Construction and Demolition (C&D) Waste Diversion Tracking and Reporting Services

Post Information
Posted At:
Thu, Jul 16, 2026 9:43 AM
Sealed Bid Process:
No
Private Bid:
No

1. Introduction
   1.1. Summary

The City of Pasadena's Construction and Demolition (C&D) debris recycling ordinance requires covered projects to divert from the landfill a minimum of 75% of materials generated for discard by building permits and City Capital Improvement projects. The City currently uses the PasadenaWasteTracking.com portal hosted by Green Halo Systems for waste diversion tracking and reporting services. The City of Pasadena is seeking to enter into an agreement for online C&D debris waste tracking services to provide an automated tool that will allow permittees of covered projects to upload and report records, and will allow staff to review, monitor and track C&D waste diversion.

1.2. Contact Information

Questions shall be in written format and be submitted ONLY via e-mail

Procurement Related Questions:

Department of Finance, Purchasing Division

Antonio Watson, Project Manager
awatson@cityofpasadena.net

 

General and/or technical questions:

Project Contact:
Rosa De La Torre
Program Coordinator II
Email: rdelatorre@cityofpasadena.net
Phone: (626) 744-6736

Procurement Contact:
Antonio Watson
Project Manager
Email: awatson@cityofpasadena.net
Phone: (626) 744-8382

Department:
Public Works Department, Engineering

1.3. Timeline
Release Project Date:
July 16, 2026
Question Submission Deadline:
July 30, 2026, 5:00pm
Proposal Submission Deadline:
August 5, 2026, 3:00pm
2. Scope of RFI
2.1. Waste Tracking Portal

Provide the CITY with a cloud-based portal and completely develop a configurable waste diversion and tracking system for Construction and Demolition (C&D) debris. The system shall provide the CITY all the functions and features including an additional advanced next generation tracking features that enhance CITY’s ability to track, monitor and report waste flows from construction projects throughout the CITY jurisdiction.

 

2.2. Included Features

The system’s functions and features must include:

Completely paperless system
Ability to upload debris weighmaster ticket image and documents for review
Set custom diversion requirements
Allow some customization that reflects the City's C&D program requirements 
Monitor waste management plans generated by contractors
Allows CITY staff  to approve Waste Management Plans
Allows CITY staff to approve Waste Management Compliance Reports.
Allows CITY to select which haulers and recycling facilities the contractor may use.
Track waste and recycling activity on all projects
Real time diversion rates and information
View real time Carbon Footprint reduction
Use Report generator for creating comprehensive reports & Statistics
View CITY’s recycling trends by material, project type, construction type and more
Export Data to Excel & Other Formats
Organize all your construction projects and their recycling receipts in one place
Track Hauler Activity & Facilities Used
Integrate into your permitting software Multi-User Interface
Data Share Interface
Anytime anywhere mobile access from any mobile device
No Installations or Downloads required
Automatic Back Ups & Upgrades Tech Support &Training included
2.3. Advanced Functions and Features

Advanced functions and features must include:

Exclusive named website portal that acts as the CITY’s standalone waste tracking portal with customizable graphics and color schemes to match CITY’s look and feel.
Real Time Municipal Transparency Display that showcases CITY’s Recycling, Carbon Footprint and Material statistic totals.
API Connectivity that connects directly into the City's permitting software to expedite the waste management plan process while streamlining review and permit close out.
Mobile App capabilities to connect contractors and their subcontractors to their projects via their mobile devices allowing for clear communication of the projects waste management requirements and easy one touch easy upload of recycling tickets. A completely paperless reporting system.
2.4. Waste Tracking Portal with a Unique Domain

Provide the waste tracking portal with a unique domain such as or similar to Pasadena.Wastetracking.com . The portal shall be configurable to showcase the CITY’s recycling statistics and create a single point of communication for all contractors, haulers, recycling facilities and CITY officials to interact.

The portal’s features shall include:

Unique CITY domain such as or similar to MyCityName.Company.com that serves as a single point of contact for clients and CITY officials.
Allows users (contractors, subcontractors, homeowners, etc.) to create waste management plans through the portal
Display CITY’s overall recycling statistics and information, carbon footprint savings, and materials recycled for all projects combined.
Ticket Upload Function allows users and haulers to direct upload ticket information
City Stats to review detailed recycling reports on projects
Public Face Page that allows the public to view basic recycling and carbon footprint stats along with Social Media interaction
Customization: Main picture control and color scheme
2.5. Technical Services

A. Hosting, Records Retention & Data Security

Provide secure data hosting and retention services, including:

Services in web site hosting, web site maintenance, tech support and training.
Hosting the system on dedicated server infrastructure with a backup location.
Storing all data in at least two secure locations.
Encrypting sensitive data (including passwords) at rest and in transit.
Ensuring that any data lost on one system can be fully recovered within one (1) business day.
Maintaining appropriate redundancy and backup mechanisms to support system recovery.

 

B. Data Access, Reporting & Customization

Provide users with the ability to download standard and customized reports in .csv format for use in other software. Reporting features shall support data sorting, research, and tracking related to materials recycled, salvaged, and disposed; construction types; building types; recycling facilities; contractors; and other relevant metrics. Describe the ability to modify reports and add new data fields or metrics as needs evolve.

 

C. Technical Support, Uptime & Account Management

Provide technical support at no additional cost to clients during normal business hours, Monday through Friday.
Maintain reasonable system uptime, provide notice of planned maintenance when feasible, maintain an incident response process for outages or security issues, and designate a primary point of contact for ongoing account management and support.

 

D. Training, Knowledge Resources & Onboarding

Provide training at no additional cost.
Provide free online training tutorials and documentation and support initial onboarding as needed.
3. RFI Instructions
3.1. General Instructions

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. THERE WILL BE NO CONTRACT AWARDED AS A RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

4. Attachments
   No attachments were included
5. RFI Questions
6. Describe your company’s experience working with cities, municipalities, or other government agencies.*

Maximum response length: 1000 characters

Response required
2. What type of pricing structure does your company offer; phased, monthly or annually?
Response required
3. Is your software developed in house or procured from a third party?
Response required
4. Which functions and features does your system include?

Select all that apply

Completely paperless system.
Ability to upload debris weighmaster ticket image and documents for City staff review.
Ability to establish and manage custom diversion parameters that reflect the City's C&D Program Requirements.
Monitor waste management plans generated by contractors.
Allows CITY staff to approve Waste Management Plans.
Allows CITY staff to approve Waste Management Compliance Reports.
Allows CITY to select which haulers and recycling facilities the contractor may use.
Track waste and recycling activity on all projects.
Provide real time diversion rates and information.
Create comprehensive reports & statistics.
Export Data to Excel and other formats.
View City's recycling trends by material, project type, construction type, and more.
Track Hauler Activity & Facilities Used.
Data share interface.
Anytime/ anywhere mobile access from any mobile device.
Response required
5. Does your system have the functionality for API Connectivity to integrate directly into the City's permitting software (Tyler's Enterprise Permitting & Licensing (EP&L), formally known as EnerGov) with Multi-User Interface?
Yes
No
Response required
6. Does your system allow for use without any required installations or downloads?
Yes
No
Response required
7. Does your company provide automatic back ups and upgrades with tech support and training included?
Yes
No
Response required
8. Does your company provide technical support to clients at no additional cost during standard business hours, Monday through Friday?
Yes
No
Response required
9. Does your company provide training to City staff at no additional cost?
Yes
No
Response required
10. Does your company provide free online training tutorials, documentation and support for initial onboarding as needed?
Yes
No
Response required
11. How does your company manage system uptime and handle account administration?

Select all that apply

Maintain reasonable system uptime.
Provide notice of planned maintenance when feasible.
Maintain an incident response process for outages or security issues.
Designate a primary point of contact for ongoing account management and support.
Response required
12. Does your system include mobile app functionality that allows contractors and subcontractors to access their assigned projects, clearly view waste management requirements, and upload recycling tickets easily with a single touch?
Yes
No
Response required
13. Does your system include the following Waste Tracking Portal requirements?

Select all that apply

A dedicated City-branded domain with customizable graphics and color schemes that align with the City’s branding, and function as a standalone waste‑tracking portal serving as the single point of access for both clients and City staff?
Allows users (contractors, subcontractors, homeowners, etc.) to create waste management plans through the portal.
Ticket upload function allowing users and haulers to direct upload ticket information
Organize City construction projects and their recycling receipts in one place.
Public Face page that allows the public to view basic recycling and carbon footprint stats.
Response required
14. Does your system provide technical services for Hosting, Records Retention, and Data Security?

Select all that apply

Services in web site hosting, web site maintenance, tech support and training.
Hosting the system on dedicated server infrastructure with a backup location.
Storing all data in at least two secure locations.
Encrypting sensitive data (including passwords) at rest and in transit.
Ensuring that any data lost on one system can be fully recovered within one (1) business day.
Maintaining appropriate redundancy and backup mechanisms to support system recovery.
Response required
15. Does your system have the functionality for Data Access, Reporting, and Customization?

Select all that apply

Provide users with the ability to download standard and customized reports in .csv format for use in other software.
Reporting features that support data sorting, research, and tracking related to materials recycled, salvaged, and disposed; construction types; building types; recycling facilities; contractors; and other relevant metrics.
Ability to modify reports and add new data fields or metrics as needs evolve.
Response required
16. Would your company be able to provide proof of Cyber Liability Insurance with minimum coverage of $2 million per occurrence and $2 million aggregate?
Yes
No
*Response required
17. Would your company be able to provide proof of Technology Professional Liability Errors & Omissions Insurance with minimum coverage of $2 million per occurrence? *
Yes
No
*Response required
18. Through what type of procurement process does your company typically sell its products or services to governmental agencies?

Select all that apply

Request for Proposals
Competitive Bids
Sole Source or "Piggy Back-able" contracts
Never Participated in a Competitive Process with a Governmental Agency
19. Does your company currently have any similar or comparable open contracts with any other California municipalities? if so, list the municipality(ies).*

Maximum response length: 1000 characters

Response required
20. Would your company be willing to respond to a formal competitive solicitation (Bid or RFP) released by the City of Pasadena for the goods or services described in this RFI?
Yes
No
*Response required
21. Attach any additional information you believe is relevant to this RFI
6. Submittal Instructions
6.1. Early Preparation for Submission

We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation.  It is important that you submit a complete response prior to 3:00 pm on Wednesday, August 5, 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.

6.2. 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

 

6.3. 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.
6.4. 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 hav

Attached documents:
• Construction_and_Demolition_(C&D)_Waste_Diversion_Tracking_and_Reporting_Services.pdf