South Pasadena City Council
July 19, 2023

Approved For Use 11/15/16

17.6. No Presumption Against Drafter. Each party had an opportunity to consult with an attorney in reviewing and drafting this agreement. Any uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party.

18. GENERAL PROVISIONS

18.1. Confidentiality. All data, documents, discussion, or other information developed or received by Consultant for performance of this Agreement are deemed confidential and Consultant shall not disclose it without prior written consent by City. City shall grant such consent if disclosure is legally required. All City data shall be returned to City upon the termination or expiration of this Agreement.

18.2. Conflicts of Interest. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subcontractor to file, a Statement of Economic Interest with the City’s Filing Officer if required under state law in the performance of the services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

18.3. Non-assignment. Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City’s prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.

18.4. Binding on Successors. This Agreement shall be binding on the successors and assigns of the parties.

18.5. No Third-Party Beneficiaries. Except as expressly stated herein, there is no intended third-party beneficiary of any right or obligation assumed by the parties.

18.6. Time of the Essence. Time is of the essence for each and every provision of this Agreement.

18.7. Non-Discrimination. Consultant shall not discriminate against any employee or applicant for employment because of race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, or sexual orientation. Employment actions to which this provision applies shall include, but not be limited to, the DocuSign Envelope ID: 591B4981-9E6A-4DB8-AEDE-2549D6B7801E 24 - 26
Professional Services Agreement – Consultant Services

Approved For Use 11/15/16
following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; or in terms, conditions or privileges of employment, and selection for training. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, the provisions of this nondiscrimination clause.

18.8. Waiver. No provision, covenant, or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing signed by one authorized to bind the party asserted to have consented to the waiver. The waiver by City or Consultant of any breach of any provision, covenant, or condition of this Agreement shall not be deemed to be a waiver of any subsequent breach of the same or any other provision, covenant, or condition.

18.9. Excused Failure to Perform. Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence, in City’s sole judgment, that such failure was due to causes beyond the control and without the fault or negligence of Consultant.

18.10. Remedies Non-Exclusive. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance from the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all of such other rights, powers or remedies.

18.11. Attorneys’ Fees. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, the prevailing party shall be entitled to an award of reasonable attorneys’ fees and costs expended in the action.

18.12. Venue. The venue for any litigation shall be Los Angeles County, California and Consultant hereby consents to jurisdiction in Los Angeles County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.

TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. “City”
City of South Pasadena
By:________________________________
Signature
Printed: Arminé Chaparyan
Title: City Manager
Date:______________________
“Consultant”
Rafetlis Financial Consultants, Inc.

By:________________________________
Signature
Printed: Julia Novak
Title: Executive Vice President
Date: January 18, 2023
DocuSign Envelope ID: 591B4981-9E6A-4DB8-AEDE-2549D6B7801E 1/31/2023
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Professional Services Agreement – Consultant Services

Approved For Use 11/15/16
Attest:

By:__________________________________
Desiree Jimenez, CMC
Chief City Clerk
Date:________________________
Approved as to form:

By:__________________________________
Andrew L. Jared, City Attorney
Date:________________________
DocuSign Envelope ID: 591B4981-9E6A-4DB8-AEDE-2549D6B7801E 1/31/2023
2/1/2023
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EXHIBIT A

EXHIBIT B
DocuSign Envelope ID: 591B4981-9E6A-4DB8-AEDE-2549D6B7801E 24 - 29
DocuSign Envelope ID: 591B4981-9E6A-4DB8-AEDE-2549D6B7801E 24 - 30

EXHIBIT B
DocuSign Envelope ID: 591B4981-9E6A-4DB8-AEDE-2549D6B7801E 24 - 31

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25 25 - 1
City Website Redesign Services
July 19, 2023

• About 63% of respondents find the City’s communications easy to understand; • About 40% of respondents feel satisfied with the City’s website information; • The top three topics that respondents visit our website is for resources, news, and to find City contacts; and
• About 30% responses have heard about the City’s mobile app.

The survey also asked respondents what they would like to see in the next version of the City’s website as well as any other additional feedback in doing a better job to provide information to the community. In summary, the majority of responses would like to see more information on the website that is up-to-date, easy to find, simplified, and modern looking. When analyzing responses for overall feedback, most responses listed keywords related to improving the website to be more up to date.

Other recommendations made throughout the survey were quickly implemented by staff, including the need for a City Twitter Account. Staff also began conducting more outreach on the City’s mobile app, resulting in 2,100 increase in downloads since the launch of the survey to date.

In addition, the City Manager’s Office implemented an Interdepartmental Communications & Engagement Team (ICE-T), which includes one representative from each department to meet together monthly and discuss goals for outreach and tools for succeeding in engagement efforts.

In response to the results received, staff created and released an RFP to solicit responses from qualified vendors that could help redesign the City’s website. The website RFP was created to reflect the survey in the scope of work requirements. The scope of work includes initial meetings an analysis with staff, modern functionality, minimal click to access information, and adaptability to all devices, an easy Content Management System (CMS) for staff to easily update the website, content migration of relevant information from previous website, ongoing webmaster services, security, testing, and training prior to going live. While the RFP was live on PlanetBids, the City Manager’s Office formed a Website Redesign Committee (Committee), which includes:
• City of South Pasadena Mayor, Jon Primuth
• Deputy City Manager, Domenica Megerdichian
• Management Services Director, Luis Frausto
• Senior Management Analyst, Alma Medina
• Management Analyst, Mary Jerejian
• Community Services Supervisor, Melissa Synder
• Adult/Digital Services Librarian, Alexis Mendoza
Upon the closing date of the RFP on May 22, 2023, the Committee was responsible for reviewing RFPs, interviewing the top candidates, and ultimately make a selection on the finalist vendor.
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City Website Redesign Services
July 19, 2023

Analysis
The Website Redesign Committee began reviewing the proposals based on experience, cost, clear response to requirements, and reference checks. City staff received 23 bids, and the Website Redesign Committee that met minimum requirements reviewed 18. Of the 18, the Committee interviewed four vendors. The RFP process for the Website Redesign Services included the following steps:

Evaluation Stage Date Description
RFP Release March 27, 2023 RFP released for 40 days with direct solicitation of vendors to Planet Bids
Proposal Deadline May 22, 2023 Closing date of RFP; all proposals submitted to the City Clerk’s Office by
6:00 p.m.

Responses to Website
Redesign Committee
May 30, 2023 City Manager staff transmitted all RFP
responses after conducting initial
requirement review
Complete Review June 14, 2023 Staff and committee completed initial review to identify qualified candidates
Interviews June 26, 2023 &
June 28, 2023
Meetings scheduled with top 4
vendors
Award of Contract July 19, 2023 Award of contract approval by the City Council
Begin Redesign Process July 24, 2023 Initial kick-off meeting to plan for redesign
Staff Trainings October 23, 2022
(week of)
Training for staff, directors, and all
CMS users
Launch to Community December 4,
2023
Official launch to include extensive
outreach and presentation to City
Council
Following the interviews with the top four vendors, the Committee met on July 10, 2023 to discuss the interviews and proposals, to reach a decision on the vendor that best met the City’s scope of work as well as bid price point. Granicus answered the questions thoroughly, displayed their experience working on municipals websites on the local, state, and federal levels of government and provided an in-depth presentation of the following products that would accomplish the scope of work in the RFP:
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City Website Redesign Services
July 19, 2023

Product Description
OpenCities Website development platform to create a user-friendly, accessible, and easily searchable website with modern
design.

OpenForms Ability to create multilingual and accessible digital forms and processes for City services online.

Staff Intranet Staff specific website with the same look and feel of front facing website to centralize Human Resources
documents, news, and opportunities for staff to engage.

As the City continues to prioritize various improvements through investments of technology, staff most recently brought to the City Council other products for agenda and public records management. These products included govMeetings and GovQA, which are both developed by Granicus.

The contract amount of $39,867.26 includes the following:

Redesign One-Time Fees Cost Amount
Granicus Web – Enhanced Package $17,100
OpenCities Intranet License and Design $9,500
Site Improvement Credit $5,500
Subscription Annual Fees Cost Amount
OpenCities SaaS License $9,500
OpenForms Team License $4,042.25
OpenCities Intranet License $5,225.01
Fiscal Impact
The project is currently funded in the Capital Improvement Program, in Account No. 400- 9000-9183-9183-000, in the amount of $39,867.26 was approved in the FY 2023/2024 budget.

Key Performance Indicators and Strategic Plan
This item is in line with the following City Manager’s department’s KPI’s from the Fiscal Year 2022-2023 Budget:
• Public Engagement/Community Outreach
o Create a new City website that is user-friendly, current, and well maintained.

This item is also in line with the following Strategic Plan goal is the 2021-2026 Strategic Plan document:
• 2. Create a Strong Economic Development Strategy to Strengthen Local Business
o Launch of a new City website
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City Website Redesign Services
July 19, 2023

Attachments:
1) Citywide Communications Survey Summary
2) Website Redesign RFP
3) Granicus LLC Agreement
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ATTACHMENT 1
Citywide Communications Survey Summary
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Prepared By:

Mary Jerejian
Management Analyst
City Manager's Office
City of South Pasadena
Communications
Survey Results
February 2023
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Purpose

SUMMARY OF THE SURVEY RESULTS
City of South Pasadena staff are continuing to
expand our communications, engagement,
and best practices in utilizing tools to keep our
community up to date about various programs
and happenings. The City solicited input from
the community between January 2023 and
February 2023 on preferences for receiving
information, and how we could continue to
better serve our City through our
communication and the City's website
The survey results indicated a need for
the City to reconsider how outreach is
conducted. The community
demonstrated a clear need for a
revamped City website that is userfriendly and simple to use to find pertinent information.

The results displayed throughout this
report provide a more in-depth analysis
on the survey results.
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Who Participated
Live in the City
82%
Regularly Visit

8.8%
Own or Manage a Business

4.9%
Work in the City

4.3%
The survey was sent to residents
through our social media channels,
website, blogs, mobile app, and the link
was available on the front page of the
City's website. In addition, City staff
shared the survey with various
businesses and community groups.

The City Manager's Office also shared
the survey with City staff to share with
community members, but to input their
own feedback on how we could
improve the City's communications
and website.
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Question 1
Do you feel like you hear enough from the City of South Pasadena? Not enough

36.8%
The right amount on some topics, not enough on others

33.2%
The right amount

21.8%
Too much on some topics, but not enough on others

7.2%
Too much

1.1%
The results from this question imply that over 50% of
respondents feel like they hear the right amount from
the City, but a portion of that believes the City could communicate more on other topics. About 37% of
respondents respondent that they do not hear enough.

Other responses to this questions included
suggestions such as a mechanism for the City to reach
out to new residents on how they could be involved and
learn more. In addition, respondents shared comments
about the need to be informed on topics that impact
their every day lives such as parking, and resources for populations such as seniors.
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Question 2
Share with us how you prefer to receive information from the City of South Pasadena.

The results from this question showed that the majority of respondents utilize the City's website for receiving information. Respondents also showed a liking to
printed materials and mailers, which combines this
data exceeds the website preference. Other comments
included respondents receiving information from the
local newspapers and signage around the City.

Website
Mailers
Printed Materials
Neighborhood Pulse
Instagram
Facebook
In person
Nextdoor
Email
Text
300
200
100
0 25 - 13
Question 3
In general, do you find the City of South Pasadena's communications is easy to understand? (i.e. readability, style of writing, language used) The results from this question show that there may be
improvement considerations for the font, languages,
and verbiage of the information shared with the
community. Best practices show that information
should be simple, straight forward, and should always
include contact information.

Always easy to understand

62.9%
Sometimes easy to understand

35.4%
Difficult to understand

1.7%
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Question 4
How do you feel about the usefulness of information on the City's website?
Satisfie
42%
Neutral
40%
Dissatisfied

10.8%
Very satisfied

7.3%
The results from this question revealed that the majority of respondents are very satisfied or satisfied with the usefulness of the information on the City's website. Other comments that were submitted for this question included that the website design is difficult to navigate, making information difficult to find. In addition, comments included the concern of lack of upo-date information. There were also comments that some departments provide enough information, but others do not. 25 - 15
Question 5
Why do you visit the City of South Pasadena website?
The majority of respondents answered that they utilize the website to find resources. This question will help staff develop the City's next homepage to include quick links to topics that are most visited. Other responses to this survey question showed that website visitors utilize the website to find permits, library information, business licensing, trash information, and obtain public records.

Find Resources
Find Events
Find News
Find Contact info
Learn more about South Pas
Access publc meetings
Pay bill
300
200
100
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Question 6
What would you like to see in the next version of the City's website? District maps
and
Councilmembers
Simpler and easy
to find
information
Local
resources and
places to visit
Main events
and news on
homepage
More
information on
staff
This qualitative question generated very interesting feedback.

One of the main themes was a need for a more modern and simple to navigate website. Other comments included more relevant information on the homepage, crime information, feedback opportunities, and "how to" on things such as
permits, projects, and more.
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Question 6
What, if anything, could the City of South Pasadena do differently to do a better job of giving your the information that you want or need? Monthly or
quarterly
newsletters to all
residents
Improve the
website to be
more up to date
Live Updates
More mailers
and emails
Share positive
and
transparent
news
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ATTACHMENT 2
Website Redesign Request For Proposal (RFP)
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South Pasadena Website Redesign | CM23-002| 1
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South Pasadena Website Redesign | CM23-002| 2
Overview
Summary
The City of South Pasadena is seeking an experienced website vendor to assist with a complete a redesign of the City’s municipal website (www.southpasadenaca.gov) to launch by the end of 2023. It is expected that the website vendor will work with the City of South Pasadena Communications Team and staff to create user-friendly, functional, and accessible website for both visitors and content management system (CMS) users.

Key Dates
Request for Proposal (RFP) Release Date: March 27, 2023 Proposals Due: May 22, 2023 – 6:00 PM
Interviews: Week of June 5, 2023
Award of Contract: Regularly schedule City Council Meeting in June or July of 2023 Proposal Information
Instructions for what to include in your proposal and how to submit it, are detailed herein.

Point of Contact
The Official Point of Contact for this RFP is:

Mary Jerejian, Management Analyst
[email protected]
(626) 403-7215
All communication with the City related this this RFP must be directed to the contacted listed above.
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South Pasadena Website Redesign | CM23-002| 3
Table of Contents
Overview................................................................................................................................. 2 Introduction............................................................................................................................ 4 Project Summary........ 4
Background................ 4
The Organization ....... 5
Council/City Manager Form of Government.......................................................... 5 City Adopted Strategic Plan 2021-2026.................................................................... 5 Citizen Engagement, Commissions, and Committees.......................................... 5 Website Redesign Goals...................................................................................................... 6 Proposal Form and Content............................................................................................... 9 Contract Management..................................................................................................... 10 Contract Payment .. 10
Review and Selection Process......................................................................................... 10 Process...…………….10
Evaluation Criteria... 11
Selection Process & Timelines 11
Proposal Submission............................................................................................................ 12 Terms & Conditions............................................................................................................. 12 Acronyms/Definitions……………………………………………………………………..12
Solicitation Terms & Conditions…………………………………………………………13 Contract Terms & Conditions…………………………………………………………...15
Protest Procedures………………………………………………………………………..19
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South Pasadena Website Redesign | CM23-002| 4
Introduction
Project Summary
The City Council of the City of South Pasadena (City) invites interested vendors in partnering on a website redesign. This effort will help re-brand, re-connect, and strengthen communications with the community by improving the usefulness and user friendly features of the City’s main communications tool.

The City of South Pasadena invites interested vendors with experience in redesigning a municipal website, to submit written proposals to provide website redesign services in addition to training for staff that will be working on the content management system portion of the website. The selected website vendor will work closely with the City’s Communications Team in designing a website that meets the needs of the South Pasadena community and City staff. In addition, the website vendor will need to have the capability to integrate other software into the next website including that of the City’s mobile application and electronic permitting software.

Background
The City of South Pasadena is a charming community, situated less than ten miles from downtown Los Angeles. Called the City of Trees, this general law City is known for its stunning homes, unique small businesses, and top-quality schools. South Pasadena’s diverse population of about 26,000 occupies 3.44 square miles of flatlands and hillsides on the west side of the San Gabriel Valley. More than 100 acres of parks and playgrounds blanket its landscape and more than 21,000 trees adorn its streets. The quiet, historic character of its attractive neighborhoods is a testament to the preservationist efforts of residents in protecting both its architectural and natural beauty. The city enjoys a low crime rate and the benefits of a close-knit, participation-oriented community.

The busiest street, Fair Oaks Avenue was an important link in the original Route 66 and remains a vital thoroughfare today. A Gold Line station provides a light rail connection to downtown Los Angeles and the regional transportation system. Mission Street and its vicinity are dotted by fine restaurants, downtown lofts, and unique shops. The City also is home to its own beautiful library, located inside a picturesque park, and its own police and fire departments. The City provides water and sewer services to its businesses and residents.

In the last three years, the City has undergone significant organizational changes, including the hiring of a City Manager, Deputy City Manager, election of a new City Council and City Treasurer, and faced challenges in retaining staff. The City is in the process of rebuilding a strong organization, and the City is moving forward with a new team, with a focus and emphasis on engaging the community and rebuilding the community trust through fostering strong relationships. 25 - 24
South Pasadena Website Redesign | CM23-002| 5
The Organization
Incorporated in 1888, the City of South Pasadena has approximately 208 employed positions, of which about 163 FTEs are full-time employees. The City organization includes the following nine departments:

1. City Manager’s Office: Responsible for Communications and Community Engagement, Economic Development, Legislation, and Social Services Oversight.

2. Management Services: Responsible for City Clerk Division, Human Resources/Risk Management and Information Technology.

3. Finance: Responsible for Utility Billing and Business License oversight,

4. Public Works: Responsible for Engineering/Capital Projects, Street Maintenance, Park Maintenance, Water, Sewer Pipeline Maintenance and Facilities.

Community Development: Responsible for Code Enforcement, Planning, Building & Safety, and Housing.

5. Police: Provides Street and Traffic Patrol Services, Crime Investigation and Analysis, Parking Enforcement, and oversees a Community Crime Prevention Program.

6. Fire: Provides Fire/ Rescue Services, Paramedics, Safety Education, Fire Inspections, Plan Reviews, and Emergency Management.

7. Community Services: Responsible for Recreation/Leisure Services and Dial-aRide Transit, and Senior Services.

8. Library: Responsible for public Library services, including Library administration and providing educational resources to the community.

The City’s General Fund annual budget is approximately $41.7 million with all funds (including proprietary funds) totaling about $75.7 million.

Council/City Manager Form of Government
The City has adopted a Council/City Manager form of government with the City Council appointing the City Manager and City Attorney, and the operations of the City organized under the City Manager.

City Adopted Strategic Plan 2021-2026
The City’s most recent Strategic Plan encompasses Fiscal Years (FY) 2021-2026 and was adopted December 15, 2021. The Strategic Plan includes the following overarching goals to (1) Develop and Implement Strong Fiscal Policies to Ensure a Resilient Financial Future; (2) Create a Strong Economic Development Strategy to Strengthen Local Business; (3) Develop a Comprehensive Emergency Preparedness Plan to Ensure Public Safety through Active Response and Recovery Efforts; (4) Enhance Community Sustainability through Investment in Infrastructure and Environmental Management Programs; (5) Plan for Affordable Housing to Comply with State Mandates and Respond to Community Needs; and (6) Enhance Customer Service through Innovation to More Effectively Respond to Community Priorities.

Citizen Engagement, Commissions, and Committees
As the City places a premium on citizen engagement, the City maintains many standing Advisory Commissions/Committees, and establishes Ad Hoc Committees as needed. The 25 - 25
South Pasadena Website Redesign | CM23-002| 6
website redesign should prioritize accessibility of information and the user-friendly element for both internal and external users. The website is the first, and sometimes the only, experience for ‘visitors’ to South Pasadena, and should closely reflect the premier City, programming, services, quality of life and robust experience that South Pasadena offers, beginning with our online presence.

The website is surely a resource in communication information such as calendars of events, programmatic efforts, current events and news for residents and community members, but should also be a resource for legal and other documents, forms for subscriptions or applications, payment facilitation, recreational reservations, minutes and agenda documents for City Council and for appointed bodies, and more.

Website Redesign Goals
Goal 1: Functional Capabilities and Necessities of the Website Accessible Navigation and Information
 Strong structure and page layout design with templates that may optimize the user experience on the content management system end.
 Easy to find information that requires 1-3 clicks for visiting users.  Search functionality including a visible search bar that generates relevant information to the search terms.
 ADA compliance and best practices. This includes font enlargement capability and possibly optional multilingual content support.

Administrative and Content Management System
 Easy functionality to update, delete, and create content from any device with internet access.
 Document storage for files of large sizes, and ability to search for these files in the back-end.
 Image repository organized by department or folders.
 Content scheduling capabilities for content to automatically publish and expire.  Content approval workflows.
 Permissions to allow administrators to establish levels of posting rights for staff.  Printable pages.
 Site statistics and analytics for administrators to pull easily.  Compatibility with various software that the City has currently implemented including the mobile application, and other electronic permitting applications currently implemented by the City.

Goal 2: Project Management Partnership towards Implementation Working Closely With City Project Lead
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South Pasadena Website Redesign | CM23-002| 7
 Working closely with City staff on determining a new website map plan.  Working closely with City staff on meeting timelines goals and communicating any changes.
 Launching the fully-functioning website by November 15, 2023.

Training Staff
 Lead training sessions for various groups of City staff including Department Directors, communications staff, and staff who may also be involved in the backend.  Provide technical assistance through phones, email, and chat.  Provide tools for self-service training including video tutorials or documents.

Scope of Work
The successful bidder will design and develop a new general municipal website for the domain www.southpasadenaca.gov that utilizes current web, mobile, and social media technology to better engage and inform the constituency. Additionally, the successful bidder will provide and fully configure a content management system to manage the newly developed site. The proposed services must include installation, configuration, start-up services, migration of existing content, onsite training of City staff on use and maintenance of the system, as well as ongoing technical and service support.

All software is subject to final acceptance testing by the City. The awarded bidder will also offer custom configuration and programming services as needed to fulfill the minimum functional requirements set forth within this RFP. The terms to the agreement will be a contract for a period of five (5) years. This agreement may be extended, on the same terms and conditions for an additional five (5) years, on a one (1) year basis, if the City exercises the option to do so.

The City intends to obtain the services of a qualified firm to provide city website development and management services as outlined below.

1. Initial Meetings and Analysis
a. Meeting with City staff weekly or bi-weekly in the first month upon agreement to
i. Coordinate tasks
ii. Discuss relevant steps
iii. Analyze current website
iv. Identify and determine documents, data, and other needed information to be integrated into new website, and
v. Discuss and determine theme, branding, and look of the website.

2. Newly Designed Website
a. The newly designed website is required to have
i. Modern look and functionality
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South Pasadena Website Redesign | CM23-002| 8
ii. Intuitive of 3 click to access most content from the home page iii. Fully functional search tool that population most relevant pages to key words
iv. Efficient use of menus,
v. Adaptability to all devices including computers and mobile devices, and
vi. Ability to integrate with the City’s mobile application, SouthPas Mobile.

3. Content Management System (CMS)
a. The new CMS is required to
i. Provide for easy configuration, editing, and maintenance of the City website by staff
ii. Include a search system for City staff to easily access uploaded documents, photos, and other website elements
iii. Have the capability for to assign specific roles to City staff including that of administrative roles and editing roles
iv. Have the capability for staff to upload large files, including large agendas or documents
v. Have a user-friendly and efficient editing interface with templates and branding fonts and color suggestions populated.

4. Content Migration
a. The new website is required to have the capability for i. Installation of existing document archives into new website structure ii. A fully operational website framework to allow City staff to begin updating and migrating information
iii. Integration of all e-government applications.
b. The Vendor shall assist in importing and installing existing document archives.

5. Webmaster Services
a. The website vendor is required to
i. Provide ongoing trainings for staff during the initial stages of the website, and as needed
ii. Provide knowledge on updates, new tools, and features iii. Provide 24/7 support through a call system and through email and, iv. Provide reports as needed to the City.

6. Security
a. The website vendor is required to
i. Use data encryption and secure website connections
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ii. Ensure data security and no City data is shared with parties or entities without prior City agreement, and
iii. Ensure that the City is notified of any compromise of City data by cloud service providers or third parties.

7. Completed Website
a. Testing
i. Provide for a testing environment prior to go live for users b. Training
i. Provide on-site and online training for content creation, navigation and ongoing as needed
ii. Provide the City with a manual for content creation, navigation and management of the website
c. Go Live
i. Provide support as needed through the go live period ii. Resolve issues that arise as the website goes live
Proposal Form and Content
A. Proposal Submittal
All pages of the proposal must be numbered consecutively. The proposal must be organized in accordance with the list of proposal contents. The proposal must provide specific and succinct responses to all questions and requests for information.

B. Letter of Transmittal
Include a cover letter signed to include the vendor or company’s name, address, telephone number and e-mail address of the Respondent submitting the proposal. In addition, the name, title, address, telephone number, fax number, and e-mail address of the person or persons who are authorized to represent the Respondent and to whom correspondence should be directed shall be included.

C. Table of Contents
Include a clear identification of the submitted material by section and by page number.

D. Summary
Introduce the proposal and summarize an overview of how the vendor will assist the City of South Pasadena in achieving the goals outlined herein.

E. Scope of Work and Statement of Project Understanding Include a section titled “Scope of Work and Statement of Project Understanding,” which shall include a description of your firm’s understanding of the project, a description of your firm’s approach to the work, and a preliminary project schedule. It is the responsibility of the Consultant to submit a proposal that contains all of the services necessary for the successful delivery of the project.
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If there are services listed in this RFP that the Respondent will not be able to provide, please be certain to address such in your response.

F. Background and Experience
Include an overview of the vendor’s company, experience with working for local government municipalities, and any other information or references that the City may be able to review.

G. Product Availability and Options for Consideration

1. Different kinds of products offered and how the vendor will determine the best product for the City.

2. At least three references including other client’s names, website URL, and the person or contact that worked with the vendor for their website redesign services.

H. Approach to Transition
Include an overview or plan on how the vendor will assist the City transition to a new product.

This overview should include how the vendor will work with staff to ensure a smooth transition, and a plan to integrate existing databases, products, and software into the new product.

Contract Management
The City Manager’s team will actively and regularly work with the City’s designated Website Committee, comprised of staff and the Mayor to review submissions, track progress, flag challenges, and design course corrections to achieve the City’s goals.

Contract Payment
The City of South Pasadena issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed, or as permitted through the City’s Purchasing Policy.

Review and Selection Process
Process
The City Manager’s Office leads an Interdepartmental Communications and Engagement Team (ICE-T), that is working together with the Mayor in this RFP process. Upon closing of the RFP period, the group will review all submitted materials, and schedule a follow-up demonstration meeting with the top candidate firms. The group will then evaluate all firms and products, and make a determination on the best firm and product to move forward with.

Respondents will be evaluated on the basis of experience, cost, qualifications, and approach to the services requested. The Respondent determined best qualified and best fit to perform this service for the City of South Pasadena, and staff will move forward on award of contract and the implementation process.
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Evaluation Criteria
Proposals shall be consistently evaluated based upon the following criteria:

1. Experience and qualifications identified in the Proposal.

2. Cost of providing services.

3. Complete and clear response to requested matters in the Proposal.

4. Communication skills, including responsiveness and a collaborative and cooperative approach with staff and leadership.

5. References from other client municipalities.

6. Transition plan.

7. Other qualifications and criteria as deemed appropriate by the City Council.

Selection Process & Timelines

EVALUATION

STAGE ESTIMATED DATE DESCRIPTION
RFP Release March 27, 2023
Final RFP to be released for 40 days
with direct solicitation of vendors and
to Planet Bids
Addendum Release April 6, 2023 If needed, an addendum or correction of information for the RFP, to be submitted
Proposal Deadline May 22, 2023
Closing date of RFP; all proposals
should be submitted to the City Clerk’s
Office by 6:00 PM
Responses to
Sub-Committee May 23, 2023
Staff to transmit all RFP responses to the
members of the Website Redesign
Committee
Complete Initial
Review May 31 , 2023 Staff and committee to complete initial review to identify qualified candidates
Interviews June 5, 2023 (week of)
Meetings to be scheduled with the top 3
qualified vendors
Award of Contract
City Council awards
contract at open
meeting June 21, 2023
(alternate: July 19,
2023)
Share Award of Contract with selected
vendor
Begin Redesign
Process July 24, 2023 Initial meeting with vendor to kick-off planning for redesign
Meet Weekly or Bi-Weekly with Vendor on
Progress
Complete Redesign
Process
October 23, 2023
(tentative)
Complete redesign prior to launching to
community
Staff Trainings October 23, 2023 (week
of)
Begin training for staff, directors, and
CMS users
Launch to
Community December 4, 2023 Official launch of website
Continuous follow up and assistance from vendor
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Proposal Submission
Proposals shall be responsive to the questions set forth in this Request for Proposals. All materials which are submitted may be deemed to be part of the responding proposal, and may be incorporated in any subsequent contract between the City and any selected Respondent. Proposals should be submitted in a sealed package, clearly marked “Response to RFP CM-23-002- Website Redesign”.

One (1) unbound copy, five (5) bound copies and one (1) electronic copy in PDF format on a flash drive must be received no later than 6:00 PM, Monday, May 22, 2023 at the City of South Pasadena City Clerk’s Office. Late proposals will not be accepted.

Proposals shall be addressed to:

Mary Jerejian
Management Analyst
City of South Pasadena
1414 Mission Street
South Pasadena, CA 91030-3214
Terms & Conditions
Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the City of South Pasadena, California for the services identified in this RFP.

2. City: The City of South Pasadena and any department or agency identified herein.

3. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

4. Department / Division: City of South Pasadena, City Manager’s Office.

5. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

6. May: Indicates something that is not mandatory but permissible.

7. RFP: Request for Proposals.

8. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

9. Should: Indicates something that is recommended but not mandatory. If the Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.
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10.Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of South Pasadena after all factors have been evaluated.

10.Any irregularities or lack of clarity in the RFP should be brought to the Purchasing Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

11.Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal nonresponsive.

12.Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.
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13.Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

14.Proposals may be withdrawn by written notice received prior to the proposal opening time.

15.The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other Contractor or prospective Contractor.

16.No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal. All proposals must be made in good faith and without collusion.

17.Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the awarded Contractor for implementation of their proposal.

18.The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

19.Proposal will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

20.A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor. An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the Proposer’s obligations.

21.If the Contractor elects to use subcontractors, the City requires that the awarded Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

22.Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest.
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23.Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

24.The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the awarded Contractor’s proposal, and the awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

25.The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

26.Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

27.The City will not be liable for Federal, State, or Local excise taxes.

28.Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including, without limitation, the Attachment B contract form and all terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

29.Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Any Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

30.Proposals shall be kept confidential until a contract is awarded.

31.No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

Contract Terms & Conditions

1. The awarded Contractor will be the sole point of contract responsibility. The City will look solely to the awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded 25 - 35
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Contractor shall not be relieved for the non-performance of any or all subcontractors.

2. The awarded Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Work on the contract shall not begin until after the awarded Contractor has submitted acceptable evidence of the required insurance coverages.

3. The South Pasadena Municipal Code (SPMC) requires all businesses operating in the City of South Pasadena to pay a business license tax. In some cases, the City may require a regulatory permit and/or evidence of a State or Federal license. Prior to issuing a business license, certain business types will require the business license application and/or business location to be reviewed by the Community Development, Fire, and/or Police Departments. Additional information is available at https://www.southpasadenaca.gov/government/departments/finance/businesslicense.

4. All work performed in connection with construction shall be performed in compliance with all applicable laws, ordinances, rules and regulations of federal, state, county or municipal governments or agencies (including, without limitation, all applicable federal and state labor standards, including the prevailing wage provisions of sections 1770 et seq. of the California Labor Code), and (b) all directions, rules and regulations of any fire marshal, health officer, building inspector, or other officer of every governmental agency now having or hereafter acquiring jurisdiction.

5. Contractor shall indemnify, protect and hold harmless City, its Boards, Commissions, and their officials, employees and agents (“Indemnified Parties”), from and against any and all liability, claims, demands, damage, loss, obligations, causes of action, proceedings, awards, fines, judgments, penalties, costs and expenses, including attorneys’ fees, court costs, expert and witness fees, and other costs and fees of litigation, arising or alleged to have arisen, in whole or in part, out of or in connection with (1) Contractor’s breach or failure to comply with any of its obligations contained in this Contract, including any obligations arising from the Project’s Contractor’s compliance with or failure to comply with applicable laws, including all applicable federal and state labor requirements including, without limitation, the requirements of California Labor Code section 1770 et seq. or (2) negligent or willful acts, errors, omissions or misrepresentations committed by Contractor, its officers, employees, agents, subcontractors, or anyone under Contractor’s control, in the performance of work or services under this Contract (collectively “Claims” or individually “Claim”).

6. In addition to Contractor’s duty to indemnify, Contractor shall have a separate and wholly independent duty to defend Indemnified Parties at Contractor’s expense by legal counsel approved by City, from and against all Claims, and shall continue this defense until the Claims are resolved, whether by settlement, judgment or otherwise. No finding or judgment of negligence, fault, breach, or the like on the part of Contractor shall be required for the duty to defend to arise. City shall notify 25 - 36
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Contractor of any Claim, shall tender the defense of the Claim to Contractor, and shall assist Contractor, as may be reasonably requested, in the defense.

7. If a court of competent jurisdiction determines that a Claim was caused by the sole negligence or willful misconduct of Indemnified Parties, Contractor’s costs of defense and indemnity shall be (1) reimbursed in full if the court determines sole negligence by the Indemnified Parties, or (2) reduced by the percentage of willful misconduct attributed by the court to the Indemnified Parties.

8. If the Contractor elects to use subcontractors, Contractor agrees to require its subcontractors to indemnify Indemnified Parties and to provide insurance coverage to the same extent as Contractor.

9. If the Contractor elects to use subcontractors, the Contractor shall not allow any subcontractor to commence work until all insurance required of subcontractor is obtained.

10.The provisions of this Section shall survive the expiration or termination of this Contract.

11.[PUBLIC WORKS OF IMPROVEMENT ONLY: Contractor agrees that all public work (as defined in California Labor Code section 1720) performed pursuant to this Agreement (the “Public Work”), if any, shall comply with the requirements of California Labor Code sections 1770 et seq. City makes no representation or statement that the project or any portion thereof, is or is not a “public work” as defined in California Labor Code section 1720.

12.FEDERAL DAVIS BACON REQUIREMENTS (FEDERALLY ASSISTED CONTRACTS ONLY): Federal-aid Work is subject to the requirements of the Davis Bacon Act. The contractor to whom the contract is awarded must comply with the Federal Wage Decision contained in Division E of the Specifications and all record keeping requirements of the Davis Bacon Act.

13.In all bid specifications, contracts and subcontracts for any such Public Work, Contractor shall obtain the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work in this locality for each craft, classification or type of worker needed to perform the Public Work, and shall include such rates in the bid specifications, contract or subcontract. Such bid specifications, contract or subcontract must contain the following provision: “It shall be mandatory for the contractor to pay not less than the said prevailing rate of wages to all workers employed by the contractor in the execution of this contract.

Copies of prevailing rate of per diem wages are on file in the office of the City Engineer, 9th floor, City Hall, 411 West Ocean Boulevard, South Pasadena, California 90802, and shall be made available upon request. Copies may also be obtained on the California Department of Industrial Relations website http://www.dir.ca.gov/dlsr. This project will be subject the 2020-2 prevailing wage rate, as determined by the Director of the Department of Industrial Relations for the State of California. Contractor is required to post a copy of the determination of the director of the prevailing rate of per diem wages at each job site. 25 - 37
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14.DEPARTMENT OF INDUSTRIAL RELATIONS (DIR) COMPLIANCE: This project is subject to the following: No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)]. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Contractors are further cautioned that certified payrolls shall be submitted electronically directly to the Department of Industrial Relations.

15.Pursuant to the provisions of Labor Code Section 1776, Contractor shall keep and shall cause each subcontractor performing any portion of the work under this Contract to keep an accurate payroll record, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by Contractor or subcontractor in connection with the work. Such payroll records for Contractor and all subcontractors shall be certified and shall be available for inspection at all reasonable hours at the principal office of Contractor pursuant to the provisions of Section 1776 of the Labor Code. Contractor's failure to furnish such records to City or City’s authorized Labor Compliance representative in the manner provided herein for notices shall entitle City to withhold the penalty prescribed by law from progress payments due to Contractor.

16.Each contractor and every subcontractor and supplier shall be required to submit certified payrolls and labor compliance documentation electronically at the discretion of and the manner specified by the City of South Pasadena. Electronic submittal will be a web-based system, accessed on the World Wide Web by a web browser. Each contractor and subcontractor will be given a Log On identification and password to access the City of South Pasadena reporting system. The foregoing is in addition to, and not in lieu of, any other requirements or obligations established and imposed by any department of the City with regard to submission and retention of certified payroll records for Contractor and subcontractors.

17.APPRENTICESHIP EMPLOYMENT (CONTRACTS OVER $30,000 ONLY): The Contractor shall comply with Section 1777.5 of the Labor Code concerning the employment of apprentices by the Contractor or any subcontractor under the Contractor and, by submitting a Bid and executing the Contract, the Contractor stipulates that it shall so comply.

18.PENALTIES: Contractor and subcontractors are subject to penalties, including, but not limited to, under Labor Code §§ 1775, 1776, 1777.7 and 1813, for failure to comply with Sections 13.28 through 13.31 and/or Labor Code § 1720 et seq.

19.All work performed in connection with construction shall be performed in compliance with all applicable laws, ordinances, rules and regulations of federal, 25 - 38
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state, county or municipal governments or agencies (including, without limitation, all applicable federal and state labor standards, including the prevailing wage provisions of sections 1770 et seq. of the California Labor Code), and (b) all directions, rules and regulations of any fire marshal, health officer, building inspector, or other officer of every governmental agency now having or hereafter acquiring jurisdiction.]
Protest Procedures
Who May Protest
Only a Proposer who has actually submitted a proposal is eligible to protest a contract awarded through a Request for Proposals (RFP). A Proposer may not rely on the protest submitted by another Proposer but must pursue its own protest.

Time for Protest
The City will post a notice of the intent to award a contract at least ten (10) business days before an award is made. The notice will be available to all Proposers who submitted a proposal via the City’s electronic bid notification system at https://pbsystem.planetbids.com/portal/44654/portal-home. A Proposer desiring to submit a protest for a proposal must do so within five (5) business days of the electronic notification of intent to award. The City must receive the protest by the close of business on the fifth (5th) business day following posting of notification of intent to award the contract. Proposers are responsible for registering with the City’s electronic bid notification system and maintaining an updated Contractor profile. The City is not responsible for Proposers’ failure to obtain notification for any reason, including but not limited to failure to maintain updated email addresses, failure to open/read electronic messages and failure of their own computer/technology equipment. The City’s RFP justification memo will be available for review by protestors once the notification of intent to award has been posted via the City’s electronic bid notification system.

Form of Protest
The protest must be in writing and signed by the individual who signed the proposal or, if the Proposer is a corporation, by an officer of the corporation, and addressed to the City.

Protests must be submitted via the email address above. They must include a valid email address and phone number. Protests must set forth a complete and detailed statement of the grounds for the protest and include all relevant information to support the grounds stated and must refer to specific portions of the RFP and attachments upon which the protest is based. Once the protest is received by the City, the City will not accept additional information on the protest unless the City requests it.

City Response to Protest
The City will respond with a decision regarding the protest within five (5) business days of receipt of the protest to the email address provided in the protest. This decision shall be final.

Limitation of Remedy
The procedure and time limits set forth herein are mandatory and are the Proposer’s sole and exclusive remedy in the event of a protest. The Proposer’s failure to comply with 25 - 39
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these procedures shall constitute a waiver of any right to further pursue a protest, including filing a Government Code Claim or initiation of legal proceedings. 25 - 40
ATTACHMENT 3
Granicus LLC Agreement
Attachment is forthcoming.
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Public Hearing on Weed Abatement Charges
July 19, 2023

Deputy Director/Bureau Chief Raymond B. Smith of the Agricultural Commissioner’s office sent notice to the owners of each of the affected properties on or before February 1, 2023, advising them of the need to maintain parcels free from hazardous vegetation.

On February 1, 2023, the City Council adopted Resolution No. 7801, which designated the County as the proper party to give notice to destroy seasonal and recurrent weed abatements which are a fire nuisance.

The County identified 87 properties in the City of South Pasadena that required an inspection and or clearance of hazardous vegetation. Property owners had the option of clearing their properties and if not, the County would abate the hazardous vegetation and the cost would constitute a special assessment against their property.

Analysis
The County completed its abatement of those properties where the owner did not remove the hazardous vegetation. The County has transmitted to the City the list of properties upon which abatement charges for the removal of hazardous vegetation will be assessed along with the corresponding amounts. This is referred to as the “Report on the Cost of Weed Abatement” and is attached for the City Council’s review (“Report”).

Property owners liable for the charges are provided an opportunity to be heard by the City Council and lodge any objections. If an objection occurs, the City Council may modify the Report if the Council deems it necessary or the City Council may overrule the objection.

Otherwise, the Report should be confirmed and the County will place an assessment on the properties to recover their costs for the abatement.

Fiscal Impact
The City incurs no financial liability for the inspection or abatement of the brush and vegetation on the designated private properties. Property owners who elect not to abate vegetation fire hazards are assessed fees through the County of Los Angeles for inspection and abatement costs. Reference is hereby made to Resolution No. 7801 for further particulars.

Key Performance Indicators and Strategic Plan
This item is in line with the Fire Department’s Key Performance Indicator to complete 100% of brush inspections annually, as identified in the Fiscal Year 2023-2024 Budget.

In addition, this item addresses section 3(e) of the Adopted 2021-2026 Strategic Plan, which identifies controlling/mitigating hazardous vegetation in the City’s high hazard brush area.

Commission Review and Recommendation
This matter was not reviewed by the Public Safety Commission.

Public Notification
On or before February 1, 2023, the Agricultural Commissioner sent out annual weed abatement notices to property owners of the properties identified in Resolution No. 7801. 26 - 2
Public Hearing on Weed Abatement Charges
July 19, 2023

As required by the Government Code, the 2023 Report has been posted outside the Amadee O. “Dick” Richards Jr. Council Chambers, 1424 Mission Street, South Pasadena CA 91030, on July 12, 2023.

Attachments:

1. Resolution No.7801

2. 2022-2023 Report on the cost of weed abatement
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ATTACHMENT 1
Resolution No. 7801
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ATTACHMENT 2
2022-2023 Report on the cost of weed abatement
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CITY OF SOUTH PASADENA

WEED ABATEMENT CHARGES
July 6, 2023

KEY MAPBOOK PAGE PARCEL ZONE CITY CODE CHARGES
F 5308 002 064 06 654 48.09
F 5308 002 070 06 654 48.09
F 5308 002 072 06 654 48.09
F 5308 020 027 06 654 48.09
F 5308 021 001 06 654 48.09
F 5308 022 002 06 654 48.09
F 5308 022 003 06 654 48.09
F 5308 022 004 06 654 48.09
F 5308 022 005 06 654 48.09
F 5308 023 007 06 654 48.09
F 5308 023 015 06 654 48.09
F 5308 024 017 06 654 48.09
F 5308 024 034 06 654 48.09
F 5308 025 027 06 654 48.09
F 5308 027 007 06 654 48.09
F 5308 027 008 06 654 48.09
F 5308 027 016 06 654 48.09
F 5308 027 017 06 654 48.09
F 5308 027 018 06 654 48.09
F 5308 027 019 06 654 48.09
F 5308 027 020 06 654 48.09
F 5308 031 001 06 654 48.09
F 5308 031 039 06 654 48.09
F 5308 031 040 06 654 48.09
F 5308 031 041 06 654 48.09
F 5308 031 042 06 654 48.09
F 5308 031 052 06 654 48.09
F 5308 031 053 06 654 48.09
F 5308 031 054 06 654 48.09
F 5308 031 055 06 654 48.09
F 5308 032 006 06 654 48.09
F 5308 032 009 06 654 48.09
F 5308 032 012 06 654 48.09
F 5308 032 044 06 654 48.09
F 5308 032 045 06 654 48.09
F 5308 034 004 06 654 48.09
F 5310 021 009 06 654 48.09
F 5310 022 013 06 654 48.09
F 5310 026 010 06 654 48.09
F 5310 026 011 06 654 48.09
F 5311 001 018 06 654 48.09
F 5311 007 019 06 654 48.09
F 5311 008 033 06 654 48.09
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1 CITY OF SOUTH PASADENA

WEED ABATEMENT CHARGES
July 6, 2023

KEY MAPBOOK PAGE PARCEL ZONE CITY CODE CHARGES
F 5311 008 039 06 654 48.09
F 5311 009 055 06 654 48.09
F 5311 009 056 06 654 48.09
F 5311 009 057 06 654 48.09
F 5311 009 058 06 654 48.09
F 5311 010 010 06 654 48.09
F 5311 010 012 06 654 48.09
F 5311 010 015 06 654 48.09
F 5311 010 027 06 654 48.09
F 5311 010 028 06 654 48.09
F 5311 010 029 06 654 48.09
F 5311 010 030 06 654 48.09
F 5311 014 042 06 654 48.09
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2 CITY OF SOUTH PASADENA

WEED ABATEMENT CHARGES
July 6, 2023

KEY MAPBOOK PAGE PARCEL ZONE CITY CODE CHARGES
F 5314 026 050 06 654 48.09
0 TOTAL CHARGES $0.00
0 TOTAL CHARGES $0.00
87 TOTAL CHARGES $4,183.83
87 TOTAL CHARGES $4,183.83
TOTAL IMPROVED PARCELS =
TOTAL UNIMPROVED PARCELS =
TOTAL INSPECTION FEE ONLY PCLS =

TOTAL PARCELS
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27 27 - 1
Approval of City Council Meeting Minutes
July 19, 2023

Key Performance Indicators and Strategic Plan
This item is in line with the Management Services Department’s Key Performance Indicator to provide quick access to information and accountability, ensuring public transparency.

Fiscal Impact
To date, the City has paid approximately $19,575 to Marc A. Donohue for the production of City Council meeting minutes over the term of the contract. There is one additional consultant fee anticipated for past work completed that staff is currently reviewing prior to payment. Moving forward, existing City Clerk Division staff is facilitating the work related to this project, and therefore no future consultant fees are anticipated.

Attachments:

1. June 22, 2022, Special Joint City Council Meeting Minutes

2. July 20, 2022, Regular City Council Meeting Minutes
27 - 2
ATTACHMENT 1
June 22, 2022, Special Joint City Council Meeting Minutes 27 - 3

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CITY OF SOUTH PASADENA

SPECIAL JOINT MEETING OF THE CITY COUNCIL

AND ADVISORY BODIES

M I N U T E S
WEDNESDAY, JUNE 22 2022, A 6:00 P.M.

CALL TO ORDER:

The Special Joint Meeting of the South Pasadena City Council and Advisory Bodies was called to order by Mayor Cacciotti on Wednesday, June 22, 2022, at 6:00 P.M. at War Memorial Building, located at 435 Fair Oaks Avenue, South Pasadena, Ca 91030.

ROLL CALL:

PRESENT Mayor Michael Cacciotti
Mayor Pro Tem Jon Primuth
Councilmember Jack Donovan
Councilmember Diana Mahmud
Councilmember Evelyn G. Zneimer
ABSENT None
ROLL CALL OF COMMISSIONS:

Representatives from the following Commissions were present: Animal Commission, Cultural Heritage Commission, Design Review Board, Finance Commission, Library Board of Trustees, Mobility and Transportation Infrastructure Commission, Natural Resources and Environmental Commission, Planning Commission, Public Arts Commission, Public Safety Commission, Public Works Commission, Parks and Recreation Commission, Senior Citizen Commission, and Youth Commission.

Christina Munoz, Deputy City Clerk, announced a quorum.

CITY STAFF PRESENT:

Arminé Chaparyan, City Manager; Christina Munoz, Deputy City Clerk, members of the Executive Team and Staff Liaisons to Advisory Bodies were present at Roll Call. 27 - 5
Special Joint Meeting – Commissioner Congress Minutes June 22, 2022 South Pasadena City Council and Advisory Bodies Page 2

PLEDGE OF ALLEGIANCE
The Flag Salute was led by Mayor Cacciotti.

PUBLIC COMMENT

1. PUBLIC COMMENT
None.

PUBLIC HEARING

2. 2023 COMMISSIONER CONGRESS
Presentation of 2021-2023 Commission accomplishments and workplans.

A presentation was made by a member of each Commission.

Hearing no opposition, the presentations were received and filed.

ADJOURNMENT
There being no further matters, Mayor Cacciotti adjourned the meeting of the City Council at 8:00 P.M. to the next Regular City Council meeting scheduled for July 20, 2022.

Respectfully submitted:
_____________________________
Mark Perez
Deputy City Clerk
APPROVED:
_______________________________
Jon Primuth
Mayor
ATTEST:
________________________________
Mark Perez
Deputy City Clerk
Approved at City Council Meeting:
27 - 6
ATTACHMENT 2
July 20, 2022, Regular City Council Meeting Minutes
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CITY OF SOUTH PASADENA

REGULAR MEETING OF THE CITY

COUNCIL

M I N U T E S
WEDNESDAY, JULY 20, 2022, AT 7:00 P.M.

CALL TO ORDER:

The Regular Meeting of the South Pasadena City Council was called to order by Mayor Cacciotti on Wednesday, July 20, 2023, at 7:13 P.M. in the City Council Chambers, 1424 Mission Street, South Pasadena, California 91030.

ROLL CALL:

PRESENT Mayor Michael Cacciotti
Mayor Pro Tem Jon Primuth
Councilmember Evelyn G. Zneimer
Councilmember Diana Mahmud
ABSENT Councilmember Jack Donovan
Christina Munoz, Deputy City Clerk, announced a quorum.

CITY STAFF PRESENT:

Domenica Megerdichian, Deputy City Manager; Andrew Jared, City Attorney; Christina Munoz, Deputy City Clerk were present at Roll Call. Other staff members presented reports or responded to questions as indicated in the minutes.

PLEDGE OF ALLEGIANCE
Christina Munoz, Deputy City Clerk, led the Flag Salute. 27 - 9
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 2
A motion was made by Councilmember Mahmud, seconded by Mayor Pro Tem Primuth and approved by roll call vote to continue Item Nos. 12 and 25 to a special meeting on July 27, 2022. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

CLOSED SESSION ANNOUCEMENTS

1. CLOSED SESSION ANNOUNCEMENTS
A.CONFERENCE WITH LEGAL COUNSEL: EXISTING LITIGATION
(Government Code Section 54956.9(d)(1))

1. City of South Pasadena v. California Department of Transportation (LASC Case No. 21STCP01779)

2. Californians for Homeownership, Inc. v. City of South Pasadena, (LASC Case No. 22STCP01388)

3. Californians for Homeownership, Inc. v. City of South Pasadena, (LASC Case No. 22STCP01161)

4. Maria Marroquin de Navarro, et al. v. City of South Pasadena, et al. (LASC Case No .20STCV07509)
B. REAL PROPERTY NEGOTIATIONS
(Government Code Section 54956.8)
Property Address: 773 Bonita Drive
901 Bonita Drive
215 Fairview Avenue
302 Fairview Avenue
1037, 1039 Grevelia Street
535 Meridian Avenue
885 Oneonta Drive
530 Orange Grove Avenue
534 Orange Grove Avenue
529 Prospect Avenue
540 Prospect Avenue
808 Valley View
822 Valley View
1131 Columbia Street
216 Fairview Avenue
217 Fremont Avenue
225 Fremont Avenue
1110 Glendon Way
1002 Hope St.
1008 Hope St.
27 - 10
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 3
726 Meridian Ave.
1707 Meridian Avenue
Agency Negotiator: Arminé Chaparyan, City Manager
Negotiating Party: California Department of Transportation Under Negotiation: Price and terms
C. REAL PROPERTY NEGOTIATIONS
(Government Code Section 54956.8)
Property Address: 704 Mound Ave.
712 Mound Ave.

Agency Negotiator: Arminé Chaparyan, City Manager
Negotiating Party: Scott Hancock
Under Negotiation: Price and terms
City Attorney Andrew Jared noted that the City Council recessed into Closed session at 4:15 P.M. with Councilmember Donovan absent. All other councilmembers were present.

City Attorney Jared reported that no action was taken. However, he did note that Item B. would be brought back at the July 7, 2022 open Special meeting.

PUBLIC COMMENT

2. PUBLIC COMMENT – GENERAL (NON-AGENDA ITEMS)
In Person Comments:

Pan Ziyi spoke regarding a burglary.

Police Chief Solinsky spoke regarding increased police security, encouraged public reporting of crimes, and overtime for the Police Department.

Don Justin Jones spoke regarding the CalTrans properties.

Shlomo Nitzani spoke regarding the peafowl issue.

Geralyn Chen spoke regarding the peafowl issue.

Margaret Lee spoke regarding the peafowl issue.

Jonathan Tanaka spoke regarding the peafowl issue.

Karen Young spoke regarding the peafowl issue.

Edward spoke regarding the peafowl issue.
27 - 11
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 4
Anne Bagasao spoke regarding the need for ordinances that protect tenants.

Zoom Comments:

Yvonne La Rose spoke regarding elder abuse issues.

Armine Sarasgyan spoke regarding the California Department of Insurance and its functions.

Councilmember Zneimer motioned to agendize the Peafowl issue on the August 17, regular meeting, seconded by Mayor Pro Tem Primuth.

PRESENTATIONS

3. STAFF RECOGNITION
Public Works Director Ted Gerber congratulated Public Works Operations Manager Catrina Peguero, Deputy Public Works Director Anteneh Tesfaye Senior Civil Engineer Hasmik Korkis, and Public Works Senior Civil Engineer Ederson Gramajo on their recent Promotions.

Finance Director Ken Louie commended Accounting Manager Armine Trashian on her work with the city and wished her luck in her new role.

4. MERCHANT MINUTE – Cos & Pi
Laurie Wheeler, South Pasadena Chamber of Commerce, introduced Xochilt Perez and Casey Wiele owners of Cos & Pi, and played a short video.

5. PROCLAMATION DECLARING SUPPORT FOR AND STANDING IN SOLIDARITY

WITH THE PEOPLE OF UKRAINE
Mayor Cacciotti presented a proclamation declaring support for and standing in solidarity with the people of Ukraine.

COMMUNICATIONS

6. COUNCILMEMBER COMMUNICATIONS
Councilmember Zneimer motioned to agendize the Finance ad hoc Committee final report on the August 17, 2022, regular meeting, seconded by Councilmember Cacciotti.
27 - 12
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 5
Councilmember Zneimer spoke regarding the Mobile Crisis Pilot Program, a collaborative social program between San Marino, Arcadia, South Pasadena, and San Gabriel Valley Council of Governments. She noted that the San Gabriel Valley Council of Governments had recently been awarded pro bono technical assistance for one year from Harvard’s Kennedy School Government Performance Lab for the Mobile Crisis Program. She went on to thank Lt. Robledo who offered his time to interview with the San Gabriel Valley Council of Governments.

Diana Mahmud spoke regarding various regional meetings that she recently attended, Water regulations to combat the drought, and the turf replacement rebate.

Mayor Pro Tem Primuth spoke regarding a recent Mobility, Transportation and Infrastructure Commission meeting that he attended. He went on to highlight a project on Meridian Avenue that was discussed during the meeting. He praised the Public Works Department for their attention to stop sign related issues. He spoke regarding recent meetings pertaining to the CalTrans properties. Lastly, he highlighted his recent meetings regarding the peafowl issue and evictions.

Mayor Cacciotti spoke regarding his recent attendance to the 50% completion of the gold line event. He went on to highlight the upcoming “Movies in the Park” event on Friday, Larry’s Union Service Catalytic Convertor etching service, the clean-up effort at the Arroyo Nature Park, and the upcoming Park events. Lastly, he highlighted staff’s work on the Festival of Balloons event and Fourth of July celebration.

Diana Mahmud announced the upcoming Senior Citizens Foundation’s inaugural Senior Champion Awards schedule for Monday, August 15, 2022 from 5 – 7 P.M. at the Senior Center.

7. CITY MANAGER COMMUNICATIONS
Deputy City Manager Domenica Megerdichian reminded the public to not leave pets or children unattended in cars due to the intense heat.

8. REORDERING OF, ADDITIONS, OR DELETIONS TO THE AGENDA Deputy City Manager Domenica Megerdichian requested to have item 30 heard following the consent calendar.

Deputy City Manager Domenica Megerdichian continued Item Nos. 12 and 25 to a special meeting on July 27, 2022.

CONSENT CALENDAR

A motion was made by Councilmember Zneimer, seconded by Councilmember Mahmud and approved by roll call vote to approve Consent Calendar Item Nos. 10,11, 14, 15, 16, 20, and 21, as modified with the additional documents. Mayor Pro 27 - 13
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 6
tem Primuth requested to pull item No. 17 for separate discussion. Councilmember Zneimer requested to pull Item Nos. 18, 19 and 23 for separate discussion. Item Nos. 9 and 13 were pulled for separate discussion via public comment. The motion carried 5-0, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

9. APPROVAL OF PREPAID WARRANTS IN THE AMOUNT OF $239,516.07; GENERAL CITY WARRANTS IN THE AMOUNT OF $1,162,092.02; ONLINE PAYMENTS IN THE AMOUNT OF $105,541.62; TRANSFERS IN THE AMOUNT OF $265,840.74; PAYROLL IN THE AMOUNT OF $1,646,910.16
Recommendation
It is recommended that the City Council approve the Warrants as presented.

In Person Public Comment
Alan Ehrlich spoke regarding the City Attorney services invoices and bidding policy.

COUNCIL ACTION AND MOTION
A motion was made by Councilmember Zneimer, seconded by Councilmember Mahmud and approved by roll call vote to approve Consent Calendar Item No. 9, as presented by staff. Item No. 9 was pulled for separate discussion via public comment. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

10.PRESENTATION OF CITY COUNCIL MEETING MINUTES
Recommendation
It is recommended that the City Council approve the minutes as listed on the agenda and as presented.

A motion was made to approve recommendation on the Consent Calendar.

11.MONTHLY INVESTMENT REPORT FOR MAY 2022
Recommendation
It is recommended that the City Council receive and file the Monthly Investment Report for May 2022.
27 - 14
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 7
A motion was made to approve recommendation on the Consent Calendar.

12.AWARD OF CONTRACTS TO MULTIPLE CONSULTANTS TO PROVIDE ONCALL PROFESSIONAL SERVICES FOR PUBLIC WORKS PROJECTS &

PROGRAMS
Recommendation
It is recommended that the City Council:

1. Accept proposals from multiple vendors (consultants) to provide on-call professional services across twenty-nine (29) disciplines for Public Works projects and programs, and 2. Authorize the City Manager to execute Master Service Agreements with the Consultants.

This item was continued to the July 27, 2022 special City Council Meeting by Deputy City Manager Domenica Megerdichian.

13.CONFIRMATION OF SECOND AMENDMENT TO EMPLOYMENT AGREEMENT WITH CITY MANAGER ARMINÉ CHAPARYAN
Recommendation
It is recommended that the City Council authorize the Mayor to sign the amended City Manager’s employment agreement.

In Person Public Comment
Alan Ehrlich spoke regarding the City Manager’s Employment Contract.

COUNCIL ACTION AND MOTION
A motion was made by Councilmember Mahmud, seconded by Councilmember Zneimer and approved by roll call vote to approve Consent Calendar Item No. 13, as presented by staff. Item No. 13 was pulled for separate discussion via public comment. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

14.ADOPTION OF A RESOLUTION AUTHORIZING REMOTE TELECONFERENCE

MEETINGS OF THE LEGISLATIVE BODIES OF THE CITY, FOR THE PERIOD OF AUGUST 16, 2022 THROUGH SEPTEMBER 15, 2022
RESOLUTION 7781

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTH

PASADENA, CALIFORNIA, AUTHORIZING REMOTE TELECONFERENCE 27 - 15
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 8

MEETINGS OF THE LEGISLATIVE BODIES OF THE CITY OF SOUTH PASADENA FOR THE PERIOD OF AUGUST 16, 2022 THROUGH
SEPTEMBER 15, 2022, PURSUANT TO BROWN ACT PROVISIONS
Recommendation
It is recommended that the City Council approve the attached resolution authorizing remote teleconference meetings of the legislative bodies of the City.

A motion was made to approve recommendation on the Consent Calendar.

Resolution No. 7781 was adopted.

15.DISCRETIONARY FUNDS REQUEST FROM COUNCILMEMBER JACK

DONOVAN FOR VARIOUS ITEMS
Recommendation
It is recommended that the City Council approve the following discretionary funds requests: $500 to assist with the cost of flowers for the South Pasadena Tournament of Roses float, $1,500 to assist with the cost of the Summer Concerts in the Park series, and $1,500 and an additional $1,500 for the Summer Movies in the Park.

A motion was made to approve recommendation on the Consent Calendar.

16.AUTHORIZE THE CITY MANAGER TO ACCEPT A GRANT AWARD (MEASURE

B) LOS ANGELES COUNTY DEPARTMENT OF HEALTH SERVICES IN AN AMOUNT NOT TO EXCEED $85,060 FOR THE PURCHASE OF TWO CARDIAC

MONITORS/DEFIBRILLATORS
Recommendation
It is recommended that the City Council:

1. Authorize the City Manager to accept a grant award from the Los Angeles County (County) Department of Health Services (DHS) Emergency Medical Services Agency (EMS Agency) in an amount not to exceed $85,060;

2. Increase line-items for revenue “Miscellaneous Grants” 101-0000-0000-5071-003 and expenditure “Medical Supplies” 101-5010-5011-8025 by $85,060;

3. Authorize the purchase of two cardiac monitor/defibrillators (Monitors) from Zoll Medical Corporation in the amount of $84,989; and

4. Waive bidding requirements and authorize a single source purchase pursuant to South Pasadena Municipal Code (SPMC) Section 2.99-29(11)(j).

A motion was made to approve recommendation on the Consent Calendar.

17. APPROVAL OF RESOLUTIONS AND RELATED MATTERS FOR THE LIBRARY

SPECIAL TAX
27 - 16
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 9

RESOLUTION

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTH

PASADENA, CALIFORNIA, ORDERING THE SUBMISSION TO THE

QUALIFIED ELECTORS OF THE CITY OF A CERTAIN MEASURE

RELATING TO EXTENSION OF THE LIBRARY SPECIAL TAX ORDINANCE

AT THE GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 8, 2022, AS CALLED BY RESOLUTION NO. 7767

RESOLUTION

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTH

PASADENA, CALIFORNIA, REQUESTING THE BOARD OF

SUPERVISORS OF THE COUNTY OF LOS ANGELES CONSOLIDATE A
GENERAL MUNICIPAL ELECTION TO BE HELD ON NOVEMBER 8, 2022,

WITH THE STATEWIDE GENERAL ELECTION TO BE HELD IN THE
COUNTY OF LOS ANGELES THE SAME DAY; TO AUTHORIZE THE

BOARD OF SUPERVISORS OF THE COUNTY OF LOS ANGELES TO
CANVASS THE RETURNS OF SAID GENERAL MUNICIPAL ELECTION;

AND TO REQUEST THAT THE REGISTRARRECORDER/COUNTY CLERK

OF SAID COUNTY BE PERMITTED TO RENDER FULL SERVICES TO THE

CITY OF SOUTH PASADENA RELATING TO THE CONDUCT OF SAID

GENERAL MUNICIPAL ELECTION PURSUANT TO CALIFORNIA
ELECTIONS CODE SECTION 10403
Recommendation
It is recommended that the City Council:

1. Approve language and terms of the ballot measure to be presented to voters to extend the Library Special Tax to be effective on July 1, 2024 and remain in effect until otherwise terminated by majority vote of the electorate in South Pasadena; and

2. Adopt a resolution related to the November 8, 2022, General Municipal Election:
a. Submitting to the voters a question relating to the extension of the Library Special Tax Measure on the November 8, 2022 General Municipal Election ballot;
b. Directing the City Attorney to prepare an impartial analysis of the Library Special Tax Measure;

3. Approve requesting the County of Los Angeles to designate the measure (Measure) as Measure L (for library), with second alternative Measure LL, and third alternative Measure B (for “book”); and

4. Adopt a Resolution consolidating the General Municipal Election with the November 8, 2022 Countywide Election.

In Person Public Comment:

Sally Kilby spoke regarding the South Pasadena Loves our Library Committee 27 - 17
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 10

COUNCIL ACTION AND MOTION
A motion was made by Mayor Pro Tem Primuth, seconded by Councilmember Zneimer and approved by roll call vote to approve Consent Calendar Item No. 17, as presented by staff. This item was pulled for separate discussion by Mayor Pro Tem Primuth. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

Resolution Nos. 7782 and 7783 were adopted.

18.ADOPT A RESOLUTION REESTABLISHING THE STREET NAME OF

HAWTHORNE STREET AND UPDATE THE RAILROAD ALLEY STREET SIGNS

RESOLUTION

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTH

PASADENA, CALIFORNIA, REESTABLISING THE STRET NAME OF

HAWTHORNE STREET
Recommendation
It is recommended that the City Council:

1. Adopt a resolution to reestablish the street name of Hawthorne Street for the roadway currently signed as ‘Railroad Alley’; and

2. Direct staff to update the ‘Railroad Alley’ street signs to ‘Hawthorne Street’ signs.

Moved by Councilmember Zneimer and seconded by Mayor Pro Tem Primuth.

COUNCIL ACTION AND MOTION
A motion was made by Councilmember Zneimer, seconded by Mayor Pro Tem Primuth and approved by roll call vote to approve Consent Calendar Item No. 18, as presented by staff. This item was pulled for separate discussion by Councilmember Zneimer. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

Resolution No. 7784 was adopted.

19.APPROVAL OF AN AGREEMENT WITH THE SOUTH PASADENA CHAMBER OF

COMMERCE (CHAMBER) FOR CONTINUED FUNDING FROM BUSINESS

IMPROVEMENT TAX (BIT) REVENUES FOR ECONOMIC DEVELOPMENT

ACTIVITIES
27 - 18
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 11
Recommendation
It is recommended that the City Council authorize the City Manager to execute an agreement with the South Pasadena Chamber of Commerce (Chamber) for continued funding from Business Improvement Tax (BIT) revenues for economic development activities.

COUNCIL ACTION AND MOTION
A motion was made by Councilmember Zneimer, seconded by Councilmember Mahmud and approved by roll call vote to approve Consent Calendar Item No. 19, as presented by staff. This item was pulled for separate discussion by Councilmember Zneimer. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

20.APPROVE A PURCHASE ORDER TO D&R OFFICE WORKS, INC. FOR

WORKSTATIONS AT THE GARFIELD WATER DISTRIBUTION FACILITY Recommendation
It is recommended that the City Council:

1. Accept a quote from D&R Office Works, Inc. for the purchase of twelve (12) workstations for the Garfield Water Distribution Facility, including delivery, assembly, and sales tax; and

2. Authorize the City Manager to execute a purchase order with D&R Office Works, Inc. in an amount not to exceed $55,000, including the $49,438.39 quoted price and a $5,438.39 contingency.

A motion was made to approve recommendation on the Consent Calendar.

21.AUTHORIZE THE CITY MANAGER TO EXECUTE A LEASE AGREEMENT WITH

XEROX FINANCIAL SERVICES, LLC AND AN AGREEMENT WITH MRC SMART TECHNOLOGY SOLUTIONS, FOR THE LEASE OF TWELVE XEROX MULTIFUNCTION COPIERS, AND MAINTENANCE SERVICES, FOR A FIVE-YEAR TERM
Recommendation
It is recommended that the City Council:

1. Authorize the City Manager to execute a lease agreement with Xerox Financial Services, LLC, for the lease of twelve (12) Xerox multi-function copiers, at a monthly lease cost of $2,000; and

2. Authorize the City Manager to execute a service agreement with MRC Smart Technology Solutions for the maintenance of the twelve (12) leased Xerox multifunction copiers, for a five-year term. 27 - 19
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 12
A motion was made to approve recommendation on the Consent Calendar.

22.APPROVAL OF A MEMORANDUM OF UNDERSTANDING WITH THE SOUTH

PASADENA PRESERVATION FOUNDATION (SPPF) FOR INSPECTION AND

EVALUATION OF HISTORIC UNOCCUPIED CALTRANS SURPLUS HOMES Recommendation
It is recommended that the City Council authorize the City Manager to enter into a Memorandum of Understanding (MOU) with the South Pasadena Preservation Foundation (SPPF) to inspect and evaluate the historic unoccupied surplus Caltrans properties, and to identify the character-defining features.

In Person Public Comment:

Joan Hillard spoke regarding the item.

Zoom Public Comments:

Mark Dalton spoke regarding the item.

COUNCIL ACTION AND MOTION
A motion was made by Councilmember Mahmud, seconded by Councilmember Zneimer and approved by roll call vote to approve Consent Calendar Item No. 22, as presented by staff. This item was pulled for separate discussion by Mayor Pro Tem Primuth. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

23. APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH HBI

INSPECTIONS FOR RESIDENTIAL INSPECTION SCOPE OF REPAIRS AND

COST OF REPAIRS
Recommendation It is recommended that the City Council:

1. Review and approve of the Professional Services Agreement with HBI Inspections for residential inspection scope of repairs and cost of repairs services related to the Caltrans surplus unoccupied properties for a total not-to-exceed amount of $140,000; and

2. Authorize the City Manager to execute any documents related to this Agreement. enter into a Professional Services Agreement with HBI Inspections for residential inspection scope of repairs and cost of repairs services related to the Caltrans surplus unoccupied properties for a total not-to-exceed amount of $140,000. 27 - 20
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 13
Zoom Public Comment:

Mark Gallatin spoke regarding the item.

COUNCIL ACTION AND MOTION
A motion was made by Councilmember Zneimer, seconded by Mayor Pro Tem Primuth and approved by roll call vote to approve Consent Calendar Item No. 23, as presented by staff. This item was pulled for separate discussion by Councilmember Zneimer. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

PUBLIC HEARING

24.PUBLIC HEARING ON CHARGES ASSESSED BY THE COUNTY OF LOS

ANGELES DEPARTMENT OF AGRICULTURAL COMMISSIONER WEIGHTS

AND MEASURES FOR THE ABATEMENT OF HAZARDOUS VEGETATION ON

RESPECTIVE PARCELS OF UNIMPROVED PRIVATE PROPERTIES

CONSTITUTING A FIRE HAZARD
Recommendation
It is recommended that the City Council, after holding a Public Hearing to allow property owners with pending weed abatement charges the opportunity to question or receive an explanation of pending charges, confirm the 2022 Los Angeles County Declaration List of Charges (LACo Declaration List).

COUNCIL ACTION AND MOTION
A motion was made by Councilmember Mahmud, seconded by Councilmember Zneimer and approved by roll call vote to approve Item No. 24, as presented by staff. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

ACTION / DISCUSSION

25. REVIEW OF RESIDENT REQUEST FOR ADDITION OF A SECOND CROSSING

GUARD AT THE INTERSECTION OF HUNTINGTON DRIVE AND MARENGO AVENUE DURING THE 2022-2023 SCHOOL YEAR
27 - 21
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 14
Recommendation
It is recommended that the City Council provide direction regarding the request for the addition of a second crossing guard at the intersection of Huntington Drive and Marengo Avenue during the 2022-2023 school year.

This item was continued to the July 27, 2022 special City Council Meeting by Deputy City Manager Domenica Megerdichian.

26. DISCUSSION AND DIRECTION ON CITY HALL ELECTRIFICATION & RELATED

IMPROVEMENT PROJECTS
Recommendation
It is recommended that the City Council:

1. Provide direction on the City Council’s interest in participating in the Southern California Edison (SCE) Charge Ready Program, including consideration of a 10-year commitment to share the cost of installing Level 2 electric vehicle chargers at City Hall parking lots (police department, fire department, and employee parking lots) to support Public Safety fleet electrification;

2. Provide direction to City staff on developing plans to install Level 3 electric vehicle chargers in the City Hall Police Department parking lot to support Public Safety fleet electrification; PUBLIC HEARING ACTION / DISCUSSION Regular Meeting Agenda July 20, 2022 Page 8

3. Provide direction on the City Council’s interest in participating in the Clean Power Alliance (CPA) Power Ready Program, including consideration of up to a 20-year commitment, to facilitate installation of solar panels at the Hope/Mound City parking lot and battery backup systems at City Hall to support building electrification;

4. Provide direction on the City’s participation in the Metropolitan Water District (MWD) Stormwater for Direct Use Pilot Program, including cost sharing the installation of stormwater capture and reuse equipment in and around the City Hall parking lots, to support related sustainability electrification improvements; 5. Set a date for a public hearing to adopt contracts for energy conservation/alternative energy supply, pursuant to California Government Code Section 4217.10.

Zoom Public Comment:

John spoke regarding climate change and the fleet electrification.

Recommendation Nos. 1,2, and 4 of this item were continued to a later meeting date by City Council Consensus.

COUNCIL ACTION AND MOTION
A motion was made by Councilmember Mahmud, seconded by Mayor Pro Tem Primuth and approved by roll call vote to approve Recommendation No. 3 to direct staff to bring back the proposed MOU with the Clean Power Alliance for its Power Ready Program. The motion carried 4-0-1, by the following vote:
27 - 22
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 15
AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

27. PROVIDE DIRECTION REGARDING A PROPOSED MASTER LEASE

AGREEMENT BETWEEN THE CITY OF SOUTH PASADENA AND ENTERPRISE FLEET MANAGEMENT INC. FOR POLICE DEPARTMENT FLEET TRANSITION

TO BATTERY ELECTRIC VEHICLES
Recommendation
It is recommended that the City Council:

1. Provide direction regarding a Proposed Master Lease Equity Agreement between the City of South Pasadena and Enterprise Fleet Management Inc.; and

2. Provide direction regarding appropriation of $304,124 for the leasing of ten (10) new Tesla Model Y and ten (10) Tesla Model 3 vehicles from Enterprise Fleet Management Inc.; and

3. Provide direction regarding appropriation of $383,752 for a one-time down payment for twenty (20) vehicles from Enterprise Fleet Management Inc.; and

4. Provide direction regarding a 15% project contingency for unforeseen expenses, including inflationary cost pressures; and

5. Authorize the City Manager to execute all related documents on behalf of the City.

In Person Public Comment:

Alan Ehrlich spoke regarding electric vehicles.

Zoom Comments:

John – He spoke regarding electric vehicles.

This item was continued to a future City Council meeting date by City Council Consensus.

28.AWARD OF A CONTRACT FOR WASTE CONSULTANT IN SUPPORT OF

AMENDING EXCLUSIVE REFUSE SERVICE AGREEMENT
Recommendation
It is recommended that the City Council award a contract with a consultant to assist the City in amending its current exclusive refuse service agreement with Athens Services as well as to assist the City in negotiating rates with its current exclusive refuse waste hauler.

COUNCIL ACTION AND MOTION
27 - 23
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 16
A motion was made by Mayor Pro Tem Primuth, seconded by Councilmember Mahmud and approved by roll call vote to approve Item No. 28, as presented by staff. The motion carried 4-0-1, by the following vote:

AYES: Mahmud, Primuth, Zneimer, Mayor Cacciotti
NOES: None.

ABSENT: Donovan
ABSTAINED: None.

INFORMATION REPORTS

29.APPROVAL OF MOBILE CRISIS PILOT PROGRAM AGREEMENT LETTER Recommendation
It is recommended that the City Council approve the San Gabriel Valley Council of Government (SGVCOG) Mobile Crisis Pilot Program Agreement Letter, in coordination with the adopted 2022 Legislative Platform.

This item was continued to the July 27, 2022 Special City Council meeting date by City Council Consensus.

30.DISCUSSION OF HOUSING ELEMENT LETTER FROM THE STATE

DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (HCD) AND

POSSIBLE DIRECTION TO STAFF ON STRATEGIES
Recommendation
It is recommended that the City Council:

1. Review HCD’s July 8, 2022, letter reviewing South Pasadena’s 2nd Draft Housing Element (Attachment 1); and,

2. Provide direction regarding strategies to address HCD’s comments.

In Person Public Comment:

Alan Ehrlich spoke regarding the Housing Element letter from the State Department of Housing and Community Development.

COUNCIL ACTION AND MOTION
Councilmember Mahmud directed staff to recommend that the Planning Commission review and discuss the proposed amendment to the Zoning Code’s inclusionary housing requirements, which staff is recommending be changed from 20% to 15% at the July 26, 2022 Special Planning Commission meeting.

Mayor Pro Tem Primuth and Councilmember Zneimer directed that the Planning Commission defer to staff’s recommendation when addressing the Zoning Code’s inclusionary housing requirements.
27 - 24
Regular Meeting Minutes July 20, 2022
South Pasadena City Council Page 17
PUBLIC COMMENT – CONTINUED

31.CONTINUED PUBLIC COMMENT – GENERAL
None.

ADJOURNMENT
There being no further matters, Mayor Cacciotti adjourned the meeting of the City Council at 1:44 A.M.

Respectfully submitted:
_______________________________
Mark Perez
Deputy City Clerk
APPROVED:
_______________________________
Jon Primuth
Mayor
ATTEST:
________________________________
Mark Perez
Deputy City Clerk
Approved at City Council Meeting:
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28 28 - 1
All City Management Services, Inc. Contract and Huntington / Marengo Pilot Evaluation July 19, 2023

Background
In 2016, the City Council approved a contract with ACMS for crossing guard services.

ACMS holds over 30 years of experience, with 260 existing programs in 25 states, making the company the largest and most experienced crossing guard provider in the country, with contracts in place in a number of Southern California municipalities. ACMS assumes complete responsibility for managing all aspects for crossing guard services and providing general liability and workers’ compensation insurance coverage.

City Staff has occasionally received requests for additional crossing guards at various locations throughout the City. These requests are typically received from parents of elementary school-aged children.

At the July 27, 2022, City Council Special Meeting, the Council approved the addition of a second crossing guard at the intersection of Huntington Drive and Marengo Avenue as part of a one-year pilot program for Fiscal Year 2022-2023 at the cost of $19,570.95 for the additional crossing guard. The addition of the second crossing guard brought the ACMS contract to a total of $212,082.33 for Fiscal Year (FY) 2022-2023, coinciding with the school year calendar.

The Council also directed staff to conduct pedestrian counts during the regular school year, perform outreach to schools, and obtain the services of a licensed traffic engineer to review the intersection of Huntington Drive and Marengo Avenue for potential intersection modifications, in lieu of the crossing guard. It was requested that the pilot project be brought back before the City Council before the end of the one-year period for additional review.

The contract was extended for a third and final two-year period and the amendment for the additional crossing guard was approved by the City Council on September 7, 2022.

The 2023-2024 school year is the final year of the two-year extension.

Analysis
Following the approval of the addition of a second crossing guard at Huntington Drive and Marengo Avenue, deployment of crossing guards throughout the City followed the below placement:

Location School
Marengo Avenue and Rollin Street Marengo Elementary
Marengo Avenue and Monterey Road Marengo Elementary
Marengo Avenue and Mission Street Marengo Elementary
Marengo Avenue and Oak Street Marengo Elementary
Marengo Avenue and Huntington Drive (two
crossing guards; signalized intersection)
Marengo Elementary; shares hours
with South Pasadena Middle School
Marengo Avenue and Bank Street Marengo Elementary
Via Del Rey and Camino Cerrado Monterey Hills Elementary 28 - 2
All City Management Services, Inc. Contract and Huntington / Marengo Pilot Evaluation July 19, 2023

Location School
Fair Oaks Avenue and Oak Street
(signalized intersection)
South Pasadena Middle School
Pasadena Avenue and El Centro Street Arroyo Vista School El Centro Avenue and Cawston Street Arroyo Vista School As part of the procurement process for the second year of the City’s final two-year extension, staff has obtained quotes for the 2023-2024 fiscal year crossing guard services. The hourly rate for each crossing guard for the 2023-2024 Fiscal Year will increase to $32.70, up from $30.32 for the 2022-2023 fiscal year. The projected number of hours for Fiscal Year 2023-2024 has increased by 44% to 10,092, up from 6,994.8 hours for Fiscal Year 2022-2023. The figures can be found in the vendor worksheet quote (Attachment 1). On the vendor worksheet quote, the second crossing guard at Huntington Drive and Marengo Avenue is listed separately from the other 10 crossing guards, including the original single crossing guard at that location.

This significant increase in hours is due to the vendor’s need to increase “split-shift differential” compensation in order to properly comply with California labor laws. The vendor’s full explanation can be found in Attachment 2. The large increase in hours does result in a corresponding large increase to the overall value of the contract, compared to FY 2022-2023. The total estimated cost for FY 2023-2024 is $330,008.40. This includes the continued deployment of a second crossing guard at Huntington Drive and Marengo Avenue for eleven (11) total crossing guards across the City, covering both the regular school year and 2024 summer school.

To conduct the intersection evaluation as directed by City Council, the Public Works Department utilized the services of an on-call consultant, Minagar & Associates (M&A).

In the draft evaluation of the intersection of Huntington Drive and Marengo Avenue (Attachment 3), M&A identified several reoccurring concerns from residents based on public comments, such as speed violations along Huntington Drive which has a 40-mph posted speed limit, limited pedestrian visibility due to vehicles parked along Huntington Drive, violation on red lights while turning left from each direction (Marengo Avenue and Huntington Drive), vehicles making right turns without yielding to pedestrians, and other concerns.

M&A reviewed the existing conditions and tabulated all collisions in the City of South Pasadena from January 1, 2013 to December 31, 2022 using California Highway Patrol’s (CHP) Statewide Integrated Traffic Records System (SWITRS) and UC Berkeley’s Transportation Injury Mapping System (TIMS) data. The ten-year data period revealed that out of the 743 collisions citywide, thirteen (13) collisions occurred near the vicinity of Huntington Drive and Marengo Avenue during school time, and a total of six (6) involved a pedestrian or cyclist. Four out of the six collisions involved a pedestrian or cyclist, and occurred during school time.
28 - 3
All City Management Services, Inc. Contract and Huntington / Marengo Pilot Evaluation July 19, 2023

Furthermore, M&A performed vehicle traffic and pedestrian counts on Thursday, September 1, 2022 during the peak hours from 7:00 am to 9:00 am and 2:00 pm to 4:00 pm to account for the school’s ingress and egress. The counts revealed that the highest singular corner pedestrian counts occurred in the AM with 54 pedestrians, while 23 pedestrians traversed in the PM, a 58 percent decrease. On-site observations also showed how motorists attempted to make a left turn as quickly as possible while traveling southbound on Marengo Avenue to eastbound Huntington Drive.

To address the core issues such as speeding and pedestrian visibility, M&A recommended eleven (11) different solutions to mitigate speeding and increase pedestrian visibility, which could be integrated individually or collectively at Huntington Drive and Marengo Avenue.

The time frame of each below recommendation is denoted as follows:
* Short-term recommendation
** Mid-term recommendation
*** Long-term recommendation
In addition, the cost estimates provided below have been provided by M&A, and may not account for other related costs incurred by the City.

Speed reduction treatments include:
1) * Prohibition of westbound right turns on red at the northeast corner of the intersection of Huntington Drive and Marengo Avenue with an approximate cost of $500, not including the supporting engineering report (estimated at $2,500). 2) ** Implementation of protected left-turn signal phases on southbound and northbound Marengo Avenue, with an approximate cost of $65,000 including assessment, design modification and construction.
3) * Modification of signal phase timing to reduce the duration of the eastbound and westbound green, with an approximate cost of $2,500.
4) * Increasing law enforcement presence during peak commute times. The cost of this would be dependent on South Pasadena’s Police Department resources and funding.
5) * Extension of the pedestrian crossing signal time to allow pedestrians additional crossing time, with an approximate cost of $2,500.

Visibility measures included:
1) ** Elimination of the Huntington Drive crosswalk on the west side approach to Marengo Ave, with an approximate cost of $6,000.
2) * Trimming of the landscape in the center median of the west approach to Marengo Ave, with an approximate cost of $500.
3) ** Relocation of the signal controller cabinet at the northeast corner. A recent cabinet replacement that occurred in 2022 cost over $35,000. 28 - 4
All City Management Services, Inc. Contract and Huntington / Marengo Pilot Evaluation July 19, 2023

4) ** Modification of signal phasing to implement a Leading Pedestrian Interval (LPI) which provides pedestrians 3-7 second lead time before vehicles enter the intersection, with an approximate cost of $1,500.
5) * Extension of the red curb “No Parking” on the northeast curb to increase pedestrian visibility, with an approximate cost of $500. 6) ** Installation of audible signals for pedestrians and cyclists, with an approximate cost of $5,000.

Overall M&A determined that due to the low pedestrian volumes in the AM and PM peak hours, a second crossing guard is not warranted. Instead, M&A recommended the implementation of the aforementioned treatments individually or in combination to address the core concerns at the subject intersection.

Although the M&A’s consultant’s report concluded that a second crossing guard is not necessary based on the findings, public comments were received in support of the second crossing guard for Huntington Drive and Marengo Avenue at the April 18, 2023 Mobility and Transportation Infrastructure Commission (MTIC) meeting. It is with the Community’s requests in mind that Staff brings this recommendation to Council tonight for consideration.

Fiscal Impact
The crossing guard contract will cost the City $330,008.40 for a deployment of eleven (11) crossing guards for the 2023-2024 regular school year and 2024 summer school.

Police Department Contract Services Account No. 101-4010-4011-8180 initially included a budgeted amount of $228,642.00 for the All City Management Crossing Guards contract, based on the expected year-over-year hourly rate increase. An additional appropriation of $101,366.40 from General Fund Reserves would be required to cover the increase in the contract amount due to the increase in staffing hours from the California Split Shift Law and summer school 2024 crossing guard services.

Key Performance Indicators and Strategic Plan
This item is in line with the Strategic Plan priority 4f under the Mobility Master Plan for updated mobility, walkability, and neighborhood traffic management.

Commission Review and Recommendation
This item was reviewed by the MTIC on Tuesday, April 18, 2023. The Commission recommended that the consultant’s initial engineer report be revised with cost estimates, short-, mid- and long-term recommendations, further consideration of the modern practices of the (Manual on Uniform Traffic Control Devices (MUTCD), and quantifiable data to support the consultant’s proposed recommendations. The Commission did not come to a consensus whether to maintain the second crossing guard at Huntington Drive and Marengo Avenue.

Attachments

1. All City Management Client Worksheet Quotes for FY 2023-2024 28 - 5
All City Management Services, Inc. Contract and Huntington / Marengo Pilot Evaluation July 19, 2023

2. Vendor Explanation for Contract Hour Increase

3. Minagar & Associates, Inc. Revised Evaluation of a Second Crossing Guard at Huntington Drive and Marengo Avenue

4. All City Management 2023-2024 Contract
28 - 6
ATTACHMENT 1
All City Management Client Worksheet
Quotes for FY 2023-2024
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All City Management Services Inc.

Billing Rate for 2023 - 2024: $ 32.70
KEY:

Summer School
3 180 540 $32.70 = $17,658.00
1 Sites at 3.00 hrs per day days/yr X Hourly Billing Rate

40.5 144 5832 $32.70 = $190,706.40
9 Sites at 4.50 hrs per day days/yr X Hourly Billing Rate (Monday thru Thursday)
54 36 1944 $32.70 = $63,568.80
Sites at 6.00 hrs early release days/yr X Hourly Billing Rate (Friday)

4.5 144 648 $32.70 = $21,189.60
1 Sites at 4.50 hrs per day days/yr X Hourly Billing Rate (Monday thru Thursday)
6 36 216 $32.70 = $7,063.20
Sites at 6.00 hrs early release days/yr X Hourly Billing Rate (Friday)
48 19 912 $32.70 = $29,822.40
8 Sites at 6.00 hrs per day days/yr X Hourly Billing Rate Line above is for Summer School. This is an estimate only.

Total Hrs/day X
Huntington / Marengo
Total Hrs/day X
Total Hrs/day X
Summer School
Total Hrs/day X
For schools with Summer School sessions use 19 days
Sites with traditional calendar:

Fair Oaks Ave / Oak St
Total Hrs/day X
All other sites
Total Hrs/day X
Traditional Calendar:

For sites with no regularly scheduled early release days, use 180 regular days For sites with one regularly scheduled early release day/week, use 144 regular days and 36 minimum days Year Round Calendar
For schools with no regularly scheduled early release days, use 240 regular days For schools with one regularly scheduled early release day/week, use 192 regular days and 48 minimum days 1422 Mission St.

South Pasadena, CA 91030
Client Worksheet 2023 - 2024
Department: 1006108
City of South Pasadena
28 - 9
All City Management Services Inc.

TOTAL PROJECTED HOURS 10,092.00 TOTAL ANNUAL PROJECTED COST $330,008.40 28 - 10
ATTACHMENT 2
Vendor Explanation for Contract Hour
Increase
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28 - 12
From: David Mecusker
To: Alison Wehrle
Cc: Claudia Than
Subject: South Pasadena, CA - Program Breakdown
Date: Sunday, May 21, 2023 2:21:28 PM
Attachments: image277300.jpg
CAUTION: This email originated from outside of the City of South Pasadena. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Hi Alison,
Thank you for your patience while we reviewed this request and identified why the program hours increased from the 2022/2023 school year.

Our Vice President of Operations had provided a better understanding of the State of California Labor law pertaining to "Split-Shift Differential". It was our initial understanding that we were in compliance by providing 1.0 hour of bonus time for the guards working a split shift. However, it has come to our attention that for each split shift, we are to be providing an additional hour of compensation.

In example:

Split Shift with 2 daily reports/shifts = 1.0 additional hour of compensation Split Shift with 3 daily reports/shifts = 2.0 additional bonus hours of compensation Split Shift with 4 daily reports/shifts = 3.0 additional bonus hours of compensation With the City of South Pasadena program requiring 3 reports/shifts daily Monday - Thursday, this would require ACMS to provide 2.0 bonus hours on top of the site hours the guard's work.

On Friday's the guards work 4 reports/shifts daily and this would require ACMS to provide 3.0 bonus hours on top of the site hours the guards' work.

This is why the program hours have increased significantly from the 2022/2023 school year.

I hope this helps provide some understanding behind the increase, please let me know if you have any questions.

DAVID MECUSKER

MARKETING & CONTRACTS MANAGER
[email protected]
Direct (310) 202-8284 Ext. 107
All City Management Services
"The Crossing Guard Company"
(800) 540-9290
Keeping Kids Safe
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ATTACHMENT 3
Minagar & Associates, Inc. Revised Evaluation of a Second Crossing Guard at Huntington Drive and Marengo Avenue
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May 16, 2023
z
PREPARED BY:

MINAGAR & ASSOCIATES, INC.

ITS – Traffic/Civil/Electrical Engineering – Transportation Planning – Homeland Security – CEM 23282 Mill Creek Drive, Suite 120
Laguna Hills, CA 92653
Tel: (949) 707-1199
PREPARED FOR:

CITY OF SOUTH PASADENA
Public Works Department
1414 Mission Street
South Pasadena, CA 91030
TO#1
Revised Evaluation of
Second Crossing Guard
for
Huntington Drive at Marengo Avenue

BANK ST

ROLLIN ST
OAK ST

LAUREL ST

SPRUCE ST

MARENGO

ELEMENTARY
SCHOOL

MARENGO AVE MARENGO AVE

HUNTINGTON DR

MARENGO AVE
28 - 17
REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
1 EVALUATION OF SECOND CROSSING GUARD
FOR

HUNTINGTON DRIVE AT MARENGO AVENUE
Prepared for:

CITY OF SOUTH PASADENA
Date:

MAY 16, 2023
I, Fred Minagar do hereby certify that this evaluation was performed under my supervision. The enclosed report summarizes the results of a complete and comprehensive evaluation for the need of a second crossing guard at the Huntington Drive and Marengo Avenue intersection in the City of South Pasadena.

The data contained in this report represents a true and accurate evaluation of the existing intersection and its safety risks to pedestrians and bikers within the study area. ____________________________________________________
Fred Minagar, MS, RCE, PE, Registration No. 53466
Project Manager
28 - 18
REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
2 TABLE OF CONTENTS
Introduction ................................................................................................................... 3 Existing Conditions....................................................................................................... 5 Data Collection & Analysis........................................................................................... 6 Field Observations........................................................................................................ 8 Recommendations ........................................................................................................ 9 Conclusion................................................................................................................... 11 APPENDIX A: Traffic Count Data ............................................................................... 12 28 - 19
REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
3 Introduction
Minagar & Associates, Inc. has conducted an evaluation as requested by the City of South Pasadena and its residents to assess the appropriateness of placing a second crossing guard at the Huntington Dr and Marengo Ave intersection during the 2022-2023 school year. The purpose of the study is to examine the intersection’s history of collisions and danger to pedestrians and bikers and evaluate the necessity of adding a second crossing guard after considering the existing financial, safety, and convenience concerns.

Huntington Drive is an east-west principal arterial with a posted speed limit of 40 miles per hour (mph). Huntington Drive has three lanes of travel in each direction as well as left turn pocket lanes with protected turn arrows for turns onto Marengo Avenue from both directions.

Marengo Avenue is a north-south major collector with a posted speed limit of 25 mph within the study area. Marengo Avenue contains one lane of through traffic in each direction and dedicated turning lanes at both the north and south approaches to Huntington Drive, with unprotected left turn signal phases.

The location and roadway classifications of the study intersection is shown in the figure below:

Figure 1: Location and Roadway Classification Map
28 - 20
REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
4 Out of eighteen (18) public comments made by parents and students and presented at the City Council Special Meeting on July 27, 2022, six (6) mentioned right turns within the intersection as a primary safety concern, while five (5) comments noted speeding and distracted driving as an issue. Additionally, pedestrian visibility and left turns were also brought up as primary concerns.

Violation of red lights, speeding, and drivers’ failure to account for pedestrians is the primary concern.

Specifically mentioned concerns include, but are not limited to:
■ Speed violations on Huntington Dr up to 60-80 mph despite the speed limit of 40 mph ■ Limited visibility of pedestrians waiting on corners due to street parking ■ Violation of red lights while turning left from (northbound and/or southbound Marengo Ave to Huntington Dr
■ Unprotected left turn phases on Marengo Ave
■ Right turns on red from without accounting for pedestrians 28 - 21
REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
5 Existing Conditions
Existing conditions of the Huntington Dr and Marengo Ave Intersection are shown in the following figure.

Figure 2: Driver Visibility of Huntington Dr & Marengo Ave Crosswalks 3 0 N
1 N0
2 0 N
4 N0
1 2
3 4
N0

HUNTINGTON DR

MARENGO AVE
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REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
6 Data Collection & Analysis
To better understand the history and conditions of the Huntington Dr and Marengo Ave intersection, collision data from January 1st, 2017, to December 31st, 2021 was collected via the CHP’s Statewide Integrated Traffic Records System (SWITRS) and UC Berkeley’s Transportation Injury Mapping System (TIMS).

Out of seven hundred forty-three (743) collisions occurring in the City of South Pasadena over this ten-year period, only thirteen (13) occurred within the vicinity of the subject intersection. The figure below depicts the location of the investigated collisions over this ten-year period. Specific details on date, time, cause, and victims of each collision depicted in the map are provided in the table on the following page.

Collisions at the Intersection of Huntington Dr & Marengo Ave (Jan. 1, 2013 to Dec. 31, 2022)
LEGEND
Collision Location
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REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
7 Collision Details for Collisions at the Intersection of Huntington Dr & Marengo Ave (Jan. 1, 2013 to Dec. 31, 2022)
# Collision
Case ID
Date and
Time of
Collision
PCF Violation
Parties Involved
(* = Party at
Fault)
Bicyclist/
Pedestrian
Victim Details
Victim
Degree of
Injury
1 6360505 08/30/2013
07:56 PM
11 – Pedestrian
Violation
- Pedestrian*
- Driver
Male
Age 14
Suspected
Minor
Injury
2 6454725 02/11/2014
07:02 AM 03 – Unsafe Speed - Driver*- Bicyclist
Male
Age 22
Suspected
Minor
Injury
3 6535382 05/19/2014
10:16 PM
06 – Improper
Passing
- Driver*
- Bicyclist
Female
Age 27
Possible
Injury
4 6650295 09/23/2014
09:02 AM 03 – Unsafe Speed - Driver*- Driver - -
5 6864118 03/24/2015
01:00 PM
17 – Other
Hazardous Violation
- Bicyclist*
- Driver
Male
Age 20
Suspected
Minor
Injury
6 8532371 09/22/2017
10:38 AM 03 – Unsafe Speed - Driver*- Driver - -
7 8638778 12/24/2017
01:18 PM
12 – Traffic Signals
and Signs
- Driver*
- Driver
- Driver
- Driver
- -
8 8638800 04/02/2018
10:26 PM
08 – Improper
Turning
- Driver*
- Parked Vehicle
- Parked Vehicle
- Parked Vehicle
- -
9 8840181 12/19/2018
08:00 AM
10 – Pedestrian
Right of Way
- Driver*
- Pedestrian
Male
Age 23
Possible
Injury
10 8934599 05/27/2019
10:48 AM Not Stated
- Driver
- Bicyclist
(Fault Unclear)
Female
Age 11
Suspected
Minor
Injury
11 9341431 09/24/2021
05:25 PM
12 – Traffic Signals
and Signs
- Driver*
- Driver - -
12 9380730 12/24/2021
04:47 AM 03 – Unsafe Speed - Driver*- Parked Vehicle - - 13 9496382 06/20/2022
2:54 PM 03 – Unsafe Speed - Driver*- Driver - -
Out of the six collisions involving bicyclists/pedestrians during this ten-year period, only four (4) of these occurred during school hours (collisions #2, 5, 9, and 10).

Overall, unsafe speed appears to be a top concern at the subject intersection, as five of the thirteen collisions cited “Unsafe Speed” as the Primary Collision Factor (PCF). Thus, recommendations will be proposed with special consideration of speeding risks. 28 - 24
REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
8 Furthermore, to observe traffic flow and pedestrian movement at the subject intersection, Minagar & Associates, Inc. collected traffic and pedestrian counts on the typical weekday of Thursday, September 1st, 2022. Counts were collected from 7:00 to 9:00am and 2:00 to 4:00pm to best represent peak drop-off and pick-up times, based on the daily schedule of Marengo Elementary School shown below. Full traffic counts, including peak hour traffic counts, can be found in Appendix B.

Marengo Daily Schedule (Monday-Thursday)
Start Time End Time
AM Kindergarten 8:10am 11:35am
PM Kindergarten 11:35am 3:00pm
1st-2nd Grade 8:10am 2:25pm
3rd-5th Grade 8:10am 2:45pm
Marengo Daily Schedule (Friday)
Start Time End Time
AM Kindergarten 8:10am 11:35am
PM Kindergarten 11:35am 3:00pm
1st-2nd Grade 8:10am 1:05pm
3rd-5th Grade 8:10am 1:15pm
Based on the vehicle and pedestrian counts collected, a singular corner of the intersection is expected to have a maximum of 54 pedestrians during the busiest AM hour. In the afternoon, this decreases to a maximum of 23 pedestrians. With this pedestrian concentration, Minagar & Associates concludes a second crossing guard is not necessary.

Field Observations
As observed on the typical weekday of Thursday,
September 1st, 2022, the crossing guard arrived
at the intersection at approximately 7:45am to
serve students on their way to school. However,
students had already begun crossing the
intersection since approximately 7:30am. The
crossing guard was present at the southeast
corner of the intersection
and served the crosswalks
at the east and south
approaches until 8:25am. In
the afternoon, the crossing
guard was present from
approximately 2:05 until
3:15 and sufficiently,
effectively and safely served
students leaving school.
0 N0 N
Figure 1: Crossing guard as observed on Thursday, Sept. 1, 2022 serving the crosswalk of the east approach of the subject intersection.

N0
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REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
9 At the east approach, the crossing guard crosses about halfway through the intersection and waits for pedestrians to cross fully before returning back to the southeast corner of the intersection. Occasionally, when pedestrians cross the crosswalk at the west approach, the crossing guard follows parallelly on the east crosswalk to clearly indicate pedestrian presence and display the stop sign for vehicles.

While the crossing guard currently serves the crosswalk at the east and south approaches of the subject
intersection, the pedestrian signal head at the southeast corner serving the crosswalk at the east approach,
shown in the photo on the right,
does not have a pedestrian
countdown to display the number of
seconds left for pedestrians to cross.

Subsequently, southbound vehicles
turning left from Marengo Ave to
Huntington Dr can get impatient and
increase risk to pedestrians who are
still crossing even after the “walk”
phase ends.

Recommendations
As mentioned previously, concerns specifically mentioned by parents, students, and residents of South Pasadena regarding the subject intersection include, but are not limited to:
■ Speed violations on Huntington Dr up to 60-80 mph despite the speed limit of 40 mph ■ Limited visibility of pedestrians waiting on corners due to street parking ■ Violation of red lights while turning left from (northbound and/or southbound Marengo Ave to Huntington Dr
■ Unprotected left turn phases on Marengo Ave
■ Right turns on red from without accounting for pedestrians Subsequent to reviewing the core issues regarding the intersection and considering recommendations from students, residents, and council members, the following are proposed supplemental or alternative solutions to the addition of a second crossing guard.

To reduce risks from speeding and/or turning:

1. Prohibition of westbound right turns on red* at the northeast corner of the intersection will allow pedestrians to cross Marengo Ave comfortably. This reduces pedestrian risk especially when drivers are entering to drop off or pick up students and are the most rushed and/or distracted. This improvement is less than $500.00
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1 28 - 26
REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
10 2. Implementation of protected left-turn signal phases1** (S07) at the northbound and southbound left turns of Marengo Ave can reduce pedestrian risk when crossing Huntington Dr. subject to being warranted. This countermeasure reduces potential of all motor vehicle, pedestrian, and bicycle collisions and could be eligible for local funding. Implementation of this recommendation will require conducting an FHWA Protected Left-Turn Signal Phase Assessment first. If it is warranted, then a traffic signal modification plan is required. The total cost of assessment, design modification (PS&E) and construction not to exceed $65,000.00

3. Modification of signal phase timing* to shorten the duration of eastbound and westbound thru on Huntington Dr can reduce speeding. With these phases currently lasting a minute or longer, vehicles speeding from a further distance may run red lights rather than slowing down, putting pedestrians on the crosswalks at the east and west approaches at risk. The cost of this improvement not to exceed $2,500.00

4. Increased police presence* at the intersection during peak commute times according to the bell schedule of Marengo Elementary School can enforce the speed limit and reduce turning violations, thus promoting the safety and comfort of pedestrians. The cost of this improvement is contingent upon the Police Department’s available resources and funding.

5. Extension of pedestrian crossing signal time* will allow pedestrians and crossing guards additional time to sufficiently cross and reduces interaction between crossing pedestrians and impatient drivers who may be rushing to turn. The cost of this improvement not to exceed $2,500.00
To increase pedestrian visibility:

6. Elimination of the Huntington Dr crosswalk** on the west approach to Marengo Ave will increase pedestrian concentration on the east corners of the intersection and increase pedestrian visibility to vehicles while also eliminating the need for a second crossing guard. The cost of this improvement
not to exceed $6,000.00.

7. Trimming of the plantation* on the median of
the west approach to Marengo Ave will increase
visibility of pedestrians on the north corners of the
intersection. The cost of this improvement not to
exceed $500.00.

8. Relocation of the signal controller cabinet at the northeast corner** of the intersection can increase pedestrian visibility and prevent accidents as drivers turn right onto Marengo Ave. The cost of this improvement not to exceed
$15,000.00.

9. Modification of signal phasing to implement a
Leading Pedestrian Interval (LPI)2
** (S21PB)
provides pedestrians the opportunity to enter an
intersection 3-7 seconds before vehicles are
1 Countermeasure No. S07 from the Caltrans Local Roadway Safety Manual, Version 1.6, April 2022. 2 Countermeasure No. S21PB from the Local Roadway Safety Manual, Version 1.6, April 2022. 7 N0
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2 3
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REVISED EVALUATION OF SECOND CROSSING GUARD for

HUNTINGTON DR AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
11 given a green indication. This better establishes pedestrian presence and visibility before vehicles have priority to turn. The cost of this improvement not to exceed $1,500.00.

10. Extension of Red Curb “No Parking” on the
Northeast Corner* would prohibit any street
parking on Huntington Dr close to the
intersection. As this is the corner that drivers
must turn right on to reach Marengo
Elementary, limitation of parking here would
allow maximum pedestrian visibility. The cost of
this improvement not to exceed $500.00.

11. Installment of Audible Signals** ensure that pedestrians and bicyclists are crossing the intersection only when appropriate. Additionally, drivers preparing to turn may also hear the signal and have increased awareness of the pedestrian’s turn. The cost of this improvement not to exceed $5,000.00.

NOTES: *Short Term Recommendation
** Mid Term Recommendation
*** Long Term Recommendation
Conclusion
Based on the existing intersection conditions, current performance of the crossing guard, data collection and analysis, and field observations, Minagar & Associates, Inc. concludes a second crossing guard at the Huntington Dr and Marengo Ave intersection is unnecessary. Pedestrian volumes are currently manageable during the peak AM and PM hours of operations at the subject intersection with one crossing guard. While pedestrian visibility and speeding drivers are a valid concern for students and/or parents walking to and from school, these issues can be better resolved by one or a combination of the options described above in the "Recommendations” section rather than a second crossing guard.
10 28 - 28
EVALUATION OF CROSSING GUARD for

HUNTINGTON DRIVE AT MARENGO AVE

CITY OF SOUTH PASADENA, CA
May 16, 2023
APPENDIX A: Traffic Count Data
(Collected by Minagar & Associates, Inc. on Thursday, Sept. 1, 2022) 28 - 29
Agency Name:

City of South Pasadena
Groups Printed- Unshifted
Marengo Ave
Southbound
Huntington Dr
Westbound
Marengo Ave
Northbound
Huntington Dr
Eastbound
Start Time Right Thru Left Peds App. Total Right Thru Left Peds App. Total Right Thru Left Peds App. Total Right Thru Left Peds App. Total Int. Total 07:00 AM 6 8 32 3 49 10 86 5 0 101 3 11 3 0 17 0 196 8 0 204 371 07:15 AM 7 10 36 2 55 12 97 2 2 113 3 4 2 1 10 7 222 10 0 239 417 07:30 AM 9 13 49 4 75 9 158 8 2 177 0 10 3 11 24 8 220 11 8 247 523 07:45 AM 2 31 37 4 74 15 199 10 5 229 6 5 12 5 28 23 247 14 20 304 635 Total 24 62 154 13 253 46 540 25 9 620 12 30 20 17 79 38 885 43 28 994 1946 08:00 AM 5 39 35 8 87 16 188 15 8 227 14 22 15 9 60 17 212 20 24 273 647 08:15 AM 4 12 47 14 77 21 259 2 5 287 7 18 10 1 36 4 232 16 2 254 654 08:30 AM 10 17 31 3 61 20 134 2 4 160 4 6 8 4 22 7 241 20 2 270 513 08:45 AM 10 14 22 1 47 17 143 5 1 166 4 9 5 3 21 6 224 18 4 252 486 Total 29 82 135 26 272 74 724 24 18 840 29 55 38 17 139 34 909 74 32 1049 2300 Grand Total
Apprch %
53 10.1
144

27.4 289
55 39

7.4 525 120

8.2 1264

86.6 49

3.4 27

1.8 1460 41

18.8 85
39 58

26.6 34

15.6 218 72

3.5 1794

87.8 117

5.7 60

2.9 2043 4246
Total % 1.2 3.4 6.8 0.9 12.4 2.8 29.8 1.2 0.6 34.4 1 2 1.4 0.8 5.1 1.7 42.3 2.8 1.4 48.1 File Name: Huntington Dr
& Marengo Ave
Site Code: 0000001
Start Date: 9/1/2022
Page No: 1
28 - 30
Agency Name:

City of South Pasadena
Marengo Ave
Southbound
Huntington Dr
Westbound
Marengo Ave
Northbound
Huntington Dr
Eastbound
Start Time Right Thru Left Peds App. Total Right Thru Left Peds App. Total Right Thru Left Peds App. Total Right Thru Left Peds App. Total Int. Total Peak Hour Analysis From 07:00 AM to 11:45 AM - Peak 1 of 1 Peak Hour for Entire Intersection Begins at 07:30 AM
07:30 AM 9 13 49 4 75 9 158 8 2 177 0 10 3 11 24 8 220 11 8 247 523 07:45 AM 2 31 37 4 74 15 199 10 5 229 6 5 12 5 28 23 247 14 20 304 635 08:00 AM 5 39 35 8 87 16 188 15 8 227 14 22 15 9 60 17 212 20 24 273 647 08:15 AM 4 12 47 14 77 21 259 2 5 287 7 18 10 1 36 4 232 16 2 254 654 Total Volume 20 95 168 30 313 61 804 35 20 920 27 55 40 26 148 52 911 61 54 1078 2459 % App. Total 6.4 30.4 53.7 9.6 6.6 87.4 3.8 2.2 18.2 37.2 27 17.6 4.8 84.5 5.7 5 PHF .556 .609 .857 .536 .899 .726 .776 .583 .625 .801 .482 .625 .667 .591 .617 .565 .922 .763 .563 .887 .940 File Name: Huntington Dr
& Marengo Ave
Site Code: 0000001
Start Date: 9/1/2022
Page No: 2
28 - 31
Agency Name:

City of South Pasadena
Groups Printed- Unshifted
Marengo Ave
Southbound
Huntington Dr
Westbound
Marengo Ave
Northbound
Huntington Dr
Eastbound
Start Time Right Thru Left Peds App. Total Right Thru Left Peds App. Total Right Thru Left Peds App. Total Right Thru Left Peds App. Total Int. Total 02:00 PM 1 7 10 0 18 4 149 22 1 176 8 12 15 0 35 27 178 8 0 213 442 02:15 PM 5 7 4 0 16 11 131 11 0 153 9 17 23 0 49 21 164 12 0 197 415 02:30 PM 7 20 7 2 36 7 150 22 4 183 5 24 30 1 60 25 198 10 2 235 514 02:45 PM 11 23 16 0 50 6 156 20 3 185 5 25 21 15 66 37 246 7 15 305 606 Total 24 57 37 2 120 28 586 75 8 697 27 78 89 16 210 110 786 37 17 950 1977 03:00 PM 6 25 28 0 59 7 159 14 1 181 9 16 18 2 45 34 263 6 8 311 596 03:15 PM 4 17 11 1 33 5 143 23 1 172 6 15 28 3 52 21 273 9 0 303 560 03:30 PM 5 11 5 0 21 2 181 24 0 207 4 11 32 2 49 23 243 4 0 270 547 03:45 PM 1 24 20 1 46 4 141 28 1 174 3 21 32 3 59 43 255 8 0 306 585 Total 16 77 64 2 159 18 624 89 3 734 22 63 110 10 205 121 1034 27 8 1190 2288 Grand Total
Apprch %
40 14.3
134
48 101

36.2 4

1.4 279 46

3.2 1210

84.6 164

11.5 11

0.8 1431 49

11.8 141
34 199
48 26

6.3 415 231

10.8 1820
85 64
3 25

1.2 2140 4265
Total % 0.9 3.1 2.4 0.1 6.5 1.1 28.4 3.8 0.3 33.6 1.1 3.3 4.7 0.6 9.7 5.4 42.7 1.5 0.6 50.2 File Name: Huntington Dr
& Marengo Ave
Site Code: 0000001
Start Date: 9/1/2022
Page No: 3
28 - 32
Agency Name:

City of South Pasadena
Marengo Ave
Southbound
Huntington Dr
Westbound
Marengo Ave
Northbound
Huntington Dr
Eastbound
Start Time Right Thru Left Peds Right Thru Left Peds App. Total Right Thru Left Peds App. Total Right Thru Left Peds App. Total Int. Total Peak Hour Analysis From 02:00 PM to 03:45 PM - Peak 1 of 1 Peak Hour for Entire Intersection Begins at 02:45 PM
02:45 PM 11 23 16 0 50 6 156 20 3 185 5 25 21 15 66 37 246 7 15 305 606 03:00 PM 6 25 28 0 59 7 159 14 1 181 9 16 18 2 45 34 263 6 8 311 596 03:15 PM 4 17 11 1 33 5 143 23 1 172 6 15 28 3 52 21 273 9 0 303 560 03:30 PM 5 11 5 0 21 2 181 24 0 207 4 11 32 2 49 23 243 4 0 270 547 Total Volume 26 76 60 1 163 20 639 81 5 745 24 67 99 22 212 115 1025 26 23 1189 2309 % App. Total 16 46.6 36.8 0.6 2.7 85.8 10.9 0.7 11.3 31.6 46.7 10.4 9.7 86.2 2.2 1.9 PHF .591 .760 .536 .250 .691 .714 .883 .844 .417 .900 .667 .670 .773 .367 .803 .777 .939 .722 .383 .956 .953 File Name: Huntington Dr
& Marengo Ave
Site Code: 0000001
Start Date: 9/1/2022
Page No: 4
28 - 33
Agency Name:

City of South Pasadena
Huntington Dr & Marengo Ave Intersection
File Name: Huntington Dr
& Marengo Ave
Site Code: 0000001
Start Date: 9/1/2022
Page No: 5

MARENGO AVE

HUNTINGTON DR HUNTINGTON DR MARENGO AVE
28 - 34
ATTACHMENT 4
All City Management 2023-2024 Contract
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1 AGREEMENT FOR CROSSING GUARD SERVICES
This AGREEMENT FOR CROSSING GUARD SERVICES (the “Agreement”) is dated June 7, 2023 and is between the CITY OF SOUTH PASADENA (hereinafter called the "City"), and ALL CITY MANAGEMENT SERVICES, INC., a California corporation (hereinafter called the "Contractor").

WITNESSETH
The parties hereto have mutually covenanted and agreed as follows:

1. This Agreement is for a term which commences on or about July 1, 2023 and ends on June 30, 2024 and for such term thereafter as the parties may agree upon.

2. The Contractor will provide personnel equipped and trained in appropriate procedures for crossing pedestrians in marked crosswalks. Such personnel shall be herein referred to as a “Crossing Guard”.

The Contractor is an independent contractor and the Crossing Guards to be furnished by it shall at all times be its employees and not those of the City. Under no circumstances shall Contractor or its employees look to the City as an employer. Contractor shall not be entitled to any benefits. City makes no representation as to the effect of this independent contractor relationship on Contractor’s or any of its employees’ previously earned California Public Employees Retirement System (“CalPERS”) retirement benefits, if any, and Contractor specifically assumes the responsibility for making such a determination. Contractor shall be responsible for all reports and obligations including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers compensation, and other applicable federal and state taxes.

3. The City’s representative in dealing with the Contractor shall be designated by the South Pasadena Police Department.

4. If, at any time during the contract period, the City questions the meaning of any item of this Agreement, the City may contact, the Contractor for interpretation of that item.

5. The City shall determine the locations where Crossing Guards shall be furnished by the Contractor.

The Contractor shall provide at each designated location personnel properly trained as herein specified for the performance of duties as a Crossing Guard. The Contractor shall provide supervisory personnel to see that Crossing Guard activities are taking place at the required places and times, and in accordance with the terms of this Agreement.

6. The Contractor shall maintain adequate reserve personnel to be able to furnish alternate Crossing Guards in the event that any person fails to report for work at the assigned time and location and agrees to provide immediate replacement.

7. In the performance of its duties the Contractor and all employees of the Contractor shall conduct themselves in accordance with the conditions of this Agreement and all applicable laws of the state in 28 - 37
2 which the Services are to be performed.

8. Persons provided by the Contractor as Crossing Guards shall be trained in all applicable laws of the state in which the Services are to be performed pertaining to general pedestrian safety in school crossing areas.

9. Crossing Guard Services (the “Services”) shall be provided by the Contractor at the designated locations on all days in which school is in session in the area under City’s jurisdiction. The Contractor also agrees to maintain communication with the designated schools to maintain proper scheduling.

10. The Contractor shall provide all Crossing Guards with apparel by which they are readily visible and easily recognized as Crossing Guards. Such apparel shall be uniform for all persons performing the duties of Crossing Guards and shall be worn at all times while performing said duties. This apparel must be appropriate for weather conditions. The Contractor shall also provide all Crossing Guards with hand-held Stop signs and any other safety equipment which may be necessary.

11. In addition, the Contractor shall maintain automobile insurance covering bodily injury and property damage for all activities under this Agreement in at least the minimum amounts required by State law for any automobiles used by the crossing guards. The Contractor shall at all times provide workers' compensation insurance covering its employees and shall provide City a Certificate of Insurance naming the City and its officials, officers and employees as additional insureds.

Such insurance shall include commercial general liability with a combined single limit of not less than $2,000,000.00 per occurrence and in aggregate for property damage and bodily injury.

Such insurance shall be primary with respect to any insurance maintained by the City and shall not call on the City's insurance contributions. Such insurance shall be endorsed for contractual liability and personal injury and shall include the City, its officers, agents and interest of the City. Such insurance shall not be canceled, reduced in coverage or limits or non-renewed except after thirty (30) days written notice has been given to the designee for the City of South Pasadena.

12. Contractor agrees to indemnify the City, its officers, employees, agents, and will hold and save each of them harmless from, any and all actions, claims for damages to persons or property, penalties, obligations or liabilities that may be asserted or claimed by any person, firm, entity, corporation, political subdivision or other organization arising out of the intentional or negligent acts, errors or omissions of Contractor, its agents, employees, subcontractors, representatives or invitees, provided herein.
a) Contractor will defend any action or actions filed in connection with any of said claims, damages, penalties, obligations or liabilities and will pay all costs and expenses including attorney's fees incurred in connection herewith. b) Contractor will promptly pay any judgement rendered against the City, its officers, agents or employees for any such claims, damages, penalties, obligations or liabilities. c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the alleged intentional or negligent acts, errors, or omissions of Contractor hereunder, Contractor agrees to pay City, its officers, agents, or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including, but not limited to, reasonable attorney's fees.
28 - 38
3 13. Either party shall have the right to terminate this Agreement by giving sixty (60) days written notice to the other party.

14. The Contractor shall not have the right to assign this Agreement to any other person or entity except with the prior written consent of the City.

15. The City agrees to pay the Contractor for the Services rendered pursuant to this Agreement the sum of Thirty-two Dollars and Seventy Cents ($32.70) per hour, per Crossing Guard during the term up to a maximum amount of $330,008.40. This pricing is based on a minimum of eleven (11) sites and upon a projected 10,308 092 billing hours, unless Contractor fails to perform service.

Contractor may request a price increase during the term as a result of any legally-mandated increases in wages or benefits imposed in the state or municipality in which the Services are to be performed and to which Contractor’s employees would be subject. Contractor shall provide City with 60 daysnotice of its request to increase pricing. City agrees to review and respond to said notice within 30 days of receipt.

16. Contractor shall not assign any employee with previously earned California Public Employees Retirement System (“CalPERS’) retirement benefits to provide services to the City, nor permit any of its employees to exceed 19 hours per week of service in the performance of this Agreement.

In the event that Contractor of any employee, agent, or subcontractor of Contractor providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the City, Contractor shall indemnify, defend and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Contractor or its employees, agents or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

17. Payment is due within thirty (30) days of receipt of Contractor’s properly prepared invoice. The invoice shall reflect the "split shift premium" required by the California Department of Industrial Relations if applicable.

18. The City shall have an option to renew this Agreement. In the event this Agreement is extended beyond the end of the term set forth above, the compensation and terms for the Services shall be established by mutual consent of both parties.

19. This Agreement constitutes the complete and exclusive statement of the agreement among the parties with respect to the subject matter hereof and supersedes all prior written or oral statements among the parties, including any prior statements, warranties, or representations. This Agreement is binding upon and will inure to the benefit of the parties hereto and their respective heirs, administrators, executors, successors, and assigns. Each party hereto agrees that this Agreement will be governed by the law of the state in which the Services are to be performed, without regard to its conflicts of law provisions. Any amendments, modifications, or alterations to this Agreement must be in writing and signed by all parties. There will be no presumption against any party on the ground that such party was responsible for preparing this Agreement or any part of it. Each provision of this Agreement is severable from the other provisions. If any provision of this Agreement is declared invalid or contrary to existing law, the inoperability of that provision will have no effect on the remaining provisions of the Agreement which will continue in full force and effect. 28 - 39
4 [SIGNATURES FOLLOW ON NEXT PAGE]
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5 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year written below.

CITY CONTRACTOR
City of South Pasadena All City Management Services, Inc.

By_____________________________ By______________________________ Signature D. Farwell, Corporate Secretary
_____________________________
Print Name and Title
Date____________________________ Date____________________________ 28 - 41

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DATE:

City Council
Agenda Report
July 19, 2023
ITEM NO.

FROM: Armine Chaparyan, City Manager � ir' /{,,
PREPARED BY: H. Ted Gerber, Director of Public Works
David Pena, Transportation Program Manager
SUBJECT: Approval of a Task Order with Toole Design Group, LLC for Transportation Planning Services as it relates to the Fremont Avenue, Huntington Drive, and Fair Oaks Avenue corridors Recommendation
It is recommended that the City Council:

1. Approve the Task Order with Toole Design Group, LLC, to conduct a comprehensive community transportation planning charrette design process in the amount of four hundred and thirty thousand, and four hundred seventy-three dollars. ($430,473.00);

2. Appropriate $300,000.00 from the City's Measure M Local Return Fund 236 into Public Works Measure M Professional Services Account No. 236-6010-6011- 8170-000, and appropriate $130,473.00 from City's Measure R Local Return Fund 233 into Public Works Measure R Professional Services Account No. 233-6010- 6011-8170-000 for a total authorized expenditure of $430,473.00 for this work; and

3. Authorize the City Manager to execute the Task Order and any related documents.

Executive Summary
This is a task order under a Master Professional Services Agreement with Toole Design Group, LLC (TOG) for transportation planning services to perform a comprehensive community charrette design process including (1) preparation, research, and logistics, (2) a multi-step charrette starting with discovery and a site visit, (3) the first and second design charrettes, and (4) a documentation session and deliverable. The goal of this effort is to collaboratively plan and develop a community vision and alternatives through design workshops for the Fremont Avenue, Huntington Drive, and Fair Oaks Avenue corridors, which will be used to enter into the preliminary design phase of funded concurrent capital improvement projects in these locations.

Background
The City's Public Works Department is responsible for developing and implementing the City's Capital Improvement Program (CIP), including transportation improvement projects 29 29 - 1
Toole Design Group, LLC Fremont. Huntington, & Fair Oaks Planning Task Order July 19, 2023

such as the funded active transportation and Intelligent Transportation System (ITS) related projects along Fremont Avenue and Huntington Drive.

Two Los Angeles County Metro grants were awarded to the City in 2021 and 2022 for both Fremont Avenue and Huntington Drive. The first grant in the amount of $6 million is from the Measure M Active Transportation Program (MAT), which was approved on September 1, 2022 and the second $10 million grant is from a reallocation of Interstate 710 funds through the Measure R program for local mobility improvement projects (MIP), which was approved on August 12, 2021. As a note, only $1.1 million of the MIP $10 million for the initial project phases is currently programed by Metro. Though the available funding totals $16 million, both funding agreements do not allow reimbursement of early planning phase expenses, such as this community conceptual design process, which is an essential step to resolve complex planning and design issues, that involves a diverse set of stakeholders and interests. The MAT and MIP funding are to be spent on later project phases including project approval and environmental documents, as well as plans, specifications, and estimates, and project construction.

The early planning phase proposed under this Task Order allows for a more thorough analysis of the project’s feasibility, better resource allocation, early stakeholder involvement with increased transparency, and the fostering of public support. It also allows the City an opportunity to align with long term goals like the General Plan and other City policies and plans, and optimizes the necessary time to gather community input. This planning phase generally includes research, administrative preparation, logistics/scheduling, mapping, analysis of existing conditions and plans and studies, as well as a charrette series with discovery, site visits, stakeholder interviews, and community engagement. The schedule includes production days, design, time to advance ideas to concepts, and production of reports with drawings, photographs, and summaries of the charrette process with recommendations and support.

Analysis
The focus and scope of work of the $6 million MAT grant is based on the goal of improving overall circulation and safety for pedestrians, cyclists, bus riders, and vehicle movement along Huntington Drive and Fremont Avenue in the City. The project limits are the entirety of Huntington Drive in the City between Alhambra Road and Garfield Avenue, a 1.5-mile stretch, and the entirety of Fremont Avenue within the City, bounded by Alhambra Road on the south side and Columbia Street on the northside, a 1.8-mile segment.

The $10 million MIP grant is one of the new mobility projects that prioritizes Transportation System Management (TSM) and Transportation Demand Management (TDM) improvements. It aims to improve local, intersections, traffic signal and system upgrades, and intelligent transportation systems (ITS), specifically on Fremont Avenue and Huntington Drive, and at the intersections of Fair Oaks Avenue and Huntington Drive, and Fremont Avenue and Huntington Drive. These improvements aim to remove bottlenecks, reduce weaving conflicts, reduce congestion on the corridor and at major intersections; enhance multimodal mobility throughout the corridor; facilitate safe and efficient traffic 29 - 2
Toole Design Group, LLC Fremont. Huntington, & Fair Oaks Planning Task Order July 19, 2023

flow, and reduce safety concerns along the corridors, including equipment malfunction induced delays.

Fair Oaks Avenue from Huntington Drive to Columbia Street, a 1.5-mile corridor segment will also be part of the design charrette series to better understand the transportation network in the City, develop a more balanced distribution of traffic, and develop enhanced connectivity for all mobility uses. Including Fair Oaks Avenue as part of the scope will help address transportation issues along the City’s major arterials, collectively.

On July 27, 2022, the City Council authorized the approval of multiple Master Service Agreements with professional services consultants for Public Works related on-call assignments, including TDG. TDG submitted a proposal to provide civil design engineering services and traffic/transportation engineering services, specifically planning and consulting services related to street and transportation design, transportation networks, and traffic and transportation public engagement and outreach.

TDG is well qualified to complete the scope of work required, which includes four tasks:
(1) preparation, research, and logistics
(2) a multi-step charrette process starting with discovery and a site visit (3) the first and second design charrettes consisting of two 4-day sessions during the Fall of 2023, and
(4) a documentation session and deliverable focusing on recommendations for the three major corridors of Fremont Avenue, Huntington Drive, and Fair Oaks Avenue.

Completing the community driven conceptual design through a multi-part charrette process provides a time efficient method and roadmap for the project to smoothly transition to the environmental, design, and construction phases. Key stakeholders collaborating with the consultant and City staff through a multi-day charrette helps the community envision the future configuration of their streets and neighborhoods. This process will yield an informed consensus across the City and summarize those outcomes into a deliverable.

Fiscal Impact
Staff is recommending the Council appropriate $300,000.00 from the City’s Measure M Local Return Fund 236 into Public Works Measure M Professional Services Account No. 236-6010-6011-8170-000, and appropriate $130,473.00 from City’s Measure R Local Return Fund 233 into Public Works Measure R Professional Services Account No. 233- 6010-6011-8170-000 for a total authorized expenditure of $430,473.00 for this work. As expected, this planning cost, which is proposed to be funded from the City’s local match transportation revenue, is a small percentage of the future capital project investment of $16 million in grant funding.
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Toole Design Group, LLC Fremont. Huntington, & Fair Oaks Planning Task Order July 19, 2023

Key Performance Indicators and Strategic Plan
This item is consistent with the Adopted 2021-2026 Strategic Plan Tasks ‘4d’ related to the contracting of a technical team in anticipation of the Transportation Demand Management / Transportation System Management alternative, as well as Task ‘4f’ related to updating the mobility master plan, and ‘4g’ related to traffic management and implementation of neighborhood traffic management.

Commission Review and Recommendation
City staff plans to discuss this proposed work with the Mobility and Transportation Infrastructure Commission (MTIC) at the July 18, 2023 regular Commission Meeting.

Attachment
Task Order and Executed Master On-Call Professional Services Agreement with Toole Design Group, LLC.
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ATTACHMENT
Task Order and Executed Master On-Call Professional
Services Agreement with Toole Design Group, LLC
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TASK ORDER NO. [VENDORID-001]
TO MASTER PROFESSIONAL SERVICES AGREEMENT (2023-173)
This Task Order No. [VENDORID-001] (“Task Order”) is made and entered into on July 19, 2023 by and between the City of South Pasadena, a municipal corporation ("City"), and Toole Design Group (TDG), LLC ("Consultant”).

RECITAL
A. City and Consultant entered into an agreement entitled Master On-Call Professional Services Agreement (“Agreement”) dated July 13, 2023 by which the Consultant agreed to perform Civil Design Engineering Services and Traffic/Transportation Engineering Services in accordance with Task Orders issued by the City.

NOW, THEREFORE, THE PARTIES HEREBY AGREE AS FOLLOWS:

1. INCORPORATION BY REFERENCE. This Task Order hereby incorporates by reference all terms and conditions set forth in the Agreement.

2. SCOPE OF TASK ORDER. Consultant shall perform the following services in accordance with the terms and conditions of the Agreement:

Conduct a comprehensive community charrette process, a collaborative effort with city residents and stakeholders to come up with a vision and alternative solutions through a series of design workshops (“charrettes”), which includes multiple opportunities for stakeholders and the public to provide feedback for the “Fremont Avenue, Huntington Drive, and Fair Oaks Avenue Corridor Project”. The consultant will use a charrette process over a period of approximately three months in the Fall of 2023 that will introduce the project; create a shared vision for community outcomes; evaluate existing conditions (“Discovery”); outline and discuss alternative solutions, narrow down to “preferred concepts” for each corridor through a collaborative, discussion-based process with the community and stakeholders (“Design and Discuss”); and document the active input and ideas of all stakeholders with a specific focus on multimodal and transportation issues affecting Huntington Drive between Alhambra Road to Garfield Avenue (1.5 miles) and Fremont Avenue from Columbia Street to Alhambra Road (1.8 miles), Fair Oaks Avenue from Columbia Street to Huntington Drive (1.5 miles) (“Documentation”). The consultant’s efforts shall also align with the executed Metro and South Pasadena funding agreements related to these specific corridors.

Task 001-Preparations:
 001(a) Conduct administrative, management and quality control and quality assurance to prepare for Tasks 002, 003, and 004. Consultant shall review documents, studies, reports, applications and other documents which encompass the City’s Fremont Avenue, Huntington Drive, and Fair Oaks Avenue corridors, including, but not limited 29 - 7

to, prior studies such as the 2009 Fremont Avenue Traffic Calming Concept Plan, mapping and Geographic Information System (GIS) resources, current and draft General Plans, 2011 Bicycle Master Plan, current and draft South Pasadena Downtown Specific Plan, Holy Family Vision Project Specific Plan, Resolution 7497 Complete Streets Policy, South Pasadena’s Parking Policy Sections 19.83 to 19.85 of the Municipal Code, Truck Route requirements section 19.20 of the South Pasadena Municipal Code, associated Metro Funding Agreements with eligible scopes of work, and other background information associated with transit systems like bus and rail service and existing Dial-A-Ride services for seniors, Countywide Signal Priority Upgrade and Expansion NextGen Project (Atlantic-Fair Oaks), average daily traffic (ADT) volumes, accident data utilizing Statewide Integrated Traffic Records System (SWITRS), Traffic Incident Management System (TIMS), 2020 Systemic Safety Analysis Report Program (SSARP), 2014-15 Citywide Engineering And Traffic Survey (E&TS) Report, City of South Pasadena City-Wide Traffic Signal Inventory, and other City transportation information and operational data.  001(b) Collect relevant background information on Fremont Avenue, Huntington Drive, and Fair Oaks Avenue corridors, and develop and design base maps for use as conceptual tools during Tasks 002 and 003. Prepare instructions and directions for staff and residents to participate in Task 002 Discovery and Task 003 Charrette processes.

Coordinate scheduling and logistics with City staff and all stakeholders, including identifying key stakeholder community groups, whose involvement will be necessary, prior to moving to the next step.
 001(c) Consultant shall provide direction to City staff, in order for City to prepare the South Pasadena Library Community Room venue, which is accessible to stakeholders, and shall serve as a temporary “design studio.” Consultant shall employ a large digital “white board” upon which drawings, maps, lists, etc. will be placed in the “design studio.” Consultant shall advise the City, in detail, regarding the arrangements necessary for the Task 002 Discovery and Task 003 Charrette processes. The City shall identify participators (staff, elected officials, other stakeholders, etc.), scheduling the interviews and meetings, and creating and sending invitations in accordance with the provided advisement. Consultant shall set up the stakeholder interview tables, maps, and schedule accordingly for stakeholders varying levels of interest, i.e. in all three corridors, the city in general; regional issues, etc.

Task 002-Discovery/Site Visit:
 002(a) Consultant shall conduct administrative, management, quality control and assurance for the Discovery (in-person) portion. Coordinate logistics and prepare for on-site visit and meeting with city staff, tour of Fremont Avenue, Huntington Drive, and Fair Oaks corridor study area.
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 002(b) Consultant shall meet with City staff for initial discussions, conduct a map review of issues, review the project objectives, and review the charrette schedule. The consultant shall conduct an in-person site tour with staff and/or others with expertise and familiarity with the corridors, their features, safety and use history, opportunities and constraints.
 002(c) On the same day, the consultant shall hold a public meeting in the evening at the South Pasadena Library Community Room to introduce the project, review the goals and objectives, and get input as it relates to Fremont Avenue, Huntington Drive, and Fair Oaks Avenue, as well as transportation impacts from neighboring cities. The format for the meeting shall include a short presentation, then a table session where people discuss, document, and share their ideas with the consultant.

Task 003-Design Charrette Series:
 003(a) Conduct administrative, management, quality control and assurance for advancing starter ideas sessions. Findings and recommendations shall be developed collaboratively and with short feedback loops. The Consultant’s charrette process shall provide an environment in which stakeholders, designers, and officials are in direct contact with each other, and create an opportunity to resolve issues readily and transparently. The Consultant’s charrette process shall generate a consistency in project goals and stakeholder concerns, that shall align the eligible uses in associated funding agreements, and identify incorrect perceptions about the project outcomes for the stakeholders, e.g. misunderstandings, incorrect assumptions, or unfounded rumors about plans, traffic conditions, constraints, best practices, etc. Consultant shall conduct the charrette process simultaneously for the three corridors of Fremont Avenue, Huntington Drive, and Fair Oaks Avenue, allowing for efficiencies in travel, administration, and Quality Assurance and Quality Control (QA/QC) tasks, consideration of stakeholder values across three corridors and the City as a whole, and a design consistency between the three corridors where overlaps occur, such as bike accommodations, equity components, bulb-out design, transit accommodation, etc.  003(b) Design Charrette 1 will consist of a four (4) day session, including Task 002 Discovery/Site Visit, with activities on each day such as: developing “starter ideas” that address one or more issues outlined during Task 002 Discovery/Site Visit and vetting them through two types of initial review, including stakeholder conversations and public meetings, and a feasibility analysis. The stakeholder conversations shall consist of interviews and eight time-slots for each day which shall include in-person or workshop style stakeholder interviews with approximately 16 slots, and up to 32 slots, if necessary. Where feasible, stakeholders with common ideas, or those in already established community groups will be grouped together for discussions and collaboration. Consultant shall coordinate and facilitate a session during a Mobility and Transportation Infrastructure (MTIC) Commission meeting. 29 - 9

 003(c) Consultant shall conduct production work and a ‘pin-up session’ on Day 4 of the Design Charrette 1, during which the discoveries and the input are refined and summarized. Consultant shall keep the summaries as visual as feasible so that they are easy to understand, and any themes, starter ideas, and preliminary direction will be summarized in materials that can be ‘pinned-up’ for review in an afternoon session (‘pin-up session’). The Consultant shall receive feedback from City staff and designated stakeholders during a designated open studio time, referred to a ‘pin-up session #1’. During this session, Consultant shall, finalize and refine starter ideas from identified stakeholders and City staff and conduct a second pin-up session at the end of the day for all stakeholders, providing additional input.  003(d) Design Charrette 2: After the four-day session and MTIC meeting, the consultant shall return to conduct a second design charrette within four (4) weeks of the conclusion of Design Charrette 1. In Design Charrette 2, Consultant shall refine concepts and advance design details on preferred concepts to arrive at an “informed consent” state in which subsequent steps, including design refinement, preliminary engineering, environmental review, and construction documents may move forward.

Design Charrette 2 will consist of a four (4) day session. On Day 1, Consultant staff shall recap Design Charrette, providing updates, and discussing changes that may have occurred, review the schedule for the remaining days, facilitating input from City staff.

Consultant shall develop concept plans, as detailed as feasible, based on the feedback and existing information. Where necessary, Consultant shall meet with various stakeholders again, to review aspects of the work, as well as conduct open meeting times for any stakeholders who wish to share ideas, ask questions, or view progress.

The Consultant shall receive feedback from City staff and designated stakeholders during a designated open studio time, as the ‘final pin-up session’. During the ‘final pin-up session’, the work to date will be presented informally and discussed, where ideas shall be kept as graphical as feasible. Next steps and priorities shall also be discussed that will inform what will happen after the charrette processis complete, such as preliminary engineering, environmental review, construction documents, costestimating, funding, schedules, responsibilities, etc. On day four (4), Consultant shall finalize all products and hold a final stakeholder meeting, presenting a summary of the charrette process, including the discovery process, the design process, plans, design concepts, analyses, priorities, the community-driven vision, feedback received, and next steps, with a question and answer (Q&A) session and discussion for stakeholders.

Task 004-Documentation:
 004(a) Consultant shall conduct administrative, management, quality control and assurance for the documentation session. Consultant shall finalize each of the charrette sections with specific products for each corridor with more detail. The consultant shall provide the presentation, electronic copies, lists, drawings, other material and 29 - 10

photographs created during the charrette. The consultant shall ensure the final product recognizes other initiatives, or existing projects such as the North-South Corridor Intelligent Transportation Systems (ITS) Deployment project, Mission Street Slow Streets Pilot, Grevelia Street and Fair Oaks sidewalk improvements and off ramp restriping, Restriping of Columbia Street with continuous left turn channelization between Columbia Place and Orange Grove, and neighboring transit city projects that may impact the City such as the City of Pasadena ‘Stub’ Relinquishment/Transition Project Development and City of Alhambra 710 Mobility Improvement Projects (710 Arterial and I-10 Interchange Improvements) and other local and regional projects.  004(b) The consultant shall develop and produce three brief memos, one for each corridor: Fremont Avenue, Huntington Drive and Fair Oaks Avenue, summarizing the charrette recommendations, community-based vision for the corridors, feedback received, and design concept. The design drawings for all three corridors Fremont Avenue, Huntington Drive, and Fair Oaks Avenue shall consist of typical crosssections along the length of the study area; typical intersections layouts for each section; individual design vignettes for challenging intersections and locations along the Avenue; transit stops and lanes as applicable; separated bike lanes; pedestrian facilities; direction street furniture including tree accommodation and placement; curb management/access facilities such as on-street parking, transportation network companies (TNCs) — Uber, Lyft or rideshare; equity design components for people with mobility disabilities or vision disabilities; speed management measures (traffic calming measures) suitable for arterial streets to help self-enforce slower and safer speeds for all. These drawings shall be drawn to a functional level to provide the key dimensions/radii, and materiality direction such that they can be advanced into approval processes and construction documents.
004(c) About four weeks following the Task 003 charrette series, the Consultant shall digitally deliver three draft memos, one for each corridor, summarizing the charrette recommendations, the rationale for the recommendations, and providing next steps for the City. The rationale for each design direction shall be grounded in values and aspirations provided by City officials and stakeholders, local context, equity, best practices, State of California’s expressed goals to reduce vehicle miles traveled (VMT), and desired role of each of the three corridors. Following the receipt of a consolidated set of comments, the design team will make the necessary revisions and submit the final products.
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3. TASK ORDER ADMINISTRATOR. Consultant shall designate a principal point of contact for this task order:

Ian Lockwood
Toole Design Group, LLC
8484 Georgia Ave., Suite 800
Silver Spring, MD 20910
Telephone: 407.496.2529
Email: [email protected]

4. SCHEDULE. Consultant shall complete the Task Order by the date listed below, or, if specified, in accordance with the required schedule of milestones listed below:

Task 001 Preparation shall begin upon execution of this task order and upon receiving requested information from the City, and shall be completed within three weeks of start. All scope items listed in this task order shall be completed within twelve (12) weeks from the initiation of the Discovery Task 002.

5. PAYMENT. For services performed by Consultant in accordance with this Task Order, City will compensate Consultant in accordance with the fee schedule set forth below. The total cost of this project should not exceed the amount of $430,473, including a $382,910.00 fee (see below Tables 1 and 2), travel costs of $25,520.00 (per the rates set forth in the Fee Schedule attached as Exhibit B to the Master Agreement), and a contingency of $22,043.00, based on the rates in the Approved Fee Schedule in the Master Agreement. The $25,520.00 in travel costs include two 4-night/5-day stays for seven (7) staff members, per diem, and vehicle rental.

Payments shall be made on a percent complete basis, where a completed portion of a task, or the entirety of a completed task, shall be invoiced by the Consultant upon approval by the City, in accordance with the below costs.

Table 1 of 2: TDG, LLC Tasks and Assigned Personnel with Hourly Rates ($ / hr) Task
Professional
Engineer/
Charrette
Lead
(Ian)
Rate $278
Project
Manager
(Andrea)
Rate $245
Director of
Operations
(Cindy)
Rate $248
Landscape
Designer
III
(Bonnie)
Rate $114
Sr.

Landscape
Architect
(Teresa)
Rate $169
Table 2
Subtotal
Task Fee
Total
Task Fee
001 a-c
76 hrs
$21,128.00
38 hrs
$9,310.00
32 hrs
$7,936.00
16 hrs
$1,824.00
6 hrs
$1,014.00
46 hrs
$8,718.00
214 hrs
$49,930.00
002 a-c
64 hrs
$17,792.00
60 hrs
$14,700.00
60 hrs
$14,880.00
48 hrs
$5,472.00
48 hrs
$8,112.00
202 hrs
$37,902.00
482 hrs
$98,858.00
003 a-d
112 hrs
$31,136.00
104 hrs
$25,480.00
104 hrs
$25,792.00
96 hrs
$10,944.00
96 hrs
$16,224.00
336 hrs
$66,294.00
848 hrs
$175,870.00
004 a-c
44 hrs
$12,232.00
34 hrs
$8,330.00
34 hrs
$8,432.00
28 hrs
$3,192.00
28 hrs
$4,732.00
102 hrs
$21,334.00
270 hrs
$58,252.00
Total 296 hrs
$82,288.00
236 hrs
$57,820.00
230 hrs
$57,040.00
188 hrs
$21,432.00
178 hrs
$30,082.00
686 hrs
$134,248.00
1814 hrs
$382,910.00
29 - 12

Table 2 of 2: TDG, LLC Tasks and Assigned Personnel with Hourly Rates ($ / hr) Task
Sr.

Landscape
Architect
(Eric)
Rate $155
Sr.

Landscape
Architect
(Noah)
Rate $151
Project
Planner II
(Trevor)
Rate $139
Designer/
Director of
Traffic Eng.
(Adam)
Rate $289
Director
(QA/QC)
(Roger)
Rate $267
Director
(QA/QC)
(Ernie)
Rate $244
Table 2
Subtotal
Task Fee
001a-c
16 hrs
$2,480.00
12 hrs
$1,812.00
4 hrs
$556.00
6 hrs
$1,734.00
8 hrs
$2,136.00 -
46 hrs
$8,718.00
002-a-c
48 hrs
$7,440.00
48 hrs
$7,248.00
48 hrs
$6,672.00
48 hrs
$13,872.00
10 hrs
$2,670.00 -
202 hrs
$37,902.00
003 a-d
96 hrs
$14,880.00
60 hrs
$9,060.00
60 hrs
$8,340.00
96 hrs
$27,744.00
18 hrs
$4,806.00
6 hrs
$1,464.00
336 hrs
$66,294.00
004 a-c
32 hrs
$4,960.00
12 hrs
$1,812.00
12 hrs
$1,668.00
32 hrs
$9,248.00
10 hrs
$2,670.00
4 hrs
$976.00
102 hrs
$21,334.00
Total 192 hrs
$29,760.00
132 hrs
$19,932.00
124 hrs
$17,236.00
182 hrs
$52,598.00
46 hrs
$12,282.00
10 hrs
$2,440.00
686 hrs
$134,248.00
29 - 13

6. SIGNATURES. The individuals executing this Task Order represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this Task Order on behalf of the respective legal entities of the Consultant and the City.

IN WITNESS WHEREOF, the City and Consultant do hereby agree to the full performance of the terms set forth herein.
“City”
City of South Pasadena
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
“Consultant”
Toole Design Group, LLC
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
Attest:

By:__________________________________
Mark Perez, Deputy City Clerk
Date:________________________
Approved as to form:

By:__________________________________
Roxanne Diaz, City Attorney
Date:________________________
29 - 14
Master On-Call Professional Services Agreement Consultant Services

MASTER ON-CALL PROFESSIONAL SERVICES AGREEMENT

FOR CONSULTANT SERVICES
(City of South Pasadena / TDG Engineering, Inc., an affiliate of Toole Design Group, LLC)

1. IDENTIFICATION
TDG
Engineering, Inc. (TDG), an affiliate of Toole Design Group, LLC

2. RECITALS

2.1. City has determined that it requires the following professional services from a consultant: - Civil Design Engineering Services - Traffic/Transportation Engineering Services

2.2. Consultant represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees. Consultant further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement.

2.3. Consultant represents that it has no known relationships with third parties, City Council members, or employees of City which would (1) present a conflict of interest with the rendering of services under this Agreement under Government Code Section 1090, the Political Reform Act (Government Code Section 81000 et seq.), or other applicable law, (2) prevent Consultant from performing the terms of this Agreement, or (3) present a significant opportunity for the disclosure of confidential information.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Consultant agree as follows:

3. DEFINITIONS

3.1. Such professional services as are set forth in Exhibit A. Specific scope of work for specific project assignments shall be identified through executed Task Orders, which shall incorporate by reference the terms of this Master Agreement.

3.2. H. Ted
Gerber, Public Works Director. The Agreement Administrator shall be the principal point of contact at the City for this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish the timetable for completion of services and any interim 29 - 15
Master On-Call Professional Services Agreement Consultant Services

milestones. City reserves the right to change this designation upon written notice to Consultant

3.3. fee
schedule attached hereto as Exhibit B and incorporated herein by this reference. This fee schedule shall remain in effect for the duration of this Agreement unless modified in writing by mutual agreement of the parties.

3.4. gn Professional is any individual satisfying one or more of the following: (1) licensed as an architect pursuant to Business and Professions Code 5500 et seq., (2) licensed as a landscape architect pursuant to Business and Professions Code 5615 et seq., (3) licensed as a professional land surveyor pursuant to Business and Professions Code 8700 et seq., or (4) registered as a professional engineer pursuant to Business and Professions Code 6700 et seq.

3.5. June 8, 2023. 3.6. June 30, 2025. 4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at 11:59 p.m. on the Termination Date unless extended by written agreement of the parties or terminated earlier under Section 18 . Consultant may request extensions of time to perform the services required hereunder. Such extensions shall be effective if authorized in advance by City in writing and incorporated in written amendments to this Agreement.

5. IDENTIFICATION OF PROJECTS

5.1. When City determines a need exists for any of the services specified in Exhibit A to this Agreement, City and Consultant
services needed, the applicable fees therefor in accordance with Exhibit B to this Agreement, and the time for completion of such services by Consultant. Each Task Order shall incorporate by reference the terms of this Agreement and shall be sequentially-identified. Consultant shall only perform services under this Agreement and be paid for work performed pursuant to a Task Order approved and executed by the City.

6. 6.1. Services. Consultant shall perform the services identified in the Task Order. City shall have the right to request, in writing, changes to the Task Order. Any such changes mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to the Task Order or this Agreement.
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Master On-Call Professional Services Agreement Consultant Services

6.2. Coordination with City. In performing services under this Agreement, Consultant shall coordinate all contact with City through its Agreement Administrator.

6.3. Budgetary Notification. Consultant shall notify the Agreement Administrator, in writing, when fees and expenses incurred under this Agreement have reached eighty percent (80%) of the Maximum Amount. Consultant shall concurrently inform the required to complete its current assignments before proceeding, when the remaining work on such assignments would exceed the Maximum Amount.

6.4. Business License. Consultant shall obtain and maintain in force a City business license for the duration of this Agreement.

6.5. Professional Standards. Consultant shall perform all work to the standards of shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules, and regulations in any manner affecting the performance of this Agreement, including all Cal/OSHA requirements, the conflict of interest provisions of Government Code § 1090 and the Political Reform Act (Government Code § 81000 et seq.).

6.6. Avoid Conflicts. During the term of this Agreement, Consultant shall not perform any work for another person or entity for whom Consultant was not working at the Commencement Date if such work would present a conflict interfering with performance under this Agreement. However, City may consent in writing to

6.7. Appropriate Personnel. Consultant has, or will secure at its own expense, all personnel required to perform the services identified in the Task Order. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Adam Vest shall be of Consu

6.8. Substitution of Personnel. Any persons named in the proposal or Task Order constitutes a promise to the City that those persons will perform and coordinate their respective services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. If City and Consultant cannot agree as to the substitution of key personnel, City may terminate this Agreement for cause.

6.9. Unauthorized Delay. Consultant shall complete all services associated with the Task Order within the time period specified therein, or within seven (7) work days after execution thereof if no time is specified, as directed by the Agreement Administrator. 29 - 17
Master On-Call Professional Services Agreement Consultant Services

6.10. Unforeseeable Delay. Consultant shall not be deemed in breach of this Agreement or any Task Order, and no forfeiture due to delay shall be made, because of any delays in the completion of a Task Order due to unforeseeable causes beyond the control and without the fault or negligence of Consultant provided Consultant requests from the Agreement Administrator an extension of time in writing. Unforeseeable causes of delay beyond the control of Consultant shall include acts of God, acts of a public enemy, acts of the government, acts of City, or acts of another consultant or contractor in the performance of a contract with City, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and weather, or delays of sub-consultants due to such causes, or delays caused by failure of the owner of a utility to provide for removal or relocation of existing utility facilities. Delays caused by actions or negligence of Consultant or its agents, servants, employees, officers, sub-consultants, directors, or of any party contracting to perform part of all of the Scope of Services or to supply any equipment or materials shall not be unforeseeable delays. Unforeseeable delays (those beyond Consultant Consultant to any additional compensation beyond the Maximum Amount. The sole recourse of Consultant shall be to seek an extension of time from the Agreement Administrator.

6.11. Defective Work. All work which is defective in its construction or deficient in any of the requirements set by City Reference Specifications shall be remedied or replaced by Consultant in an acceptable manner at its own expense. Defective work shall not entitle Consultant to any additional compensation beyond the Maximum Amount.

6.12. Permits and Approvals. Consultant shall obtain, at its sole cost and expense, all Agreement. This includes, but shall not be limited to, professional licenses, encroachment permits and building and safety permits and inspections.

6.13. Notification of Organizational Changes. Consultant shall notify the Agreement firm or of any sub-consultant. Change of ownership o
may require an amendment to this Agreement.

6.14. Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such documents shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of City. In addition, pursuant to Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds ten thousand dollars, all such documents and this Agreement shall be -ject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement.
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Master On-Call Professional Services Agreement Consultant Services

7. SUBCONTRACTING

7.1. General Prohibition. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amending this Agreement.

7.2. Consultant Responsible. Consultant shall be responsible to City for all services to be performed under this Agreement.

7.3. Subcontracting. Consultant shall not subcontract any portion of the performance contemplated and provided for herein including any Task Order unless (1) such subcontracting is specifically described in the proposal attached hereto or (2) the City provides prior written approval. In any event, Consultant shall supervise all work subcontracted by Consultant in performing the Services and shall be responsible for all work performed by a sub-consultant as if Consultant itself had performed such work. The subcontracting of any work shall not relieve Consultant from any of its obligations under this Agreement with respect to any Task Order. Consultant is obligated to ensure that any and all sub-consultants performing any services shall be fully insured in all respects and to the same extent as set forth under Section 13, to

7.4. Identification in Fee Schedule. All sub-consultants shall be specifically listed and their billing rates identified in the Approved Fee Schedule, Exhibit B. Any changes must be approved by the Agreement Administrator in writing as an amendment to this Agreement.

7.5. Compensation for Sub-consultants. City shall pay Consultant for work performed by its sub-consultants, if any, -up
as set forth in the Approved Fee Schedule, Exhibit B. Consultant shall be liable and accountable for any and all payments, compensation, and federal and state taxes to all sub-consultants performing services under this Agreement. City shall not be liable for any payment, compensation, or federal and state taxes for any sub-consultants.

8. COMPENSATION

8.1. General. City agrees to compensate Consultant for the services provided under this Agreement, and Consultant agrees to accept payment in accordance with the Fee Schedule in full satisfaction for such services. Compensation shall not exceed the Maximum Amount stated in the specific Task Order issued for performance of work.

Consultant shall not be reimbursed for any expenses unless provided for in this Agreement or authorized in writing in the Task Order. Task Orders over $25,000 shall not be effective unless approved by the City Council.

8.2. Retention. City may retain up to 5% of each payment until project completion.

Consultant may at its own expense substitute securities equivalent to the amount 29 - 19
Master On-Call Professional Services Agreement Consultant Services

withheld as retention (or the retained percentage) in accordance with Public Contract Code 22300. At the request and expense of Consultant, securities equivalent to the amount withheld shall be deposited with City, or with a state or federally chartered bank in this state as the escrow agent, who shall then pay those moneys to City. Upon satisfactory completion of this Agreement, the securities shall be returned to Consultant.

8.3. Invoices. Consultant shall submit to City an invoice, on a monthly basis or as otherwise agreed to by the Agreement Administrator, for services performed pursuant to this Agreement. Each invoice shall identify the Maximum Amount, the services rendered during the billing period, the amount due for the invoice, and the total amount previously invoiced. All labor charges shall be itemized by employee name and classification/position with the firm, the corresponding hourly rate, the hours worked, a description of each labor charge, and the total amount due for labor charges.

8.4. Taxes. City shall not withhold applicable taxes or other payroll deductions from payments made to Consultant except as otherwise required by law. Consultant shall be solely responsible for calculating, withholding, and paying all taxes.

8.5. Disputes. The parties agree to meet and confer at mutually agreeable times to resolve any disputed amounts contained in an invoice submitted by Consultant.

8.6. Additional Work. Consultant shall not be reimbursed for any expenses incurred for work performed outside the Task Order unless prior written approval is given by the City on a time-and-materials basis pursuant to a new or amended Task Order.

Consultant shall not undertake any such work without prior written approval of the City. A new or amended Task Order shall be in accordance with the fees identified in Exhibit B to this Agreement.

8.7. City Satisfaction as Precondition to Payment. Notwithstanding any other terms of this Agreement, no payments shall be made to Consultant until City is satisfied that the services are satisfactory.

8.8. Right to Withhold Payments. If Consultant fails to provide a deposit or promptly satisfy an indemnity obligation described in Section 11, City shall have the right to withhold payments under this Agreement to offset that amount.

9. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et tes
elected officials, officers, employees, and agents free and harmless form any claim or 29 - 20
Master On-Call Professional Services Agreement Consultant Services

liability arising out of any failure or alleged failure of Consultant to comply with the Prevailing Wage Laws.

10. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material, and all electronic files, including computer-aided design files, developed by Consultant in the performance of this Agreement (such written material and electronic files are collectively known as shall be and remain the property of City without restriction or limitation upon its use or dissemination by City except as provided by law. Consultant may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Consultant.

11. RELATIONSHIP OF PARTIES

11.1. General. Consultant is, and shall at all times remain as to City, a wholly independent contractor.

11.2. No Agent Authority. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of represent that it is, or that any of its agents or employees are, in any manner employees of City.

11.3. Independent Contractor Status. Under no circumstances shall Consultant or its employees look to the City as an employer. Consultant shall not be entitled to any benefits. City makes no representation as to the effect of this independent contractor relationshi
Retirement System (
specifically assumes the responsibility for making such a determination. Consultant shall be responsible for all reports and obligations including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance,

11.4. Indemnification of CalPERS Determination. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subcontractor, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. 29 - 21
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12. INDEMNIFICATION

12.1. Definitions.
officers, employees, servants, agents, or sub-consultants, or anyone directly or indirectly employed by either Consultant or its sub-consultants, in the performance of volunteers.

12.2. Consultant to Indemnify City. To the fullest extent permitted by law, Consultant shall indemnify, hold harmless, and defend City from and against any and all claims, losses, costs or expenses for any personal injury or property damage arising out of or in other wrongful acts, errors or omissions of Consultant or failure to comply with any provision in this Agreement.

12.3. Scope of Indemnity. Personal injury shall include injury or damage due to death or injury to any person, whether physical, emotional, consequential or otherwise, Property damage shall include injury to any personal or real property. Consultant shall not be required to indemnify City for such loss or damage as is caused by the sole active negligence or willful misconduct of the City.

12.4. Attorneys Fees.
nd fees of litigation.
expenses in the event that it is adjudicated to have been non-negligent.

12.5. Defense Deposit. The City may request a deposit for defense costs from Consultant with respect to a claim. The defense deposit requested by the City may be of a value up to the total amount of the related Task Order or $25,000, whichever is less. If the City requests a defense deposit, Consultant shall provide it within 15 days of the request.

12.6. Waiver of Statutory Immunity. The obligations of Consultant under this Section 11 Consultant expressly waives its statutory immunity under such statutes or laws as to City.

12.7. Indemnification by Subcontractors. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 11 from each and every subcontractor or any other person or entity involved in the performance of this Ag

12.8. Insurance Not a Substitute. City does not waive any indemnity rights by accepting indemnification obligations apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.
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12.9. Civil Code. For Design Professionals, the parties are aware of the provisions of Civil Code 2782.8 relating to the indemnification and the duty and the cost to defend a public agency by a Design Professional and agree that this Section 12 complies therewith.

13. INSURANCE

13.1. Insurance Required. Consultant shall maintain insurance as described in this section and shall require all of its subcontractors, sub-consultants, and other agents to do the same. Approval of the insurance by the City shall not relieve or decrease any liability of Consultant Any requirement for insurance to be maintained after completion of the work shall survive this Agreement.

13.2. Documentation of Insurance. City will not execute this agreement until it has received a complete set of all required documentation of insurance coverage. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant vide them. Consultant shall file with City:

Certificate of Insurance, indicating companies acceptable to City, with a Best's Rating of no less than A:VII showing. The Certificate of Insurance must include reference to the scope of work and this Master Agreement.

Documentation of rating acceptable to the City.

Original endorsements effecting coverage for all policies required by this Agreement.

City reserves the right to obtain a full certified copy of any Insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of the right to exercise later.

13.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:

Professional Liability Insurance: $2,000,000 per occurrence, $2,000,000 aggregate
General Liability:

General Aggregate: $2,000,000
Products Comp/Op Aggregate $2,000,000
Personal & Advertising Injury $2,000,000
Each Occurrence $2,000,000
Fire Damage (any one fire) $ 100,000
Medical Expense (any 1 person) $ 10,000
Workers' Compensation:

Workers' Compensation Statutory Limits
EL Each Accident $1,000,000
EL Disease - Policy Limit $1,000,000
EL Disease - Each Employee $1,000,000
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Automobile Liability
Any vehicle, combined single limit $1,000,000
Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements or limits shall be available to the City as additional insured. Furthermore, the requirements for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured.

13.4. General Liability Insurance. Commercial General Liability Insurance shall be no less broad than ISO form CG 00 01. Coverage must be on a standard Occurrence form.

Claims-Made, modified, limited or restricted Occurrence forms are not acceptable.

13.5. Consultant is aware of the provisions of Section
3700 of the Labor Code which requires every employer to carry Workers' Compensation (or to undertake equivalent self-insurance), and Consultant will comply with such provisions before commencing the performance of the work of this Agreement. If such insurance is underwritten by any agency other than the State Compensation Fund, such agency shall be a company authorized to do business in the State of California.

13.6. Automobile Liability Insurance. Covered vehicles shall include owned if any, nonowned, and hired automobiles and, trucks.

13.7. Professional Liability Insurance or Errors & Omissions Coverage. If the Consultant is performing any surveying, engineering, architectural, or other design work for the project, Consultant shall provide proof of Professional Liability insurance in the amounts described above. The deductible or self-insured retention may not exceed $50,000, unless written approval is granted by the City for another amount. If the insurance is on a Claims-Made basis, the retroactive date shall be no later than the commencement of the work. Coverage shall be continued for two years after the completion of the work by one of the following: (1) renewal of the existing policy; (2) an extended reporting period endorsement; or (3) replacement insurance with a retroactive date no later than the commencement of the work under this Agreement.

13.8. Claims-Made Policies. If any of the required policies provide coverage on a claimsmade basis the Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. Claims-Made Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the coverage for a minimum of
five (5) years after completion of contract work.
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13.9. Additional Insured Endorsements. The City, its City Council, Commissions, officers, and employees of South Pasadena must be endorsed as an additional insured for each policy required herein, other than Professional Errors and Omissions and , for liability arising out of ongoing and completed operations by or on behalf of the Consultant.
pooled coverage or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants shall be noncontributory. All endorsements shall be signed by a person authorized by the insurer to bind coverage on its behalf. General liability coverage can be provided using an endorsement at least as broad as ISO Form CG 20 10 11
85 or both CG 20 10 and CG 20 37.

13.10. Failure to Maintain Coverage. In the event any policy is canceled prior to the completion of the project and the Consultant does not furnish a new certificate of insurance prior to cancellation, City has the right, but not the duty, to obtain the required insurance and deduct the premium(s) from any amounts due the Consultant under this Agreement. Failure of the Consultant to maintain the insurance required by this Agreement, or to comply with any of the requirements of this section, shall constitute a material breach of this Agreement.

13.11. Notices. Consultant shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the required policies are reduced; (3) or the deductible or self-insured retention is increased. Consultant shall required by this Agreement. Consultant shall provide proof that cancelled or expired policies of insurance have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages. The name and address for Additional Insured Endorsements, Certificates of Insurance and Notices of Cancellation is: City of South Pasadena, Attn: Risk Management, 1414 Mission Street, South Pasadena, CA 91030.

Phone: (626) 403-7230.

13.12. Consultant Insurance Primary. The insurance provided by Consultant, including all endorsements, shall be primary to any coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers,

13.13. Waiver of Subrogation. Consultant hereby waives all rights of subrogation against the City. Consultant shall additionally waive such rights either by endorsement to each policy or provide proof of such waiver in the policy itself.

13.14. Report of Claims to City. Consultant shall report to the City, in addition to the connection with the services under this Agreement.
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13.15. Premium Payments and Deductibles. Consultant must disclose all deductibles and self-insured retention amounts to the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within retention amounts. Ultimately, City must approve all such amounts prior to execution of this Agreement.

City has no obligation to pay any premiums, assessments, or deductibles under any policy required in this Agreement. Consultant shall be responsible for all premiums and deductibles in all of Consultan
insurance coverage required herein are

13.16. Duty to Defend and Indemnify. duties to defend and indemnify City under this Agreement shall not be limited by the foregoing insurance requirements and shall survive the expiration of this Agreement.

14. MUTUAL COOPERATION

14.1. City Cooperation in Performance. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for the

14.2. Consultant Cooperation in Defense of Claims. If any claim or action is brought Consultant shall render any reasonable assistance that City may require in the defense of that claim or action.

15. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time, designate in writing).

If to City
H. Ted Gerber
City of South Pasadena
1414 Mission Street
South Pasadena, CA 91030
Telephone: (626) 403-7240
Facsimile: (626) 403-7241
If to Consultant
Adam Vest, Contract Manager
TDG Engineering, Inc.
8484 Georgia Avenue, Suite 800
Silver Spring, MD 20910
Telephone: (213) 257-8680 x 755
Email: [email protected]
[email protected]
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With courtesy copy to:

Roxanne Diaz, Esq.

South Pasadena City Attorney
Richards, Watson & Gershon
350 South Grand Avenue, 37th Floor
Los Angeles, California 90071
Telephone: (213) 626-8484
Facsimile: (213) 626-0078

16. SURVIVING COVENANTS
The parties agree that the covenants contained in paragraph 5.11 (Records), paragraph

10.4 (Indemnification of CalPERS Determination), Section 11 (Indemnity), paragraph

12.8 (Claims-Made Policies), paragraph 13.2 (Consultant Cooperation in Defense of Claims), and paragraph 18.1 (Confidentiality) of this Agreement shall survive the expiration or termination of this Agreement, subject to the provisions and limitations of this Agreement and all otherwise applicable statutes of limitations and repose.

17. TERMINATION

17.1. City Termination. City may terminate this Agreement for any reason on five calendar Agreement on or before the effective date of any notice of termination. All City data, documents, objects, materials or other tangible things shall be returned to City upon the termination or expiration of this Agreement.

17.2. Consultant Termination. Consultant may terminate this Agreement for a material

17.3. Compensation Following Termination. Upon termination, Consultant shall be paid based on the work satisfactorily performed at the time of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the services required by this Agreement. The City shall have the benefit of such work as may have been completed up to the time of such termination.

17.4. Remedies. City retains any and all available legal and equitable remedies for

18. INTERPRETATION OF AGREEMENT

18.1. Governing Law. This Agreement shall be governed and construed in accordance with the laws of the State of California.
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18.2. Integration of Exhibits. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations herefrom shall be effective and binding only if made in writing and executed on by City and Consultant.

18.3. Headings. The headings and captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such heading, and the section or paragraph thereof at the head of which it appears, the language of the section or paragraph shall control and govern in the construction of this Agreement.

18.4. Pronouns. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular form and vice versa, in any place or places herein in which the context requires such substitution(s).

18.5. Severability. If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to the extent necessary to, cure such invalidity or unenforceability, and shall be enforceable in its amended form. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law.

18.6. No Presumption Against Drafter. Each party had an opportunity to consult with an attorney in reviewing and drafting this agreement. Any uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party.

19. GENERAL PROVISIONS

19.1. Confidentiality. All data, documents, discussion, or other information developed or received by Consultant for performance of this Agreement are deemed confidential and Consultant shall not disclose it without prior written consent by City. City shall grant such consent if disclosure is legally required. All City data shall be returned to City upon the termination or expiration of this Agreement.

19.2. Conflicts of Interest. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making 29 - 28
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of this Agreement. Consultant further agrees to file, or shall cause its employees or subconsultant required under state law in the performance of the services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

19.3. Non-assignment. Consultant shall not delegate, transfer, subcontract or assign its consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.

19.4. Binding on Successors. This Agreement shall be binding on the successors and assigns of the parties.

19.5. No Third-Party Beneficiaries. Except as expressly stated herein, there is no intended third-party beneficiary of any right or obligation assumed by the parties.

19.6. Time of the Essence. Time is of the essence for each and every provision of this Agreement.

19.7. Non-Discrimination. Consultant shall not discriminate against any employee or applicant for employment because of race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, or sexual orientation. Employment actions to which this provision applies shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; or in terms, conditions or privileges of employment, and selection for training. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, the provisions of this nondiscrimination clause.

19.8. Waiver. No provision, covenant, or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing signed by one authorized to bind the party asserted to have consented to the waiver. The waiver by City or Consultant of any breach of any provision, covenant, or condition of this Agreement shall not be deemed to be a waiver of any subsequent breach of the same or any other provision, covenant, or condition.

19.9. Excused Failure to Perform. Consultant shall not be liable for any failure to perform , that such failure
was due to causes beyond the control and without the fault or negligence of Consultant. 29 - 29
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19.10. Remedies Non-Exclusive. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance from the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all of such other rights, powers or remedies.

19.11. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, the prevailing party shall be entitled to an award expended in the action.

19.12. Venue. The venue for any litigation shall be Los Angeles County, California and Consultant hereby consents to jurisdiction in Los Angeles County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.

TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below.

City of South Pasadena
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
TDG Engineering, Inc., an affiliate of Toole
Design Group, LLC
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
Attest:

By:__________________________________
Mark Perez, Deputy City Clerk
Date:________________________
Approved as to form:

By:__________________________________
Roxanne Diaz, City Attorney
Date:________________________
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EXHIBIT A
Scope of Services
Consultant: TDG Engineering, Inc., an affiliate of Toole Design Group, LLC Scope:

Civil Design Engineering Services
a. Perform civil engineering services signed and stamped by a registered Professional Civil Engineer in the State of California, for the stated services on -
right-of-way such as street, water, sewer, storm drain, streetlight, buildings and facilities, parks or other projects as assigned by the City. b. Perform design work for repair, rehabilitation, or other related street improvements, including plan preparation, geometric design, drainage design, pavement delineation, surveying, stormwater pollution prevention plan (SWPPP), and signage and striping plans for street, highways, minor structures, and other public infrastructure.
c. Provide design services for City projects to prepare plans and specifications for City projects, including but not limited to streets, buildings and facilities, trails, landscaping, park design, traffic signal installations or modifications, water systems, storm drain and sewer improvements, upgrades, modifications, extensions, repair or rehabilitation, and other related improvements. d. Prepare project technical provisions and detailed cost estimates. e. Provide engineering support services construction assistance.

Traffic/Transportation Engineering Services
a. Provide consulting services related to parking management, traffic counts, traffic modeling, signal timing, development and review of traffic studies, traffic impact analysis methodology), and preparation of reports and/or scopes of work.
b. Provide consulting services related to development and review of level of service (LOS) analyses and vehicle miles traveled (VMT) analyses. c. Provide consulting services related to engineering studies of traffic conditions, pedestrian characteristics, and physical characteristics related to the installation of a traffic control signals or other traffic/pedestrian devices. d. Provide traffic engineering and transportation design support for the preparation of preliminary and final plans and specifications for all types of traffic and intelligent transportation system (ITS) projects, signed and stamped by a registered Professional Traffic Engineer or Civil Engineer in the State of 29 - 31
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California, including but not limited to: traffic signals (LED displays, mast arm designs, etc.), vehicle detection system (video, loop, microwave, radar, ultrasonic, etc.), interconnect systems (hardware, phone, cellular phone, spread spectrum, radio, etc.), pavement markings (tape, thermoplastic, water based, etc.), sign and sign support systems (wood, metal and composite systems), intelligent transportation systems devices (variable message boards, closed circuit television, fiber optics and other communications media etc.), intersection designs (simple lane additions, signalizations, continuous flow intersections, diverging diamonds, and round-a-bouts), preliminary surveys for designs, sign layouts, guardrail designs, roadway re-striping and roadway design, calculation of quantities and estimates for plans, fiber optic networking drawings and fiber optics splicing plans, ITS Network plans for interconnection to Traffic Management Centers, and ITS Network Support Plans. e. Prepare construction and maintenance related signing plans and schedules. f. Conduct accident analyses needed for consideration of safety measures in the designs and planning of transportation projects.
g. Perform individual signal timing plans, corridor signal timing progression plans and optimization plans.
h. Provide miscellaneous services regarding traffic operations to assist with the recommendations on
traffic and transportation related matters.
i. Develop conceptual phased construction plans considering geometric design, capacity analysis, construction signing, temporary guide signing, temporary pavement markings, temporary signal design, and optimization of traffic flow. k. Provide railroad crossing design and coordination services. q. Provide construction management, inspection and completion of appropriate City documents as required, including ITS construction and field management. s. Conduct vehicular and pedestrian/bicyclist traffic volume count studies and develop reports as needed for design and operations analysis. t. Collect, analyze, and summarize transportation related field observations and data from reporting sources, including but not limited to City collision/incident data, California Statewide Integrated Traffic Records System (SWITRS), etc. u. Conduct traffic signal warrant analyses and develop reports. v. Provide technical support and training on various travel demand and traffic operations models including, but not limited to VISSIM, CORSIM, SYNCHRO, and HCS.
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w. Provide Active Transportation Program consulting and design services that promote pedestrian, biking/cycling, and transit travel, placemaking, sustainability, community economic benefits, and promote healthy lifestyles. x. Provide transportation modeling services, including level of service (LOS), vehicle miles traveled (VMT), and other progressive modeling techniques. y. Provide consulting service on street and transportation design, transportation networks, placemaking, modeling, transit, and other transportation related concepts.
z. Provide traffic and transportation public engagement and outreach services.

Attend meetings as instructed, prepare visual aids for meetings as needed, and prepare letters of correspondence and meeting minutes.
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EXHIBIT B
(Approved Fee Schedule)
TDG Engineering, Inc.

CLASSIFICATION HOURLY RATES
Principal-in-Charge $396.34 per hour
Engineering Lead II $292.37 per hour
Engineering Lead I $267.53 per hour
Senior Engineer $216.54 per hour
Project Engineer $194.63 per hour
Engineer II $174.12 per hour
Engineer $125.40 per hour
Planning Lead II $281.57 per hour
Planning Lead I $250.60 per hour
Senior Planner $214.66 per hour
Project Planner $188.12 per hour
Planner II $163.80 per hour
Planner $128.78 per hour
Landscape Architect Lead $240.69 per hour
Senior Landscape Architect $204.75 per hour
Landscape Architect $156.06 per hour
Designer $115.22 per hour
Designer II $124.55 per hour
GIS Specialist $141.72 per hour
GIS Analyst $146.22 per hour
Graphic Designer $130.45 per hour
Intern $71.54 per hour
Technician $131.06 per hour
Administration $115.90 per hour
MATERIALS AND NON-HOURLY SERVICES RATE RATES____
Airfare $800.00/trip
Hotel $219.00/night per GSA
Rental Car $125.00/day including fuel
Meals: Breakfast $17.00, Lunch $18.00, Dinner $34.00, Incidentals $5.00, Daily Total $74.00 PRINTING COSTS BY SIZE RATES____
B/W $0.35 (Duplex $0.53), Color $1.00 (Duplex $1.50)
B/W $0.65 (Duplex $0.98), Color $2.00 (Duplex $3.00)
Arch C
Arch D
Arch E
Note:

Rates apply to all staff proposed. Overtime hourly rates are the same as the Maximum Rate listed. Rates are valid June 1, 2022 through May 31, 2025. Staff may change classification over the course of the contract.
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EXHIBIT C
TASK ORDER NO. [NUMBER]
TO MASTER PROFESSIONAL SERVICES AGREEMENT (2022-###)
This Task Order No. [###]
South Pasadena, a municipal corporation ("City"), and [Consultant] ("Consultant

RECITAL
A. City and Consultant entered into an agreement entitled Master On-Call Professional Services Agr dated [DATE] by which the Consultant agreed to perform [SERVICE DESCRIPTION] services in accordance with Task Orders issued by the City.

NOW, THEREFORE, THE PARTIES HEREBY AGREE AS FOLLOWS:

1. INCORPORATION BY REFERENCE. This Task Order hereby incorporates by reference all terms and conditions set forth in the Agreement.

2. SCOPE OF TASK ORDER. Consultant shall perform the following services in accordance with the terms and conditions of the Agreement:
[INSERT DESCRIPTION OF SPECIFIC WORK HERE OR INCLUDE
ATTACHMENT TO TASK ORDER]

3. TASK ORDER ADMINISTRATOR. Consultant shall designate a principal point of contact for this task order:
[INSERT NAME AND CONTACT INFORMATION OF CONSULTANT TASK ORDER ADMINISTRATOR]

4. SCHEDULE. Consultant shall complete the Task Order by the date listed below, or, if specified, in accordance with the required schedule of milestones listed below:
[INSERT COMPLETION DATE OR SCHEDULE OF MILESTONES AS
ATTACHMENT]

5. PAYMENT. For services performed by Consultant in accordance with this Task Order, City will compensate Consultant in accordance with the terms and conditions of the Agreement based on the Fee Schedule, attached as Exhibit B to the Master Agreement. The total cost of this project is to be no more than [MAXIMUM AMOUNT], based on the rates in the Approved Fee Schedule in the Master Agreement, and the timing of such payment as stated in the Scope of Task Order.

6. SIGNATURES. The individuals executing this Task Order represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this Task Order on behalf of the respective legal entities of the Consultant and the City. 29 - 35
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IN WITNESS WHEREOF, the City and Consultant do hereby agree to the full performance of the terms set forth herein.

City of South Pasadena
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
[COMPANY]
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
Attest:

Approved as to form:

By:__________________________________
Roxanne Diaz, City Attorney
Date:________________________
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DATE:

City Council
Agenda Report
July 19, 2023
ITEM NO.

FROM: Armine Chaparyan, City Manager BriWliir /({/
PREPARED BY: H. Ted Gerber, Director of Public Works
SUBJECT: Residential Slow Streets Installation
Recommendation
It is recommended that the City Council review the Slow Streets Program as presented in the report and authorize City Staff to move forward with the installation of temporary Slow Streets Program equipment along the pre-selected residential streets, Hermosa Street, Grand Avenue, and Oak Street.

Background
The City's Slow Streets Program is intended to provide space for residents to safely walk and ride, and to support local businesses' use of outdoor space for dining or other purposes. This is accomplished by installing temporary program equipment along streets.

In residential areas, this takes the form of temporary striping, curb extensions using reflective delineators, and bicycle lanes using short-term paint/tape and signs. In business areas the same elements are utilized, however temporary parklet structures are added to create usable street space, and other placemaking elements like furniture, plants, and art pieces are also incorporated.

In 2021, Public Works completed the pre-design outreach and prepared preliminary drawings illustrating the striping, curb extensions, parking and parklet layouts and dimensions to properly install program equipment and demonstration improvements along Mission Street, Hermosa Street, Grand Avenue, and Oak Street. Public Works began working with the consultant again in Spring 2023 to complete this work. The residential street plans for Hermosa, Grand, and Oak are now complete, and the plans for Mission Street are expected to be complete in early Fall.

Analysis
In Spring 2023, after City Council approval, the City executed a professional services agreement with Alta Planning+ Design, Inc., the design team that conducted the 2021 work, along with sub-consultants Arroyo Group, Active San Gabriel Valley (ActiveSGV), and lteris, Inc. The scope includes the residential section installation, as well as other project related work, such as initiation/administration, community outreach, design, monitoring, project evaluation, and the development of parklet designs/guidelines. 30 30 - 1
Residential Slow Streets Installation
July 19, 2023

The proposed installation locations of the temporary equipment are shown in the attached Residential Slow Streets Directive Plans, including curb extensions and intersection/crosswalk improvements along Oak Avenue from Diamond Avenue to Garfield Avenue, temporary bicycle lanes along Grand Avenue from Mission Street to the Columbia Street, and temporary chicanes, intersection improvements, and a temporary bicycle lane along Hermosa Street. It may be necessary to make adjustments to the plan directions in the field based on site conditions, which will be discussed and implemented with Public Works staff oversight. ActiveSGV will lead the installation and specific doorto-door outreach along the three Slow Streets corridors (Oak Street, Hermosa Street, and Grand Avenue). This outreach will be conducted by ActiveSGV to inform residents of the installation. The temporary traffic control and physical installation of equipment along Mission Street will be completed by a separately contracted vendor with the project team’s support.

Fiscal Impact
In August 2022, the City was awarded a grant of up to $45,000 from the San Gabriel Valley Council of Governments (SGVCOG) toward the implementation of the Slow Streets Program with ActiveSGV. The SGVCOG grant Special Department Expense expenditure Account No. 247-6010-6011-8020-000 will be used for the $28,000 cost for Alta subconsultant, ActiveSGV, to install the residential program equipment under Task 4 of the existing 2022 & 2023 Slow Streets Program Professional Services Agreement. The grant is contingent on the funds being spent and the demonstrations in place by August 31, 2023. Adequate funding is available in the FY 2023-24 adopted budget for this service.

Commission Review and Recommendation
On May 31, 2023, the Mobility and Transportation Infrastructure Commission (MTIC) recommended that the City Council approve the installation of the temporary Slow Streets Program equipment along the residential streets. MTIC provided comments which informed the attached Residential Slow Streets Directive Plans.

Environmental Analysis
Installation of temporary equipment for a demonstration program has no permanent effects on the environment, and is therefore exempt from the California Environmental Quality Act (CEQA) analysis based on State CEQA Guidelines Section requirements under Section 21084 of the Public Resources Code, in accordance with Article 19, Section 15304 (e), Class 4 "minor alterations to land." Creation of temporary bicycle lanes on existing rights-of-way is also CEQA exempt in accordance with Article 19, Section 15304 (h), Class 4 "minor alterations to land." Public Notification of Agenda Item
The public was made aware that this item was to be considered this evening by virtue of its inclusion on the legally publicly noticed agenda, posting of the same agenda and reports on the City’s website.

Attachments
Residential Slow Streets Directive Plans
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ATTACHMENT
Residential Slow Streets Directive Plans
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THIS PAGE

INTENTIONALLY

LEFT BLANK
30 - 4

OAK ST DIAMOND AVE
DIAMOND AVE R=5' (TYP.)
36'
22' 40'
7'
35' 20' 6' 6' 7' 10' 7' 11'
7' 10' 38' 48'
35'20'
6' 20'R=15' RAMONA AVE
RAMONA AVE 29'
35'OAK ST 48' 6' 6' 4' 4'
6'
6' 6' 36'
36'20'
6' R=15' 20'
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2023-071_OAK_SHT - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:06 PM Plotstyle table: ALTA NCS Standard.stb MATCHLINE - SEE SHEET 02

MATCHLINE - SEE BELOW LEFT
MATCHLINE - SEE ABOVE RIGHT PLAN 1A SCALE: 1" = 40' PLAN 1B SCALE: 1" = 40' 0 40' 80' Scale: 1" = 40' INSTALL 24" WIDE YELLOW CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK (TYP.) INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION- 10' O.C (TYP.) INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME INSTALL YIELD MARKINGS (TYP.) INSTALL 24" WIDE YELLOW CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK (TYP.) INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION- 10' O.C (TYP.) INSTALL CURB EXTENSION (TYP.) INSTALL NEW SIGN ON POST: R1-5L "YIELD HERE TO PEDESTRIANS" INSTALL NEW SIGN ON POST: R1-5L "YIELD HERE TO PEDESTRIANS" INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME DIRECTIVE PLAN OAK STREET SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 1 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION 30 -
5 OAK ST

FAIR OAKS AVE OAK ST
FREMONT AVE 7' 7'
10'
10'
60'
45' 7' 7' 37' 15' 40' 45'
42' 47' 48' R=5' (TYP.)
6'
6'
36'
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2023-071_OAK_SHT - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:06 PM Plotstyle table: ALTA NCS Standard.stb MATCHLINE - SEE SHEET 03 MATCHLINE - SEE BELOW LEFT
MATCHLINE - SEE ABOVE RIGHT 0 40' 80' Scale: 1" = 40' PLAN 2A SCALE: 1" = 40' PLAN 2B SCALE: 1" = 40' 0 40' 80' Scale: 1" = 40' INSTALL 24" WIDE YELLOW CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK (TYP.) INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION- 10' O.C (TYP.)MATCHLINE - SEE SHEET 01 DIRECTIVE PLAN OAK STREET SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 2 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION 30 -
6 OAK ST OAK ST

MARENGO AVE
STRATFORD AVE 40' 40' 40' 40'
22'
22'
10'
10'
10'
10'
42'
42' R=5' (TYP.)
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2023-071_OAK_SHT - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:06 PM Plotstyle table: ALTA NCS Standard.stb MATCHLINE - SEE SHEET 04 MATCHLINE - SEE BELOW LEFT 0 40' 80' Scale: 1" = 40' MATCHLINE - SEE ABOVE RIGHT MATCHLINE - SEE SHEET 02 PLAN 3A SCALE: 1" = 40' PLAN 3B SCALE: 1" = 40' INSTALL 24" WIDE YELLOW CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK (TYP.) INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) INSTALL BIKE LANE CONFLICT ZONE MARKING (84 FT) INSTALL 24" WIDE YELLOW CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK (TYP.) INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION - 10' O.C (TYP.) INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME DIRECTIVE PLAN OAK STREET SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT 3 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 30 -
7 OAK ST

MILAN AVE
8'
8' 65' 65'
42'
42'
17'

OAK MEADOW LN OAK ST

AMHERST DR

CHELTEN WAY

FLETCHER AVE
16' 16' 65' 65'
8' 20'
40'
40' 30'
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2023-071_OAK_SHT - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:06 PM Plotstyle table: ALTA NCS Standard.stb PLAN 4A SCALE: 1" = 40' PLAN 4B SCALE: 1" = 40' 0 40' 80' Scale: 1" = 40' INSTALL NEW SIGN ON POST: "NO PARKING (RT)" MATCHLINE - SEE SHEET 05 MATCHLINE - SEE BELOW LEFT
MATCHLINE - SEE ABOVE RIGHT MATCHLINE - SEE SHEET 03 INSTALL NEW SIGN ON RUBBER BASE: R1-6 INSTALL 24" WIDE YELLOW CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK (TYP.) INSTALL YELLOW FLEXIBLE DELINEATORS - 10' O.C (TYP.) INSTALL YELLOW FLEXIBLE DELINEATORS - 10' O.C (TYP.) INSTALL NEW 24" WIDE WHITE CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK (TYP.) INSTALL 4" YELLOW DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL 4" SOLID YELLOW STRIPE (TYP.) INSTALL 4" SOLID YELLOW STRIPE (TYP.) INSTALL 4" DASHED YELLOW STRIPE (33 FT) INSTALL 4" YELLOW DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL 4" SOLID YELLOW STRIPE (TYP.) INSTALL STOP BAR AND "STOP" PAVEMENT MARKING (TYP.) INSTALL STOP BAR AND "STOP" PAVEMENT MARKING (TYP.) INSTALL YIELD MARKINGS (TYP.) ALIGN WITH FLETCHER AVE CURB FACE INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME INSTALL NEW SIGN ON POST: "NO PARKING (LT)" INSTALL NEW SIGN ON A-FRAME: "NO PARKING (LT)" INSTALL SIGN ON EXISTING POST: "NO PARKING (RT)" INSTALL NEW SIGN ON POST: INSTALL NEW SIGN "NO PARKING (LT)" ON POST: "NO PARKING (LT)" INSTALL NEW SIGN ON POST: "NO PARKING (RT)" INSTALL SIGN ON EXISTING POST: "NO PARKING (LT)" INSTALL NEW SIGN ON POST: "NO PARKING (LT)" INSTALL NEW SIGN ON POST: R1-5L "YIELD HERE TO PEDESTRIANS" INSTALL NEW SIGN ON POST: R1-5L "YIELD HERE TO PEDESTRIANS" DIRECTIVE PLAN OAK STREET SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT 4 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 30 - 8

CAMDEN PKWY
CAMDEN PKWY OAK ST 35' 20'
10'
10' 10'
20'
42' 23' R=5' (TYP.) R=25'
8'
8'

BUSHNELL AVE OAK ST

WAYNE AVE

WAYNE AVE
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2023-071_OAK_SHT - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:06 PM Plotstyle table: ALTA NCS Standard.stb PLAN 4A SCALE: 1" = 20' DIRECTIVE PLAN OAK STREET SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT PLAN 4B SCALE: 1" = 20' 0 40' 80' Scale: 1" = 40' MATCHLINE - SEE SHEET 05 MATCHLINE - SEE BELOW LEFT
MATCHLINE - SEE ABOVE RIGHT MATCHLINE - SEE SHEET 04 INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION - 10' O.C (TYP.) INSTALL 24" WIDE WHITE CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL 4" SOLID WHITE EDGELINE STRIPE (60 FT) INSTALL 4" SOLID WHITE EDGELINE STRIPE (80 FT) INSTALL 4" SOLID WHITE EDGELINE STRIPE (220 FT) INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME NEW CROSSWALK - INSTALL 24" WIDE WHITE CROSSWALK MARKINGS 5 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 30 -
9 GARFIELD AVE AVONREA RD OAK ST 40'
7'
40' R=5'
8' 8'
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2023-071_OAK_SHT - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:07 PM Plotstyle table: ALTA NCS Standard.stb PLAN A SCALE: 1" = 40' 0 40' 80' Scale: 1" = 40' MATCHLINE - SEE SHEET 05 INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION- 10' O.C (TYP.) INSTALL 24" WIDE WHITE CROSSWALK MARKINGS TO CREATE LADDER CROSSWALK (TYP.) INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL 4" SOLID WHITE EDGELINE STRIPE (100 FT) INSTALL 4" SOLID WHITE EDGELINE STRIPE (197 FT) INSTALL 4" SOLID WHITE EDGELINE STRIPE (60 FT) MATERIAL SPECIFICATIONS AND GENERAL NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 4. ALL SIGNING AND STRIPING SHALL CONFORM TO AND BE INSTALLED PER CALTRANS 2018 STANDARD PLANS, SPECIFICATIONS, AND CALIFORNIA MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES. 5. CLEAN THE ROADWAY SURFACE OF ANY DEBRIS BEFORE INSTALLATION. 6. FOLLOW MANUFACTURER'S SPECIFICATIONS FOR INSTALLATION. 7. IF REMOVABLE TRAFFIC TAPE IS USED, IT SHALL BE NON-SLIP, RETRO-REFLECTIVE, AND FOLLOW CITY STANDARDS. 8. FOR LONGER-TERM PILOT PROJECTS, INTENDED TO BE IN PLACE OVER ONE MONTH, MORE DURABLE ACRYLIC PAINT IS RECOMMENDED IN HIGH TRAFFIC AREAS. HOWEVER, REMOVAL MAY REQUIRE SPECIAL EQUIPMENT. 9. FLEXIBLE DELINEATOR POSTS SHOULD BE SURFACE-MOUNTED. ONE OPTION COULD BE ADHESIVE BUTYL PADS. 10. REPLACE ANY FLEXIBLE DELINEATOR POSTS THAT BREAK OR ARE REMOVED. REGULARLY CHECK THAT POSTS HAVE NOT BEEN DAMAGED, MOVED, OR REMOVED. 11. REFRESH OR REPLACE ANY PAINT, STENCIL, OR TRAFFIC TAPE THAT MAY HAVE BEEN REMOVED OR FADED. 12. ADA ACCESS MUST BE MAINTAINED WITH ANY CHANGES MADE WITHIN THE PROJECT RIGHT OF WAY. 13. ALL MATERIALS USED TO DELINEATE THE ROADWAY INCLUDING FLEXIBLE DELINEATORS AND PAVEMENT MARKINGS SHALL HAVE RETRO REFLECTIVE PROPERTIES TO ENHANCE NIGHTTIME VISIBILITY. INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME DIRECTIVE PLAN OAK STREET SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT 6 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION 2022 30 - 10

MISSION ST GRAND AVE
8' 5' 5' 8'
22' 83' 127'
48' GRAND AVE

MAGNOLIA ST

MAGNOLIA ST
8' 5' 5' 8'
22'
48' 200' SPACING (TYP.) 10' 11' 12' 13'
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2021-185_GRAND_SHT-Opt2 - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:08 PM Plotstyle table: ALTA NCS Standard.stb PLAN 1B SCALE: 1" = 40' MATCHLINE - SEE SHEET 2 MATCHLINE - SEE BELOW LEFT 0 40' 80' Scale: 1" = 40' PLAN 1A SCALE: 1" = 40' MATCHLINE - SEE ABOVE RIGHT INSTALL 4" SOLID WHITE STRIPE (156 FT) INSTALL 4" SOLID WHITE STRIPE (200 FT) INSTALL 4" SOLID WHITE STRIPE (162 FT) INSTALL 4" SOLID WHITE STRIPE (220 FT) INSTALL 4" SOLID WHITE STRIPE (400 FT) INSTALL 4" SOLID WHITE STRIPE (332 FT) INSTALL BIKE LANE ARROW AND SYMBOL (TYP.) INSTALL NEW SIGN ON POST: R81(CA) R81B(CA) INSTALL SIGN ON EXISTING POST: R81(CA) R81A(CA) INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME. FIELD LOCATE INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME. FIELD LOCATE INSTALL 6" SOLID WHITE STRIPE (162 FT) INSTALL 6" SOLID WHITE STRIPE (220 FT) INSTALL 6" SOLID WHITE STRIPE (400 FT) INSTALL 6" SOLID WHITE STRIPE (332 FT) INSTALL 6" SOLID WHITE STRIPE (156 FT) INSTALL 6" SOLID WHITE STRIPE (200 FT) DIRECTIVE PLAN GRAND AVENUE SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT 1 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 30 - 11

CHARTER OAK ST

STERLING PL

STERLING PL GRAND AVE
48'
8' 5' 5' 8'
22' 11' 11' 12' 15' 10' 14' GRAND AVE

PALOMA DR
48'
8' 5' 5' 8'
22' 15' 18'
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2021-185_GRAND_SHT-Opt2 - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:08 PM Plotstyle table: ALTA NCS Standard.stb PLAN 2A SCALE: 1" = 40' PLAN 2B SCALE: 1" = 40' MATCHLINE - SEE SHEET 3 MATCHLINE - SEE BELOW LEFT
MATCHLINE - SEE ABOVE RIGHT 0 40' 80' Scale: 1" = 40'
MATCHLINE - SEE SHEET 1 INSTALL 4" SOLID WHITE STRIPE (37 FT) INSTALL 4" SOLID WHITE STRIPE (240 FT) INSTALL 4" SOLID WHITE STRIPE (287 FT) INSTALL 4" SOLID WHITE STRIPE (283 FT) INSTALL 4" SOLID WHITE STRIPE (410 FT) INSTALL 4" SOLID WHITE STRIPE (137 FT) INSTALL 4" SOLID WHITE STRIPE (156 FT) INSTALL 4" SOLID WHITE STRIPE (612 FT) INSTALL 6" SOLID WHITE STRIPE (37 FT) INSTALL 6" SOLID WHITE STRIPE (287 FT) INSTALL 6" SOLID WHITE STRIPE (240 FT) INSTALL 6" SOLID WHITE STRIPE (283 FT) INSTALL 6" SOLID WHITE STRIPE (137 FT) INSTALL 6" SOLID WHITE STRIPE (410 FT) INSTALL 6" SOLID WHITE STRIPE (612 FT) INSTALL 6" SOLID WHITE STRIPE (156 FT) DIRECTIVE PLAN GRAND AVENUE SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT 2 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 30 - 12
38'10' 40' 10'
8' 46'10'
8' GRAND AVE

HERMOSA ST
8' 8' 39' 10'
48'
5' 5'
5' 5' R=15' (TYP.) R=5' (TYP.) 90'
8' 10'
COLUMBIA ST GRAND AVE 87' 10'
8'
48'
5' 5' R=13' R=7' R=11' (TYP.)
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2021-185_GRAND_SHT-Opt2 - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:09 PM Plotstyle table: ALTA NCS Standard.stb PLAN 3A SCALE: 1" = 40' PLAN 3B SCALE: 1" = 40'

MATCHLINE - SEE BELOW LEFT
MATCHLINE - SEE ABOVE RIGHT 0 40' 80' Scale: 1" = 40'MATCHLINE - SEE SHEET 2 MATCHLINE - SEE SHEET 4 INSTALL 6" SOLID WHITE STRIPE (119 FT) INSTALL 4" SOLID WHITE STRIPE (86 FT) INSTALL 6" SOLID WHITE STRIPE (120 FT) INSTALL 4" SOLID WHITE STRIPE (90 FT) INSTALL 6" SOLID WHITE STRIPE (446 FT) INSTALL 4" SOLID WHITE STRIPE (417 FT) INSTALL 6" SOLID WHITE STRIPE (446 FT) INSTALL 4" SOLID WHITE STRIPE (414 FT) INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION- 10' O.C (TYP.) INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION- 10' O.C (TYP.) INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) INSTALL 6" SOLID WHITE STRIPE (148 FT) INSTALL 4" SOLID WHITE STRIPE (227 FT) INSTALL 6" SOLID WHITE STRIPE (226 FT) INSTALL 4" SOLID WHITE STRIPE (147 FT) INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL NEW SIGN ON POST: R81(CA) R81A(CA) INSTALL NEW SIGN ON POST: R81(CA) R81B(CA) INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME DIRECTIVE PLAN GRAND AVENUE SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT 3 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 30 - 13

HERMOSA ST

FLORAL PARK

TERRACE
24' 60' 10' 3' 10' 10' 45'
6' 5' 10'
6'
24' 16' HERMOSA ST HERMOSA ST HERMOSA PL HILLSIDE RD 16' 24' 14' 34' 38' 46' (TYP.) R=30' 50' 24' 6' Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2021-185_GRAND_SHT-Opt2 - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:09 PM Plotstyle table: ALTA NCS Standard.stb PLAN 4B SCALE: 1" = 40' MATCHLINE - SEE SHEET 5 MATCHLINE - SEE BELOW LEFT MATCHLINE - SEE ABOVE RIGHT 0 40' 80' Scale: 1" = 40' MATCHLINE - SEE SHEET 3 PLAN 4A SCALE: 1" = 40' INSTALL WHITE FLEXIBLE DELINEATORS - 10' O.C (TYP.) INSTALL 4" SOLID DOUBLE YELLOW STRIPE (TYP.) INSTALL CHANNELIZING ISLAND AND WHITE CHEVRON MARKING - 7' O.C. 4" WHITE INSTALL STOP BAR AND "STOP" PAVEMENT MARKING (TYP.) INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME INSTALL 4" WHITE DIAGONAL STRIPE - 10' O.C. (TYP.) INSTALL WHITE FLEXIBLE DELINEATORS AROUND CURB EXTENSION- 10' O.C (TYP.) REMOVE CENTERLINE STRIPING FROM THIS POINT NORTH TO COLUMBIA ST INSTALL 6" SOLID WHITE STRIPE (458 FT) INSTALL ADDITIONAL WHITE FLEXIBLE DELINEATORS IN CENTER OF PARKING LANE ON BOTH ENDS OF CURB EXTENSIONS (TYP.) ERADICATE EXISTING STOP SYMBOLS AND STOP BARS INSTALL RED CURB DIRECTIVE PLAN HERMOSA STREET SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT 4 DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE. 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 30 - 14

COLUMBIA ST

HILLSIDE RD

HERMOSA ST
Dwg filename: N:\Shared\PROJECTS\2023\00-2023-071 South Pasadena, CA Slow Streets Program\CAD\01_Plans\2021-185_GRAND_SHT-Opt2 - Directive Plans.dwg Last saved by: samanthahernandez Plot date: 7/11/2023 4:09 PM Plotstyle table: ALTA NCS Standard.stb PLAN 5 SCALE: 1" = 40' 0 40' 80' Scale: 1" = 40' MATCHLINE - SEE SHEET 4 INSTALL SLOW STREET INFORMATIONAL SIGN ON A-FRAME INSTALL 6" SOLID WHITE STRIPE (458 FT) INSTALL RED CURB DIRECTIVE PLAN HERMOSA STREET SOUTH PASADENA SLOW STREETS PROGRAM, DEMONSTRATION PROJECT 5 MATERIAL SPECIFICATIONS AND GENERAL NOTES: 1. REMOVE, ERADICATE, OR COVER ALL CONFLICTING PAVEMENT MARKINGS AND SIGNS PRIOR TO INSTALLATION 2. STREET WIDTHS SHOWN ARE APPROXIMATE 3. ALL STRIPING IS 4" UNLESS OTHERWISE NOTED. 4. ALL SIGNING AND STRIPING SHALL CONFORM TO AND BE INSTALLED PER CALTRANS 2018 STANDARD PLANS, SPECIFICATIONS, AND CALIFORNIA MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES. 5. CLEAN THE ROADWAY SURFACE OF ANY DEBRIS BEFORE INSTALLATION. 6. FOLLOW MANUFACTURER'S SPECIFICATIONS FOR INSTALLATION. 7. IF REMOVABLE TRAFFIC TAPE IS USED, IT SHALL BE NON-SLIP, RETRO-REFLECTIVE, AND FOLLOW CITY STANDARDS. 8. FOR LONGER-TERM PILOT PROJECTS, INTENDED TO BE IN PLACE OVER ONE MONTH, MORE DURABLE ACRYLIC PAINT IS RECOMMENDED IN HIGH TRAFFIC AREAS. HOWEVER, REMOVAL MAY REQUIRE SPECIAL EQUIPMENT. 9. FLEXIBLE DELINEATOR POSTS SHOULD BE SURFACE-MOUNTED. ONE OPTION COULD BE ADHESIVE BUTYL PADS. 10. REPLACE ANY FLEXIBLE DELINEATOR POSTS THAT BREAK OR ARE REMOVED. REGULARLY CHECK THAT POSTS HAVE NOT BEEN DAMAGED, MOVED, OR REMOVED. 11. REFRESH OR REPLACE ANY PAINT, STENCIL, OR TRAFFIC TAPE THAT MAY HAVE BEEN REMOVED OR FADED. 12. ADA ACCESS MUST BE MAINTAINED WITH ANY CHANGES MADE WITHIN THE PROJECT RIGHT OF WAY. 13. ALL MATERIALS USED TO DELINEATE THE ROADWAY INCLUDING FLEXIBLE DELINEATORS AND PAVEMENT MARKINGS SHALL HAVE RETRO REFLECTIVE PROPERTIES TO ENHANCE NIGHTTIME VISIBILITY. DESIGNED BY: ASHLEY HAIRE, CA PE #C81212 APPROVED BY: CITY OF SOUTH PASADENA ______________________________________ (SIGNATURE) ______________________________________ (PRINTED NAME) FOR TEMPORARY INSTALLATION ONLY NOT FOR PERMANENT CONSTRUCTION 2022 30 - 15

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DATE:

City Council
Agenda Report
July 16, 2023
ITEM NO.

FROM: Armine Chaparyan, City Manager � ft( fCv
PREPARED BY: Mary Jerejian, Management Analyst
SUBJECT: Fiscal Year 2023 Economic Development Strategy Recommendation
It is recommended that the City Council receive and file the City's Fiscal Year 2023 Economic Development Strategy.

Executive Summary
The City of South Pasadena launched an Economic Development Division in 2022 with a goal to create a direct link between City Hall and local businesses. Efforts to create a strong Economic Development strategy are listed throughout the City's Strategic Plan and Budget Key Performance Indicators. City staff brings this informational report before the City Council tonight to present on the progress and efforts of the Division thus far in supporting local businesses and future efforts to meet the needs of our business community, and to share the strategy for the near future.

Background
Economic development is the creation of wealth from which community benefits are realized, an investment in growing the economy that increases revenues for jurisdictions so that they can provide services and opportunities for residents and businesses in a way that aligns with the community's values. For municipalities, Economic Development is focused on efforts to support the attraction, retention, growth and support of the local economy and the businesses located within the jurisdiction.

The history of economic development goes back to 1945, when the California State Legislature passed the Community Redevelopment Act. In 2012, redevelopment agencies were dissolved, as did state-funded economic development dollars to facilitate and resource those efforts, and jurisdictions were left to decide what economic development would continue to mean for their agencies and communities, and if the commitment were to remain. Municipalities now had to commit resources, staff, and funding from their general fund, and to create new ways to support local businesses.

Municipalities began prioritizing new strategies, which included building relationships with their business communities and utilizing partnerships as well as City funding to create resources for the business community. Economic development as it exists today includes 31 31 - 1
Economic Development Updates and 2023-24 Strategy
July 19, 2023

building relationships, business retention and expansion, workforce development, marketing and promotion, business ombudsman services, and resources for starting a business.

Most cities today participate in economic development efforts at various levels. It is common for large urban cities to have an entire department of 10-12 staff dedicated to these efforts while smaller cities may have economic development divisions overseen by a couple of staff members. While previous staff members had been tasked with economic development efforts in the past, the City of South Pasadena made the commitment in establishing an Economic Development Division, housed in the City Manager’s Office, end of 2021, and the team is comprised of the Deputy City Manager and the Management Analyst, who also oversee other responsibilities, as well as an inter-departmental team that has been activated to plan proactive efforts, respond to service requests and inquiries, and to employ efforts of a business-friendly and business-forward charge across the agency.

Analysis
Since 2022, the Economic Development Division has used feedback from businesses, partner agencies, residents, City Council, and staff to guide the approach in identifying and prioritizing challenges related to business at City Hall. This feedback has included clear and concise communication, a user-friendly process in inquiring for licenses and permits, relationship building, and keeping the business community apprised and involved in the process.

Program and Efforts: 2022 – Present
All resources, assistance and programs developed in the Economic Development Division are available to all South Pasadena businesses, at no charge. While we partner with various agencies to facilitate services or to leverage resources, businesses have a direct line to staff at City Hall, and will experience a professional, business-friendly and business-forward approach to addressing their needs, solutions to challenges, brainstorming an idea and creating an actionable path forward. Attachment 1 of this report highlights all of the efforts that the Economic Development Division has worked on to date.

Partner Agencies
The division has prioritized various partnerships on the local, state, and federal level to ensure that they are staying up to date with various economic development resources and programming. Our partner agencies include the South Pasadena Chamber of Commerce, Governor’s Office of Business and Economic Development (GO-Biz), Foothill Workforce Development Board, Small Business Administration (SBA), Small Business Development Center (SBDC), South Pasadena Public Library, and the San Gabriel Valley Economic Partnership.

City Manager Chaparyan also serves as the co-chair for the San Gabriel Valley Economic Partnership Economic Development Committee, which brings together over 50 City 31 - 2
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Managers and Economic Development staff members together in the effort of professionalizing and developing a strengthened and vibrant economic development cohort across the San Gabriel Valley. The group focuses on opportunities for the region and the member cities, emerging trends and best practices, professional development, and a creative and professional approach to strengthening the local economy. Economic Development is not always bound by or limited to jurisdictional boundaries, impacts to business often occur at the regional level, and a concerted front help to elevate the voice of economic development and our respective business communities in the resourcing, legislation, attraction and retention realms.

Economic Development Strategy: South Pasadena Forward
The Economic Development Division attended and participated in the 2023 International Council of Shopping Centers in Las Vegas in May 2023 to learn about real estate and retail industry shifts, and to gather useful information in developing the next steps in the Economic Development strategy. The goal of establishing an Economic Development strategy is to set goals in providing the business community with the customer service, resources, and information needed to grow and thrive in South Pasadena.

The Economic Development strategy detailed in Attachment 2 addresses retail vacancies, improved site selection coordination, and business attraction and growth opportunities. The following strategies will be initiated in the coming months to continue to develop our efforts in serving and strengthening the local economy:

1. Develop City Council Business Support Subcommittee
a. A sub-committee to establishing and further efforts in serving the business community.
b. Built-in support of Council will help make progress on various strategies, strengthen partnerships and relationships, and further the commitment to Economic Development in South Pasadena.

2. Meet with Industry Professionals and Existing Industry Clusters a. Focus on challenges and successes in specific industries that makeup the South Pasadena business community including tech, retail, and professional services. In meeting with each industry group, identify opportunities to further grow the existing industries and clusters in the City. b. Strengthen business growth and retention efforts through marketing and messaging to attract further investment.

3. Explore Opportunity Sites
a. Identify vacant sites and engage with owners and commercial real estate professionals to develop opportunity sites and better understand the local real estate and vacancy market, and stay ahead of major anticipated developments or moves not yet reflected in the market, to assist in business growth or retention opportunities.
b. Vacant restaurant sites with commercial kitchens can be developed into restaurant/eatery incubator sites. A program can help usher businesses in 31 - 3
Economic Development Updates and 2023-24 Strategy
July 19, 2023

with lower overhead, grow them and eventually re-locate within South Pasadena to grow the business.
c. Vacant commercial office space can be sub-divided to creative office space, meeting space, tech or start-up space that meets today’s post-COVID office space needs. Specific outreach and attraction to start-up businesses, and engagement with local universities, think tanks and creative office space in the region to field opportunities.
d. Consider developing guidelines or facilitating commercial spaces for business pop-up opportunities; some existing businesses in South Pasadena are growing out of their home-occupancy or community organization spaces, but are not yet ready to assume the significant costs of rents and overhead; pop-ups or temporary business solutions can grow the customer base, grow the business to where they can further invest in South Pasadena.
e. Creative approaches come with funding opportunities; explore and apply to grants, state and local funding opportunities to support new projects. f. Consider creative approach to highlight local artwork at vacant sites or through temporary art galleries to make vacant spaces in high traffic pedestrian areas attractive and visually aesthetic.

4. Put South Pasadena on the Map
a. Explore new ways to use existing and/or new events as opportunities to market Economic Development.
b. Create new City marketing materials for business outreach. c. Identify City social media influencers to serve as ambassadors to City visitation.
d. Create additional walking tours of City, including historical sites and more locations.
e. Create new Economic Development website for businesses to access resources.
f. Explore regional marketing opportunities with cities in the San Gabriel Valley to attract visitors during the 2028 Los Angeles Olympics and beyond.

The Economic Development team focuses on staying responsive to the needs and inquiries of the community, and the Economic Development strategy employs that feedback and information, industry trends and emerging practices, and creative approaches to serving the local community. These new strategies will also help to put South Pasadena on the map, and continue developing the business-friendly and business-forward approach as real estate and industries shift, as business models shift post-pandemic.

Fiscal Impact
There is no fiscal impact related to this report; any future Economic Development programs or projects may have a fiscal impact, and staff will look for funding opportunities and leveraging of resources, as well as funding requests to City Council.

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Economic Development Updates and 2023-24 Strategy
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Key Performance Indicators and Strategic Plan
This item is in line with the following City Manager’s department’s KPI’s:

1. Develop and launch an Economic Development program
a. Business Concierge Service program, including business visits and business review sessions with interdepartmental Economic Development Team
b. Create a “Guide to Doing Business in South Pasadena” c. Branding and marketing plan
d. Host two business networking events in 2022
In addition to these KPI’s, the City’s Strategic Plan #2 is to “Create a Strong Economic Development Strategy to Strengthen Local Business.” The tasks included in this goal are technology updates, Economic Development program, and Economic Development plan.

Attachments:
1) Economic Development Efforts 2021-2023
2) Economic Development Strategy for FY 2023-2024
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ATTACHMENT 1
Economic Development Efforts 2021-2023
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City of South Pasadena
2021-2023 Economic Development Strategies & Efforts
Program Description Launch
Date
Results
Communications
Strategy
Creation of social media and communications
strategy to utilize best practices in branding to
ensure that the City’s branding is reflected in the
City’s outreach efforts and engagement materials.

The development and launch of the City’s mobile
app, SouthPas mobile, provides resources at
resident, business owner and visitors’ fingertips,
including direct links to the Economic
Development team, our resources, our partner
agencies, and direct contact information to staff at
City Hall.

Launch of Citywide Communications Survey to
solicit input from residents, businesses, visitors,
and staff on the City’s current communications
tools and website.

The development of a new City website (award of
contract expected July 2023) will include the
priority of a user-friendly site, improved business
licensing process, ease of access to resources.

January
2022
September
2022
January
2023
July 2023
Over 50% in one year across
all social media accounts
including Instagram, Facebook,
and monthly newsletter.

South Pasadena has the most
downloads of a GoGov
powered mobile app for a City
of our size (over 3,000
downloads to date).
503 responses to survey
leading to implementing
recommendations of creating
Twitter account, increasing inperson outreach, and kicking off new website efforts.

Projected results: A userfriendly and highly visited
website with accessible
information pertaining to City
happenings and resources.

Creation of dedicated
Business email
Creation of [email protected], a
dedicated email account for businesses to reach
out to the Economic Development Division.

February
2022
Standardized communications
between businesses and City
hall.
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City of South Pasadena
2021-2023 Economic Development Strategies & Efforts
Business Concierge
Program
Business services on an individual and case-bycase basis; this program includes the Business Visitation and Business Review Session
programs.

Business Visitation includes 30 minutes to an hour
business visit with City staff to make a personal
connection, learn about the business, learn
successes and discuss challenges; staff follows
up with resources, solutions, referrals and warm
hand-off to appropriate partner agencies.

Business Review Session (pre-application)
program provides access to business owners to
various appropriate City staff around a table (in
person or virtual) to discuss plans for a new
business, site selection and location services,
growth ideas, and more. These meetings help to
inform business owners or potential business
owners on timelines, costs, appropriate zoning,
etc. to ensure they are making informed decisions;
a clear path forward and minimizing risks. This
program also informs staff to better assist in the
permitting process and possible troubleshooting
early in the process.

March
2022
Visited 4 businesses that
directly reached out to the
division, invited 2 businesses
to City Hall to discuss site
selections, and conducted walk
through visitations of various
business districts including
Mission, Fair Oaks, and
Huntington.

Business Newsletter Monthly or as-needed basis newsletter that go out to all 2,521 businesses. Newsletter includes
upcoming webinars, resources, and any news
from the division.

May 2022
Business Highlight
Program
Businesses schedule a business visit to capture
and highlight their story, and the team produces a
March
2022
Highlighted 20 businesses
across social media channels,
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City of South Pasadena
2021-2023 Economic Development Strategies & Efforts
marketing video at no charge. The team then
promotes the video across social media channels,
and promotes any posts by the business to help
improve visibility.
averaging 2,000 views per
video.

Guide to Doing
Business
The division launched a 10-step guide to starting
and growing a business in South Pasadena. This
document guides business owners through
starting and licensing their business, identifies
direct contacts at every step, and also includes
the City’s partner agencies to leverage shared
resources. Resources include assistance in
starting a business, funding opportunities, and
more.

October
2022
Distribution of over 300
physical guides at past
Business Networking Events
and through in-person
business outreach.

Business Networking
Events
Quarterly business networking events bring our
business community together, support businessto-business networking and connections. The team uses this opportunity to provide short
presentations relevant to businesses by key
divisions/departments, share updates or
information, and to take a moment to thank our
South Pasadena businesses for choosing and
continuing to invest in South Pasadena. Partner
agencies also host information booths or
participate, to meet with business owners in
person and follow up on any inquiries or needs.

June
2022;
quarterly.

Hosted 2 business networking
events in 2022, and 1 in 2023.

Each event brought together
60-75 business
representatives.

The division is planning to plan
one more this year in
consideration of future
Economic Development
programming and events.

Quarterly Downtown
District Business
Meetings
Originally called the Quarterly ‘Mission Merchants’
meeting, this quarterly meeting has grown to
include more businesses across town. These
meetings are held roundtable style, where the
team can provide updates, but focus on hearing
input from the businesses on challenges, issues,
2022
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City of South Pasadena
2021-2023 Economic Development Strategies & Efforts
and ideas to best serve our community. The team
also has engaged this group on feedback on
efforts such as the Holiday Lights & Décor
program, Slow Streets program implementation,
legislation efforts related to business, and more.

Holiday Lights and
Décor
The division partnered with the South Pasadena
Chamber of Commerce to create a holiday lights
and décor plan for the 2022 holiday season, and to
plan for short-term and long-term investments to
beautifying and improving the core retail corridor for
the holiday season. The planning for 2023 holiday
décor has already begun.

October
2022
July 2023
Purchase of new tree lights
along Mission Street that will
stay up year-round and holiday
rental décor.

Experience South
Pasadena
In partnership with the South Pasadena Chamber
of Commerce, the division created a new program
to promote community engagement and visitation
to South Pasadena through creative walking tour
experiences. Two tours were launched in Summer
2023, including the “Around the World in South
Pas” and “Library Art Tour.” These self-led tours
are an opportunity to create an experience in South
Pasadena, to highlight a segment of our community
(eateries, coffee shops, recognizable filming
locations, etc.), promote walkability/accessibility of
our community, increased business foot traffic. At
the end of a ‘tour’, participants submit photos and
a passport book to receive a promotional item.

June 2023 42 tour participants during the
first month of the program.

Improved Business
Licensing Process
Since 2017 City has contracted with HdL to provide
business licensing process for all businesses
located in, or doing business in, South Pasadena.

The shift from an internal business license process
at City Hall to a contracted effort has had significant 2023
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City of South Pasadena
2021-2023 Economic Development Strategies & Efforts
negative feedback from the business community, in
the shift of doing business with a contract entity.

The team has stepped in to manage the contract
with HdL, clearly set standards for service to our
community, improve the standards of information
outreach to the business community, and facilitate
any issues that arise. With the sunsetting of
COVID-19 licensing relaxations, we are working
closely with HdL on a business-friendly approach
to outreach for compliance efforts.

The contract with HdL is set to expire in Fall 2023,
and staff will return to the City Council with analysis and recommendations for the future of business
licensing in South Pasadena.
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ATTACHMENT 2
FY 2023 Economic Development Strategy
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ECONOMIC DEVELOPMENT STRATEGY
FISCAL YEAR 2023
Prepared By: The Economic Development Division

SOUTH PAS WARD
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3 - Message From The Team
4 - About Our Team
5 - Division Snapshot
6 - Strategic Focus Areas
10 - Our Business Community
11 - Contact Information

SOUTH PAS WARD
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We are delighted to announce the release of our Fiscal Year 2023 Economic Development Strategy. This comprehensive strategy outlines our vision, goals, and initiatives aimed at fostering sustainable growth, enhancing economic vitality, and ensuring prosperity for our vibrant City. This document is intended to serve as a starting point for an intentional path forward on visioning and developing for our local economy and business community.

At the heart of our strategy lies a commitment to cultivating an environment that encourages innovation, collaboration, and entrepreneurship. By leveraging our unique strengths, telling our story, engaging with the business community, and fostering strategic partnerships, we aim to further elevate South Pasadena as a unique economic hub within our region, and to highlight our limitless potential.

This Strategy focuses on four keys areas, including: 1) the establishment of a City Council business sub-committee, 2) meeting with industry professionals to increase business growth and retention, 3) exploring opportunity sites, and 4) putting our City on the map through various marketing initiatives.

We are excited about the opportunities ahead, and the journey that we will embark on together. To our existing businesses, thank you for your continued investment in South Pasadena. As we look towards the future, we continue our commitment to serving and supporting you, and in working together to strengthen our unique and special business community.

Thank you for your continued support and partnership.

Onward,
City of South Pasadena | Economic Development Division
Dear South Pasadena,
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The City of South Pasadena's Economic Development Division is led by the City Manager's Office and supported by an interdepartmental Economic Development team made up of staff from each City department. Economic Development efforts include business concierge services, site selection, marketing, and visitor attraction.

Together, our team employs a business-forward and business-friendly approach when serving our business community.

Vision
Mission
To create a positive business community, provide essential resources and develop programs to promote, attract, retain, and expand business opportunities in the City of South Pasadena.

To create a dynamic and prosperous economic landscape that embraces innovation and growth, while preserving our City's unique charm. Guided by a forwardthinking approach, we strive to foster an ecosystem where businesses of all industries can thrive with the support of the Economic Development Division and the support and service of our industry partners.

SOUTH PAS WARD
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Ongoing & Existing Programs
Business Concierge Program
Individual business visitations or calls to discuss business plans, location selection, growth ideas, and more.

Business Highlight Program
Business filming and promotions program across the City's social media platforms.

Experience South Pasadena
Partnership with the South Pasadena Chamber of Commerce to create ongoing tours and experiences to encourage visitors and residents to shop locally.

Business Resources
Resources from the Economic Development Division include our as-needed Business Newsletter, Guide to Doing Business, and dedicated business email: [email protected]. 31 - 21
1 2
3 4

SOUTH PAS WARD
City Council Business Ambassadors
Establish a City Council sub-committee to work with the Economic Development Division to further efforts in serving the business community by strengthening partnerships and providing feedback on strategy.

Meet With Industry Professionals & Existing Industry Clusters Focus on challenges and successes in specific industries that makeup the South Pasadena business community including tech, retail, and professional services. In meeting with each industry group, identify opportunities to further grow the existing industries and clusters in the City.

Strengthen business growth and retention efforts through marketing and messaging to attract further investment.

Put South Pasadena On The Map
Explore new ways to use existing and/or new events as opportunities to market Economic Development.

Create new City marketing materials for business outreach and new Economic Development website for businesses to access resources.

Identify social media influencers to serve as ambassadors to City visitation.

Create additional walking tours of the City, including historical sites and more locations.

Explore regional marketing opportunities with cities in the San Gabriel Valley to attract visitors during the 2028 Los Angeles Olympics.

Explore Opportunity Sites
Engage with commercial real estate professional to develop opportunity sites and better understand the local real estate and vacancy market while staying ahead of major anticipated developments.

Explore creative approaches in developing guidelines for facilitating commercial spaces for business and art pop-up opportunities for new and existing businesses looking to explore storefront investment in the future.

Identify creative approaches for funding opportunities from local, state, and federal grants to support new projects related to opportunity site projects. 31 - 22
Establish City Council sub-committee
to make progress on various
strategies, strengthen partnerships
and relationships, and further
Economic Development commitment.

Create expanded
business friendly
support efforts
across the agency.

Identify growth and
expansion
opportunities.

Establish City
Council subcommittee on
Economic
Development.

Contact industry cluster
professionals to discuss
successes and challenges.

Establish best
practices in retention
and attraction.

Expand business marketing and
telling the South Pasadena story
to attract industry clusters to
invest in the City.

Host quarterly
business
networking events.

Establish program
to welcome new
businesses to the
City.
2a. Develop and launch
Economic Development
Program.

SOUTH PAS WARD
2a. Develop and launch
Economic Development
Program.
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STRATEGIC FOCUS AREA #3:

Explore Opportunity Sites
Engage with owners and
commercial real estate
professionals to strategize and
explore vacancies including
restaurants, commercial, and
possible pop-up spaces for
artwork to encourage growth and
investment in the City.

Identify vacant sites
and explore creative
approaches in
developing
opportunity sites.

SOUTH PAS WARD
Establish program
to welcome new
businesses to the
City.

STRATEGIC FOCUS AREA #4:

Put South Pasadena On the Map
Promote Economic
Development efforts.

Create new marketing materials
and robust website.

Attract visitors to South
Pasadena and encourage
local business support.

Create additional walking tours, and
identify City social media influencers.

Make South Pasadena a
visitor destination
during the 2028 Los
Angeles Olympics.

Meet with Economic Development
partners across the San Gabriel
Valley to create a regional approach
to attract visitation.

Launch new City website
to the community.
1,000 new followers
across social media
channels.
6e. Public Engagement;
Establish and implement a
targeted Community
Outreach Program.
2a. Develop and launch
Economic Development
Program.
2a. Develop and launch Economic
Development Program.
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Restaurants & Hotels County & State Pools Food & Drugs Fuel & Service Stations General Consumer Goods 200,000
150,000
100,000
50,000
0 1,604 businesses
1,211 businesses with 1-4 employees
229 businesses with 5-9 employees
Industry Clusters 95 businesses with 10-19 employees
166 Health &
Medical Services
216 Professional
Services
113 Real Estate
Services
80 Bank & Financial
Institutions
118 Food Services,
Restaurants &
Hotels
Top 12 Sales Tax Producers
M3 Office
Arco
American Premium Gasoline
Vons & Pavilions
Ace Hardware
Ralphs
Mission Tile West
G & M Oil
Trader Joes
Gus's BBQ
Shakers & Canoe House
House of Honey
Sales Tax By Industry Cluster
382 home businesses
362 residential rental businesses
860 storefronts & physical businesses
Top 10 Employers
327 General
Consumer Goods
South Pasadena Care Center
City of South Pasadena
South Pasadena School District
City of Hope South Pasadena
VCA Pasadena Veterinary
Shaw Moses Mendenhall Associates
Vons & Pavillions
Ralph's Grocery
Trader Joe's
Bristol Farms
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OUTH AS WARD

ECONOMIC DEVELOPMENT STRATEGY
FISCAL YEAR 2023
S P
City of South Pasadena
1414 Mission Street
South Pasadena, CA 91030
www.southpasadenaca.gov
@southpasadenaca [email protected]
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