- Documents
- Power_Delivery_General_Engineering_Services.pdf, A - Master Services Contract, B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2, D - DISQUALIFICATION_DISCLOSURE (4), E - CONFLICT_OF_INTEREST (5), F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2), H - DESIGNATED REPRESENTATIVESdocx, I - RELEVANT EXPERIENCE FORM
- Numeric Id
- 264045
- Document Text
- Post Information
Posted At:
Thu, Sep 24, 2026 8:00 AM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
1. Introduction
1.1. Summary
The City of Pasadena is seeking qualified professional engineering firms to supplement its internal resources within the Water and Power Department (PWP), Power Delivery Division. Engineering services provided under the resulting contracts will support the safe, reliable, and efficient operation, maintenance, modernization, and improvement of PWP's electric power delivery system.
Engineering services under this RFP are organized into the following Scope of Work Groups:
Receiving Station and Substation Design
SCADA, Automation, Communications, and Control Design
System Planning
Civil and Structural Engineering
Electric Vehicle Charging Infrastructure
Renewable Energy, Energy Storage, Interconnection, and Technical Advisory Services
Associated services, including construction management, inspection, drafting, and other technical support, may be required as part of an individual task order where applicable to the assigned Scope of Work Group.
Engineering services under the resulting contracts are intended to supplement, not replace, PWP's internal engineering resources. Consultants may be assigned work based on project-specific needs, staff availability, schedule requirements, temporary workload conditions, and the need for specialized expertise. All consultant designs and deliverables shall be subject to review and approval by the responsible PWP engineering group. Consultants shall not supervise City employees or exercise project management authority over City staff. Work that is ongoing, predictable, or programmatic over multi-year periods will generally be performed by permanent PWP staff.
The City intends to award multiple contracts under this solicitation to establish a pool of qualified engineering consultants. Work will be authorized through individual task orders based on the requirements of the assignment, including consultant availability, applicable expertise, capacity, schedule, and other considerations identified by the City. Award of a contract does not guarantee any minimum quantity or value of work.
Current priority programs anticipated for consultant support include, but are not limited to: SCE Upgrade of the TMG 220 kV Gould Circuit; Jungle-MUX Fiber Optic Upgrades; SCADA/OMS/DMS upgrades; Mobile Substation protection, housing, and station upgrades; substation equipment specifications; EV charging infrastructure at Aquatic Center, Sunset Reservoir, and Del Mar Garage; the Avon Ramp and Arroyo Charging Depots Progressive Design-Build project; Municipal Solar, Energy Storage, and Resilience Projects; System Impact Studies for Large Resource Interconnections; System Modeling for Compliance Studies; TMG Receiving Station capacity studies; and Subtransmission System short-circuit current reduction studies. This list is illustrative and does not constitute a guarantee that any particular project or assignment will be issued under the resulting contracts.
Proposers must demonstrate, at a minimum, five (5) years of relevant experience and at least five (5) completed projects within the past five (5) years for each Scope of Work Group proposed. Consultant staff shall include engineers registered in the State of California in the relevant disciplines, including civil, electrical, structural, mechanical, control systems, and/or fire protection engineering, as applicable to the services being performed. Specific minimum qualifications for each Scope of Work Group are stated in Section 6.
1.2. Contact Information
Deadline for Questions
The deadline to submit questions related to this solicitation is Thursday, October 8, 2026, prior to 4:00 pm.
Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.
Benjamin Smith
Management Analyst III
Email: bsmith@cityofpasadena.net
Phone: (626) 744-4745
Department:
Water & Power Department, Power Delivery
1.3. Timeline
Release Project Date:
September 24, 2026
Question Submission Deadline:
October 8, 2026, 4:00pm
Proposal Submission Deadline:
October 22, 2026, 3:00pm
2. General Instructions
2.1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT
All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
2.2. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 3:00 pm on Thursday, October 22, 2026. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.
The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”
The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.
Proposals received after the Proposal Deadline may not be accepted by the City.
2.3. Technical Proposal
The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.
2.4. Separate Price Proposal
The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”
Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.
Each Proposer shall submit a Price Proposal for each Group for which it is proposing. The Price Proposal shall include fully burdened hourly rates for the labor classifications identified in the applicable Price Proposal table, together with any other pricing information required by this RFP.
The labor quantities shown in the Price Proposal tables are established by the City solely for proposal evaluation and cost-comparison purposes. These quantities do not represent anticipated or guaranteed hours of work and do not constitute a commitment by the City to purchase any minimum quantity of services.
Work under the resulting Contract will be authorized through individual task orders. Depending upon the nature and certainty of the assignment, task orders may be issued on either a lump-sum basis or a time-and-materials/not-to-exceed basis, as determined by the City.
For lump-sum task orders, the Consultant shall submit a proposed fixed fee based upon the specific scope of services, deliverables, schedule, and anticipated level of effort for the assignment.
For time-and-materials/not-to-exceed task orders, compensation shall be based upon actual authorized hours worked at the applicable Contract labor rates, together with approved reimbursable expenses, subject to the not-to-exceed amount established in the task order.
The compensation method, scope of services, deliverables, schedule, and authorized amount will be established in each task order before work begins. No work shall commence without a written task order issued by the City.
The City makes no representation or guarantee regarding the number, type, dollar value, compensation method, or volume of task orders that may be issued under the Contract.
Proposed fully burdened hourly rates shall include all salaries, wages, benefits, overhead, administrative costs, profit, and other costs ordinarily associated with providing the applicable professional services. Reimbursable expenses, if permitted, shall be specifically identified in the Price Proposal and will be subject to City approval.
2.5. Pre-Proposal Meeting
See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.
Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.
2.6. Definitions
The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.
3. General Requirements
3.1. Standard terms and conditions
Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this RFP are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.
3.2. Firm commitment of availability of service
Once a proposal is opened, a PROPOSER is expected to maintain an availability of service as set forth in its proposal for at least four months after date for opening proposals.
3.3. RELEVANT EXPERIENCE
Provide information for at least two (2) projects or contracts of similar scope and size performed for governmental agencies or public utilities. Complete and submit the attached Relevant Experience Form with the proposal.
Submission of the Relevant Experience Form does not replace the minimum experience requirements established in Section 1.1 and the applicable Scope of Work Group(s) in Section 6. Proposers must demonstrate compliance with all minimum experience requirements for each Group for which they propose.
3.4. Reservations
The City reserves the right to reject any or all bids or proposals and any item or items therein, and to waive any non conformity of proposals with this RFP, whether of a technical or substantive nature, as the interest of the City may require.
3.5. Documents to be construed together
The Request for Proposal (RFP), the Proposal, the Non Collusion Affidavit, and all documents referred to in the complete specifications and the Contract to be entered into between the Contractor and the City, and all modifications of said documents, shall be construed together.
3.6. Patent fees; patent, copyright, trade secret and trademark fees
Each PROPOSER shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.
3.7. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE
Observe attached details regarding Public Contract Code Section 9204. AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.
3.8. Request for Proposal (RFP) quantities:
The labor quantities identified in the Price Proposal tables are estimates established by the City solely for proposal evaluation and cost-comparison purposes. They do not represent anticipated or guaranteed hours of work and do not constitute a commitment by the City to purchase any minimum quantity of services. Actual services and compensation will be authorized through individual task orders in accordance with the task-order provisions of this RFP and resulting Contract.
3.9. Price Adjustment Clause
Beginning after completion of the first Contract year, and prior to the commencement of each subsequent Contract year, the Contractor may submit a written request for an adjustment to the applicable Contract rates. Any requested increase shall be subject to review and approval by the City Project Manager and shall not exceed the percentage increase in the Consumer Price Index (CPI), “All Items in Los Angeles-Long Beach-Anaheim, CA, All Urban Consumers, Not Seasonally Adjusted,” for the latest available preceding twelve (12)-month period.
Any approved adjustment shall apply prospectively to work authorized during the applicable Contract year and shall not apply retroactively to services previously performed or invoiced.
3.10. Taxpayer Protection Act
Under the provisions of the City of Pasadena Taxpayer Protection Act ("TPA"), the Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the TPA are set forth in Pasadena City Charter, Article XVII. Under the TPA, City public officials who approve this Contract are prohibited from receiving specified gifts, campaign contributions or employment from Contractor for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions during the time this Contract is being negotiated (from the due date for an RFP response until award of a contract; this restriction does not apply to competitive and noticed low bid contracts). This prohibition extends to individuals and entities that are specified in the TPA and includes Contractor/Organization and its trustees, directors, partners, corporate officers and those with more than a 10% equity, participation, or revenue interest in Contractor/Organization. Contractor/Organization understands and agrees that: (A) Contractor/Organization is aware of the TPA; (B) Contractor/Organization will complete the forms provided by the City to identify all of the recipients of a public benefit specified in the TPA; and (C) Contractor/Organization will not make any prohibited gift, campaign contribution or offer of employment to any public official who negotiated and/or approved this Contract, and will not make any prohibited campaign contribution during the time this contract is being negotiated. The Contractor shall submit a copy of the completed TPA form to the City Clerk’s Office if the contract is to be awarded by the City Council via e-mail: OfficialRecords-CityClerk@Cityofpasadena.net or by fax: (626) 744-3921, and submit a copy with the response package. For more information please go to: https://www.cityofpasadena.net/city-clerk/disclosure-reportsax-payer-protection-act-tpa/
3.11. CONFLICT OF INTEREST STATEMENT ** REVIEW
The proposing Consultant shall disclose any financial, business or other relationship with the City of Pasadena that may have an impact upon the outcome of the contract or any construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project related to this solicitation. Proposers must complete and submit the following Form: Conflict of Interest Statement
3.12. Compliance with the Levine Act (Government Code Section 84308)
The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $500 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract. Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.
3.13. Payment of Subcontractors, Suppliers, and Workers
The Prime Contractor shall be solely responsible for the payment of all subcontractors, suppliers, laborers, and any other persons or entities employed in connection with the performance of this Contract.
The City shall have no obligation to pay, or to ensure the payment of, any subcontractors, suppliers, or workers directly. The Prime Contractor shall ensure timely and full payment in accordance with all applicable laws, including but not limited to California Public Contract Code §§ 10262 and 10262.5 and Labor Code § 218.7.
Failure to comply with this requirement may result in the withholding of payments, imposition of penalties, and/or other remedies available under the Contract and applicable law.
The Prime Contractor shall also include in all subcontracts a provision requiring subcontractors to pay their lower-tier subcontractors and suppliers in a timely manner consistent with this section.
4. City Requirements
There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.
4.1. Pasadena Operating Companies
If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.
4.2. Equal Employment Opportunity in Contracting
Policy - The City of Pasadena is committed to a policy of Equal Employment:
Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.
Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.
The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.
Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.
Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.
4.3. Declaration of Non-Collusion by Contractor
This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the section named "Submittals/Checklist."
4.4. SAMPLE CONTRACT
A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.
4.5. CHANGE ORDER MANAGEMENT
Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.
4.6. Local Preferences
The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.
4.7. Pasadena Business License
Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.
If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.
If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)
If they come into the City more than 10 times they are required to pay the annual fee.
Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.
For further information contact Municipal Services Department at (626) 744-4166, Monday-Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/
4.8. Invoice Submission Portal
Invoice Submission Portal
The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.
How to submit invoices to the City of Pasadena?
Create an account: Visit the City’s Invoice Submission website: https://invoice.cityofpasadena.net/ and select “Create Account”
Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.
4.9. Acceptance of Conditions
By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:
All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;
The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;
The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;
The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;
The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;
This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.
4.10. Pasadena Business
Local Business is defined in the Pasadena Municipal Code section:
4.08.020, O: "Local business" means a business with a fixed place of business located in the city.
To receive any preferences offered to a Pasadena business in this solicitation, a Pasadena business must be located within the City Boundary by the release date of this solicitation.
4.11. Pasadena Living Wage Ordinance
If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.
The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.
Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:
Finance Department
Purchasing Division
626-744-6755 - phone
626-744-6757 – fax
Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.
4.12. PAYMENT OF A CITY-WIDE MINIMUM WAGE
If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code. Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh). The minimum wage ordinance may be found at Pasadena Municipal Code.
4.13. Errors and Omissions
Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.
4.14. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees
Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.
4.15. Taxes
Price bid or Price Proposals shall include all federal, state, local and other taxes.
4.16. Certificate of Insurance
Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.
4.17. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)
The winning proposal/bid may be required to submit a completed and signed IRS Form W-9. Failure to submit this form may result in the response being deemed non-responsive.
Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf
4.18. LIMITATIONS ON LIABILITY
Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item; and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsiveness.
4.19. Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154]
This section is only applied when buying paper products.
Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.
SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.
All vendors providing Paper Products and Printing and Writing Paper shall:
Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.
Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.
4.20. AVAILABILITY OF FUNDS
The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.
4.21. Addenda
If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.
Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Power Delivery General Engineering Services in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.
The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.
4.22. Accessibility Compliance Requirements
General Compliance
In accordance with Title II of the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, and all other applicable federal, state, and local disability rights laws, including the California Building Code (CBC) and California Code of Regulations Title 24, the City of Pasadena requires that all services, programs, activities, and facilities provided or utilized under this contract be fully accessible to individuals with disabilities.
The selected Contractor agrees to ensure that all work performed, and all services, programs, or activities provided under this contract comply with the requirements of Title II of the ADA and related laws. This includes, but is not limited to design, construction, communication, technology, and program delivery compliance with:
The ADA and its implementing regulations (28 CFR Part 35 and Part 36);
The 2010 ADA Standards for Accessible Design;
The U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as amended;
Section 504 of the Rehabilitation Act of 1973;
California Government Code § 4450 et seq.;
California Code of Regulations (CCR), Title 24, including Chapter 11B of the California Building; Code governing accessibility to public accommodations and commercial facilities;
Any other relevant federal, state, or local regulations concerning accessibility and nondiscrimination.
These requirements apply to all aspects of the Contractor’s work, including but not limited to project or program design, facility access, pedestrian pathways, public right-of-way improvements, communications, and digital content or services.
Applicability of Accessibility Requirements
Accessibility compliance requirements apply when scope of work includes:
Digital deliverables (i.e. websites, web applications, mobile applications, electronic documents, multimedia content)
Physical infrastructure (i.e public facilities, pedestrian pathways, rights-of-way, shared use paths)
Communication and program delivery (i.e. public meetings, outreach materials, surveys, customer service and payment platforms)
Technology procurement or development (software, hardware, ICT systems)
If any portion of the work involves these elements, the Contractor must ensure full compliance with applicable accessibility standards.
Digital and Electronic Content
For all digital deliverables (including websites, documents, and applications), the Contractor shall ensure conformance with, at minimum:
Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, as amended[GS1] ; and
Section 508 of the Rehabilitation Ace (29 U.S.C. § 794d), where applicable.
All digital materials must undergo both automated and manual accessibility testing, including usability reviews by individuals representing a wide range of functional disability types (e.g., visual, auditory, cognitive, motor), and, if required, remediated prior to final acceptance. Testing must include compatibility with commonly used assistive technologies (e.g., JAWS, NVDA, VoiceOver, ZoomText, Dragon NaturallySpeaking). The Contractor must provide documentation such as Voluntary Product Accessibility Template (VPAT) or equivalent Accessibility Conformance Report (ACR), detailing compliance and describing the testing methodology.
Public Rights-of-Way Accessibility (PROWAG)
Any design, construction, or alteration involving pedestrian facilities, sidewalks, curb ramps, crosswalks, or public rights-of-way must conform to the latest applicable version of the U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as adopted by the U.S. Department of Justice, Department of Transportation, or other relevant authority.
Corrective Action and Liability
The Contractor shall be held responsible for correcting any noncompliant work or deliverables identified by the City of Pasadena or any enforcement agency, at no additional cost. The City of Pasadena reserves the right to withhold payment, suspend work, or terminate the contract for failure to meet accessibility requirements.
The Contractor shall indemnify and hold harmless the City of Pasadena, its officers, agents, and employees from any claims, damages, or liabilities arising from noncompliance with applicable accessibility laws or guidelines.
Certification of Compliance
By submitting a proposal, the Contractor certifies that it has reviewed and will comply fully with all applicable federal, state, and local accessibility laws, including the ADA, CBC, Title 24, and PROWAG, and will ensure that all subcontractors do the same.
5. Insurance Requirements
5.1. Insurance Requirements
https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional-Services.pdf?v=1623280176766
6. Scope of Work
6.1. Background / Overview
PWP's power delivery system includes 12 substations, 37 subtransmission lines operating at 34 kV, and 118 distribution feeders operating at 17 kV and 4 kV. The system includes 54 substation transformers and approximately 300 circuit breakers.
About 75% of PWP's lines are installed underground in conduits. The subtransmission system ties the supply of power from the east and west ends of Pasadena to distribution substations throughout the city. PWP-owned generation consists of five generators totaling approximately 200 MW. PWP's contractual import capacity is 336 MW, delivered over two 230-kV lines that tie PWP to the California Independent System Operator ("CAISO") system through Southern California Edison ("SCE").
The PWP system design is robust, but aging infrastructure is a substantial concern, and the system will face capacity and reliability challenges as the City of Pasadena grows and changes. PWP is considering a number of projects to ensure the system continues to serve the community reliably. Engineering services are needed to supplement PWP engineering resources in completing these projects.
6.2. Scope of Work 1: Receiving Station and Substation Design
Complete design of new receiving station and substation facilities and modifications to existing facilities. Voltage ratings range from 4.16 kV to 230 kV. Consultant shall have at least five (5) years of experience designing new, or modifying existing, electric utility receiving stations and substations in compliance with applicable IEEE, ANSI, NESC, NEC, California Building Code, and other applicable industry standards. Consultant shall have completed at least five (5) similar projects within the past five (5) years. Consultant staff shall include electrical, civil, structural, and geotechnical engineering personnel, as applicable to the work being performed. Professional engineering services requiring registration shall be performed under the responsible charge of engineers registered in the State of California. All work shall comply with PWP's applicable design criteria, standards, operating practices, and equipment requirements. Receiving station and substation engineering design services may include, but are not limited to:
New Receiving Stations and Substations – Site development and complete electrical, civil, structural, geotechnical, protection, control, automation, communications, and auxiliary system design for new facilities, including preparation of plans, equipment specifications, material lists, cost estimates, construction packages, and construction support.
Station Expansion and Modification – Design modifications to existing receiving stations and substations, including addition or replacement of transformers, circuit breakers, switchgear, buses, disconnect switches, instrument transformers, surge arresters, grounding equipment, capacitor banks, station service equipment, control buildings, and associated facilities.
Power Transformer Engineering – Preparation and review of power transformer technical specifications, equipment ratings, impedance requirements, LTC requirements, auxiliary equipment, monitoring systems, protection requirements, foundation requirements, seismic requirements, factory drawings, factory testing, field installation, testing, and commissioning requirements.
High and Medium Voltage Equipment – Engineering and specification of circuit breakers, disconnect switches, switchgear, bus systems, instrument transformers, surge arresters, grounding transformers, station service transformers, capacitor banks, and other station equipment. Evaluate equipment ratings including voltage, continuous current, short circuit withstand and interrupting capability, insulation level, seismic qualification, and physical clearances.
Protection and Control Systems – Design protective relaying and control schemes for transmission lines, subtransmission lines, transformers, buses, feeders, capacitor banks, reactors, generators, and other station equipment. Prepare and modify single-line diagrams, three-line diagrams, AC and DC schematics, wiring diagrams, elementary diagrams, interconnection diagrams, panel drawings, conduit and cable schedules, and relay/control panel designs.
Protection System Studies – Perform short circuit, protective device coordination, relay application and settings, current transformer performance, breaker duty, and related protection studies necessary for equipment application and station protection design.
Metering – Design revenue, interchange, operational, and station metering systems, including instrument transformer application, meter panels, test switches, communications, and integration with utility and applicable external metering systems.
Station AC and DC Auxiliary Systems – Design station service AC systems and DC control power systems, including station service transformers, transfer systems, panelboards, batteries, battery chargers, DC distribution panels, battery sizing calculations, and associated monitoring and alarms.
Grounding and Lightning Protection – Perform grounding system studies and design station grounding grids, equipment grounding, control building grounding, fence grounding, cable shielding and grounding, lightning shielding, surge protection, and related systems.
Electrical System Studies – Perform load flow, short circuit, voltage drop, equipment duty, insulation coordination, grounding, incident energy and arc flash, harmonic, and other electrical studies as required for the project.
Civil, Structural, and Geotechnical Engineering – Site grading, drainage, stormwater systems, access roads, oil containment, equipment foundations, control buildings, trenches, retaining structures, structural steel, equipment supports, fencing, seismic design, geotechnical coordination, and other civil/structural improvements required for receiving station and substation facilities.
Seismic Engineering – Evaluate and design station equipment, structures, anchorage, foundations, bus systems, and associated facilities for applicable seismic requirements, including IEEE 693 and applicable California Building Code requirements.
Cable and Conduit Systems – Design power, control, protection, instrumentation, and communications cable systems, including cable sizing, conduit sizing, conduit fill, pulling calculations, routing, cable schedules, trench systems, raceways, grounding, and separation requirements.
Outage and Construction Sequencing – Develop conceptual or detailed construction sequencing, temporary configurations, cutover plans, outage requirements, and energization sequences necessary to perform work at existing operating stations.
Equipment Specifications and Procurement Support – Prepare technical specifications and procurement documents for major station equipment; review vendor proposals, technical exceptions, shop drawings, calculations, test reports, and other vendor submittals; and provide technical assistance during equipment procurement.
Project Cost Estimating and Material Lists – Prepare planning level and detailed project cost estimates, bills of material, equipment lists, quantities, and other supporting documentation appropriate to the project phase.
Construction Documents and Specifications – Prepare complete engineering design packages including drawings, calculations, technical specifications, construction specifications, material requirements, equipment schedules, and other documents necessary for competitive bidding and construction.
Permitting and Agency Coordination – Provide engineering support for applicable permitting, utility coordination, environmental requirements, building permits, fire department requirements, and coordination with other governmental or regulatory agencies.
Construction Engineering Support – Respond to Requests for Information (RFIs), review contractor submittals and shop drawings, evaluate proposed substitutions, attend construction meetings, perform site visits, prepare design revisions, resolve field conditions, and provide other engineering support during construction.
Testing and Commissioning Support – Develop or review equipment testing, protection and control testing, functional testing, SCADA checkout, commissioning, energization, and acceptance requirements. Provide engineering support during station cutover, commissioning, and energization as required.
Record Drawings and Project Closeout – Review contractor redlines, prepare or review as-built drawings, incorporate field modifications into final engineering documents, and provide final calculations, settings, equipment documentation, and other project closeout records.
SCE Coordination – Coordinate the design of new or modified 230-kV facilities, if any, with Southern California Edison (SCE).
Coordination with Civil and Structural Engineering – For purposes of this Scope of Work, civil, structural, geotechnical, and seismic services generally address design integrated into a new or modified receiving station or substation design package. Civil and structural work issued as a standalone assignment, including vault inspection and evaluation, evaluation and retrofit of existing structures, and civil or structural design not part of a multidiscipline station design package, is included under Scope of Work 4, as determined by the City based on the requirements of the task order.
6.3. Scope of Work 2: SCADA, Automation, Communications, and Control Design
Complete design of new and modified SCADA systems, substation automation systems, distribution automation systems, operational technology networks, communications systems, and associated control and monitoring facilities. Consultant shall have at least five (5) years of experience designing, integrating, configuring, testing, and commissioning electric utility SCADA, automation, communications, and control systems. Consultant shall have completed at least five (5) similar projects within the past five (5) years. Consultant staff shall include electrical, control systems, communications, networking, and cybersecurity engineering personnel, as applicable to the work being performed. Professional engineering services requiring registration shall be performed under the responsible charge of engineers registered in the State of California. Consultant shall have demonstrated experience integrating new systems into existing operating electric utility SCADA and operational technology environments. All work shall comply with PWP's applicable design criteria, standards, cybersecurity requirements, communications standards, and operating practices. SCADA, automation, communications, and control engineering services may include, but are not limited to:
SCADA Design – Design new or replacement SCADA systems, Remote Terminal Units (RTUs), concentrators, controllers, communications processors, input/output systems, protocol converters, and associated station SCADA equipment. Prepare system architecture diagrams, equipment layouts, wiring diagrams, I/O drawings, point lists, cable schedules, and equipment specifications.
Substation Automation – Design automation systems integrating protective relays, meters, intelligent electronic devices (IEDs), concentrators, controllers, and other station equipment. Develop automated control, monitoring, alarm, interlocking, sequence-of-events, and equipment-status functions.
Distribution Automation – Design and integrate automated distribution switches, reclosers, fault indicators, capacitor controls, voltage regulation equipment, and other field devices into PWP SCADA and communications systems. Provide associated control logic, communications, testing, and commissioning support.
SCADA Point Development and Database Engineering – Develop and verify SCADA point lists, analogs, status points, alarms, controls, quality flags, scaling, deadbands, engineering units, sequence-of-events requirements, and other database information required for integration with existing SCADA systems.
Communication Protocol Engineering – Design and configure communications using utility automation protocols including DNP3, IEC 61850, Modbus, IEC 60870, and other applicable protocols. Develop protocol mapping, data addressing, communications settings, report/control configuration, and protocol conversion requirements.
IEC 61850 and Digital Substation Systems – Develop IEC 61850 architectures and configurations, including station bus applications, GOOSE messaging, MMS communications, logical node mapping, datasets, reports, system configuration files, network architecture, and interoperability testing when required by the project.
Operational Technology Networking – Design utility operational technology Ethernet and IP networks, including switches, routers, firewalls, VLANs, network segmentation, redundancy, failover, addressing, routing, bandwidth requirements, quality of service, and network monitoring.
Fiber Optic Communications – Design fiber optic communications systems including fiber routes, cable selection, splice requirements, termination panels, patch panels, transceivers, optical budgets, communications equipment, and associated testing requirements.
Protective Relay Communications – Design communications interfaces supporting protective relaying applications, including line current differential, transfer trip, permissive tripping, blocking, relay-to-relay communications, synchrophasors, and other protection-related communication functions.
Time Synchronization – Design station time synchronization systems for protective relays, concentrators, controllers, meters, sequence-of-events recorders, and other intelligent devices using GPS-based or network-based time sources and applicable synchronization protocols.
SCADA Control and Interlocking Logic – Develop SCADA control permissives, interlocks, blocking logic, local/remote control logic, automatic transfer schemes, alarm logic, communications failure logic, and other programmable control functions necessary for safe and reliable system operation.
Programming and Configuration – Develop, modify, document, and test SCADA, concentrator, controller, communications processor, network equipment, and other programmable device configurations and logic.
Sequence-of-Events and Disturbance Data – Design systems for collection and transfer of sequence-of-events records, relay event reports, oscillography, fault records, and other operational data from intelligent electronic devices.
Operational Technology Cybersecurity – Incorporate cybersecurity requirements into SCADA and automation system designs, including network segmentation, firewalls, access control, secure remote access, user authentication, logging, device hardening, configuration management, and other cybersecurity measures applicable to the project.
Remote Engineering and Maintenance Access – Design secure methods for authorized engineering and field remote access to SCADA, relays, meters, concentrators, controllers, network equipment, and other station devices for engineering, maintenance, troubleshooting, and event retrieval.
System Architecture and Standardization – Develop or update standard SCADA, automation, networking, communications, concentrator, and controller architectures, typical drawings, device configurations, naming conventions, addressing standards, and engineering templates.
Existing System Evaluation and Modernization – Evaluate existing SCADA, concentrators, controllers, communications, networking, and automation equipment for obsolescence, reliability, capacity, cybersecurity, interoperability, and maintainability, and develop replacement or migration recommendations.
Equipment Specifications and Procurement Support – Prepare technical specifications for SCADA software, SCADA hardware, concentrators, controllers, network switches, routers, firewalls, communications processors, GPS clocks, radios, fiber optic equipment, servers, and other automation and communications equipment. Review vendor proposals, technical exceptions, drawings, and submittals.
Factory Acceptance Testing – Develop test procedures and provide engineering support for factory acceptance testing of SCADA, concentrators, controllers, automation, communications, networking, and integrated control systems.
System Integration Testing – Perform or support end-to-end testing between field devices, protective relays, concentrators, controllers, communications networks, SCADA nodes, operator interfaces, and other interconnected systems.
Site Acceptance Testing and Commissioning – Develop and execute testing procedures for installation verification, communications checkout, point-to-point testing, control testing, alarm verification, protocol testing, failover testing, and commissioning of SCADA and automation systems.
Cutover and Migration Planning – Develop detailed implementation, cutover, rollback, and migration plans for modifications to SCADA and communications systems to minimize interruption of system monitoring and control.
Troubleshooting and Technical Support – Provide engineering support for SCADA, communications, networking, automation, protocol, timing, concentrator, and controller problems, including troubleshooting intermittent or complex system performance issues.
Documentation and Record Drawings – Prepare and maintain system architecture drawings, network diagrams, IP address schedules, communications diagrams, equipment configuration records, logic diagrams, point lists, I/O databases, cable schedules, configuration backups, test records, and final as-built documentation.
6.4. Scope of Work 3: System Planning
Complete system planning studies, technical analysis, and compliance support for the PWP electric system. Consultant shall have at least five (5) years of experience performing electric utility system planning studies and shall have completed at least five (5) similar projects within the past five (5) years. Consultant staff shall include electrical engineering personnel and, where NERC/WECC compliance or system operating work is performed, NERC-certified personnel, as applicable to the work being performed. Professional engineering services requiring registration shall be performed under the responsible charge of engineers registered in the State of California. All work shall comply with PWP's applicable design criteria, planning criteria, and operating practices. System planning services may include, but are not limited to:
Grid Modeling – Develop, update, and validate system models in PSLF to ensure compliance with NERC, WECC, CAISO, SCE, and other applicable requirements.
Compliance Program Support – Assist in drafting, auditing, and providing technical recommendations for utility programs and policy documentation, including:
Underfrequency load shedding programs
NERC CIP compliance
Physical security plans
Cybersecurity policies
Emergency response plans
Distribution and Subtransmission Engineering Studies – Conduct power flow analysis, short circuit duty analysis, reactive power analysis, N-1 studies, and contingency planning to identify system constraints and confirm that voltage, thermal, and operational criteria are met. Studies shall be performed in Milsoft WindMil for distribution studies and SKM PowerTools for substation and subtransmission studies.
Interconnection and System Impact Studies – Perform System Impact Studies and Facilities Studies for large loads, such as large commercial loads and data centers, and cluster or system-wide studies evaluating the combined impact of generation and battery energy storage interconnection requests. Identify grid capacity constraints, evaluate thermal, voltage, and operational impacts, and propose system mitigation measures for interconnection customers.
Distributed Energy Resource Integration and Hosting Capacity – Evaluate the ability of PWP's distribution and subtransmission systems to accommodate distributed generation, battery energy storage systems, electric vehicle loads, and other distributed energy resources (DERs). Perform hosting capacity, feeder capability, voltage, thermal loading, protection, reverse power flow, and other system-level analyses necessary to identify opportunities and constraints associated with increasing DER penetration. Develop planning recommendations for system upgrades, operational strategies, protection modifications, voltage regulation, and other measures necessary to support reliable DER integration. Support development of planning assumptions, scenarios, forecasts, and technical criteria for future deployment of solar generation, energy storage, and other DERs.
Load Forecasting and Master Planning – Develop system load forecasts and identify current and future system vulnerabilities, capacity deficits, operational constraints, and age-driven asset risks across distribution and subtransmission networks. Translate needs assessment findings into long-term capital improvement plans, resource adequacy analysis, and project prioritization. Recommend asset replacement schedules, risk-based prioritization, and phased execution timelines based on identified critical needs and resource limitations.
Reliability and Outage Root Cause Analysis – Perform root cause analysis on major system outages and equipment failures. Conduct overcurrent coordination studies, review trip settings, and recommend updates to enhance system reliability.
Grid Modernization – Provide technical recommendations and settings for distribution automation, fault location, isolation, and service restoration (FLISR), and other substation automation programs.
Technical Consulting and System Selection – Support the technical selection, scoping, and implementation of modern utility systems, such as:
Outage management system (OMS)
Distributed energy resource management system (DERMS)
Advanced engineering analysis software
Coordination with Renewable Energy and Energy Storage – For purposes of this Scope of Work, interconnection services generally address system planning and system-wide impacts. Project-specific interconnection feasibility studies, system impact studies, engineering, design, owner's engineering, implementation, and lifecycle support for an individual renewable generation, energy storage, or other inverter-based resource project are included under Scope of Work 6, as determined by the City based on the requirements of the task order.
6.5. Scope of Work 4: Civil and Structural Engineering
Complete civil and structural design for utility infrastructure construction, improvements, modifications, and retrofits, including new facilities and modifications to existing facilities. Consultant shall have at least five (5) years of experience designing new, or modifying existing, civil and structural infrastructure and shall have completed at least five (5) similar projects within the past five (5) years. Consultant staff shall include civil, structural, and geotechnical engineering personnel, as applicable to the work being performed. Professional engineering services requiring registration shall be performed under the responsible charge of engineers registered in the State of California. All work shall comply with PWP's applicable design criteria and standards, PWP structural design criteria, applicable IEEE standards (including IEEE 693), ASCE 7, AISC, ACI, and California Building Code requirements. Civil and structural engineering services may include, but are not limited to:
Existing Conditions Assessment and Field Verification – Investigate, measure, and document existing structures and foundations where record drawings are missing, incomplete, or unverified. Develop existing-conditions drawings and models sufficient to support analysis and design of modifications and retrofits, and identify assumptions and residual risk where field verification cannot fully establish existing conditions.
Research – Collect and review record drawings, as-built information, geotechnical data, equipment weights, dimensions, seismic qualification and loading data, applicable codes and standards, PWP structural design criteria, and site-specific seismic and wind parameters.
Structural Modeling – Develop structural analysis models for open-air racks and bus structures, equipment support structures, foundations, and anchorage, including representation of equipment loads, seismic mass, short-circuit mechanical forces, and existing structural conditions.
Structural Analysis – Perform structural analysis for dead, live, wind, seismic (IEEE 693 and California Building Code), short-circuit mechanical, and equipment operating loads. Evaluate and load rate existing structures, including building rooftops, for added, modified, or reused loading, and check the adequacy of members, connections, anchorage, and foundations.
Structural Design – Design and detail new and modified structures, including substation open-air racks, steel equipment support structures, concrete pad and pier foundations, transformer and switchgear foundations and pads, seismic anchorage and restraint, retaining walls, screening walls, physical barriers, and associated connections. Prepare structural drawings, calculations, technical specifications, and material lists.
Site Grading, Drainage, and Stormwater Design – Design site grading, drainage, and stormwater systems.
Underground Civil Design – Design underground civil infrastructure, including vaults and duct systems.
Geotechnical Engineering – Provide geotechnical engineering and coordination.
Vault Inspection and Evaluation – Inspect and evaluate existing vaults for as-found condition and provide repair recommendations, technical specifications, and cost estimates. A construction or field contractor will perform physical repairs; Consultant provides inspection, evaluation, and recommendations only.
Coordination with Receiving Station and Substation Design – For purposes of this Scope of Work, services generally address civil and structural work issued as a standalone assignment, including evaluation, modification, and retrofit of existing structures, and civil and structural design not part of a multidiscipline station design package. Civil, structural, geotechnical, and seismic design integrated into a new or modified receiving station or substation design package is included under Scope of Work 1, as determined by the City based on the requirements of the task order.
6.6. Scope of Work 5: Electric Vehicle (EV) Charging Infrastructure
Complete design of new facilities and modifications to existing facilities associated with electric vehicle (EV) charging infrastructure. Consultant shall have at least five (5) years of experience designing EV charging infrastructure and shall have completed at least five (5) similar projects within the past five (5) years. Consultant staff shall include, directly or through qualified subconsultants, electrical, civil, structural, architectural, mechanical, and fire protection personnel, as applicable to the work being performed. Services requiring professional registration or licensure shall be performed under the responsible charge of professionals registered or licensed in the State of California. Currently identified projects include EV charging installations at various City facilities and charging depots. All work shall comply with PWP's applicable design criteria, standards, and service requirements. EV charging infrastructure design services may include, but are not limited to:
Charging Facility Design – Design new and modified DC fast charging and Level 2 charging facilities and associated service infrastructure.
Site Civil and Electrical Design – Provide site civil and electrical design for charging facilities, including site improvements and supporting infrastructure.
Service Infrastructure and Switchgear Design – Design service infrastructure and switchgear layout in accordance with PWP service requirements.
Charger Pad and Canopy Design – Provide structural and architectural design for charger pads and canopies.
Mechanical and Fire Protection Design – Provide mechanical and fire protection design for charging facilities, as required by the project.
Accessibility Design – Provide ADA-compliant accessibility design for charging facilities.
Code and Program Compliance – Design charging facilities to comply with CALGreen, California Energy Commission EV charging requirements, and applicable building and electrical codes.
Coordination with Service Planning and Customer Engineering – For purposes of this Scope of Work, services generally address design of EV charging facilities and supporting site infrastructure. Utility service planning, including service capacity analysis, transformer sizing and placement, and service requirements, is included under Scope of Work 7, as determined by the City based on the requirements of the task order.
Coordination with Renewable Energy and Energy Storage – Where an EV charging project includes or interfaces with solar photovoltaic generation, battery energy storage, microgrids, or other distributed energy resources, Consultant may provide the coordination and integration necessary to support the EV charging infrastructure. Detailed renewable generation, energy storage, interconnection, owner's engineering, and related technical advisory services are included under Scope of Work 6, as determined by the City based on the requirements of the task order.
6.7. Scope of Work 6: Renewable Energy, Energy Storage, Interconnection, and Technical Advisory Services
Provide engineering design, technical studies, owner’s engineering, technical advisory, project development, procurement support, implementation support, commissioning, and lifecycle technical support for utility-scale and distributed renewable generation, battery energy storage systems (BESS), municipal solar and storage facilities, microgrids, resilience projects, and other inverter-based resources interconnected to PWP distribution, subtransmission, and receiving station facilities.
Consultant shall have at least five (5) years of relevant experience performing renewable generation, energy storage, interconnection engineering, or related technical advisory services and shall have completed at least five (5) similar projects within the past five (5) years. Consultant staff shall include electrical, civil, structural, and other engineering personnel, as applicable to the work being performed. Professional engineering services requiring registration shall be performed under the responsible charge of engineers registered in the State of California. Consultant shall demonstrate experience with renewable generation and energy storage projects and interconnections to operating electric utility systems, including municipal, distributed, and/or utility-scale resources, as applicable to the services being performed.
All work shall comply with PWP's applicable design criteria, interconnection requirements, protection and control standards, SCADA and communications standards, operating practices, and applicable IEEE, ANSI, NESC, NEC, California Building Code, California Fire Code, and other applicable industry standards.
Renewable energy, energy storage, interconnection, and technical advisory services may include, but are not limited to:
Feasibility, Site Assessment, and Project Development – Evaluate potential sites and existing facilities for renewable generation, BESS, microgrids, and related distributed energy resources. Services may include field investigations; evaluation of rooftop, ground-mount, parking canopy, parking structure, reservoir, and other installation opportunities; review of facility electrical infrastructure and load information; conceptual layouts; preliminary sizing; constructability assessments; identification of zoning, permitting, environmental, interconnection, building, electrical, and fire-code constraints; evaluation of applicable grants, incentives, and funding opportunities; planning-level cost estimates; and development of project implementation recommendations.
Owner’s Engineering and Technical Advisory Services – Provide independent technical advice and owner’s engineering services throughout planning, development, procurement, design, construction, commissioning, and operation of renewable generation and energy storage projects. Services may include technical due diligence, design criteria development, technical risk evaluation, project alternatives analysis, constructability review, value engineering, and review of technical assumptions and project performance requirements.
Utility-Scale and Distributed Solar Generation – Perform engineering associated with photovoltaic generation facilities, including electrical collection systems, inverters, DC and AC systems, medium-voltage systems, transformers, switchgear, protection, controls, grounding, metering, SCADA, communications, and utility interconnection facilities.
Battery Energy Storage Systems – Perform engineering associated with BESS facilities, including batteries, inverters, transformers, medium-voltage collection systems, switchgear, protection and control systems, grounding, auxiliary power systems, thermal management, fire protection, metering, SCADA, communications, and utility interconnection facilities.
Microgrids and Resilience Projects – Evaluate, plan, and design microgrid and resilience applications integrating generation, energy storage, facility loads, controls, communications, utility interfaces, and other distributed energy resources. Services may include operating-mode development, islanding strategies, load prioritization, black-start considerations, control philosophy, and resilience assessments.
Other Inverter-Based Resources – Evaluate and design interconnections for hybrid renewable and energy storage facilities and other existing or emerging inverter-based generation and energy technologies.
Energy and Facility Analysis – Review facility billing data, interval load data, existing service capacity, electrical distribution systems, panel capacities, transformer loading, and other available information necessary to evaluate project feasibility, system sizing, interconnection readiness, and potential facility upgrades.
Solar Resource and Performance Analysis – Perform solar resource assessment, shading analysis, energy production modeling, performance simulations, equipment comparisons, and other analysis necessary to evaluate photovoltaic system production and performance.
Photovoltaic Facility Design – Perform module selection, inverter sizing, string and combiner configuration, DC and AC electrical design, grounding, equipment layout, conductor sizing, voltage-drop calculations, and related photovoltaic engineering.
Structural Mounting Design – Perform structural evaluation and design for ground-mounted, rooftop, carport, parking-structure, reservoir, and other photovoltaic installations, including structural load evaluation of existing facilities and identification of required reinforcement or modifications.
Site Civil Design – Provide grading, drainage, access, paving, fencing, security, equipment pads, trenches, duct systems, stormwater, and other civil design associated with renewable generation and energy storage facilities.
Environmental and Permitting Support – Provide technical support for environmental review, permitting, zoning, building permits, fire department requirements, and coordination with applicable governmental or regulatory agencies.
Fire Access and Fire Code Compliance – Develop fire access, equipment spacing, emergency response, signage, hazard mitigation, and other design requirements associated with photovoltaic and battery energy storage installations.
Interconnection Standards Compliance – Perform interconnection design and technical studies in accordance with PWP requirements, IEEE 1547, and other applicable interconnection standards and requirements.
Project-Specific Interconnection Feasibility and System Impact Studies – Evaluate proposed generation and energy storage projects and their interconnections to determine impacts on the PWP electric system, including available system capacity, voltage performance, equipment loading, short-circuit duty, protection requirements, power quality, and required system upgrades.
Power System Studies – Perform load flow, short circuit, voltage regulation, protective device coordination, grounding, equipment duty, harmonic, power-quality, incident-energy, arc-flash, and other electrical studies necessary to evaluate and design renewable generation and energy storage facilities and their interconnections.
Inverter-Based Resource Studies – Evaluate inverter characteristics and operating modes, including fault-current contribution, reactive-power capability, voltage and frequency response, ride-through requirements, control interactions, harmonics, resonance, and other inverter-based resource performance.
Interconnection Point and Configuration Evaluation – Evaluate alternative points of interconnection, voltage levels, transformer configurations, switching arrangements, equipment ratings, conductor and cable requirements, and system modifications necessary to accommodate proposed projects.
Utility Interconnection Facilities – Design PWP utility interface facilities required to interconnect generation and energy storage projects, including circuit breakers, switchgear, transformers, disconnect switches, instrument transformers, surge arresters, bus systems, underground cable systems, overhead connections, and associated equipment.
Substation and Receiving Station Modifications – Develop modifications to existing substations and receiving stations necessary to accommodate renewable generation or energy storage projects, including expansion of buses, switchgear, protection and control systems, station auxiliary systems, metering, SCADA, communications, and other station facilities.
Protection and Control – Develop protective relaying and control requirements for generation and energy storage interconnections, including transformer, feeder, line, bus, breaker-failure, anti-islanding, abnormal-voltage, abnormal-frequency, synchronism, transfer-trip, and other protection functions, as applicable.
Protection Coordination and Relay Settings – Perform protection studies and develop or review relay settings required for reliable coordination between interconnected resources and the PWP electric system.
Grounding and Ground-Fault Protection – Evaluate system grounding configurations and develop grounding and ground-fault protection requirements for transformers, inverter systems, medium-voltage collector systems, switchgear, and utility interconnection facilities.
SCADA, Control, and Communications Integration – Develop requirements for monitoring and control of interconnected renewable generation and energy storage facilities, including remote status, alarms, analog values, controls, operating modes, communications interfaces, protocol requirements, and integration with existing PWP SCADA and operational technology systems.
Revenue and Operational Metering – Design and specify utility revenue, settlement, operational, and check-metering systems, including instrument transformers, meter panels, test switches, communications, and associated interfaces.
Telemetering and Operational Data – Develop requirements for real-time telemetry, equipment status, power flow, voltage, reactive power, state-of-charge, availability, alarms, and other operational information required by PWP or applicable balancing authority, transmission operator, or market entities.
Power Quality and Harmonic Evaluation – Evaluate harmonic distortion, flicker, voltage variation, inverter switching effects, resonance, and other power-quality impacts and recommend mitigation where required.
Equipment Ratings and Specifications – Develop or review technical requirements for photovoltaic modules, inverters, batteries, transformers, switchgear, circuit breakers, medium-voltage equipment, instrument transformers, grounding equipment, metering equipment, communications equipment, and other equipment associated with renewable generation, energy storage, and interconnection facilities.
Design Review of Developer or Contractor Facilities – Review drawings, calculations, studies, equipment specifications, protection schemes, controls, grounding, metering, SCADA, communications, and other technical documents prepared by developers, contractors, or their consultants for compliance with PWP requirements and applicable project criteria.
Interconnection Requirements and Technical Specifications – Develop project-specific interconnection requirements, technical specifications, design criteria, interface requirements, and utility standards for generation and energy storage facilities.
Utility System Upgrade Requirements – Identify and develop conceptual or detailed designs for PWP system upgrades necessary to support an interconnection, including substation, subtransmission, distribution, protection, communications, and control system improvements.
Construction Documents and Specifications – Prepare drawings, calculations, equipment specifications, construction specifications, material requirements, cost estimates, and other documents necessary for procurement, competitive bidding, and construction of renewable generation, energy storage, interconnection facilities, and associated system upgrades.
Construction and Outage Sequencing – Develop construction sequencing, temporary configurations, cutover plans, outage requirements, and energization sequences necessary to integrate new renewable generation and energy storage facilities.
Construction Engineering and Implementation Support – Respond to Requests for Information (RFIs), review contractor and developer submittals, plans, drawings, schedules, proposed substitutions, and change-related technical documentation; attend construction meetings; perform site observations; evaluate field conditions; and provide other engineering and owner’s support during construction.
Factory and Site Acceptance Testing – Develop or review testing requirements and procedures for major electrical equipment, protection and control systems, metering, SCADA, communications, inverters, BESS equipment, and other systems associated with the project or interconnection.
Commissioning and Energization – Develop or review commissioning, startup, acceptance, and energization plans and provide engineering support for point-to-point testing, relay testing, functional testing, inverter and battery testing, communications checkout, SCADA testing, meter verification, interconnection testing, and initial energization.
Operational Performance Verification – Support post-energization verification of renewable generation and energy storage performance, including energy production, active and reactive power response, voltage control, power-factor control, ramp rates, state-of-charge controls, alarms, communications, contractual performance requirements, and other operating requirements.
Operations, Performance, and Asset Management Support – Provide technical guidance regarding operation, maintenance, monitoring, and lifecycle management of renewable generation and energy storage facilities. Services may include review of monitoring data, production reports, maintenance records, service agreements, warranty claims, equipment condition, performance trends, preventive maintenance practices, equipment replacement strategies, and system optimization.
Technical Reporting and Stakeholder Support – Prepare technical memoranda, reports, presentations, project status information, and other technical materials and participate in meetings with City staff and other project stakeholders, as requested.
Coordination with System Planning – For purposes of this Scope of Work, interconnection studies generally address individual renewable generation, energy storage, or other inverter-based resource projects. Cluster and system-wide studies, large load interconnection studies, hosting capacity analysis, and long-term system planning are included under Scope of Work 3, as determined by the City based on the requirements of the task order.
Coordination with Electric Vehicle Charging Infrastructure – Provide technical coordination where renewable generation or energy storage projects interface with EV charging infrastructure or charging loads. Detailed EV charging infrastructure design is included under Scope of Work 5, as determined by the City based on the requirements of the task order.
Record Drawings and Project Closeout – Review contractor and developer redlines; prepare or review as-built drawings; incorporate field modifications; and provide final studies, relay settings, equipment documentation, test reports, commissioning documentation, O&M information, and other project closeout records.
6.8. Task Order Procedure and Consultant Utilization
Work under this Contract will be issued via individual task orders. Each task order will define the specific scope of services, deliverables, schedule, compensation method, and authorized amount. Task orders may be issued on either a lump-sum basis or a time-and-materials/not-to-exceed basis, as determined by the City based on the nature of the assignment. For time-and-materials task orders, the applicable labor classifications and Contract rates will be identified. No work shall commence under this Contract until a written task order is issued and signed.
Upon receipt of a request for a task-order proposal, the Consultant shall promptly review the requested scope and advise the City Project Manager of any additional information needed to prepare the proposal. For routine or well-defined assignments, the City generally expects task-order proposals to be provided within ten (10) business days. For assignments requiring substantial scope development, subconsultant coordination, detailed level-of-effort analysis, fixed-price development, or other significant proposal preparation, the Consultant shall promptly coordinate with the City Project Manager to establish a mutually acceptable proposal due date. The City may specify a different proposal due date in the task-order request based on project requirements.
Consultant utilization under this Contract is subject to caps established by the responsible PWP Power Engineering Group, consistent with temporary workload provisions. Work characterized as ongoing, predictable, or programmatic over multi-year cycles will be evaluated for transition to permanent PWP staffing.
Consultant shall not expect any guaranteed minimum volume of work under this Contract. The City makes no representation regarding the total value of task orders that will be issued to any individual consultant during the term of the Contract.
6.9. Construction and Project Management Functions
Construction management, project management, inspection, and related field services may be required under individual task orders where applicable to the assigned Scope of Work Group and specific project requirements.
When such services are included in a task order, the Consultant shall provide appropriately qualified personnel with experience applicable to the services being performed. Construction and field services may include factory inspections, project site inspections, special deputy inspections, daily inspection logs, extra-work verification in accordance with project specifications, construction coordination, and preparation or review of as-built records.
Project management responsibilities under this Contract are limited to consultant-led tasks and consultant project teams. Consultants shall not serve as project managers over City employees or exercise supervisory authority over PWP staff. The responsible PWP engineering group retains project management authority over City staff and shall review and approve consultant designs and deliverables, as applicable, prior to construction, implementation, or operational use.
6.10. Drafting
Computer-aided drafting and drawing preparation may be required under individual task orders where applicable to the assigned Scope of Work Group and specific project requirements. When drafting services are required, the Consultant shall provide appropriately qualified personnel and shall prepare deliverables using the version of AutoCAD or other software specified by PWP for the applicable task order. The City may provide sample drawings, standards, or templates for use in preparing project drawings.
6.11. Task Order Amendments
Any change to an issued task order, including a change to the scope of services, deliverables, schedule, compensation method, or authorized amount, must be approved in writing by the City before the Consultant performs the changed or additional work. Approval shall be provided by the City representative having authority to approve the applicable change.
A task order or task order amendment shall not be used to authorize services outside the Scope of Work established by the Contract. Any modification to the Contract's Scope of Work shall require a formal Contract amendment approved in accordance with applicable City requirements.
6.12. Location
Primarily City of Pasadena. The Consultant(s) may be required to visit other areas for meetings with surrounding utilities or performing factory inspection / acceptance testing.
7. Sample Contract
7.1. Contract Duration
The initial term of the Contract resulting from this proposal is for five years from the date the City executes the contract. The compensation set forth in the Proposal shall remain valid and in effect during the initial term of the contract, subject to any price adjustments permitted under the Price Adjustment Clause of this RFP and resulting contract. There shall be three optional one-year extension periods subject to the approval of the City Manager, in his sole and absolute discretion, and which shall be memorialized in the form of an amendment to the contract, setting forth the agreed upon amount of compensation and such other terms and provisions as the parties may agree upon for each extension period.
7.2. SAMPLE CONTRACT
A sample of the contract the successful vendor will be required to enter into with the City is attached (Attachments) and by this reference incorporated herein and made part of this solicitation.
8. Price Proposal
Each Proposer shall submit a Price Proposal for each Group for which it is proposing. The Price Proposal shall include fully burdened hourly rates for the labor classifications identified in the applicable City pricing table.
The quantities shown in the City pricing tables are established solely for proposal evaluation and cost-comparison purposes. Only the City-identified evaluation line items and quantities will be used to calculate the evaluated price for scoring purposes.
Proposers may include additional labor classifications, subconsultant rates, reimbursable expenses, and other cost items that may reasonably be required to perform services within the applicable Scope of Work. Such additional items will not be included in the proposal cost-comparison calculation unless specifically identified by the City as an evaluation item.
All labor classifications, rates, reimbursables, and other cost items accepted by the City and incorporated into the resulting Contract may be used in future task orders, subject to the specific scope, authorization, and compensation method established in each task order.
Individual task orders may be issued on either a lump-sum basis or a time-and-materials/not-to-exceed basis, as determined by the City. For lump-sum task orders, the Consultant shall provide a proposed fixed fee based on the specific scope of services, deliverables, schedule, and anticipated level of effort. For time-and-materials/not-to-exceed task orders, compensation shall be based on actual authorized costs using the applicable Contract rates and approved cost items, subject to the task-order not-to-exceed amount.
The Proposer’s pricing shall include, as applicable:
• Fully burdened labor rates for all proposed personnel classifications;
• Subconsultant rates and fees;
• Proposed reimbursable expenses and the basis upon which they will be charged;
• Travel, lodging, and other incidental expenses, if applicable;
• Equipment, materials, supplies, permits, fees, and other direct costs that may be required to perform authorized task-order work;
• Overhead, administrative costs, profit, and other indirect costs applicable to the proposed rates; and
• Any other cost items the Proposer anticipates may be required to perform services within the Scope of Work.
Group 1 - Receiving Station and Substation Design
Export This Table
Line Item
Labor Classification
Quantity
Unit of Measure
Fully Burdened Hourly Rate
Total
1
Principal / Project Manager
80
Hours
2
Senior Electrical Engineer
220
Hours
3
Electrical Engineer
160
Hours
4
Protection & Control Engineer
180
Hours
5
Civil Engineer
90
Hours
6
Structural Engineer
80
Hours
7
Geotechnical Engineer
40
Hours
8
Designer / CAD Technician
150
Hours
Total
$0.00
Columns
Group 2 – SCADA, Automation, Communications and Control Design
Export This Table
Line Item
Labor Classification
Quantity
Unit of Measure
Fully Burdened Hourly Rate
Total
1
Principal / Project Manager
80
Hours
2
Senior SCADA / Automation Engineer
180
Hours
3
SCADA / Controls Engineer
260
Hours
4
Communications / Network Engineer
160
Hours
5
OT Cybersecurity Specialist
80
Hours
6
System Integration / Programming Specialist
120
Hours
7
Testing / Commissioning Engineer
80
Hours
8
Designer / CAD Technician
40
Hours
Total
$0.00
Columns
Group 3 – System Planning
Export This Table
Line Item
Labor Classification
Quantity
Unit of Measure
Fully Burdened Hourly Rate
Total
1
Principal / Project Manager
80
Hours
2
Senior System Planning Engineer
240
Hours
3
Power Systems Engineer
280
Hours
4
System Modeling Engineer / Analyst
220
Hours
5
NERC / WECC / Regulatory Specialist
100
Hours
6
Technical / Data Analyst
80
Hours
Total
$0.00
Columns
Group 4 – Civil and Structural Engineering
Export This Table
Line Item
Labor Classification
Quantity
Unit of Measure
Fully Burdened Hourly Rate
Total
1
Principal / Project Manager
80
Hours
2
Senior Civil Engineer
160
Hours
3
Civil Engineer
200
Hours
4
Senior Structural Engineer
160
Hours
5
Structural Engineer
170
Hours
6
Geotechnical Engineer
70
Hours
7
Field Engineer / Inspector
50
Hours
8
Designer / CAD Technician
110
Hours
Total
$0.00
Columns
Group 5 – Electric Vehicle Charging Infrastructure
Export This Table
Line Item
Labor Classification
Quantity
Unit of Measure
Fully Burdened Hourly Rate
Total
1
Principal / Project Manager
80
Hours
2
Senior Electrical Engineer
180
Hours
3
Electrical Engineer
240
Hours
4
Civil Engineer
130
Hours
5
Structural Engineer
90
Hours
6
Architect
100
Hours
7
Mechanical Engineer
50
Hours
8
Fire Protection Engineer
50
Hours
9
Designer / CAD Technician
80
Hours
Total
$0.00
Columns
Group 6 – Renewable Energy, Energy Storage, Interconnection, and Technical Advisory Services
Export This Table
Line Item
Labor Classification
Quantity
Unit of Measure
Fully Burdened Hourly Rate
Total
1
Principal / Project Manager
80
Hours
2
Senior Electrical / Interconnection Engineer
160
Hours
3
Power Systems / Interconnection Engineer
180
Hours
4
Renewable Energy / BESS Engineer
160
Hours
5
Energy Systems Analyst
150
Hours
6
Protection & Control Engineer
90
Hours
7
SCADA / Communications Engineer
60
Hours
8
Civil Engineer
50
Hours
9
Structural Engineer
40
Hours
10
Site Assessor / Field Technician
50
Hours
11
Designer / CAD Technician
60
Hours
Total
$0.00
Columns
9. Review and Award Recommendation Process
9.1. Review and Award
A screening committee will determine which proposals are responsive to City requirements and needs. The technical portions of responsive proposals will be evaluated by a selection panel consisting of personnel from the City. The selection may be based solely on the written proposals submitted.
PROPOSERS may be invited to a meeting to provide additional clarification regarding the content of their proposal. The City reserves the right to invite all responsive PROPOSERS or a subset of the highest-ranked PROPOSERS within each applicable Scope of Work Group based on the initial written proposal evaluation. The meeting will not alter the evaluation criteria and will be used solely to clarify proposal content. Final scoring and ranking for each applicable Group will occur following any clarification meetings.
The weighted scoring in the Evaluation Criteria prioritizes the factors most important for this solicitation. Proposers will be ranked based on the Total Average points of all evaluators across all scoring factors. The City may select multiple qualified Proposers for contract award in accordance with the applicable Group(s) for which each Proposer is evaluated.
Following completion of the evaluation and selection process, staff may recommend award of contracts to multiple qualified Proposers.
For City Departments: Any contract resulting from this RFP, if more than $75,000, shall not be effective until approved by the City Manager. Any contract resulting from this RFP, if more than $250,000 shall not be effective until approved by the City Council.
For Operating Companies (such as the Rose Bowl): Any contract resulting from this RFP, if $250,000 or less, shall not be effective until approved by the top executive official of the Operating Company. Any contract resulting from this RFP, if more than $250,000, shall not be effective until approved by the Board of the Operating Company (including the Pasadena Rental Housing Board, Rose Bowl Operating Company, Pasadena Center Operating Company, or Pasadena Media).
9.2. Separate Review of Technical, and Price Proposals
The Technical Proposal and the Price Proposal will be evaluated separately. First will be all non-price qualifications including but not limited approach, experience, all Required Forms, litigation history, responsiveness, and all elements related to the non-price evaluation factors in the Evaluation Criteria (#Evaluation Criteria). The City may utilize separate evaluation committees to review the Technical and Price elements.
9.3. Split Award
Proposals will be evaluated independently for each Group. Proposers may submit a proposal for one or more Groups.
The City intends to establish a pool of qualified consultants and may award contracts to multiple Proposers within each Group. A Proposer may be awarded a contract for more than one Group. Contract awards will be based on the evaluation and ranking of proposals for each respective Group.
The Groups are:
• Group One: Scope of Work 1
• Group Two: Scope of Work 2
• Group Three: Scope of Work 3
• Group Four: Scope of Work 4
• Group Five: Scope of Work 5
• Group Six: Scope of Work 6
• Group Seven: Scope of Work 7
Award of a contract does not guarantee the Consultant any minimum amount of work or any specific task order. Work will be assigned in accordance with the Task Order Procedure described in Section 6.9.
10. Public Contract Claims Procedure
PUBLIC CONTRACT CODE SECTION 9204 PUBLIC WORKS CLAIMS PROCEDURE
AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.
For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.
A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:
1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”
2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or
3. “Payment of an amount that is disputed by the public entity.”
Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."
For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.
If the contractor disputes the public entity's written statement, or if the public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.
Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.
Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.
After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).
The full text of this new legislation is set forth below:
THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:
SECTION 1.
Section 9204 is added to the Public Contract Code, to read:
9204.
(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.
(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section 10240) of Chapter 1 of Part 2, Chapter 10 (commencing with Section 19100) of Part 2, and Article 1.5 (commencing with Section 20104) of Chapter 1 of Part 3, this section shall apply to any claim by a contractor in connection with a public works project.
(c) For purposes of this section:
(1) “Claim” means a separate demand by a contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:
(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by a public entity under a contract for a public works project.
(B) Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled.
(C) Payment of an amount that is disputed by the public entity.
(2) “Contractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who has entered into a direct contract with a public entity for a public works project.
(3) (A) “Public entity” means, without limitation, except as provided in subparagraph (B), a state agency, department, office, division, bureau, board, or commission, the California State University, the University of California, a city, including a charter city, county, including a charter county, city and county, including a charter city and county, district, special district, public authority, political subdivision, public corporation, or nonprofit transit corporation wholly owned by a public agency and formed to carry out the purposes of the public agency.
(B) “Public entity” shall not include the following:
The Department of Water Resources as to any project under the jurisdiction of that department.
The Department of Transportation as to any project under the jurisdiction of that department.
The Department of Parks and Recreation as to any project under the jurisdiction of that department.
The Department of Corrections and Rehabilitation with respect to any project under its jurisdiction pursuant to Chapter 11 (commencing with Section 7000) of Title 7 of Part 3 of the Penal Code.
The Military Department as to any project under the jurisdiction of that department.
The Department of General Services as to all other projects.
The High-Speed Rail Authority.
(4) “Public works project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.
(5) “Subcontractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who either is in direct contract with a contractor or is a lower tier subcontractor.
(d) (1) (A) Upon receipt of a claim pursuant to this section, the public entity to which the claim applies shall conduct a reasonable review of the claim and, within a period not to exceed 45 days, shall provide the claimant a written statement identifying what portion of the claim is disputed and what portion is undisputed. Upon receipt of a claim, a public entity and a contractor may, by mutual agreement, extend the time period provided in this subdivision.
(B) The claimant shall furnish reasonable documentation to support the claim.
(C) If the public entity needs approval from its governing body to provide the claimant a written statement identifying the disputed portion and the undisputed portion of the claim, and the governing body does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a claim sent by registered mail or certified mail, return receipt requested, the public entity shall have up to three days following the next duly publicly noticed meeting of the governing body after the 45-day period, or extension, expires to provide the claimant a written statement identifying the disputed portion and the undisputed portion.
(D) Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement. If the public entity fails to issue a written statement, paragraph (3) shall apply.
(2) (A) If the claimant disputes the public entity’s written response, or if the public entity fails to respond to a claim issued pursuant to this section within the time prescribed, the claimant may demand in writing an informal conference to meet and confer for settlement of the issues in dispute. Upon receipt of a demand in writing sent by registered mail or certified mail, return receipt requested, the public entity shall schedule a meet and confer conference within 30 days for settlement of the dispute.
(B) Within 10 business days following the conclusion of the meet and confer conference, if the claim or any portion of the claim remains in dispute, the public entity shall provide the claimant a written statement identifying the portion of the claim that remains in dispute and the portion that is undisputed. Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement. Any disputed portion of the claim, as identified by the contractor in writing, shall be submitted to nonbinding mediation, with the public entity and the claimant sharing the associated costs equally. The public entity and claimant shall mutually agree to a mediator within 10 business days after the disputed portion of the claim has been identified in writing. If the parties cannot agree upon a mediator, each party shall select a mediator and those mediators shall select a qualified neutral third party to mediate with regard to the disputed portion of the claim. Each party shall bear the fees and costs charged by its respective mediator in connection with the selection of the neutral mediator. If mediation is unsuccessful, the parts of the claim remaining in dispute shall be subject to applicable procedures outside this section.
(C) For purposes of this section, mediation includes any nonbinding process, including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section.
(D) Unless otherwise agreed to by the public entity and the contractor in writing, the mediation conducted pursuant to this section shall excuse any further obligation under Section 20104.4 to mediate after litigation has been commenced.
(E) This section does not preclude a public entity from requiring arbitration of disputes under private arbitration or the Public Works Contract Arbitration Program, if mediation under this section does not resolve the parties’ dispute.
(3) Failure by the public entity to respond to a claim from a contractor within the time periods described in this subdivision or to otherwise meet the time requirements of this section shall result in the claim being deemed rejected in its entirety. A claim that is denied by reason of the public entity’s failure to have responded to a claim, or its failure to otherwise meet the time requirements of this section, shall not constitute an adverse finding with regard to the merits of the claim or the responsibility or qualifications of the claimant.
(4) Amounts not paid in a timely manner as required by this section shall bear interest at 7 percent per annum.
(5) If a subcontractor or a lower tier subcontractor lacks legal standing to assert a claim against a public entity because privity of contract does not exist, the contractor may present to the public entity a claim on behalf of a subcontractor or lower tier subcontractor. A subcontractor may request in writing, either on his or her own behalf or on behalf of a lower tier subcontractor, that the contractor present a claim for work which was performed by the subcontractor or by a lower tier subcontractor on behalf of the subcontractor. The subcontractor requesting that the claim be presented to the public entity shall furnish reasonable documentation to support the claim. Within 45 days of receipt of this written request, the contractor shall notify the subcontractor in writing as to whether the contractor presented the claim to the public entity and, if the original contractor did not present the claim, provide the subcontractor with a statement of the reasons for not having done so.
(e) The text of this section or a summary of it shall be set forth in the plans or specifications for any public works project that may give rise to a claim under this section.
(f) A waiver of the rights granted by this section is void and contrary to public policy, provided, however, that (1) upon receipt of a claim, the parties may mutually agree to waive, in writing, mediation and proceed directly to the commencement of a civil action or binding arbitration, as applicable; and (2) a public entity may prescribe reasonable change order, claim, and dispute resolution procedures and requirements in addition to the provisions of this section, so long as the contractual provisions do not conflict with or otherwise impair the timeframes and procedures set forth in this section.
(g) This section applies to contracts entered into on or after January 1, 2017.
(h) Nothing in this section shall impose liability upon a public entity that makes loans or grants available through a competitive application process, for the failure of an awardee to meet its contractual obligations.
(i) This section shall remain in effect only until January 1, 2027, and as of that date is repealed, unless a later enacted statute that is enacted before January 1, 2027, deletes or extends that date.
(Amended by Stats. 2019, Ch. 489, Sec. 1. (AB 456) Effective January 1, 2020. Repealed as of January 1, 2027, by its own provisions.)
SEC. 2.
The Legislature finds and declares that it is of statewide concern to require a charter city, charter county, or charter city and county to follow a prescribed claims resolution process to ensure there are uniform and equitable procurement practices.
SEC. 3.
If the Commission on State Mandates determines that this act contains costs mandated by the state, reimbursement to local agencies and school districts for those costs shall be made pursuant to Part 7 (commencing with Section 17500) of Division 4 of Title 2 of the Government Code.
11. Evaluation Criteria
Evaluation of the proposals will be based on a competitive selection process, in which the evaluation of proposals will not be limited to price alone. The capability of the proposer to satisfy the City requirements identified in this solicitation, and the experience of the proposer in providing services of this type, size and scope will also be considered in the selection. This RFP has been structured to provide specific requirements which function as a standardized framework for the evaluation. The weighted scoring prioritizes the factors most important for this solicitation. Proposals will be evaluated and scored independently for each applicable Scope of Work Group based on the Total Average points assigned by all evaluators across all scoring factors. The City may select multiple qualified Proposers for contract award within each Group.
The City, in consultation with the selection panel, reserves the right to reject any and all proposals. The selection panel will evaluate and score responsive proposals using the following criteria and weights:
1. Qualifications
Points are assigned based on the Consultant's qualifications and capacity to perform the services within the applicable Scope of Work Group. Evaluation considers the professional registrations, certifications, and technical credentials of the proposed team; the firm's organizational depth and ability to staff and deliver concurrent task orders within required schedules; the qualifications and roles of any subconsultants and the Consultant's approach to managing them; the adequacy of the Consultant's resources, tools, and quality assurance and quality control processes; and the Consultant's familiarity with applicable codes, standards, regulatory requirements, and PWP design criteria relevant to the applicable Scope of Work Group.
Consultants demonstrating the credentials, capacity, resources, and processes necessary to reliably deliver high-quality work within the applicable Scope of Work Group will score highest.
Scoring Method:
Points Based
Weight (Points):
35 (35% of Total)
2. Work Experience
Points are assigned based on the depth, relevance, and complexity of the Consultant's experience performing services within the applicable Scope of Work Group. Evaluation considers the number and complexity of similar projects completed within the past five (5) years; the number of years the Consultant has performed the applicable services; the relevance of the Consultant's prior electric utility experience; and the qualifications, professional registrations, and directly applicable project experience of the specific staff proposed.
Consultants demonstrating substantial experience on projects comparable in size, complexity, and technical requirements to the services anticipated within the applicable Scope of Work Group will score highest.
Scoring Method:
Points Based
Weight (Points):
35 (35% of Total)
3. Cost Proposal
Points will be assigned based on the evaluated price calculated from the City-provided pricing table for the applicable Scope of Work Group. The evaluated price will be based on the City-identified labor classifications, estimated quantities, and the fully burdened hourly rates proposed for those classifications. Additional labor classifications, subconsultant rates, reimbursable expenses, and other cost items proposed by the Consultant will not be included in the evaluated price unless specifically identified by the City as evaluation items.
Cost Proposal points will be assigned using a Ratio Method. The proposal with the lowest evaluated price will receive the maximum points available. All other proposals will receive a proportionate share of the available points based on their evaluated price in relation to the lowest evaluated price, using the following formula:
Lowest Price / Evaluated Price X maximum points available = Awarded Points
Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 20 points.
( $100,000 / $125,000 ) X 20 = 16 points
Scoring Method:
Reward Low Cost
Weight (Points):
20 (20% of Total)
4. Local Pasadena Business
To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
5. Small or Micro-Business
To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business. Refer to the State of California Department of General Services Division for further information. https://caleprocure.ca.gov/pages/sbdvbe-index.aspx
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
12. Attachments
A - Master Services Contract
B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2
D - DISQUALIFICATION_DISCLOSURE (4)
E - CONFLICT_OF_INTEREST (5)
F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2)
H - DESIGNATED REPRESENTATIVESdocx
I - RELEVANT EXPERIENCE FORM
13. Submittal Instructions
13.1. Early Preparation for Submission
We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Thursday, October 22, 2026 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:
Thoroughly review all requirements and the entire solicitation document.
Gather, organize, and complete the necessary documents for submittal.
Address any unforeseen technical issues that may arise during the preparation or submittal of your response.
Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.
13.2. Training Resources for Vendors:
Screen Shots:
Instructions for the new eProcurement System: The following link will help you Get Started (https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.
All Video Guides: OpenGov Procurement Vendor Training
New Supplier Account
Submit a Bid or Proposal
Updating Your Company Designation on a Solicitation
Vendor Selection of Category Codes
How To Subscribe To Organizations And Find Active RFPs & Bids
Login Process
How to Edit or Withdraw your Proposal after it's been Submitted
How to Submit a Question
Viewing Bid Results
Video Trainings
13.3. OpenGov Technical Support
Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.
Phone: (650) 336-7167
Email: support@support.opengov.com
Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident
Live Chat: Click on the circle blue icon at the bottom right of the screen.
13.4. Internet Access
The City cannot guarantee that equipment involved in Solicitation Submission will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received as instructed in this solicitation complete and prior to the deadline. The City is not responsible for the confidentiality of information transmitted over the Internet.
It is the Respondent's responsibility to review your status in our eProcurement system and update your contact information and notification preferences accordingly.
The City does not recommend waiting until the last two days to start preparing or submitting your response.
13.5. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Thursday, October 22, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.
The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.
13.6. Withdrawal of Proposal
Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Thursday, October 22, 2026.
13.7. City Changes to the Solicitation Documents
The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.
Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Power Delivery General Engineering Services." Project ID: 2026-RFP-0300. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.
13.8. Deadline for Questions
The deadline to submit questions related to this solicitation is Thursday, October 8, 2026, prior to 4:00 pm.
Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.
13.9. Follow these simple steps to submit your proposal electronically:
If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.
Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.
Electronic Submission of Bids
All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal. The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.
Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.
Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.
In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.
Steps to Submit Your Electronic Proposal:
To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.
https://procurement.opengov.com/portal/pasadena/projects/264045
1. Acknowledge all Addenda
2. Accept City of Pasadena Terms and Conditions Message
3. Answer all required vendor questions.
4. Upload all required forms. Proposer may save their work and return.
5. Review your work and submit proposal when ready.
6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.
7. Proposer may withdraw their bid at any time prior to 3:00 pm on Thursday, October 22, 2026.
Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.
1- Acknowledge the new addenda; and
2- Resubmit your bid through the City's eProcurement Portal.
Do Not upload a Zip File: Unzip Your Files
Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.
Open File Explorer, and find the zipped folder.
To unzip the entire folder, right-click to select Extract All, and then follow the instructions.
To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.
13.10. Vendor Registration Instructions & Customer Service information:
Click here to register onto the City's eProcurement Portal hosted by OpenGov.
If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.
Customer Service
For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.
Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.
13.11. Surety2000 Instructions
If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.
Video Trainings:
How a Contractor Registers with Surety2000: https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view
How to Create a Bond: https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view
How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view
Bid Bond Instruction:
Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen (15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.
Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com
14. Submittals/Checklist
The response to this RFP must be made according to the requirements set forth in this Article, both for content and for sequence. Noncompliance with these requirements or the inclusion of conditions, limitations, or misrepresentations, may be cause for rejection of the proposal.
1. Acknowledgements
1.1. Proposer Certification*
By submitting this bid the proposer hereby certifies under penalty of perjury of the laws of the State of California that all representations made in the documents that comprise the proposal for Power Delivery General Engineering Services due on Thursday, October 22, 2026 are true and correct to the best of my knowledge at the time of the proposal’s submission.
By confirming, the vendor is acknowledges the following:
We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.
The representations herein are made under penalty of perjury.
We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.
Please confirm
*Response required
2. CONTENTS OF PROPOSAL
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.
2.1. Mandatory Content*
Cover letter
Table of Contents
Required Certifications AND Forms (see items in this Checklist)
Technical Proposal
Price Proposal
Statement of Qualifications and/or Experience
Additional Data (if required)
Subsequent to the closing of this solicitation, each Proposer selected for contract award will be required to provide the following documents within ten (10) calendar days of notification; otherwise, the Proposer’s proposal may be deemed non-responsive.
Request for Tax Payer Identification Number and Certification (IRS Form W-9)
Pasadena Business License (if required)
Any Required Licenses or Certifications
All Insurance Required by this Solicitation (If Required) #Insurance Requirements
Please confirm
*Response required
2.2. Cover Letter and Table of Contents *
Upload your Cover Letter and Table of Contents :
“Cover Letter” shall be a maximum one-page letter including the name and address of the organization submitting the proposal; whether the proposing firm is an individual, partnership, corporation or joint venture; and the name, mailing/e-mail addresses, and telephone/fax numbers the contact person who will be authorized to make representations for the organization.
*Response required
2.3. Separate Technical Proposal Only - Proposal Submittal*
“TECHNICAL PROPOSAL” should demonstrate the PROPOSER’S understanding of the applicable Scope of Work Group(s) and its approach to performing services under a task-order contract. No pricing shall be included in this section.
The TECHNICAL PROPOSAL shall describe the PROPOSER’S approach to task-order execution, including staffing and resource availability, responsiveness to City requests, management of concurrent assignments, coordination with City staff, quality assurance and quality control, and the ability to meet project-specific schedules and deliverable requirements established through individual task orders.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.
*Response required
2.4. Separate Price Proposal Submittal:
The Price Proposal shall be submitted separately from the Technical Proposal.
For each Group proposed, the Proposer shall:
Complete the City-provided pricing table, including fully burdened hourly rates for each City-identified labor classification. The City-identified labor classifications and quantities will be used for proposal cost comparison and evaluation.
Provide a complete proposer cost schedule identifying any additional labor classifications, subconsultant rates, reimbursable expenses, equipment, materials, supplies, travel, permits, fees, and other cost items that may reasonably be required to perform services within the applicable Scope of Work.
Identify the level of effort and hourly rates for key personnel/project positions and provide a detailed breakdown of proposed subconsultant rates and fees.
Identify any proposed reimbursable expenses and the basis upon which such expenses will be charged.
Additional proposer cost items will not be included in the proposal cost-comparison calculation unless specifically identified by the City as evaluation items. However, any such items accepted by the City and incorporated into the resulting Contract may be used in future authorized task orders.
Work under the resulting Contract may be authorized on either a lump-sum basis or a time-and-materials/not-to-exceed basis, as provided in the Scope of Work and individual task orders.
2.5. Additional Data (if necessary)
“Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.
3. Preferences (if applied)
3.1. Is your company currently certified with the State of California Department of General Services (DGS) as a Small or Micro Business?*
If this preference is applied to the solicitation, and your company is seeking this preference, you must provide a copy of the certification from DGS.
Yes
No
*Response required
When equals "Yes"
3.1.1. Please upload a copy of your Current California DGS Certification*
*Response required
3.2. Is your company currently located within the boundary of the City of Pasadena?*
Yes
No
*Response required
When equals "Yes"
3.2.1. Please upload a copy of your Company's Pasadena Business License*
*Response required
4. QUALIFICATIONS
4.1. Statement of Qualifications and/or Experience
The Statement of Qualifications shall identify each Scope of Work Group for which the PROPOSER is submitting a proposal and shall demonstrate the PROPOSER’S qualifications and experience for each applicable Group.
For each Group proposed, the PROPOSER shall describe its relevant experience, key personnel, professional registrations and certifications, similar projects, and other information necessary to demonstrate compliance with the minimum qualifications and experience requirements identified in Section 6.
For Scope of Work Group 6, proposers should identify experience, as applicable, with distributed and utility-scale solar PV, battery energy storage systems, municipal or public-agency energy projects, utility interconnection, owner’s engineering, procurement support, commissioning, performance verification, and lifecycle or asset-management support.
Proposers responding to more than one Group should clearly organize their response by Scope of Work Group to facilitate independent evaluation and scoring
5. FORMS
Please download, complete and submit any required forms below.
5.1. Disclosure of Contracts with the U.S. Department of Homeland Security (DHS)*
Disclosures:
Respondents are invited to disclose any current contracts, subcontracts, or agreements with DHS, including any related data-sharing arrangements. If provided, respondents may include:
DHS agency or sub-agency (if applicable)
General description of services
Whether data-sharing with third parties is involved
If no such relationships exist, respondents may indicate “No.”
Questions related to the disclosure shall be asked and answered through the solicitation Question and Answer process. The completed disclosure form will be reviewed by and shared with the City Manager’s office. Please upload this form as part of the submittal checklist and email a copy to CMOContractsAssessement@cityofpasadena.net.
DHS_Contract_Disclosure_Form.xlsx
*Response required
5.2. AA1; AA2; AA3; SIGNATURE & LEGAL STATUS; AND DECLARATION OF NON-Collusion*
If your proposal does not include all of the below items, it may be deemed non-responsive.
Each PROPOSER must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless PROPOSER has an approved form on file with the City.
Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000.
Form AA-3 is Optional. (Copies attached)
A completed and signed "Declaration of Non-Collusion." (Copy attached)
SIGNATURE & LEGAL STATUS (Copy attached)
Evidence of certification by State of California as a small or micro-business, if claiming such preference – https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx
REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION_08022024_v2.pdf
*Response required
5.3. Taxpayer Protection Amendment Disclosure *
Please download the below documents, complete, and upload.
ADDITIONAL REQUIREMENT
For RFP/RFQ where the selected vendor/contract will require City Council approval (check with City project manager for clarification), the following requirement applies:
TAX PAYER PROTECTION ACT – PROPOSER SUBMITS A COPY OF THE COMPLETED TPA FORM TO THE CITY CLERK’S OFFICE
E-MAIL: OfficialRecords-CityClerk@Cityofpasadena.net
Pasadena_Taxpayer_Protection_Amendment_Disclosure.pdf
*Response required
5.4. Conflict of Interest*
Please download the below documents, complete, and upload.
CONFLICT_OF_INTEREST.pdf
*Response required
5.5. Relevant Experience Form*
Complete and submit the attached Relevant Experience Form with your proposal. The information provided shall identify relevant projects applicable to the Scope of Work Group(s) for which the PROPOSER is submitting a proposal.
Submission of the Relevant Experience Form does not replace the minimum experience requirements identified in Section 1.1 and the applicable Scope of Work Group(s) in Section 6.
RELEVANT_EXPERIENCE_FORM.pdf
*Response required
5.6. Designated Representative*
Please download the below documents, complete, and upload.
DESIGNATED_REPRESENTATIVESdocx.pdf
*Response required
5.7. DISQUALIFICATION DISCLOSURE*
Please download the below documents, complete, and upload.
DISQUALIFICATION_DISCLOSURE_(4)_(10).pdf
*Response required
City of PasadenaIssuing agency·Pasadena, CA·via the City of Pasadena OpenGov procurement portal