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Addendum #1
Sep 22, 2026 5:00 PM
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Addendum #2
Sep 22, 2026 5:01 PM
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- Title
"Addenda & Notices issued following the posting of the project"
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- Due Text
- Tuesday, October 27, 2026 2:00pm
- Posted At
- Tue, Sep 15, 2026 8:00 AM
- Documents
- On-Call_Architectural_Services_(Addendum_#2_Revision).pdf, A - Master Services Contract, B - LAPM_10-H2_-_OnCall_Sample_Cost, D - DISQUALIFICATION_DISCLOSURE, E - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION, F - CONFLICT_OF_INTEREST, H - Pasadena_Taxpayer_Protection_Amendment_Disclosure, I - DESIGNATED REPRESENTATIVES, N - Professional Services Insurance Requirements
- Numeric Id
- 285967
- Description
- The City of Pasadena is seeking proposals from qualified architectural firms to establish a pool of up to five on-call consultants to provide architectural and related multidisciplinary professional services for City-owned or operated buildings and facilities. Potential assignments may include facility assessments, programming, feasibility studies, design, permitting support, bidding support, construction administration and periodic site observation, closeout, historic preservation, accessibility improvements, and other related services for municipal offices, public safety facilities, libraries, parks and recreation buildings, transit and maintenance facilities, and other public facilities.
The City owns facilities that are designated historic resources, located within designated historic districts, or listed in or eligible for listing in the National Register of Historic Places.
Timeline
Release Project Date:
September 15, 2026
- Document Text
- Post Information
Posted At:
Tue, Sep 15, 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 proposals from qualified architectural firms to establish a pool of up to five on-call consultants to provide architectural and related multidisciplinary professional services for City-owned or operated buildings and facilities. Potential assignments may include facility assessments, programming, feasibility studies, design, permitting support, bidding support, construction administration and periodic site observation, closeout, historic preservation, accessibility improvements, and other related services for municipal offices, public safety facilities, libraries, parks and recreation buildings, transit and maintenance facilities, and other public facilities.
The City owns facilities that are designated historic resources, located within designated historic districts, or listed in or eligible for listing in the National Register of Historic Places.
1.2. Contact Information
Deadline for Questions
The deadline to submit questions related to this solicitation is Tuesday, October 6, 2026, prior to 2:00 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.
Cesar Guevara
Project Manager
Email: cguevara@cityofpasadena.net
Phone: (626) 744-4185
Department:
Public Works Department, Engineering
1.3. Timeline
Release Project Date:
September 15, 2026
Question Submission Deadline:
October 6, 2026, 2:00pm
Proposal Submission Deadline:
October 27, 2026, 2:00pm
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 2:00 pm on Tuesday, October 27, 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.
MANDATORY CONTENTS
Proposals shall contain the following information and must be organized in the order described below with separate and clearly identified sections or tabs:
Cover Page
Introductory Letter
Organization and Approach
Scope of Work
Related Experience
Key Personnel
References
Conflict of Interest Statement
Litigation
Cost Proposal *
Submission Forms
*Must be submitted in a separate, sealed envelope.
Cover Page
This page shall indicate the name of the firm or association and the Project title.
Introductory Letter
The introductory (or transmittal) letter shall be addressed to:
City of Pasadena
Department of Public Works
100 North Garfield Avenue, N306
Pasadena, CA 91101
The letter shall be on Consultant letterhead and provide a brief introduction including the name, mailing address, telephone number, facsimile number, and email address of the person(s) authorized to represent the firm. The California license or registration number of the responsible principal and the name of the person who will serve as the Consultant’s project contact shall be included.
The letter shall be wet-signed in blue ink by the individual authorized to bind the Consultant to the proposal.
Scope of Work
The Proposer shall provide an on-call program management plan. The plan shall describe how the Proposer will:
Receive, prioritize, staff, and respond to individual assignments;
Provide qualified personnel and manage multiple or concurrent Task Orders;
Develop and control staffing plans, estimated hours, project schedules, and not-to-exceed fees;
Monitor costs and schedules and address potential impacts;
Perform quality assurance and quality control;
Coordinate and manage subconsultants; and
Apply its proposed approach to representative municipal assignments similar to those described in the Scope of Services.
Organization and Approach
Information pertaining to the structure and organization of the firm, including the name of the sole proprietor, or, if a corporation, partnership, or joint venture, the names of all individuals and firms which constitute the corporation, partnership, or joint venture;
Describe the roles and organization of your proposed team for this project. Indicate the composition of sub-consultants and number of project staff, number of years in the business, facilities available, location where the work will be performed, and experience of your team as it relates to this project;
If two or more firms are involved in an association or a joint venture for this Project, provide information concerning past associations and outline the working relationship for this Project between the firms, e.g., indicate where management responsibility resides and where quality control, and production coordination will be performed; and
Describe your project and management approach. Provide organizational chart.
Related Experience
For evaluation purposes provide a statement of qualifications and illustrations of your firm's major projects;
Provide specific information concerning Consultant’s firm experience, and that of your sub-consultants, in providing architectural engineering services and technical services. In order to be considered, experience of Consultant must be projects in which the key staff was with the present firm in the past five years;
As a minimum qualification, each Proposer shall demonstrate the successful completion of at least three (3) projects within the past five (5) years that included design and construction administration services and are comparable in scope to the typical projects and facilities described in Section 3.3. Proposals that do not demonstrate the required experience will be deemed nonresponsive and will not be evaluated further.; and
Provide sample plans, project schedule, and cost estimate for one (1) completed project that best represents the Proposer’s standard quality of work.
Key Personnel
Describe the roles of key individuals on the team. Provide resumes and references for all key team members. Resumes shall show relevant experience for providing architectural engineering and technical services as outlined in Section 03 - Scope of Services, length of employment with the proposing Consultant, registered discipline as well as California License numbers. Key members, especially the Project Manager, shall have significant demonstrated experience with this type of project and should be committed to stay with the project for the duration of the project; and
Include present workload of the designated key personnel, and scheduled time for completion of his/her current project(s).
References
As a minimum qualification, each Proposer shall demonstrate the successful completion of at least three (3) projects within the past five (5) years that included design and construction administration services and are comparable in scope to the typical projects and facilities described in Section 3.3. Proposals that do not demonstrate the required experience will be deemed nonresponsive and will not be evaluated further. Projects are to include the following information:
Project title
Project description
Contracting agency
Contracting agency Project Manager
Contracting agency contact information
Contract amount
Funding source
Date of contract
Date of completion
Consultant Project Manager and contact information
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.
Reference PRICE PROPOSAL.
Each Proposer shall submit a Price Proposal that includes hourly billing rates for all proposed personnel classifications, billing rates for proposed subconsultants, any applicable subconsultant markups, and a detailed schedule of reimbursable expenses. Reimbursable expenses shall be limited to costs directly related to and necessary for performing the services authorized under a Task Order.
The City and the selected consultant will negotiate a scope of services, staffing plan, estimated hours, schedule, and not-to-exceed fee for each Task Order. The not-to-exceed fee shall be based on the approved hourly billing rates, subconsultant costs and applicable markups, and reimbursable expenses included in the consultant’s Price Proposal.
all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
all taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
all other costs needed or incurred to complete the Project.
all ProForma Submission Requirements (if required)
The Consultant may request one rate adjustment following each completed 12-month period of the Agreement. Rates shall remain firm during Year 1 and may be adjusted at the beginning of Years 2, 3, and 4. Each requested adjustment shall be limited to the lesser of the applicable increase in the Los Angeles area Consumer Price Index for All Urban Consumers (CPI-U) or three percent (3%), with a minimum adjustment of zero percent (0%). The Consultant must submit the request at least 60 days before the proposed effective date, and any adjustment shall be subject to the City’s written approval. Approved adjustments shall apply only to hourly labor rates and shall not automatically increase the not-to-exceed amount of any existing Task Order.
Cost Proposal, Staffing Plan, Hourly Rates, Reimbursable Cost Schedules
The Consultant performs the services stated in the contract based on time and materials with a not-to-exceed limit agreed upon by both Consultant and City before work begins.
The proposal shall include a cost proposal for each service of the proposal. Proposing Consultants will be required to submit certified payroll records, as required. Cost proposal shall be submitted in a separate, sealed envelope from the proposal. The City may select multiple consultants based on the total average scores assigned by all evaluators across all evaluation criteria. Cost proposals shall remain confidential and sealed until all technical proposals have been reviewed and the consultants recommended for selection have been identified. . Reference sample cost proposal in Attachment B - LAPM 10-H2.
Specifies, at a minimum, the level of effort and hourly rate for Proposer’s key personnel/project position and a detailed breakdown of fees for each sub-consultant as an attachment.
Estimated reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the Project scope of services. The proposed estimated reimbursable cost schedule shall include a detailed list/table of reimbursables.
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. Scope of Services
3.1. Objective
The City of Pasadena (“City”) is soliciting proposals from qualified architectural firms to establish a pool of on-call consultants to provide professional architectural services on an as-needed basis. Services may support a wide variety of capital improvement, facility maintenance, renovation, rehabilitation, tenant improvement, modernization, adaptive reuse, historic preservation, accessibility improvement, and new construction projects.
The City intends to award to multiple architectural firms. Inclusion in the on-call consultant pool does not guarantee that a Consultant will receive a Task Order or any minimum amount of work during the term of the Agreement. The City may issue Task Orders to any prequalified Consultant based on its determination of which Consultant is best suited to perform the requested services. Each consultant shall have at least five (5) years of demonstrated experience providing comparable services for projects of varying size, complexity, and scope. Documents requiring professional certification, signature, or seal shall be prepared and executed in accordance with applicable laws and professional licensing requirements.
The Consultant shall furnish all labor, supervision, equipment, software, transportation, materials, subconsultants, and incidentals necessary to perform the requested professional services. The Consultant shall have demonstrated experience providing architectural services for municipal agencies and public facilities of similar size and complexity.
The City reserves the right to procure professional services outside of the on-call consultant pool whenever the City determines that doing so is in its best interest.
The City will enter into a separate four-year on-call agreement with each selected consultant. Each agreement will have a maximum contract amount of $1,000,000. This amount applies separately to each agreement and not collectively to the entire consultant pool. An agreement does not guarantee the consultant any minimum amount of work or compensation.
3.2. Scope of Services
The Consultant shall provide all personnel, subconsultants, equipment, software, materials, transportation, and incidentals necessary to complete the services authorized under each Task Order. The services described in this RFP represent the range of potential services that may be requested by the City and do not constitute authorization to perform any particular service. Only services expressly included in an executed Task Order and authorized through a written Notice to Proceed may be performed by the Consultant.
A. Existing Conditions Investigation
The Consultant shall perform the investigations necessary to accurately document and evaluate existing site and facility conditions. Services may include:
Field verification and documentation of existing conditions;
Review of available record drawings and other existing documentation;
Verification of dimensions;
Existing building and site documentation;
Existing utility investigation and coordination;
Site investigations;
Existing conditions reports;
Preliminary code analysis;
Accessibility evaluations;
Building systems evaluations;
Facility condition assessments;
Laser scanning, when required;
Aerial or drone documentation, when authorized by the City;
Survey coordination;
Geotechnical investigation coordination; and
Hazardous materials investigation and abatement coordination.
B. Programming and Space Planning
The Consultant shall assist the City in identifying operational, functional, and space requirements for each project. Services may include:
Conducting stakeholder interviews;
Facilitating programming workshops;
Evaluating existing facility utilization;
Developing space programs;
Preparing adjacency diagrams;
Developing stacking plans;
Evaluating operational workflows;
Developing conceptual layouts;
Preparing furniture and equipment planning concepts;
Identifying future expansion requirements;
Developing departmental space requirements; and
Preparing programming reports and recommendations.
C. Facility Assessments and Planning
The Consultant may perform assessments and planning studies to document existing conditions, identify deficiencies, establish priorities, and recommend improvements. Services may include:
Building and facility condition assessments;
Roof assessments;
Accessibility and ADA assessments;
Deferred maintenance evaluations and reports;
Facility master plans;
Asset management studies;
Structural assessments;
Building-envelope assessments;
Mechanical, electrical, and plumbing systems evaluations; and
Fire and life-safety assessments.
D. Feasibility Studies
The Consultant may prepare feasibility studies to evaluate potential projects and recommend a preferred course of action. Services may include:
Site evaluations;
Alternatives analyses;
Renovation-versus-replacement studies;
Adaptive reuse studies;
Life-cycle cost analyses;
Preliminary opinions of probable construction cost;
Sustainability evaluations;
Project phasing plans; and
Operational impact analyses.
E. Schematic Design—Approximately 30 Percent
During the Schematic Design phase, the Consultant shall develop and evaluate design concepts that address the City’s program, budget, schedule, operational requirements, and applicable codes. Deliverables may include:
Site plans;
Floor plans;
Building elevations and sections;
Preliminary building systems;
Interior design concepts;
Landscape concepts;
Architectural renderings;
Three-dimensional models;
Building-massing studies;
Preliminary material selections;
Preliminary structural concepts;
Preliminary mechanical, electrical, and plumbing concepts; and
An updated opinion of probable construction cost.
The Consultant shall attend stakeholder meetings, community meetings, public meetings, City commission meetings, and other presentations as identified in the applicable Task Order. The Consultant shall prepare presentation materials and incorporate authorized City and stakeholder comments into the design.
F. Design Development—Approximately 60 to 90 Percent
During the Design Development phase, the Consultant shall further develop the approved design and coordinate the work of all applicable disciplines, which may include:
Architecture;
Cost estimating;
Code and fire-life-safety consulting;
Interior design;
Structural engineering;
Civil engineering;
Mechanical engineering;
Electrical engineering;
Plumbing engineering;
Fire protection;
Landscape architecture;
Lighting design;
Acoustical consulting;
Information technology and telecommunications;
Security systems;
Audiovisual systems;
Vertical transportation;
Roofing and waterproofing;
Accessibility;
Sustainability;
Energy-code compliance;
Commissioning; and
Utility coordination.
Design Development services may include:
Interdisciplinary design coordination;
Building Information Modeling (BIM) coordination;
Clash detection;
Value engineering;
Constructability reviews;
Updated opinions of probable construction cost;
Design review meetings; and
Code and regulatory compliance reviews.
G. Construction Documents—Approximately 95 to 100 Percent
The Consultant shall prepare complete, coordinated, permit-ready and bid-ready construction documents. Deliverables may include:
Drawings;
Technical specifications;
Engineering calculations;
Permit documents;
Bid documents;
Procurement and contracting requirements, when requested;
Updated opinions of probable construction cost;
Construction phasing plans;
Temporary facility and continuity-of-operations plans; and
Project-specific safety and access considerations.
The Consultant shall coordinate with applicable regulatory and permitting agencies, prepare required application materials, and respond to plan-check comments until the required approvals and permits have been obtained. The Consultant shall revise and resubmit documents as necessary to address comments from the City and reviewing agencies.
H. Bidding and Procurement Support
The Consultant shall assist the City during bidding or procurement. Services may include:
Preparing for and attending pre-bid meetings;
Conducting site walks;
Responding to bidder questions and requests for information;
Preparing addenda;
Evaluating proposed substitutions;
Reviewing bids or proposals;
Preparing bid tabulations; and
Assisting the City with its evaluation and recommendation of award.
I. Construction Administration
The Consultant may provide construction-phase services to assist the City in administering the construction contract and evaluating whether the work conforms to the Contract Documents.
Site observations performed by the Consultant shall be periodic and are not intended to constitute continuous inspection of the construction work. Continuous on-site inspection, special inspection, or deputy inspection services will be provided only when expressly included and separately authorized through an individual Task Order. The applicable Task Order shall identify the scope of such services and whether they will be performed by the Consultant, an authorized subconsultant, or a consultant separately retained by the City.
Services may include:
Attending preconstruction meetings;
Performing periodic site observations;
Attending construction progress meetings;
Reviewing shop drawings and other submittals;
Responding to requests for information;
Reviewing proposed change orders;
Reviewing contractor payment applications;
Preparing site observation and field reports;
Coordinating testing and inspection activities;
Preparing and verifying completion of punch lists;
Participating in substantial and final completion inspections;
Reviewing contractor-provided record documents; and
Assisting with project closeout.
Unless otherwise specified in an individual Task Order or approved by the City, the Consultant shall respond to requests for information within three (3) working days and complete reviews of submittals within seven (7) working days after receipt of all required information.
J. Project Closeout and Warranty Support
The Consultant shall assist the City with project closeout and warranty administration. Services may include:
Assisting with final acceptance;
Preparing record drawings for all applicable disciplines based on contractor-provided marked-up documents and other available project information;
Delivering final electronic files;
Reviewing operation and maintenance manuals;
Compiling warranty documentation;
Coordinating staff training;
Participating in warranty walkthroughs; and
Conducting a one-year warranty inspection.
K. Specialized and Supplemental Services
When authorized by the City through a Task Order, the Consultant may provide specialized or supplemental services, including:
Historic-preservation services may include, as applicable:
Preparing historic structure reports;
Evaluating and developing designs consistent with the Secretary of the Interior’s Standards for the Treatment of Historic Properties;
Applying the California Historical Building Code;
Providing technical information and design support necessary to address historic-resource requirements under the California Environmental Quality Act;
Coordinating with the City’s historic-preservation staff and supporting applicable City historic-preservation reviews and approvals;
Preparing Historic American Buildings Survey or Historic American Engineering Record documentation; and
Coordinating historic-preservation requirements with the architectural design, engineering disciplines, environmental consultants, regulatory agencies, and other project participants.
Adaptive reuse planning and design;
Accessibility consulting;
Security assessments;
Sustainability consulting;
Leadership in Energy and Environmental Design (LEED) support;
CALGreen compliance;
Building Information Modeling;
Commissioning coordination;
Independent peer reviews;
Owner’s representative services;
Design-Build bridging documents;
Construction Manager at Risk support services;
Public outreach and engagement support;
Grant application and administration support; and
Emergency response services.
L. Cost Estimating and Budget Control
When required by an individual Task Order, the Consultant shall prepare and update opinions of probable construction cost at the project milestones identified by the City. Each estimate shall be prepared at a level of detail appropriate to the applicable phase of design and shall include, as applicable:
Estimated quantities and unit costs;
The basis and source of pricing information;
Anticipated cost escalation and the assumptions used to calculate escalation;
Design and construction contingencies, identified separately;
Allowances for items that have not been fully defined;
Assumptions and exclusions affecting the estimate; and
A comparison of the estimate to the approved project budget and the previous estimate.
The Consultant shall reconcile each updated estimate with the approved project budget, identify and explain material variances, and recommend appropriate measures to address anticipated budget impacts. The Consultant shall promptly notify the City if the estimated project cost exceeds or is anticipated to exceed the approved project budget.
M. Environmental Review Coordination and Support
When authorized through an individual Task Order, the Consultant may assist the City and its separately retained environmental consultants in supporting review under the California Environmental Quality Act and other applicable environmental requirements. Such assistance may include:
Preparing project descriptions;
Providing plans, drawings, and other technical project information;
Developing and evaluating design alternatives;
Providing project phasing and anticipated construction information;
Responding to questions from the City, environmental consultants, and reviewing agencies; and
Preparing design revisions necessary to support the environmental review process.
Preparation of California Environmental Quality Act documents or environmental technical studies is not included in the Consultant’s scope unless expressly authorized through an individual Task Order. Historic-preservation services shall remain separately identified and may be authorized independently under the applicable Task Order.
3.3. Anticipated Projects and Facilities
Projects may include, but are not limited to:
Renovations and tenant improvements;
Space planning;
New buildings and facilities;
Additions to existing structures;
Historic preservation;
Adaptive reuse;
Americans with Disabilities Act (ADA) improvements;
Seismic retrofits;
Facility modernizations;
Roof replacement projects;
Building-envelope repairs;
Building and facility condition assessments;
Emergency repairs; and
Temporary facilities.
Services may be required for the following types of City-owned or operated facilities:
Administrative and municipal service buildings;
Community centers;
Libraries;
Parks and recreation facilities, including restroom buildings;
Public safety and emergency-response facilities, including fire and police stations;
Transit facilities;
Parking structures;
Corporation yards; and
Maintenance facilities.
Projects may utilize various delivery methods, including Design-Bid-Build, Construction Manager at Risk (CMAR), Design-Build Bridging, Progressive Design-Build, Job Order Contracting (JOC), or other delivery or procurement methods selected by the City.
3.4. Task Order Procedures
Services shall be authorized through individual Task Orders issued by the City. Each Task Order will identify the project-specific scope of services, schedule, budget, required deliverables, and any special project requirements.
Upon the City’s request, the Consultant shall submit a Task Order Proposal containing, at a minimum, the following information, as applicable:
Project understanding;
Detailed scope of services;
Technical approach;
Required deliverables;
Staffing plan and organizational chart;
Project schedule and milestone dates;
Not-to-Exceed fee proposal;
Breakdown of labor hours by staff member or classification;
Applicable hourly billing rates;
Identification of proposed subconsultants;
Subconsultant scopes of work and cost proposals;
Proposed reimbursable expenses;
Assumptions and exclusions;
Identified risks and constraints;
Quality Assurance/Quality Control Plan;
Communication and coordination plan;
Proposed digital deliverables; and
Optional services, when requested by the City.
The City may negotiate the final scope of services, schedule, deliverables, staffing, and compensation with the selected Consultant before issuing a Task Order and Notice to Proceed.
No services shall commence until the applicable Task Order has been fully executed and the City has issued a written Notice to Proceed. The Consultant shall not perform services outside the expressly authorized scope without the City’s prior written authorization.
3.5. City Responsibilities
For each Task Order, the City will:
Designate a City Project Manager who will serve as the Consultant’s primary point of contact and coordinate City reviews, comments, decisions, and approvals;
Provide the Consultant with reasonable access to applicable City facilities and project sites, subject to City security, safety, scheduling, and operational requirements;
Provide available record drawings, reports, studies, surveys, and other existing project information in the City’s possession. The Consultant shall review and verify such information as appropriate for the services authorized under the Task Order;
Review Consultant submittals and provide decisions, approvals, and consolidated comments within the review periods established in the applicable Task Order; and
Pay applicable plan-check, permit, utility connection, and regulatory or agency fees, unless otherwise specified in the applicable Task Order.
Each Task Order shall identify whether land surveying, geotechnical investigation, hazardous-material assessment, materials testing, and special-inspection services are required and whether those services will be retained by the Consultant or separately by the City. Unless otherwise specified in the applicable Task Order, the City will separately retain and pay for these services, and the Consultant shall coordinate its work with the City’s specialty consultants.
If the City directs the Consultant to retain any of these specialty consultants, their scope of services, schedule, and compensation shall be included in the applicable Task Order.
3.6. Task Order Selection
For each Task Order, the City may select the consultant it determines is best suited to perform the requested services based on relevant experience and expertise, assigned personnel, availability, past performance, ability to meet the required schedule, and a fair and reasonable fee, as well as the nature, complexity, and specific requirements of the assignment. The City is not required to offer Task Orders to consultants based on their rankings from the RFP selection process.
3.7. Compensation
Compensation for each Task Order shall be negotiated on a Not-to-Exceed basis unless another compensation method is authorized by the City. No additional services shall be performed, and no additional compensation shall be paid, without the City’s prior written authorization.
3.8. Quality Assurance and Quality Control
The Consultant shall establish and maintain a documented Quality Assurance/Quality Control (QA/QC) Program throughout the term of the Agreement. Before each major submittal, the Consultant shall conduct an independent technical review to verify:
Completeness and accuracy;
Interdisciplinary coordination;
Constructability;
Compliance with applicable codes and regulations; and
Consistency with City standards and project requirements.
The Consultant shall correct identified errors, omissions, inconsistencies, and coordination conflicts before submitting deliverables to the City.
3.9. Project Management
The Consultant shall provide project-management services appropriate to the scope, complexity, schedule, and budget of each Task Order. Project-management responsibilities may include:
Preparing, maintaining, and updating project schedules, including milestones, critical activities, deliverable dates, and required City review periods;
Tracking expenditures, labor hours, subconsultant costs, and remaining fee against the authorized not-to-exceed amount;
Providing periodic progress reports summarizing completed work, upcoming activities, schedule and budget status, outstanding decisions, risks, and required City actions;
Preparing and distributing meeting agendas, minutes, action items, and follow-up assignments within the timeframes established by the City or the applicable Task Order;
Maintaining decision logs and risk and issue logs that identify responsible parties, required actions, due dates, status, and resolution;
Coordinating architectural work with all applicable engineering disciplines, specialty consultants, subconsultants, City departments, regulatory agencies, and other project participants; and
Maintaining document-control procedures for file naming, version control, revisions, transmittals, distribution, storage, and archiving of project records and deliverables.
The Consultant shall promptly notify the City of any condition that may affect the authorized scope, schedule, budget, or quality of the work and shall recommend appropriate corrective actions.
3.10. Deliverables
Unless otherwise directed by the City or specified in an individual Task Order, the Consultant shall provide deliverables in PDF and their original, editable, native electronic formats.
Required formats may include, but are not limited to:
AutoCAD (.dwg);
Revit (.rvt);
Microsoft Word;
Microsoft Excel;
PDF;
Native calculation files;
Technical specifications;
Cost estimates;
Presentation materials;
Renderings; and
Geographic Information System (GIS) files, when applicable.
All electronic files shall be complete, properly organized, and compatible with the software versions and file-naming conventions specified by the City.
4. General Requirements
4.1. 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.
4.2. 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.
4.3. 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.
4.4. 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.
4.5. 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.
4.6. 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.
4.7. Request for Proposal (RFP) quantities:
The quantities contained in the RFP documents are approximate only and are for the sole purpose of comparing proposals. The City may, in accordance with the specifications, request additional services as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of services actually provided as determined by the City and accepted at the unit prices noted in the proposal.
4.8. CHANGE ORDER MANAGEMENT
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 Project Manager in writing before work is started.
4.9. 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/
4.10. 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
4.11. 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.
4.12. 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.
4.13. RFP not contractual
Nothing contained in this Request for Proposals shall create any contractual relationship between the PROPOSER and the City. The City accepts no financial responsibility for costs incurred by any PROPOSER regarding this RFP.
5. 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.
5.1. 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.
5.2. 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 selected bidders or proposers 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.
5.3. 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."
5.4. SAMPLE CONTRACT
A sample of the contract that each selected Proposer will be required to enter into with the City is attached hereto and incorporated herein by this reference as part of this solicitation. The sample contract and each Agreement resulting from this solicitation shall conform to California Civil Code section 2782.8, as applicable to design professional services.
5.5. 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.
5.6. 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.
5.7. 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/
5.8. 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.
5.9. 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.
5.10. 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.
5.11. 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.
5.12. 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.
5.13. 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.
5.14. 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.
5.15. Taxes
Price bid or Price Proposals shall include all federal, state, local and other taxes.
5.16. 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.
5.17. 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
5.18. 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.
5.19. 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.
5.20. 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.
5.21. 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 On-Call Architectural 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.
5.22. 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; and
Section 508 of the Rehabilitation Act (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.
5.23. Disclosure of Contracts with the U.S. Department of Homeland Security (DHS)
Purpose
The information request will have no bearing on the evaluation of your response during the Evaluation stage. The information will be used by the City for administrative review and to support a one-year evaluation period of contracting and data-sharing practices. The City is requesting information to be included with your submittal. The form is to be uploaded in the Submittal/Checklist section. Submission of this form is encouraged to assist the City in understanding vendor relationships and informing future policy considerations. The City intends to maintain an open and collaborative dialogue with contractors and the community regarding data practices and transparency.
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.
6. Insurance Requirements
6.1. Insurance Requirements
https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional-Services.pdf?v=1623280176766
7. Sample Contract
7.1. Contract Duration
The initial term of the Contract resulting from this proposal is for four 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. There shall be one 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 selected vendors 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. Review and Award Recommendation Process
8.1. 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 of the content of their proposal. The City reserves the right, in its sole discretion, to invite up to the top five (5) ranked Proposers to participate in an oral clarification or interview based on the initial written proposal review. The meeting will not alter the selection criteria but will be used to clarify content of the proposal. The final scoring and ranking will be made after the meetings. Proposals shall consist of the sections named in the “Contents of Proposal” outlined below.
The weighted scoring in the Evaluation Criteria prioritizes the factors most important for this solicitation. The City may select multiple consultants based on the total average scores assigned by all evaluators across all evaluation criteria.
Once an agreement is reached with selected proposers, staff will recommend award of a contract. The City reserves the right to select the firms which, in its sole judgment, best meets the needs of the City.
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).
8.2. 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.
8.3. On Call Award Recommendation
The City reserves the right to award one or more Agreements for the services described in this RFP. Award of an Agreement does not guarantee any minimum amount of work or compensation. Services will be authorized on an as-needed basis through written Task Orders issued by the City.
For each Task Order, the City may select the consultant it determines is best suited to perform the requested services based on relevant experience and expertise, assigned personnel, availability, past performance, ability to meet the required schedule, and a fair and reasonable fee, as well as the nature, complexity, and specific requirements of the assignment. The City is not required to offer Task Orders to consultants based on their rankings from the RFP selection process.
The City may request a scope of work, schedule, staffing plan, and fee proposal from the selected consultant. The City and the consultant will negotiate the scope, schedule, deliverables, and a fair and reasonable fee before the Task Order is authorized. If the City and the consultant are unable to reach an agreement, the City may discontinue negotiations and request a proposal from another consultant.
No services shall begin until the Task Order has been fully executed or otherwise authorized in writing by the City.
9. 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.
10. 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. The City may select multiple consultants based on the total average scores assigned by all evaluators across all evaluation criteria.
The City, in consultation with the selection panel, reserves the right to reject any and all proposals. The selection panel will grade and score responsive proposals with the following criteria and weights: The competitive selection evaluation criteria are as follows:
1. Qualifications & Experience
Relevant experience, specific qualifications, and technical expertise of the firm and sub-consultants to conduct architectural engineering services on municipal projects related to parks, buildings, and accessory facilities. Before proposals are scored, the City will determine whether each Proposer meets the minimum qualification of successfully completing at least three (3) comparable projects involving design and construction administration within the past five (5) years. Proposals that do not meet this minimum qualification will be deemed nonresponsive and removed from further consideration. Only proposals meeting this requirement will be evaluated and scored under the Qualifications & Experience criterion.
Public Sector Experience
Team and its leaders have experience working in the public sector and knowledge of public sector procurement process.
Team understands the nature of public sector work and its decision-making process, as well as exhibits experience and direct involvement with community meetings and presentations with stakeholders, commission, and council members.
Demonstrate understanding of City plan check and permitting processes.
List experience specific to the City of Pasadena, if any .
Sample project schedule, project plans, and cost estimate for one (1) completed project
Scoring Method:
Points Based
Weight (Points):
40 (40% of Total)
2. Organization & Approach
Project and Management Approach.
Describes familiarity of project and demonstrates understanding of project scope and project objectives.
Team is managed by an individual with appropriate experience in similar projects. This person’s time is appropriately committed to the project.
Project team and management approach responds to project issues. Team structure provides adequate capability to perform both volume and quality of needed work within project schedule milestones.
Team demonstrates ability to be responsive to on-call needs.
Roles and Organization of Proposed Team and Key Individuals. Provide an organizational chart
Proposes adequate and appropriate disciplines of project team.
Some or all of team members have previously worked together on similar project(s).
Overall organization of the team is relevant to City of Pasadena needs.
Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project.
Key positions required to execute the project team’s responsibilities are appropriately staffed, such as QA/QC.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
3. On-Call Program Management and Approach
Proposers will be evaluated on their demonstrated ability and proposed approach to:
Manage an on-call architectural services program, including receiving, evaluating, staffing, and prioritizing individual Task Orders;
Respond promptly to assignments and provide qualified personnel with sufficient availability to complete multiple or concurrent Task Orders;
Develop and manage staffing plans, estimated hours, project schedules, and not-to-exceed fees for individual Task Orders;
Monitor project costs and schedules, communicate potential impacts, and implement corrective measures when necessary;
Perform quality assurance and quality control throughout each assignment, including interdisciplinary reviews and verification of deliverables;
Coordinate and manage subconsultants, including assignment of responsibilities, communication, schedule coordination, and review of subconsultant work; and
Apply the proposed management approach to representative municipal assignments similar to those identified in the Scope of Services.
Scoring Method:
Points Based
Weight (Points):
30 (30% of Total)
4. 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)
5. 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)
11. Attachments
A - Master Services Contract
B - LAPM_10-H2_-_OnCall_Sample_Cost
D - DISQUALIFICATION_DISCLOSURE
E - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION
F - CONFLICT_OF_INTEREST
H - Pasadena_Taxpayer_Protection_Amendment_Disclosure
I - DESIGNATED REPRESENTATIVES
N - Professional Services Insurance Requirements
12. Submittal Instructions
12.1. 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 2:00 pm on Tuesday, October 27, 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.
12.2. 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
12.3. 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.
12.4. 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.
12.5. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 2:00 pm, Tuesday, October 27, 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.
12.6. Withdrawal of Proposal
Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 2:00 pm on Tuesday, October 27, 2026.
12.7. 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 "On-Call Architectural Services." Project ID: 2026-RFP-0439. 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.
12.8. Deadline for Questions
The deadline to submit questions related to this solicitation is Tuesday, October 6, 2026, prior to 2:00 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.
12.9. 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/285967
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 2:00 pm on Tuesday, October 27, 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.
12.10. 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.
12.11. 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
13. 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 On-Call Architectural Services due on Tuesday, October 27, 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*
Technical Proposal
Cover letter
Introductory Letter
Table of Contents
Organization and Approach
Scope of Services to be Provided
Statement of Qualifications and/or Experience
Key Personnel
References
Local Preference/SBE certification
Additional Data (if required)
Price Proposal (Separate)*
Required Certifications AND Forms (see items in this Checklist)
*Cost Proposal shall be submitted in a separate sealed envelope
Subsequent to the closing of this solicitation, the selected vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted 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 full understanding of the SCOPE OF WORK and the effort needed to complete the Project on time and within the budget through the submittal of a proposed work plan including project deliverables (identify specifically and thoroughly for each portion of and phase). No pricing shall be included in this section.
Proposers shall also submit the mandatory four (4) bound copies of the proposal to the following address, no later than three (3) business days after proposal submission deadline.
Cesar Guevara
City of Pasadena, Department of Public Works
100 N Garfield Avenue, RM N306, Pasadena, CA 91101
The hard/paper copies of the Proposal must be submitted in a three-ring binder with tabs identifying each section as indicated below. Attachments must be clearly identified. The front of the binder must indicate the RFP name and Proposer’s name and address. 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. The page count does not include required forms and/or certifications that must be submitted with the Proposal. Proposers may use 11x17 pages for graphics and organizational charts but will count as two pages towards the page count. Font sizes larger than 12 point is allowed for titles and section headers. Font sizes smaller than 12 point will not be allowed. Tabs, front and back covers will not be counted towards the page count limit.
Proposers shall also provide and electronic copy (.pdf format) in a USB Flash Drive with the hard/paper copy submittal.
*Response required
2.4. Separate Price Proposal Submittal:
PRICE PROPOSAL shall be submitted in this upload apart from the proposal.
Reference PRICE PROPOSAL.
Specifies, at a minimum, the level of effort and hourly rate for Proposer’s key personnel/project position and a detailed breakdown of fees for each sub-consultant as an attachment.
Estimated reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the Project scope of services. The proposed estimated reimbursable cost schedule shall include a detailed listable of reimbursables.
Proposer is not required to use Form LAPM 10-H2. It is provided for reference. Proposer can provide their typical rate sheet to indicate hourly rates.
Each Proposer shall submit a Price Proposal that includes hourly billing rates for all proposed personnel classifications, billing rates for proposed subconsultants, any applicable subconsultant markups, and a detailed schedule of reimbursable expenses. Reimbursable expenses shall be limited to costs directly related to and necessary for performing the services authorized under a Task Order.
The City and the selected consultant will negotiate a scope of services, staffing plan, estimated hours, schedule, and not-to-exceed fee for each Task Order. The not-to-exceed fee shall be based on the approved hourly billing rates, subconsultant costs and applicable markups, and reimbursable expenses included in the consultant’s Price Proposal.
all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
all taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
all other costs needed or incurred to complete the Project.
all ProForma Submission Requirements (if required)
The Consultant may request one rate adjustment following each completed 12-month period of the Agreement. Rates shall remain firm during Year 1 and may be adjusted at the beginning of Years 2, 3, and 4. Each requested adjustment shall be limited to the lesser of the applicable increase in the Los Angeles area Consumer Price Index for All Urban Consumers (CPI-U) or three percent (3%), with a minimum adjustment of zero percent (0%). The Consultant must submit the request at least 60 days before the proposed effective date, and any adjustment shall be subject to the City’s written approval. Approved adjustments shall apply only to hourly labor rates and shall not automatically increase the not-to-exceed amount of any existing Task Order.
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. FORMS
Please download, complete and submit any required forms below.
4.1. Does your company have any Contracts with the U.S. Department of Homeland Security?*
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.
Yes
No
*Response required
When equals "Yes"
4.1.1. 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
4.2. 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
4.3. 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
4.4. Conflict of Interest*
Please download the below documents, complete, and upload.
CONFLICT_OF_INTEREST.pdf
*Response required
4.5. Designated Representative*
Please download the below documents, complete, and upload.
DESIGNATED_REPRESENTATIVESdocx.pdf
*Response required
4.6. DISQUALIFICATION DISCLOSURE*
Please download the below documents, complete, and upload.
DISQUALIFICATION_DISCLOSURE_(4)_(10).pdf
*Response required
4.7. Civil Litigation History Certification*
Please download the below documents, complete, and upload.
Civil_Litigation_History_Certification_.pdf
*Response required
City of PasadenaIssuing agency·Pasadena, CA·via the City of Pasadena OpenGov procurement portal