
DoIT
Finance
Human
Resources
Public Works
Water & Power
Completed
August 18, 2025
6 Building and Safety
Inspections of City
Facilities
Review policies and processes in
place to ensure existing facilities
owned or fully controlled by the
City are regularly inspected in
accordance with state and local
requirements.
City Manager
Fire
Planning
Public Health
Public Works
Water & Power
In Progress
Anticipated
completion date is
September 2026.
7 Street Pavement
Maintenance Program
Evaluate the department’s
processes to manage and repair
the City’s streets.
Public Works Completed
March 2, 2026
8 Water & Power’s
Customer Refunds,
Rebates and Other
Assistance Programs
Review operational controls for
the refunds, rebates, and
assistance programs.
Water & Power Re-Prioritized
Based on Risk
18 18
59 Appendix D: FY 2025/2026 Status on Progress of Internal Audit Plan Consulting Activities
1 Fraud Hotline
Monitoring,
Maintenance and
Marketing
Continuous monitoring,
response/referral, and
maintenance of fraud allegations
reported to the City’s online
reporting and telephone hotline
database. Additionally, distribute
materials to promote awareness
of the fraud hotline.
Citywide Ongoing
2 System
Implementation
Advisory Reviews
Providing ad hoc internal control
reviews/discussions of ongoing
system implementation plans
including Land Management
System/EnerGov, Water and
Power Customer Information
System, and other department
systems that collect revenue or
process financial transactions.
Anticipate additional
implementation projects during
the year.
Citywide Ongoing
3 Other Ongoing
Advisory Activities
Providing ad-hoc advisory
services for management
including internal control reviews,
process reviews, formal training,
and other value-added services.
Citywide As needed/based
on resource
availability
3a
Bus Fleet Fuel
Alternatives Analysis
Perform an independent review
of the general cost comparison
developed by the Department of
Transportation and presented as
an update to the Municipal
Services Committee on July 8,
2025, for the City of Pasadena’s
electrification plans of its fleet,
specifically evaluating electric
buses, fuel cell electric buses,
and Renewable Natural Gas
(RNG) buses.
Transportation Completed
September 2, 2025
3b
Public Works Light to
Medium Duty Vehicle
Collision Repair Bid
Review
Perform an advisory review
of the Department of Public
Works Light to Medium Duty
Vehicle Collision Repair
Competitive Bid.
Public Works
Finance
Human
Resources
Completed
May 19, 2026
19 19
60 CITY MANAGER’S OFFICE
FY 2026 Internal Audit Plan Update
and
Approval of FY 2027 Internal Audit Plan
July 13, 2026
Finance/Audit Committee Meeting
Presented by:
Ani Antanesyan, Internal Audit Manager
61 CITY MANAGER’S OFFICE
Year-End Update on FY 2026
Audit Plan
• Completed Projects:
> Payroll Audit
> Street Pavement Maintenance Program Audit
> Public Works Bid Review Project
• In Progress Projects:
> Building and Safety Inspections of City Facilities Audit > Information Technology System Access Audit
2 62
CITY MANAGER’S OFFICE
Open Audit Recommendations
• There are 38 open audit recommendations as of June
30,
2026. 14 of these are High Risk.
3 63
CITY MANAGER’S OFFICE
Summary of Fraud Hotline Issues
• We received 40 fraud hotline submissions during FY
2026.
4 64
CITY MANAGER’S OFFICE
FY 2027 Internal Audit Plan
• FY 2027 Citywide Risk Assessment performed
fo
r all City departments
• Developed a Citywide risk listing (140+ risks)
> Budget Narratives
> Discussions with Departments
> Discussions with Senior Management
> Reviewed City Council Goals/Priorities
5 65
CITY MANAGER’S OFFICE
FY 2027 Internal Audit Plan
6 Financial
10%Service
Delivery
8%Compliance &
Regulatory
9%
Information Technology
8%
Complexity of Operations
6%
Public Trust &
Transparency
3%
Third-Party Risk
(Contracting)
2%
Time Since Last Audit
2%
Fraud Hotline
Complaints
1%
External Audit
Coverage
1%
Department
Head Pick
12%
Internal Audit
Pick
13%
City Manager/Deputy
City Manager Pick
25%
• 13 risk categories of the Citywide risk matrix
66 CITY MANAGER’S OFFICE
FY 2027 Internal Audit Plan
7 • Appendix A contains the top 10 risks from the
FY 2027 Citywide Risk Assessment
67 CITY MANAGER’S OFFICE
Proposed FY 2027 Internal Audit
Plan
8 • Top 4 projects proposed for FY 2027
(Appendix B)
> Utility Billing Audit
> Capital Project Management Audit
> Business Districts Audit
> Housing Grants Allocation and Oversight Review
Audit
• Potential Other Projects
> Solar Panel Permitting Process Review
> Fire Equipment Replacement Schedule/Procurement
68 CITY MANAGER’S OFFICE
Proposed FY 2027 Internal Audit
Plan
9 Thank you!
69 NEW BUSINESS
ITEM 3
3. AUTHORIZE THE CITY MANAGER TO EXECUTE CALIFORNIA
GOVERN
OR'S OFFICE OF EMERGENCY SERVICES (CAL OES)
AGREEMENT NO. A231012258-A2 AND AMEND THE FIRE
DEPARTMENT'S FISCAL YEAR 2027 ADOPTED OPERATING
BUDGET
70 -
'(J r;JJ it •
�\ Agernda r 1ep
• -:s
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Fire Department
July 13, 2026
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE CALIFORNIA
GOVERNOR'S OFFICE OF EMERGENCY SERVICES (CAL OES)
AGREEMENT NO. A231012258-A2 AND AMEND THE FIRE
DEPARTMENT'S FISCAL YEAR 2027 ADOPTED OPERATING BUDGET
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action herein is not a "project" subject to the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 21065 and within the meaning of Section 15378(b);
2. Authorize the City Manager to execute Amendment No. 2 to Agreement No.
A231012258 with the California Governor's Office of Emergency Services (Cal OES) for Regional Urban Search and Rescue (US&R) Response Training and Exercise Reimbursement to increase the total contract value from $247,200 to $324,450 and extend the period of performance through June 30, 2028; and
3. Amend the Fire Department's Fiscal Year (FY) 2027 Operating Budget as detailed in the following report by increasing revenues and appropriations by $77,250.
BACKGROUND:
The Fire Department recommends recognizing and appropriating $77,250 in the Fire Grants Fund (230) for the Regional US&R Task Force Four (RTF-4). The RTF-4 is a 30- member regional Urban Search & Rescue (US&R) team representing seven fire departments, trained and equipped to respond to large or complex incidents. The team operates under the California Master Mutual Aid System and includes eight functional elements: supervision, search, rescue, medical, planning, safety, hazmat, and equipment support. The Pasadena Fire Department administers Cal OES reimbursement for training-related costs including overtime, backfill, and travel-to MEETING OF _____ _ AGENDA ITEM 1\10. ____ _
71 Authorization to Execute CalOES Agreement and Amend the Fire Department FY 2027 Operating Budget July 13, 2026
ensure participating agencies can maintain normal staffing levels while personnel attend required US&R training. This support preserves local emergency response capacity and ensures the region remains prepared for major incidents.
The Department has administered reimbursement funds for the region over the past two years. The Department will receive an additional $77,250 from Cal OES under the existing 2024 Agreement, increasing the current contract value from $247,200 to $324,450. The contract includes training dollars for RTF-4 to attend/host and complete their certified Regional Task Force Leader (RTFL), Regional Technical Search Specialist (RTSS), Plans Team Training (PTT), Heavy Equipment Rigging Specialist (HERS), and Safety Officer (SO) courses provided by California Specialized Training Institute (CSTI) or any mutually agreed upon US&R or other acceptable training/exercise that meets CSTI requirements/standards and is approved by Cal OES Contract Manager.
COUNCIL POLICY CONSIDERATION:
The City Council's strategic planning goal of maintaining fiscal responsibility and stability and ensuring public safety will be advanced by implementing necessary budget amendments.
ENVIRONMENTAL ANALYSIS:
CEQA excludes, from environmental review, actions that are not "projects" as defined by CEQA Guidelines Section 21065 and within the meaning of Section 15378(b ). Sections 21065 and 15378(b) define a project as an action which may cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Section 15378 excludes from the definition of "project" government fiscal activities that do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. The actions proposed herein, amending the Fire Department's FY 2027 Operating Budget, are governmental fiscal activities that do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment, and therefore is not a "project" as defined by CEQA. Since the action is not a project subject to CEQA, no environmental document is required.
72 Authorization to Execute CalOES Agreement and Amend the Fire Department FY 2027 Operating Budget July 13, 2026
FISCAL IMPACT:
Approval of the proposed budget amendment will increase the FY 2027 total authorized operating appropriations in the Fire Department's Fire Grants Fund (230) by $77,250.
This increase will be fully offset by reimbursement revenue received from Cal OES under Agreement No. A231012258-A2. There is no fiscal impact to the General Fund resulting from this action.
Prepared by:
Stephanie Chang
Management Analyst V
Fire Department
Approved by:
"'�" -= MATTHEW� HAWKES WORTH
Interim City Manager
Attachment:
Respectfully submitted,
CHAD AUGUSTIN
Fire Chief
Fire Department
Concurred by:
�kl��
INSCHNAIDER
Director
Department of Finance
1) CalOES Regional US&R Response Training & Exercise Reimbursement Agreement No. A231012258-A2
73 STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES
STANDARD AGREEMENT-AMENDMENT
STD 213A (Rev. 4/2020)
IZJ CHECK HERE IF ADDITIONAL PAGES ARE ATTACHED 18 PAGES
AGREEMENT NUMBER
A23102258
SCO ID: 0690-A231012258-A2
AMENDMENT NUMBER Purchasing Authority Number
2 GOES-0690
1. This Agreement is entered into between the Contracting Agency and the Contractor named below:
CONTRACTING AGENCY NAME
California Governor's Office of Emergency Services (Cal OES)
CONTRACTOR NAME
City of Pasadena Fire Department
2. The term of this Agreement is:
START DATE
April 4, 2024
THROUGH END DATE
June 30, 2028
3. The maximum amount of this Agreement after this Amendment is:
$324,450.00
Three Hundred Twenty Four Thousand Four Hundred Fifty Dollars and Zero Cents
4. The parties mutually agree to this amendment as follows. All actions noted below are by this reference made a part of the Agreement and incorporated herein:
I. Pursuant to Exhibit A, Statement of Work (SOW); Section 2, Term/Period of Performance; Paragraph C., Cal OES hereby extends the end date of the period of performance from June 30, 2026 to June 30, 2028.
Current Term: 4/4/2024 -06/30/2026
New Term: 4/4/2024-06/30/2028
II. Pursuant to Exhibit A, Statement of Work (SOW); Section 3, Budgeted Amount; Cal OES hereby increases the budgeted amount by $77,250.00.
Previous contract value:
New contract value:
$247,200.00
$324,450.00
Ill. Cal OES hereby amends Exhibit B-1.
All other terms and conditions shall remain the same.
IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.
CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.) City of Pasadena Fire Department
CONTRACTOR BUSINESS ADDRESS
100 North Garfield Avenue
PRINTED NAME OF PERSON SIGNING
Matthew E. Hawkesworth
CONTRACTOR AUTHORIZED SIGNATURE
CITY
Pasadena
TITLE
Interim City Manager
DATE SIGNED
I
STATE
CA I
ZIP
91101
74 STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES
STANDARD AGREEMENT- AMENDMENT
STD 213A (Rev. 4/2020)
IZ) CHECK HERE IF ADDITIONAL PAGES ARE ATTACHED 18 PAGES
CONTRACTING AGENCY NAME
AGREEMENT NUMBER
A23102258
STATE OF CALIFORNIA
California Governor's Office of Emergency Services (Cal OES)
CONTRACTING AGENCY ADDRESS
10391 Peter A McCuen Blvd
PRINTED NAME OF PERSON SIGNING
Mary Rucker
CONTRACTING AGENCY AUTHORIZED SIGNATURE
CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL
SCO ID: 0690-A231012258-A2
AMENDMENT NUMBER Purchasing Authority Number
2 GOES-0690
CITY STATE ZIP
Mather CA 95655
TITLE
Assistant Director, Administrative Services
DATE SIGNED
EXEMPTION (If Applicable)
75 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement - RTF 14 Agreement No. A231012258-A2
EXHIBIT A
STATEMENT OF WORK (SOW)
REGIONAL URBAN SEARCH AND RESCUE (US&R) RESPONSE TRAINING & EXERCISE
REIMBURSEMENT
REGIONAL US&R TASK FORCE ELEVEN (RTF 4)
1. OBJECTIVE
The California Governor's Office of Emergency Services, hereinafter referred to as "Cal OES" requires Pasadena Fire Department, hereinafter referred to as "Fire Agency", to govern the reimbursements for the Fire Agency's costs of providing training, exercises, backfilling positions, overtime and travel costs to allow Fire Agency staff to attend, and successfully complete US&R response training and/or Mobilization Exercise (MOBEX) required by Cal OES specifically related to the Regional US&R program. Cal OES and the Fire Agency will use the most cost-effective means for providing funding for training, exercises, backfill, overtime and travel costs. The intent is to provide the Fire Agency with reimbursement for the least extraordinary costs incurred to send Fire Agency staff for provided urban search and rescue response training and/or MOBEX.
The reimbursement will allow the Fire Agency to maintain regular staffing to avoid degradation of services or reduction in emergency response capabilities to the local Fire Agency community during the training due to the absence of one ( 1) or more trainees.
The staff attending the training courses will help assure that the Fire Agency is prepared for response to larger or more complex urban search and rescue events within the State of California. The MOBEX will provide initial training for new team members and continual education for existing personnel to maintain competency and prepare for readiness to respond to any local, regional, or state disaster or catastrophe at which their specialized US&R and technical rescue capabilities are required in support of first responder units, as needed. The Fire Agency will ensure that personnel attending the MOBEX are properly trained and prepared to respond to an Urban Search and Rescue (US&R) event within the State of California.
The contract includes training dollars for the Fire Agency to attend/host and complete their certified Regional Task Force Leader (RTFL), Regional Technical Search Specialist (RTSS), Plans Team Training (PTT), Heavy Equipment Rigging Specialist (HERS), and Safety Officer (SO) courses provided by California Specialized Training Institute (CSTI) or any mutually agreed upon US&R or other acceptable training/exercise that meets CSTI requirements/standards and is approved by Cal OES Contract Manager. 76 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A231012258-A2
2. TERM/PERIOD OF PERFORMANCE
A. The period of performance for the Agreement shall be January 1 April 4, 2024, or upon approval by the Department of General Services (DGS), whichever is later, through June 30, �2028.
B. The Fire Agency shall not be authorized to deliver or commence the performance of services as described in this SOW until the Agreement has been fully executed. Any delivery or performance of service that is commenced prior to the execution of the Agreement shall be considered voluntary on the part of the Fire Agency and non compensable.
C. Consistent with the terms and conditions of the original solicitation, and upon mutual consent, Cal OES and the Fire Agency may execute written amendments to alter the method, price, or schedule of the work, subject to the limitations set forth by California Public Contract Code, section 100 et seq, and the California State Contracting Manual, Volume 1.
3. BUDGETED AMOUNT
The initial award of this Agreement shall not exceed $324,450.00 247,200.00 and there is no obligation on Cal OES' part to utilize the entire amount. Any increases in the budgeted amount will be at the rates evaluated and considered herein.
4. PROJECT TASKS AND DELIVERABLES
The Fire Agency must perform project tasks and/or deliverables including, but not limited to, the following:
I. Urban Search & Rescue (US&R) Training
A. The Fire Agency shall schedule urban search and rescue response courses at the direction of Cal OES Contract Manager. The courses will provide initial training for new team members and continual education for existing personnel to maintain competency and prepare for emergency readiness. Attendees must be a rostered member of RTF 11 .
B. In order to maximize the training benefit and build response capability statewide, the Fire Agency and Cal OES agree that in any case offered under this Agreement, excess training spaces (up to normal class fill) shall be open to enrollment for other agencies/RTF teams from other jurisdictions, at no tuition charge to those agencies/RTFs or their personnel. Priority is RTF 11 team hosting the training and responders from the hosting jurisdiction.
C. The Fire Agency shall ensure the members of the RTF 11 complete the following certified trainings pertinent to team need and Firefighting Resources of California Organized for 77 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A23 l O l 2258-A2
Potential Emergencies Incident Command System (FIRESCOPE JCS) 162 requirements and National Fire Protection Agency (NFPA) 1006 Standard for Technical Rescue Personnel Qualifications (2021) or any other training identified by the Fire Agency and approved by Cal OES Contract Manager. These training courses include, but not limited to:
1. Regional Task Force Leader (RTFL)
ii. Regional Technical Search Specialist (RTSS)
111. Plans Team Training (PTT)
iv. Heavy Equipment Rigging Specialist (HERS)
v. Safety Officer (SO)
vi. Any additional US&R training or continuing education (CE) approved by the Cal OES Contract Manager
D. The Fire Agency shall ensure the members of the RTF 11 complete the required State Fire Marshall certified trainings pertinent to team need and FIRESCOPE JCS 162 requirements and NFPA 1006 Standard for Technical Rescue Personnel Qualifications (2021) or any other training identified by the Fire Agency and approved by Cal OES Contract Manager. These training courses include but not limited to:
i. Rope Rescue Awareness/Operations (RRA/O)
11. Structural Collapse Specialist 1 (SCS 1)
iii. Confined Space Rescue Operations/Technician (CSRO-T) iv. Structural Collapse Specialist 2 (SCS2)
v. Trench Rescue Technician (TRT)
vi. Rope Rescue Technician (RRT)
vii. Machinery Rescue Technician/Heavy Vehicle Rescue Technician (MRT /HVRT) viii. Tower Rescue Technician (TRT)
Ix. Common Passenger Vehicle Rescue Technician (CPVRT)
x. Animal Technical Rescue Awareness / Technician (ATRA/O) xi. Any additional US&R training or CE approved by the Cal OES Contract Manager
78 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement - RTF 14 Agreement No. A23101 2258-A2
xii. Water Rescue Technician (WRT)
xiii. Motorized Watercraft Rescue Technician (MWRT)
E. When required, the Fire Agency shall conduct and host the State Fire Marshall certified trainings described in section D, and shall be reimbursed for travel, backfill, overtime, instructor fees, facility rental fees, equipment rental fees, and consumables related to the trainings including the training material such as print outs, office supplies, etc. The Fire Agency shall submit the related costs for approval to the Cal OES Contract Manager using agreed upon reimbursement process.
F. The Fire Agency shall ensure the members of the RTF 11 are receiving continual educational opportunities and/or refresher training to maintain competency utilizing the certified trainings required by FIRESCOPE ICS 162 requirements and NFPA 1006 Standard for Technical Rescue Personnel Qualifications (2021) or any other training approved by Cal OES Contract Manager.
G. The Fire Agency shall submit a training calendar and/or staff's training certifications that reflects the completion of training courses included in the above sections (C and D) in order to be reimbursed for the costs of training.
H. The Fire Agency shall provide staff's training certifications upon Cal OES Contract Manager's request.
I. The Fire Agency shall ensure that staffing of the RTF meet the RTF response capabilities and training requirements established within the FIRESCOPE ICS 162 standards and NFPA 1006 Standard for Technical Rescue Personnel Qualifications (2021). The list of personnel that the Fire Agency selects for training must be submitted at a minimum of thirty (30) calendar days prior to the start of class/training for approval by Cal OES / CSTI Fire and Rescue Training Unit.
J. The Fire Agency shall ensure the reimbursable training courses are successfully completed so that the requisite number of certified US&R personnel shall be available to activate and deploy through the Cal OES Fire and Rescue Mutual Aid System to provide mutual aid to larger or more complex US&R events in accordance with the California State Mutual Aid Plan.
K. Upon activations by Cal OES Fire and Rescue, the Fire Agency shall provide the required personnel needed to fill an RTF team. The provided personnel's qualifications must meet the equivalent to the requirements found in the FIRESCOPE ICS 162 and NFPA 1006 Standard for Technical Rescue Personnel Qualifications (2021) position description and requirements for Technical Search and Rescue.
II. Mobilization Exercises (MOBEX)
A. Provide Training Exercise Plan (TEP) to include:
79 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A231 0l 2258-A2
1. Initial plan no later than six ( 6) months prior to MOB EX execution;
11. Midterm plan no later than three (3) months prior to MOBEX execution; iii. Final plan no later than thirty (30) days prior to MOBEX execution.
B. The Fire Agency shall conduct a survey of site location for capabilities, confirm address of location, and provide proposed scenarios no later than three (3) months prior to MOBEX execution.
C. The Fire Agency shall identify the number of evaluators and controllers needed to meet objectives, which RTF teams are providing them; and create an evaluator/controller roster no later than thirty (30) days prior to MOBEX execution.
D. The Fire Agency shall conduct a site walk, exercise brief, orientation of site; and review exercise scenarios with the evaluators / controllers one ( 1) to three (3) days prior to the MOBEX execution.
E. The Fire Agency shall complete exercise set up to include staging and positioning of personnel, equipment, and consumables prior to MOBEX execution.
F. The Fire Agency, in conjunction with Cal OES, shall schedule MOBEX training to maintain sustainability for the Regional US&R Task Force.
G. The training shall consist of one ( 1) twelve ( 12) hour Mobilization Exercise which includes pre and post exercise planning; mobilization (transportation of personnel and cache); exercise operational period (establishment of base operations and onsite operations); and demobilization of personnel and cache.
H. The staff attending the MOBEX shall ensure that the Fire Agency is prepared for response to US&R event within the State of California.
I. The hosting Fire Agency shall confirm that all attendees are rostered members of the Regional US&R Task Force.
J. The Fire Agency shall invoice for consumable items such as lumber, concrete, steel, tool bits/blades, chain, batteries, or items that require replacement during normal wear and tear expended during training, not to exceed the amount for consumables contained in Exhibit B-1, Cost Sheet.
80 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A231 0l 2258-A2
K. The Fire Agency shall produce and provide an After-Action Report (AAR) utilizing Homeland Security Exercise and Evaluation Program (HSEEP) format to Cal OES Contract Manager within sixty (60) days from training exercise completion.
L. The Fire Agency shall provide exercise evaluators to support partner Regional Task Force teams for their MOBEX requirements.
i. The Lead Evaluator shall manage the Evaluation Team, produce the Evaluation Summary for the participating Task Force(s), and submit the evaluation results to the Fire Agency and Cal OES at the end of the training.
M. The Fire Agency shall ensure that all reimbursable training meets the California Specialized Training Institute (CST!) requirement/standards or receive pre-approval from Cal OES.
N. The Fire Agency shall provide Cal OES a team roster along with documentation that all students have completed the required MOBEX.
Ill. The Fire Agency shall submit invoices using the Sample Invoice in Attachment 1.
5. ACCEPTANCE OF SERVICES
Payment for services performed under this Agreement shall be in accordance with the Cost Sheet, Exhibit B-1. The approval process is outlined in the Performance Section of this SOW. Acceptance criteria shall consist of the following:
A. The Fire Agency is responsible for obtaining approval from Cal OES Contract Manager before beginning any services.
B. The Fire Agency shall meet all timelines and deliverable due dates as described herein.
C. It shall be Cal OES' sole determination as to whether services have been successfully completed and are acceptable.
D. The Fire Agency costs related to rework of unacceptable work products shall be costs of the Fire Agency and shall not be billed to Cal OES.
E. In the event that not all Fire Agency staff successfully complete training, Cal OES reserves the right to reduce the invoice by the number of Fire Agency staff who did not successfully complete the training. The Fire Agency costs related to failure by staff to successfully complete the training shall be costs of the Fire Agency and shall not be billed to Cal OES.
F. Invoices shall be due and payable, and payment shall be made, only after satisfactory completion of the training and acceptance of the invoices by Cal OES. 81 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A231012258-A2
G. Invoices shall be submitted as needed utilizing the Fire and Rescue Training Unit Reimbursement documents and in arrears, identifying staff by name, classification, period of service, and cost per category, as shown on Exhibit B-1, Cost Worksheet.
H. Payment for the tasks performed under this Agreement shall be as stated in Exhibit B-1, Cost Worksheet.
I. The Fire Agency shall provide Cal OES with documentation that all members have completed required training.
6. FIRE AGENCY RESPONSIBILITIES
A. This serves as a notice under Executive Order N-6-22 that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia's actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the Executive Order and the sanctions identified on the U.S.
Department of the Treasury website (https://home.treasury.qov /policy issues/financial-sanctions/sanctions-proqrams-and-country-information/ukraine russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.
B. The Fire Agency shall provide all equipment and/or software necessary to perform the required duties outlined herein.
C. The Fire Agency shall designate a primary contact person to whom all project communications may be addressed and who has the authority to act on all aspects of the services.
D. The Fire Agency shall backfill positions as required due to Fire Agency staff attending the training provided by Cal OES that are approved by Cal OES Contract Manager using the most cost-effective means.
E. The Fire Agency shall initially pay any costs associated for any positions that require backfill or for any overtime cost incurred by the Fire Agency employees for attending the training or exercises.
F. The Fire Agency shall pay civilian personnel, not otherwise covered by the California Fire Assistance Agreement (CFAA), at the rate and method formally negotiated and agreed upon prior to the training or exercise between the Fire Agency and the Civilians rostered or the training or exercise in those positions.
G. If a Fire Agency employee is unable to perform due to illness, resignation, or other factors beyond the Fire Agency's control, the Fire Agency shall provide qualified and suitable substitute personnel.
82 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A23 l O l 2258-A2
7. CAL OES RESPONSIBILITIES
A. Cal OES shall designate a person to whom all Fire Agency communication will be addressed, and who has the authority to act on all aspects of the services. This person will review the SOW and associated documents with the Fire Agency to ensure understanding of the responsibilities of both parties.
B. Cal OES shall provide access to department staff and management, offices and operation areas, as required, to complete the tasks and activities defined under this Agreement.
C. In order to allow the Fire Agency the ability to maintain its regular staffing and response capabilities necessary to protect the health and safety of their communities, Cal OES shall reimburse the Fire Agency for any vacated positions that require backfilling, overtime, any related travel costs incurred by Fire Agency employees for attending training or exercise, instructor fees, facility rental fees, equipment rental fees, and consumables costs up to the amount contained in Exhibit B-1, Cost Sheet. (e.g., for on-duty staff attending training, Cal OES will reimburse backfill costs; for off duty staff attending training, Cal OES will reimburse overtime costs for trainees)
8. PERFORMANCE
Cal OES will be the sole judge of the acceptability of all work performed and all work products produced by the Fire Agency as a result of this SOW. Should the work performed, or the products produced by the Fire Agency fail to meet Cal OES' conditions, requirements, specifications, guidelines, or other applicable standards, the following resolution process will be employed, except as superseded by other binding processes:
A. Cal OES will notify the Fire Agency of such problems in writing within five (5) business days.
B. The Fire Agency must respond to Cal OES within five (5) business days after initial problem notification. The response shall include a corrective action plan and detailed explanation of how the Fire Agency plans to mitigate the issue.
1. Failure by the Fire Agency to respond to Cal OES' initial problem notification within the required time limit may result in immediate termination of the Contract.
In the event of such termination, Cal OES shall pay all amounts due the Fire Agency for all work accepted prior to termination.
C. Cal OES will, within five (5) business days after receipt of the Fire Agency's corrective action plan, notify the Fire Agency in writing whether it accepts or rejects the plan. i. If Cal OES rejects the corrective action plan, the Fire Agency will submit a revised plan within three (3) business days. Failure by the Fire Agency to respond to Cal OES' notification may result in immediate termination of the Agreement. 83 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTF 14 Agreement No. A231012258-A2
D. Upon receipt of the revised corrective action plan, Cal OES will notify the Fire Agency in writing whether it accepts or rejects the revised plan within three (3) business days. i. Rejection of the revised corrective action plan will result in immediate termination of the Agreement.
E. In the event of Agreement termination, Cal OES shall pay all amounts due to the Fire Agency for all work accepted prior to termination.
9. PROBLEM ESCALATION
The parties acknowledge and agree that certain technical and project related problems or issues may arise, and that such matters shall be brought to Cal OES' attention. There may be instances where the severity of the problem(s) justifies escalated reporting. To this extent, the Fire Agency will determine the level of severity and notify the appropriate Cal OES personnel. Cal OES personnel notified, and the time period taken to report the problem or issue shall be at a level commensurate with the severity of the problem or issue.
The relevant Cal OES personnel include, but are not limited to, the following:
First level:
Second level:
Third level:
Jack Fry, Deputy Chief
(916) 628-7015
[email protected]
Justin Freiler
(800) 594-2148
[email protected]
Lori Nezhura, Deputy Director
(916) 261-4535
[email protected]
10. TERMINATION OF AGREEMENT
Cal OES reserves the right to terminate this Agreement, subject to thirty (30) days written notice to the Fire Agency. In the event of termination, Cal OES shall pay all amounts due the Fire Agency for all services rendered and accepted prior to termination.
Additional conditions for termination include, but are not limited to, the following:
A. This Agreement can be immediately terminated for cause. The term "for cause" shall mean that the Fire Agency fails to meet the terms, conditions, and/or responsibilities of the Agreement. In this instance, the Agreement termination shall be effective as of the date indicated on Cal OES' notification to the Fire Agency. 84 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement - RTF 14 Agreement No. A231 Ol 2258-A2
B. This Agreement may be suspended or cancelled without notice, at the option of the Fire Agency, if the Fire Agency or Cal OES' premises or equipment are destroyed by fire or other catastrophe, or so substantially damaged that it is impractical to continue service, or in the event the Fire Agency is unable to render service as a result of any action by any governmental authority.
C. Cal OES may terminate performance of work under this Agreement for its convenience in whole or, from time to time, in part, if Cal OES determines that a termination is in the State's interest.
1. Cal OES shall terminate by delivering to the Fire Agency a Notice of Termination specifying the extent of termination and the effective date thereof. The parties agree that, as to the terminated portion of the Agreement, the Agreement shall be deemed to remain in effect until such time as the termination settlement, if any, is concluded and the Agreement shall not be void.
ii. After receipt of a Notice of Termination, and except as directed by Cal OES, the Fire Agency shall immediately proceed with the following obligations, as applicable, regardless of any delay in determining or adjusting any amounts due under this clause. The Fire Agency shall:
a} Stop work as specified in the Notice of Termination. b} Place no further subcontracts for materials, services, or facilities, except as necessary to complete the continued portion of the Contract. c) Terminate all subcontracts to the extent they relate to the work terminated. d} Settle all outstanding liabilities and termination settlement proposals arising from the termination of subcontracts; the approval or ratification of which will be final for purposes of this clause.
D. The Fire Agency may submit a written request to terminate this Agreement only if Cal OES should substantially fail to perform its responsibilities as provided herein.
E. This Agreement may be terminated at any time upon mutual written agreement between Cal OES and the Fire Agency.
11. SUBCONTRACTING PROVISIONS
A. The Fire Agency will act as prime contractor under this Agreement. In addition to identifying all personnel proposed to work under this Agreement, the Fire Agency shall also identify its subcontractor affiliation, as applicable. 85 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A231012258-A2
B. Cal OES reserves the right to approve all subcontractors prior to the performance of any work by the subcontractor.
C. Nothing contained in this Agreement shall create any contractual relationship between Cal OES and any subcontractors, and no subcontract shall relieve the Fire Agency of its responsibilities and obligations hereunder. The Fire Agency is fully responsible to Cal OES for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them.
D. If a subcontractor is a California Certified Small Business and/or Disabled Veteran Business Enterprise, then those amounts paid to certified subcontractors shall be identified on the Fire Agency's invoice(s).
E. If a subcontractor is a California Certified DVBE, the Fire Agency shall provide proof of payments made to DVBE subcontractor(s) at the request of Cal OES.
F. If the Contractor has committed to the use of DVBE subcontractors, upon completion of Agreement, the Contractor shall certify that all payments have been made to the DVBE subcontractors by submitting the DVBE Subcontracting Report (STD 817). Cal OES will withhold $10,000 from the final payment, or the full payment if the final payment is less than $10,000, until the complete and accurate STD 817 is received. Failure to submit this certification after given the opportunity to cure, will result in Cal OES permanently deducting $10,000 from the final payment or the full payment if less than $10,000.
G. The Fire Agency's obligation to pay its subcontractors is an independent obligation from Cal OES' obligation to make payments to the Fire Agency. As a result, Cal OES shall have no obligation to pay or to enforce the payment of any monies to any subcontractor.
H. The services may be subcontracted without limitation only when l) the primary agreement is a subvention agreement or 2) the total of all subcontracts does not exceed $50,000 or 25% of the total Agreement amount, whichever is less, and that subcontracting is not done for the purpose of circumventing competitive bidding requirements; or all subcontracts are with one of the following entities:
i. A California State agency, State college or State university ii. A state agency, state college or state university from another state iii. A local governmental entity, including those created as a Joint Powers Authority (JPA), and including local government entities from other states. 1v. An auxiliary organization of the CSU, or a California community college. v. The Federal Government
86 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A23 l 0l 2258-A2
v1. A foundation organized to support the Board of Governors of the California Community Colleges
vii. An auxiliary organization of the Student Aid Commission established under Education Code§ 69522.
I. If the total of all subcontracts exceeds $50,000 or 25% of the total Agreement amount, whichever is less, then higher levels of subcontracting are permissible if the subcontract is justified and not for the purpose of circumventing state contracting requirements, and:
i. Certification by the Fire Agency that the subcontractor has been selected pursuant to a competitive bidding process that seeks at least three (3) bids from responsible bidders; or
ii. Approval by the Cal OES' Director explaining the reason the subcontract(s) are included in this Agreement rather than being separately bid and contracted for by Cal OES and attesting that the selection of the subcontractor(s) without competitive bidding was necessary to promote the Cal OES' needs and was not done for the purpose of circumventing competitive bidding or other state contracting requirements.
12. AUTHORIZED REPRESENTATIVES
The authorized representatives during the term of this Agreement are identified in the tables below. Changes to the Authorized Representatives are allowed without contract amendment via written notice to the representatives written below.
For service-related inquiries:
The California Governor's Office of Pasadena Fire Department Emergency Services Contract Manager, Jason
NAME: Kindt, Emergency NAME: Danny Nausha, Battalion
Management Coordinator Chief
Instructor II
ADDRESS: 10391 Peter A Mccuen ADDRESS: 215 N. Marengo Ave., Ste# Mather, CA 9 5655 195, Pasadena, CA 91101
PHONE: (916) 628 - 3701 PHONE: 626-7 44-4652
87 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A231012258-A2
EMAIL: [email protected] EMAIL: [email protected] For Agreement administrative inquiries:
The California Governor's Office of Pasadena Fire Department Emergency Services Cheng Xiong, Jairo Turnil, Stephanie Chang, NAME: NAME: Contract Analyst Management Analyst ADDRESS: 10391 Peter A Mccuen Blvd ADDRESS: 215 N. Marengo Ave., Ste# Mather, CA 9 5655 195, Pasadena, CA 91101
(916) 364 4567PHONE: (916) 845-8932 PHONE: 626-477-7201 EMAIL: [email protected] [email protected] EMAIL: [email protected] 88 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement - RTF 14 Agreement No. A231012258-A2
EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
1. Payment for services performed under this Agreement shall be in accordance with the Cost Sheet, Exhibit B-1. It shall be Cal OES' sole determination as to whether a service has been successfully completed and is acceptable.
2. Invoices shall be submitted after services are rendered and shall include the following information:
A. Agreement No.
B. Fire Agency Name / Team Name and Team Number (RTF 11) C. Description of the Services provided
D. Itemized Cost
E. Invoice Date
F. Invoice Number
G. Point of Contact and Contact Information
H. Address where the reimbursement is to be mailed
I. Total Reimbursement Amount
J. Reference billed to Cal OES
Invoices shall be due and payable, and payment shall be made, only after Cal OES' Contract Manager's acceptance of services.
3. The Fire Agency will be reimbursed for actual incurred travel expenses based on the per diem rates used for State employees, on receipt and approval of an itemized invoice. Travel reimbursement rates and applicable restrictions are identified on the Employee/Travel Reimbursement section of the California Department of Human Resources (Cal HR) website:
http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx
4. Submit invoices to:
California Governor's Office of Emergency Services
Accounting Unit
[email protected] & [email protected] 89 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement - RTF 14 Agreement No. A231012258-A2
5. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, Cal OES shall have no liability to pay any funds whatsoever to the Fire Agency or to furnish any other considerations under this Agreement and the Fire Agency shall not be obligated to perform any provisions of this Agreement.
6. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, Cal OES shall have the option to either cancel this Agreement with no liability occurring to Cal OES or offer an amendment to the Fire Agency to reflect the reduced amount.
7. All payments will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.
8. The Fire Agency understands that in order to ensure final payment for work performed as part of this agreement, the Cal OES Contract Manager must receive all final closeout invoices no later than June 30, � 2028
90 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A231012258-A2
EXHIBIT B-1
COST SHEET
The Fire Agency shall provide all labor, materials, equipment, and every other item of expense, direct or indirect (including any applicable taxes), necessary to complete the services in accordance with the specifications described in the Statement of Work, Exhibit A, at the rates specified below. Cal OES makes no guarantee, expressed or implied, on the actual amount of services/hours that shall be required for this Agreement, and reserves the right to omit portions or quantities of work, as may be deemed necessary. Payment for service performed under this Agreement shall be for actual expenditures incurred. The rates referenced below shall be binding for the term of the Agreement.
ITEM DESCRIPTION PRICE NO.
Reimbursement for US&R and MOBEX training,
development, and evaluation, including
administrative fees**, backfill***, overtime***, $247,2GG.QQ 1 instructor fees, facility rental fees, equipment $324,450.00 rental fees, consumables****, and travel* for attending the training courses described in Exhibit
A, sections 4.1.C, 4.1.D, 4.1.E and 4.11
Grand Total $247,2QQ.QQ
$324,450.00
The allowable cost for reimbursement under this Agreement are travel (as applicable and specified by Cal HR on their
website: http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx), backfill, overtime, instructor fees, facility rental fees, equipment rental fees, and consumables costs. All reimbursable costs must be supported by itemized invoices. The Fire Agency shall provide receipts for the expenditures related to facility rentals, equipment rentals, travel, and consumables. The maximum allowable reimbursable amount under this Agreement is $247,2QQQ.QQ $324,450.00.
**The Fire Agency is approved to add a 3% administrative fee for processing invoices for reimbursement.
***The backfill and overtime cost shall be reimbursed based on the staff's classification levels utilized at the Fire Agency according to the rates specified in California Fire Assistance Agreement (CFAA): https://www.caloes.ca.gov/office-of-the-director /operations/response operations/fire-rescue/administration-reimbursement/
**** Receipts shall be submitted for expenditures related to consumable purchases. 91 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement - RTF 14 Agreement No. A231012258-A2
EXHIBIT C
GENERAL TERMS AND CONDITIONS
The General Terms and Conditions (GTCs) are hereby incorporated by reference and can be accessed by visiting the following links:
Non-IT Services General Terms and Conditions (02/2025):
https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February- 2025.pdf
92 California Governor's Office of Emergency Services Pasadena Fire Department Regional US&R Response Training & Exercise Reimbursement- RTFl 4 Agreement No. A231 Ol 2258-A2
TEAM/FIRE AGENCY NAME
Street Address
City, ST ZIP Code
Phone Enter phone I Fax Enter fax
Email I Website
TO
Cal OES
3650 Schriever Ave
Mather, CA 95655
[email protected]
[email protected]
Descripti� __
Class #1 name, date, # of students
Lodging
Tuition
Travel
Class #2 name, date,# of students
Lodging
Tuition
Travel
3% Admin Fee
ATTACHMENT 1
SAMPLE INVOICE
----------···-····-····-·----------
Total
Make all checks payable to 1BTEAM/FIRE AGENCY NAME
Payment is due within 45 days.
If you have any questions concerning this invoice, contact Name I Phone I Email
INVOICE
INVOICE # Invoice No
DATE Enter date
FOR Project or service description
CONTRACT# A2310XXXXX
Amount
$XX.XX
$XX.XX
$XX.XX
$XX.XX
$XX.XX
$XX.XX
$XX.XX
$XX.XX
93 Authorize the City Manager to Execute
California Governor's Office of Emergency
Services (Cal OES) Agreement No. A231012258-
A2 and Amend the Fire Department’s Fiscal
Year 2027 Adopted Operating Budget
Finance Committee
July 13, 2026
94 Fire Department
• The Fire Department recommends recognizing and
ap
propriating $77,250 in the Fire Grants Fund (230) for the Regional US&R Task Force Four (RTF-4)
• The RTF-4 is a 30-m ember regional Urban Search &
Rescue (US&R) team representing seven fire
departments, trained and equipped to respond to large
or complex incidents
• The team operates under the California Master Mutual
Aid
System and includes eight functional elements:
supervision, search, rescue, medical, planning, safety, hazmat, and equipment support
2 Background
95 Fire Department
• The Fire Department administers Cal OES
rei
mbursement for training-related costs including
overtime, backfill, and travel to ensure participating
agencies can maintain normal staffing levels; this
support preserves local emergency response capacity
and ensures the region remains prepared for major
incidents
• The Department has administered reimbursement
fu
nds for the region over the past two years
• The Department will receive an additional $77,250 from Ca
l OES under the existing 2024 Agreement, increasing
the current contract value from $247,200 to $324,450
3 Background
96 Fire Department
• Approval of the proposed budget amendment will
inc
rease the FY 2027 total authorized operating
appropriations in the Fire Department’s Fire Grants Fund (230) by $77,250
• This increase will be fully offset by reimbursement
rev
enue received from Cal OES under Agreement No.
A231012258-A2
• There is no fiscal impact to the General Fund resulting fr
om this action
4 Fiscal Impact
97 NEW BUSINESS
ITEM 4
4. AUTHO
RIZE THE CITY MANAGER TO EXECUTE AGREEMENTS WITH THE
LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY (METRO) TO ACCEPT METRO GRANT FUNDING FOR OPEN AND SLOW STREETS CYCLE 6 IN THE AMOUNT OF $500,000 TO HOST AN OPEN STREETS EVENT IN 2026, TO EXECUTE A CONTRACT WITH CICLAVIA, INC TO PARTNER FOR THE 2026 EVENT, AND TO AMEND THE DEPARTMENT OF TRANSPORTATION (DOT) FISCAL YEAR (FY) 2027 OPERATING BUDGET AND FY2027 CAPITAL IMPROVEMENT PROGRAM FOR THE $240,000 LOCAL MATCH
98 Agenda
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Department of Transportation
.eport
July 13, 2026
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENTS
WITH THE LOS ANGELES COUNTY METROPOLITAN
TRANSPORTATION AUTHORITY (METRO) TO ACCEPT METRO
GRANT FUNDING FOR OPEN AND SLOW STREETS CYCLE 6 IN
THE AMOUNT OF $500,000 TO HOST AN OPEN STREETS EVENT IN 2026, TO EXECUTE A CONTRACT WITH CICLAVIA, INC TO
PARTNER FOR THE 2026 EVENT, AND TO AMEND THE
DEPARTMENT OF TRANSPORTATION (DOT) FISCAL YEAR (FY)
2027 OPERATING BUDGET AND FY2027 CAPITAL IMPROVEMENT
PROGRAM FOR THE $240,000 LOCAL MATCH
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the action proposed herein is not a "project" subject to the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21065 and within the meaning of State CEQA Guideline Section 15378(b);
2. Authorize the City Manager to execute all agreements with the Los Angeles County Metropolitan Transportation Authority (Metro) to accept the Cycle 6 Open and Slow Streets grant in an amount not to exceed $500,000;
3. Authorize a contract, without competitive bidding pursuant to City Charter Section 1002(F), contracts for Professional or Unique Services for $330,000, with CICLAVIA, Inc. for the implementation and management of the program;
4. Grant the proposed contract with CICLAVIA, Inc. an exemption from the Competitive Selection process pursuant to Pasadena Municipal Code Section 4.08.049(6) contracts for which the City's best interests are served;
5. Authorize the City Manager to approve no-cost amendments to the subject contract, including durational extensions and necessary change orders; MEETING OF _____ _ AGENDA ITEM NO. ____ _
99 Accept Grant Funding for Open and Slow Streets Cycle 6 July 13, 2026
6. Amend DOT's FY2027 Operating Budget by recognizing and appropriating $83,385 of TOA Article 3 funding for the local match; and
7. Amend the FY 2027Capital Improvement Program (GIP) Budget to replace General Fund in the amount of $69,745 from the Pasadena Bicycle Program (75917) and in the amount of $86,870 from the Pedestrian Crossing Enhancements Program FY2021- FY2028 (75112) with Transportation Improvement Fee (TIF) funds in the same amount, and allocate $156,615 of General Fund to the DOT FY27 Operating Budget for the local match of the Open and Slow Streets Program Cycle 6 Grant as detailed in the report.
BACKGROUND:
In November 2025, the Metro Board approved funding awards for the Open and Slow Streets Grant Program Cycles 6 and 7, allocating $10 million countywide to support events aligned with the 2026 FIFA World Cup and the 2028 Olympic and Paralympic Games. The maximum grant award for each cycle is $500,000 with a minimum 30% local match requirement. The local match can include in-kind services or staff time to demonstrate the City's contribution to non-Metro resources toward total event costs.
Pasadena applied for Cycle 6 and 7. The City was awarded both grants, with Cycle 6 to be held in 2026 and Cycle 7 in 2028, to support the 2028 Olympic and Paralympic Games. The Open and Slow Streets Cycle 7 will be brought to the City Council at a later time with a staff recommendation to accept the grant and authorize the City Manager to execute all associated agreements with Metro.
For Cycle 6, the City received $500,000 in Metro grant awards that require City Council approval to accept the funds and authorize the implementation of the event. The City has experience successfully hosting Open Streets events; it hosted its first Open Streets event on May 31, 2015, in partnership with the non-profit CICLAVIA, Inc to support outreach and programming implementation funded through Metro's early Open Streets grant programming. Open Streets events temporarily close selected streets to vehicles, allowing the public to walk, bike, roll, play, and experience the roadway as an active, car-free community space. Open Streets also provides an economic development opportunity to increase customer traffic to local businesses. Metro has since evolved the program into Open and Slow Streets, adding a Slow Streets component that allows partial street closures to calm vehicle traffic while still allowing limited local access.
Metro's Open and Slow Streets Cycles 6 program goals include: encouraging walking, bicycling, and transit use; promoting sustainable transportation and mode shift; celebrating major global events arriving in Los Angeles; activating streets as community spaces; and improving access to safe, active transportation, especially within Equity Focus Communities. Additionally, Metro's eligibility guidelines allow and encourage jurisdictions to partner with community-based organizations (CBOs)/non-profits to be co applicants.
The Cycle 6 CICLA VIA Pasadena one-day event is a joint partnership event between the City and the non-profit CICLAVIA, Inc. Pasadena Department of Transportation (DOT} 100
Accept Grant Funding for Open and Slow Streets Cycle 6
July 13, 2026
and CICLAVIA staff will manage and coordinate implementation of the event in close collaboration with the Police, Fire, Public Works, Public Health, and Parks Recreation and Community Services Departments, the Economic Development Division in the City Manager's Office, and Rose Bowl Operating Company (RBOC). The City will execute a Funding Agreement with Metro to secure the grant funding for CICLAVIA Pasadena and will coordinate with relevant City departments on required street closures and operational needs.
Metro required Cycle 6 events to occur during the June/July 2026 FIFA World Cup timeline. However, the North Hollywood to Pasadena Metro Bus Rapid Transit (BRT) construction is currently underway and significantly affecting the proposed route along Colorado Boulevard and at the Metro A Line Memorial Park Station. At the request of City staff, Metro has approved the event in November. DOT staff, in coordination with other City Departments and CICLA VIA, have identified alternative dates for the 2026 Open Streets event in both November and December. The date to be selected for the Open Streets event has not been finalized but would be on a Sunday to minimize traffic disruption and enhance business activity, on a typically slower retail business day.
Although the BRT construction along the proposed corridor prevents the City from holding the Open Streets event during the 2026 FIFA World Cup as originally considered by the grant program, CICLAVIA Pasadena will still advance Metro's goals by delivering a high profile event in 2026.
The Open Streets route will include Colorado Boulevard between DeLacey Avenue and Bonnie Avenue, and Raymond Avenue between Walnut Street and Del Mar Avenue connecting major business districts including Old Pasadena, Playhouse Village, and South Lake and major transit hubs including the Del Mar and Memorial Park Metro A Line Stations. A Slow Streets route or guided walk/bicycle tour and ride is also proposed, connecting the Memorial Park Metro A Line Station to the Rose Bowl. Attachment A provides the 2026 Pasadena CICLAVIA Proposed Route Boundaries.
The total cost to host CICLAVIA Pasadena is $740,000, funded through a $500,000 grant from Metro and a required local match of $240,000 (in-kind). The Metro grant will cover CICLAVIA's $330,000 costs while the remaining grant funds and local match amounts will cover the City's expenses for department staff time, support and supplemental expenses needed for traffic control and public safety. It is anticipated that all project expenditures, totaling approximately $740,000, will occur in the first and second quarters of FY 2027.
CICLA VIA Pasadena Local Match Metro Grant Total Cost (32%) Pasadena $240,000 $170,000 $410,000
CICLAVIA. Inc. $330,000 $330,000
Total $240,000 $500,000 $740,000
During the development of the FY2027 Operating Budget, a request to use General Fund for this project was included as an unfunded General Fund enhancement request for City Council consideration. However, since the funding was not allocated through the FY2027 Operating Budget adoption, DOT staff identified other funding within the CIP which could 101
Accept Grant Funding for Open and Slow Streets Cycle 6
July 13, 2026
be exchanged, as well as TOA Article 3 funds to be used as the local match for this project. The TOA Article 3 funds are California Transportation Development Act (TOA) funds from a ¼-cent state sales tax measure, designated specifically for bicycle and pedestrian projects and programs, and are distributed by LA Metro. Staff is also requesting to exchange General Fund from the following two CIP projects:_$69,745 from the Pasadena Bicycle Program (75917) and $86,870 from the Pedestrian Crossing Enhancements Program FY2021- FY2028 (75112), with TIF funds. TIF is a more suitable funding source for infrastructure projects than the General Fund. This provides the opportunity to use the General Fund originally allocated to those bicycle and pedestrian projects towards the CICLA VIA Pasadena event.
Justification for Exemption from Competitive Bidding and Selection for Event Management Staff recommends exempting the agreement with CICLA VIA, Inc. from competitive selection pursuant to Pasadena Municipal Code Section 4.08.049(8), which allows exemption where the best interests of the City are served. CICLAVIA, Inc. is uniquely qualified to support these efforts based on its specialized and proven experience in planning and delivering large-scale open streets events throughout Los Angeles County, including coordination with Metro grant requirements, route planning, stakeholder and community outreach, event logistics, implementation, and the required Metro data collection and post event reporting.
Accepting the Metro grant funds and approval of the item will give the City the necessary time to advance planning and coordination efforts. Additionally, the 2026 CICLAVIA Pasadena event can also serve as a precursor to the 2028 Olympic and Paralympic Games and Rose Bowl-hosted events. The City can incorporate lessons learned from this event into ongoing event planning and related projects.
COUNCIL POLICY CONSIDERATION:
The proposed actions align with the City's top priorities. Specifically, it addresses two of the City's priorities; to move Pasadena decisively toward a carbon-free future, and to improve roadways and implement pedestrian and bicycle safety strategies. Open Street and Slow Street events promote car free travel by encouraging people to try options to automobile travel and experience the business districts and other points of interest on bike and on foot.
These actions to produce Open and Slow Streets events are also consistent with the City's goal to support and promote the quality of life and local economy where people can circulate without cars. The proposed events are further supported by the General Plan Mobility Element, including policies that:
1.2 Promote greater linkages between land uses and transit, as well as non-vehicular modes of transportation to reduce vehicular trip related emissions.
1.8 Improve safety for all modes by developing and coordinating between the Police Department and the Transportation Department the implementation of traffic 102
Accept Grant Funding for Open and Slow Streets Cycle 6
July 13, 2026
management, education and enforcement initiatives. Increase options for walking and bicycling to recreate, shop and services while improving safety for all modes.
1.23 Improve public health by supporting walking and bicycling throughout the city.
1.29 Coordinate transportation options for major community and commercial events to increase transit access, ridesharing and bicycle access and parking options.
1.31 Emphasize transportation projects and programs that will contribute to a reduction in vehicle miles traveled per capita, while maintaining economic vitality and sustainability.
2.6 Continue to strengthen the marketing and promotion of non-auto transportation to residents, employees and visitors.
ENVIRONMENTAL ANALYSIS:
CEQA excludes, from environmental review, actions that are not "projects" as defined by Public Resources Code Section 21065 and within the meaning of State CEQA Guidelines Section 15378(b). Sections 21065 and 15378(b) define a project as an action which may cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Section 15378 excludes from the definition of "project" administrative activities of governments that will not result in direct or indirect physical changes in the environment. The actions proposed herein, authorizing the City Manager to execute contracts and agreements to accept grant funding, is an administrative activity that will not result in direct or indirect physical changes in the environment, and therefore is not a "project" as defined by CEQA. Since the action is not a project subject to CEQA, no environmental document is required.
I
103
Accept Grant Funding for Open and Slow Streets Cycle 6
July 13, 2026
FISCAL IMPACT:
As detailed in the table below. approval of this action will amend the DOT's Operating Budget by appropriating the Metro Open and Slow Streets grant funds in the amount of $500,000 and recognizing and appropriating $83,385 in TOA Article 3 funding for the local match. This action will also amend the Fiscal Year 2027 Capital Improvement Program by exchanging General Fund in the amount of $69,745 from the Pasadena Bicycle Program (75917) and in the amount of $86,870 from the Pedestrian Crossing Enhancements Program FY2021- FY2028 (75112) with Transportation Improvement Fee (TIF) funds in the same amount, and allocate $156,615 of General Fund to the DOT FY27 Operating Budget for the local match of the Open and Slow Streets Program Cycle 6 Grant. DOT budgeted $500,000 of the Metro Open and Slow Streets Cycle 6 grant revenues and appropriations during the FY27 annual operating budget cycle. Project number 95073 - Open and Slow Streets FY2027- FY2029 has been established.
Managing the account through the Department will also support the accuracy and documentation required for grant reimbursement and reporting. 104
Accept Grant Funding for Open and Slow Streets Cycle 6
July 13, 2026
Project and Fund Source
Pasadena Bicycle Program (75917)
Highway Safety Improvement Program (HSIP) Grant Cycle 12 General Fund (HSIP Cycle 12 Local Match)
TDA Article 3
Transportation Impact Fee
Total
Pedestrian Crossing Enhancements Program FY2021-2028 (75112) Community Development Block Grant
Gas Tax
General Fund (HSIP Cycle 12 Local Match)
HSIP Grant Cycle 10
HSIP Grant Cycle 11
HSIP Grant Cycle 12
Measure M MSP
Reserved for Key Projects
Transportation Impact Fee
Total
CICLA VIA Pasadena
Metro Open and Slow Street Grant (Cycle 6)
Appropriated
Funding
$ 285,480
$ 69,745
$ 100,000
$
$ 455,225
$ 482,744
$ 75,000
$ 86,870
$ 248,700
$ 249,120
$ 324,630
$ 236,148
$ 38,645
$ 317,531
$ 2,059,388
$ -
Revised
Changes Appropriation
$ - $ 285,480
$ (69,745) $ -
$ - $ 100,000
$ 69,745 $ 69,745
$ - $ 455,225
$ $ 482,744
$ - $ 75,000
$ (86,870) $
$ - $ 248,700
$ $ 249,120
$ - $ 324,630
$ $ 236,148
$ - $ 38,645
$ 86,870 $ 404,401
$ - $ 2,059,388
$ 500,000 $ 500,000
General Fund (exchanged for TIF from CIP Project 75917 and 75112) - Local Match $ - $ 156,615 $ 156,615 TDA Article 3 - Local Match
Total
Prepared by:
�
Tony Jusay
Planner
Approved by:
MAT�HEW �AWKESWORTH
Interim City Manager
Attachments:
$ - $ 83,385
$ - $ 740,000
Respectfully submitted,
JOAQUIN T. SIQUES
Director
$
$
Department of Transportation
83,385
740,000
Attachment A - Pasadena Open and Slow Streets Proposed Route Boundaries 105
Attachment A- Pasadena Open and Slow Streets Proposed Route Boundaries Rose Bowl I 9
Slow Street or
Bike/Walk Tour
•"•
:·�.:.�
2.2 miles
Annandale
Golf Club
e
-�···.. /... . . ♦•• . .
•♦ • Brookside � . •.
Park
♦ @
Pasadana
City Parkland
Lower Arroyo
Park
•• ·� .. • •
• • ·�
J,,,.,,, s,
� �
< I
:: . � .,
-: • '{_ <{ --. . .... •.·
,.,
0 ,]
.3
<
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-{
-
C
...
,:_., 1..:t"n ::;l
C�rdvvo :: ,t
C.I M•: j
- 2026 CicLAvia Route•••• 3.5 miles I Final Route TBD
Lake
Station
� e
" <{ ,
C
V
3 ?-
Open Streets Route
2.7 miles
California
Institute of
Technology
-<
<:,
>
;:;
- "' "'
-
Pasadena
City College
--:::
<
0.5 m1 C,
106
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: CICLA VIA, INC.
2. Type of Entity:
□ non- overnmenve<non rofit 501 c 3 , 4 , or 6
3. Name(s) of trustees, directors, partners, officers of Contractor/Or2anization:
Israel Rojas Moreno - Board Chair Joan than Yu - Board
Roger Recupero - Vice Chair EJ Schloss - Board
Sarah Rascon - Secretary Rome! Pascual - Executive Director Christopher Locke - Board Alexandra Merlino - Chief Financial Offtc� Jonathan Parfrey - Board
Steve Glenn - Board
Alex Varga - Board
Catherine Geanuracos - Board
Kellie Hawkins - Board
Gloria Hwan2: - Board
4. Names of those with more than a 10% equity, participation or revenue interest in Contractor/Organization:
Prepared by: _Alexandra Merlino ____________ _
Title: CFO ----------------
Phone: 213-355-8500
Date: ___ July 2, 2026 _____________ _
Rev.07.10.2007
r
107
Department of Transportation
AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENTS WITH
THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION
AUTHORITY (METRO) TO ACCEPT METRO GRANT FUNDING FOR OPEN AND SLOW STREETS CYCLE 6 IN THE AMOUNT OF $500,000 TO HOST AN OPEN STREETS EVENT IN 2026, TO EXECUTE A CONTRACT WITH CICLAVIA TO PARTNER FOR THE 2026 EVENT, AND TO AMEND THE DEPARTMENT OF TRANSPORTATION (DOT) FISCAL YEAR (FY) 2027 OPERATING BUDGET AND FY2027 CAPITAL IMPROVEMENT PROGRAM FOR THE $240,000 LOCAL MATCH.
City Council
July 13, 2026
108
Department of Transportation
Recommendations
It is recommended that the City Council:
1. Find that the action proposed herein is not a “project” su
bject to the CEQA;
2. Authorize the City Manager to execute all agreements with Met
ro to accept the Open and Slow Streets grant in an
amount not to exceed $500,000;
3. Authorize a contract, without competitive bidding pursuant to
City Charter Section 1002(F), contracts for Professional or Unique Services, with CICLAVIA, Inc for the implementation and management of the program ($330,000);
2 109
Department of Transportation
Recommendations
4. Grant the proposed contract with CICL AVIA, Inc an
exemption from the Competitive Selection process pursuant to Pasadena Municipal Code Section 4.08.049(B) contracts for which the City’s best interests are served;
5. Authorize the City Manager to approve no-cos
t
amendments to the subject contract, including durational extensions and necessary change orders; and
6. Amend DOT’s FY2027 Operating Budget by recognizing and ap
propriating $83,385 of TDA Article 3 funding for the local match; and
3 110
Department of Transportation
Recommendations
7. Amend the FY 2027- 20 31 Capital Improvement Program (CIP) Budget to replace General Fund in the amount of
$69,745 from the Pasadena Bicycle Program (75917) and
in the amount of $86,870 from the Pedestrian Crossing
Enhancements Program FY2021- FY2028 (75112) with
Transportation Improvement Fee (TIF) funds in the same
amount, and allocate $156,615 of General Fund to the
DOT FY27 Operating Budget for the local match of the
Open and Slow Streets Program Cycle 6 Grant.
4 111
Department of Transportation
Metro Open Streets Grant Program Open & Slow
Street Cycle 6 and 7
Background
August 25, 2025 – Metro released the application
• Goals
> Encourage walking, bicycling, and transit use
> Promote sustainable transportation and mode shift
> Celebrate and support major global events hosted in
Los
Angeles
Cycle 6 2026 FIFA World Cup
Cycle 7 2028 Olympics
> Activate streets as community gathering spaces
> Improve access to safe, active transportation in Equity Foc
us Communities
• October 10, 2025 – DOT submitted application(s)
• November 19, 2025 – Pasadena awarded $1,000,000
> Cycle 6: CICLAVIA Pasadena - $500,0 00
> C ycle 7: Pasadena Olympic Streets - $500,0 00*
*Cycle 7 grant award will be brought back to City Council for action at a future date.
5 112
Department of Transportation
• CICLAVIA Pasadena 2026
> Partnership with CICLAVIA, Inc.,
501(c
)(3) nonprofit
> Event to be scheduled in late 2026
(S
unday)
> Open Streets route –
Colorado Blvd (DeLacey Ave to Bonnie
Av
e)
Raymond Ave (Walnut St to Del Mar Ave)
> Target key district areas—O ld
Pasadena, Playhouse Village, South
Lake and PCC.
> Slow Streets route or guided walk/bike
Connect the Memorial Park A Line Station
to
the Rose Bowl.
> Total route length approximately 3.5
mi
les
2026 Cycle 6
6 113
Department of Transportation
• CICLAVIA
> Metro eligibility guidelines support
par
tnerships with non-profit
organizations
> Over 15 years of experience and
mo
re than 60 events
> Expertise in route planning, logistics,
st
akeholder outreach, event
implementation, and Metro
requirements
> CICLAVIA model directly supports
ac
tive transportation, community
activation, and safe, car-free public
space, aligning with program and
City goals
Direct Partnership
7 114
Department of Transportation
Proposed Route Boundaries
8 115
Department of Transportation
Benefits to Pasadena
• In 2013 UCLA Luskin School Public
Affa
irs Briefing Study found that
businesses along the CICLAVIA
route saw a 10% increase in sales
compared to a typical
non-CICLAVIA Sunday.
• Businesses that actively engaged
par
ticipants (e.g., vending tables,
music) experienced a 57% sales
increase, averaging $2,715 more
per business.
• Improved air quality (particulate
ma
tter down ~49%)
• 40% reduction in crime during
event
s
9 116
Department of Transportation
Fiscal Impact
Funding Breakdown
CICLAVIA Pasadena Total Cost Metro Grant Local Match
(32%)
Pasadena $410,000 $170,000 $240,000
CICLAVIA $330,000 $330,000
Totals $740,000 $500,000 $240,000
Local Match
Appropriation
Pasadena Bicycle Program (75917) $69,745
Pedestrian Crossing Enhancements Program
FY2021- FY2028 (75112) $86,870
Total Exchange (General Fund with TIF)
Appropriated to DOT Operating Budget $156,615
TDA Article 3 Appropriation $83,385
Total Local Match $240,000
10 117
Department of Transportation
AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENTS WITH
THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION
AUTHORITY (METRO) TO ACCEPT METRO GRANT FUNDING FOR OPEN AND SLOW STREETS CYCLE 6 IN THE AMOUNT OF $500,000 TO HOST AN OPEN STREETS EVENT IN 2026, TO EXECUTE A CONTRACT WITH CICLAVIA TO PARTNER FOR THE 2026 EVENT, AND TO AMEND THE DEPARTMENT OF TRANSPORTATION (DOT) FISCAL YEAR (FY) 2027 OPERATING BUDGET AND FY2027 CAPITAL IMPROVEMENT PROGRAM FOR THE $240,000 LOCAL MATCH.
City Council
July 13, 2026
118
NEW BUSINESS
ITEM 5
5. AUTHORIZE THE CITY MANAGER TO ENTER INTO AGREEMENTS
TO ACCEPT $2,400,000 IN METRO ZERO-EMISSION VEHICLE
GRANT FUNDS, AMEND CONTRACT 31918 WITH CONNEXIONZ
LTD. BY INCREASING THE NOT-TO-EXCEED AMOUNT BY
$1,757,342 FOR ONBOARD TECHNOLOGY ON THE PASADENA
PUBLIC TRANSIT FLEET, AND AMEND THE FY 2027 CAPITAL
IMPROVEMENT PROGRAM BUDGET
119
120
121
122
123
124
125
126
127
Rev.07.10.2007
Disclosure Pursuant to the
City of Pasadena Taxpayer Protection Amendment
Pasadena City Charter, Article XVII
Contractor/Organization hereby discloses its trustees, d irectors, partners, officers, and
those with more than 10% equity, participation, or revenue interest in Contractor/Organization, as follows:
(If printing, please print legibly. Use additiona
l sheets as necessary.)
1. Contractor/Organization Name:
2. Type of Entity:
□ non-government □ nonprofit 501(c)(3), (4), or (6)
3. Name(s) of trustees, directors, partn ers, officers of Cont ractor/Organization:
4. Names of those with more than a 10% equi ty, participation or revenue interest in Contractor/Organization:
Prepared by: ________________________________
Title: ______________________________________
Phone:
Date: ______________________________________
Connexionz Ltd.
x
Vaughan Keenan
Chief Operating OfficerTitle: ______________________________________ (213) 807 9409
12/8/2025
Southern Hills Imperial Timber (1932) Limited (11.25%)
JSNZ Holding Ltd(18.45%)
Mark Figgitt - Director
Kevin McFall - Director
Allan Dawson - Chairman
128
Department of Transportation
AUTHORIZE THE CITY MANAGER TO ENTER INTO AGREEMENTS
TO ACCEPT $2,400,000 IN METRO ZERO-EMISSION VEHICLE
GRANT FUNDS, AMEND CONTRACT 31918 WITH
CONNEXIONZ LTD. BY INCREASING THE NOT-TO-EXCEED
AMOUNT BY $1,757,342 FOR ONBOARD TECHNOLOGY ON
THE PASADENA PUBLIC TRANSIT FLEET, AND AMEND THE FY
2027 CAPITAL IMPROVEMENT PROGRAM BUDGET
City Council
July 13, 2026
129
Department of Transportation
Recommendations
It is recommended that the City Council:
1. Find that the proposed actions do not constitute a project subject to
the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15301 of the State CEQA Guidelines, and as such, no
environmental document pursuant to CEQA is required, with th e
e
xception of the bus stop enhancements, which are found to be categorically exempt from CEQA pursuant to State CEQA
Guidelines, Section 15301, Class 1 – Existing Facilities, and that there are no features that distinguish the bus stop enhancement s
f
rom other projects in the exempt class and, therefore, there are no unusual circumstances;
2 130
Department of Transportation
Recommendations
2. Authorize the City Manager to enter into all agreements with the Lo
s Angeles County Metropolitan Transportation Authority (Metro) associated with the receipt of $2,400,000 in Metro Zero-Emission Ca
ll for Project grant funding for the Pasadena Transit Hydrogen F
uel Cell Bus Procurement Cost Adjustment Project;
3. Amend the Fiscal Year 2027 Capital Improvement Program Bud
get, as detailed in the Fiscal Impact section;
4. Authorize the City Manager to amend Contract No. 31,918 with Conne
xionz Ltd. by adding $1,757,342, increasing the not-to- exceed amount to $3,155,951, for the purchase of onboard technology for the Pasadena public transit fleet, which includes a base amount of $2,996,193 and a contingency of $159,758 (5.3%) to provide for any necessary change orders;
3 131
Department of Transportation
Recommendations
5. To the extent the amendments to Contract No. 31918 could be
considered a separate procurement subject to the
C
ompetitive Selection Process, grant an exemption pursuant to Pasadena Municipal Code (PMC) Section 4.08.049(B),
contracts for which the City’s best interests are served.
Competitive price bidding is not required pursuant to City Charter Section 1002(F) contracts for professional or unique services; and
6. Authorize the City Manager to approve no-co
st amendments
t
o Contract No. 31918 including durational extensions and necessary change orders.
4 132
Department of Transportation
Background
• Incoming Grant
> $2,400,000 Metro Grant
fo
r ZEB Purchase
> Reduces local match for
17 Z
EBs
• Redirect Local Funds
> Reinvest $1,757,342 to
fl
eet security, rider
connectivity and bus stop
i
nfrastructure
> Add $642,658 to the Prop
A/
C fund balance to be
available for the second
half of ZEBs
5 • Leverage $2,400,000 grant to offset Zero-
Emission Bus (ZEB) cost, shifting local funds
to fleet technology and bus stop upgrades
133
Department of Transportation
• Accept Metro Grant Funds
> Amount: $2,400,000
> To address
Procurement cost increases
» Federal tariffs
» Expiration of statewide ZEV sales
tax
exemption
> Reduces local funds in New Flyer
Co
ntract No. 33379
$2,995,249 - curre nt
$595,249 - rec ommendation
» 1.9% of $32,050,255
Grant & Local Fund
6 Updated Local Commitment $595,249
1.9% of $32,050,255
Accept Grant - $2,400,000
17 ZEB - $32,050,255
Current Local Commitment: $2,995,249
134
Department of Transportation
• Amend Contract No. 31918
wi
th Connexionz to deploy
t
echnology
• Onboard System
• Hardware for new ZEBs
• Public Wi-Fi and digital signage
• Live visual access to fleet
• Bus Stop Work & Logistics
• Additional bus stop solar
pow
ered e-ink displays
• Routine maintenance,
emer
gencies, and relocations of
technology
Fleet Technology & Security
Enhancements
7 135
Department of Transportation
Fiscal Impact
• No impact to the General Fund
• Accept $2,400,000 Metro Grant Funds and
Am
end Fiscal Year 2027 Capital Improvement
Program (CIP)
> Appropriate into Purchase of Replacement Transit
Vehi
cles and Expansion fixed-Route Transit
Vehicles (75085) project
8 136
Department of Transportation
Fiscal Impact
• Table lists recommended changes projects:
9 Project Funding
Appropriated
Funding Changes
Revised
Appropriation
CIP - 75085 Pasadena Transit Buses
C arbon Reduction Program 2,500,000$ -$
2,500,000$
FTA 5310 Job Access and Reverse C ommute Program Grant 862,830$ -$ 862,830$
LA C ounty Metro Authority (LAC MTA) Local Transportation 4,546,716$ -$ 4,546,716$
Metro Measure M Multiyear Subregional Program 14,332,868$ -$ 14,332,868$
Metro Grant - Federal C MAQ Funds 1,055,950$ -$ 1,055,950$
Metro ZEB C all for Projects 4,500,000$ 2,400,000$ 6,900,000$ MTA Local Transit Funds (LTF) 1,364,577$ -$
1,364,577$
Private C apital 105,946$ -$
105,946$
Prop A/C Local Return Funds 8,531,762$ (1,225,034)$ 7,306,728$ Prop C Local Transit Fund 381,697$ -$
381,697$
Transit Intercity Rail C apital Project (TIRC P) 6,306,838$ -$ 6,390,000$
Volkswagen Mitigation Fund 6,720,000$ -$
6,720,000$
Total 51,209,184$ 1,174,966$ 52,467,312$ 137
Department of Transportation
Fiscal Impact
10 Project Funding
Appropriated
Funding Changes
Revised
Appropriation
CIP - 75930 ZEB Pasadena Dial-A-Ride
FTA 5310 Enhanced Mobility of People with Disabilities 1,050,000$ -$ 1,050,000$
MT
A Grant - Local Transit System C ubcommittee Zero Emission 500,000$ -$ 500,000$
Transit and Intercity Rail C apital Program 392,000$ -$ 392,000$
Low C arbon Transit Operations Program 376,258$ -$ 376,258$
Prop A/C Local Return Funds -$
379,122$ 379,122$
Total 2,318,258$ 379,122$ 2,697,380$ C IP - 75900 Bus Stop Improvement Program
Foothill Transit Bus Stop Enhancement Grant 77,780$ - $
77,780$
Low C arbon Transit Operations Program 306,699$ -$ 306,699$
Private C apital 36,559$ -$
36,559$
Prop A (Transit) 300,000$ -$
300,000$
Prop C Local Transit Fund 300,000$ -$
300,000$
Prop A/C Local Return Funds -$
203,254$ 203,254$
Total 1,021,038$ 203,254$ 1,224,292$ 138
Department of Transportation
Fiscal Impact
• Connexionz Cont ract Amendment
> $3,155,951: New not-to-exceed a mount
Add $1,757,342
Addressed by existing and new budget appropriations
fr
om grant acceptance and appropriation adjustments
* Required for operations, Council policy, or service consistency. 11 Task Cost
*17 New Zero-Emission TVIAS 732,779$
*
8 Pasadena Dial-A-Ride TVAIS 325,870$
*Bus Stop E-Ink Displays 110,000$
*Ongoing Maintenance Support 40,000$
*Public Wifi/Onboard Route C ommunication Displays 274,770$ Armor C loud 114,165$
C ontingency 159,758$
Total 1,757,342 $
139
Department of Transportation
Next Steps
• Summer 2026:
> Finalize Metro grant agreements
• Fall 2026
> Initiate hardware procurement
• Spring 2027
> Complete hardware installation
12 140
Department of Transportation
AUTHORIZE THE CITY MANAGER TO ACCEPT AND APPROPRIATE
$2,400,000 IN METRO ZERO-EMISSION VEHICLE GRANT FUNDS,
DEOBLIGATE $2,400,000 IN LOS ANGELES COUNTY PROPOSITION C LOCAL RETURN FUNDS IN CONTRACT 33379, AMEND CONTRACT
31918 WITH CONNEXIONZ LTD. BY INCREASING THE NOT-TO-
EXCEED AMOUNT BY $1,757,342 FOR ONBOARD TECHNOLOGY ON
THE PASADENA PUBLIC TRANSIT FLEET, AND AMEND THE FY 2027
CAPITAL IMPROVEMENT PROGRAM BUDGET
City Council
July 13, 2026
141
NEW BUSINESS
ITEM 6
6. AUTHORIZE THE CITY MANAGER TO EXECUTE ALL AGREEMENTS WITH LOS
ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY
(METRO) FOR THE RECEIPT OF $674,769 IN FEDERAL TRANSIT
ADMINISTRATION (FTA) SECTION 5310 GRANT FUNDS FOR THE
PASADENA DIAL-A-RIDE MOBILITY MANAGEMENT PROJECT AND
PASADENA MYSTERY RIDER PROGRAM
142
143
144
145
146
Department of Transportation
AUTHORIZE THE CITY MANAGER TO EXECUTE ALL AGREEMENTS WITH
LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY (METRO) FOR THE RECEIPT $674,769 IN FEDERAL TRANSIT ADMINISTRATION (FTA) SECTION 5310 GRANT FUNDS FOR THE PASADENA DIAL-A-RIDE
MOBILITY MANAGEMENT PROJECT AND
PASADENA MYSTERY RIDER PROGRAM
Finance Committee & City Council
July 13, 2026
Item X
147
Department of Transportation
Recommendation
1. Find that the proposed action is not a project subject to the Ca
lifornia Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15301 o
f the State CEQA Guidelines, and as such, no environmental document pursuant to CEQA is required; and
2. Authorize the City Manager to execute all agreements with the Lo
s Angeles County Metropolitan Transportation Authority
(Metro) associated with the receipt of $674,769 in reimbursable F
ederal Transit Administration Section 5310 grant funding for the i
mplementation of the City of Pasadena Mobility Management Program supporting the Pasadena Dial-A-Ride program.
2 148
Department of Transportation
Background
• Receive FTA Section 5310 funds from Metro
> Receive $674,769 in FTA Section 5310 grant funds for public transit assistance for seniors and individuals with disabilities 3 Pasadena Mobility Management
» Two full time Community Service
Representatives
» Travel training
» Mobility coordination for Eaton
Wildfire recovery areas
» Travel during the Olympics
Pasadena Mystery Rider Program:
» Oversight program to evaluate
performance, safety, and vehicle
cleanliness across Pasadena
Transit and
149
Department of Transportation
Fiscal Impact
• Receive $674,769 of FTA Section 5310 from Metro
> Included in the in the Fiscal Year 2027 Operating Budget Local Match
Both Community Ser vice Representative positions
4 Proposition A Local Return Fund 208 (Local Match) $ 103,864 Federal Transit Administration Section 5310 Funds $ 674,769 Total Sources $ 798,633
150
Department of Transportation
AUTHORIZE THE CITY MANAGER TO EXECUTE ALL AGREEMENTS WITH
LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY (METRO) FOR THE RECEIPT $674,769 IN FEDERAL TRANSIT ADMINISTRATION (FTA) SECTION 5310 GRANT FUNDS FOR THE PASADENA DIAL-A-RIDE
MOBILITY MANAGEMENT PROJECT AND
PASADENA MYSTERY RIDER PROGRAM
Finance Committee & City Council
July 13, 2026
151