- Due Text
- Friday, July 31, 2026 3:00pm
- Posted At
- Tue, Jun 30, 2026 8:45 AM
- Documents
- Rose_Bowl_Area_and_Brookside_Park_Multimodal_Connectivity_Plan.pdf, A - Master Services Contract, B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2, D - DISQUALIFICATION_DISCLOSURE (4), E - CONFLICT_OF_INTEREST (5), F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2), H - DESIGNATED REPRESENTATIVESdocx, I - RELEVANT EXPERIENCE FORM, N - Caltrans_Local_Assistance_Procedures_Manual_(LAPM)_Chapter_10, O - California_State_Contracting_Manual_Volume_1_Chapter_5, P - Caltrans_Sustainable_Transportation_Planning_Grants_Application_Guide_Fiscal_Year_2025_26
- Numeric Id
- 267068
- Description
- The City of Pasadena is soliciting proposals from qualified consultants to lead the development of the Rose Bowl Area and Brookside Park Multimodal Connectivity Plan. Funded through the Sustainable Transportation Planning Grant (STPG), this effort will create a long-range strategy to enhance walking, biking, transit, micro-mobility, and vehicle access to one of Pasadena's busiest community and regional destinations. The plan will address everyday park use, neighborhood connections, and major event operations—while supporting City goals for safety, sustainability, and equitable access.
The selected consultant will assess multimodal conditions; analyze traffic, parking, transit, active transportation, and safety challenges; and develop innovative, data-driven recommendations. A strong emphasis will be placed on equity-centered engagement, including workshops, surveys, pop-up events, and collaboration with a Community Advisory Committee to ensure the plan reflects the needs of Pasadena residents, particularly historically under-represented communities.
The final product will be a cohesive, actionable plan supported by technical analysis, community input, conceptual designs, and planning-level cost estimates—providing the City with a clear roadmap for future mobility investments in the Rose Bowl and Brookside Park area.
Background
City of Pasadena
The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years. There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.
The Rose Bowl Stadium and Brookside Park are iconic Pasadena destinations that serve the community daily as recreational and open-space amenities while also functioning as hubs for large-scale and international events. This dual role creates complex and varied mobility needs throughout the surrounding area for pedestrians, cyclists, transit users, and drivers alike.
Purpose
On July 1, 2025, the City of Pasadena was awarded funds from the Sustainable Transportation Planning Grant (STPG) for the Rose Bowl Area and Brookside Park Multimodal Connectivity Plan. The STPG Program supports local and regional transportation and land use planning that aligns with California’s climate goals and regional development strategies.
The Rose Bowl Area and Brookside Park Multimodal Connectivity Plan will create a comprehensive strategy to enhance transit, walking, biking, and vehicle access to the Rose Bowl and Brookside Park area for events and day-to-day community use. The project emphasizes equity, sustainability, and community engagement to ensure that the outcomes benefit all stakeholders, especially disadvantaged communities. The community and key stakeholders will be involved throughout all phases of the plan development to create a cohesive, actionable community vision that significantly improves access to this important event and park area.
The Consultant will lead the development of the Rose Bowl and Brookside Park Multimodal Connectivity Plan by providing comprehensive planning, technical analysis, and community engagement services. The Consultant shall conduct planning-level analyses to assess existing multimodal connectivity challenges; research best practices and propose effective, innovative methods to improve transportation access for all modes; and facilitate a robust community engagement process that includes workshops, public meetings, surveys, and other outreach activities. The Consultant shall prepare targeted marketing and engagement materials to ensure participation from diverse communities, including disadvantaged populations, and will translate data-driven findings and stakeholder input into actionable recommendations and implementable strategies.
The Rose Bowl and Brookside Park area is an active regional destination with significant ongoing and planned activity, including the upcoming 2028 Olympic and Paralympic Games, for which the Rose Bowl will serve as an official venue. This broader context underscores the importance of a cohesive, long-range planning framework for this area. The Rose Bowl and Brookside Park Area Multimodal Connectivity Plan is intended to establish that framework—defining multimodal needs, priorities, and strategies that will guide improvements over time. While near-term events help illustrate the importance of coordinated access and mobility planning, this Plan’s focus is on supporting the area’s long-term functionality, sustainability, and accessibility into 2028 and beyond.
Figure 1: Map of Rose Bowl and Brookside Park Multimodal Connectivity Plan Project Area Map
Success in delivering this Plan will require meaningful, sustained engagement with the Pasadena community, ensuring that local perspectives directly shape the development of multimodal improvements in the Rose Bowl and Brookside Park area. Connecting with all communities, particularly those who have historically been under-represented in planning processes, will be essential to achieving an equitable and community-driven plan. The Consultant will be expected to use a combination of traditional and innovative outreach methods to reach residents and stakeholders who may not typically participate in conventional public meetings, ensuring that the planning process reflects the full diversity of Pasadena’s voices and experiences.
Relationship to City Planning Documents and the General Plan
The City’s Mobility Element provides the overall policy framework for the Rose Bowl and Brookside Park Multimodal Connectivity Plan and transportation in the City.
The Rose Bowl and Brookside Park Multimodal Connectivity Plan is consistent with the Mobility Element Objective of Encouraging Walking, Bicycling, Transit, and Other Alternatives to Motor Vehicles through the following policies:
Policy 2.5 Develop and maintain a comprehensive and integrated system of reduced-stress bikeways and increase bicycle parking at destinations.
Policy 2.6 Strengthen the marketing and promotion of non-auto transportation to residents, employees, and visitors.
Policy 2.8 Maintain existing and identify new opportunities for bicycle infrastructure.
Policy 2.9 Ensure secure and convenient bicycle parking is available at destinations.
Policy 2.11 Consider bicycle education safety programs for all skill levels.
Policy 2.12 Develop specialized educational campaigns and informational materials to improve safety for pedestrians and bicyclists.
Timeline
Release Project Date:
June 29, 2026
- Document Text
- Post Information
Posted At:
Tue, Jun 30, 2026 8:45 AM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
1. Introduction
1.1. Summary
The City of Pasadena is soliciting proposals from qualified consultants to lead the development of the Rose Bowl Area and Brookside Park Multimodal Connectivity Plan. Funded through the Sustainable Transportation Planning Grant (STPG), this effort will create a long-range strategy to enhance walking, biking, transit, micro-mobility, and vehicle access to one of Pasadena's busiest community and regional destinations. The plan will address everyday park use, neighborhood connections, and major event operations—while supporting City goals for safety, sustainability, and equitable access.
The selected consultant will assess multimodal conditions; analyze traffic, parking, transit, active transportation, and safety challenges; and develop innovative, data-driven recommendations. A strong emphasis will be placed on equity-centered engagement, including workshops, surveys, pop-up events, and collaboration with a Community Advisory Committee to ensure the plan reflects the needs of Pasadena residents, particularly historically under-represented communities.
The final product will be a cohesive, actionable plan supported by technical analysis, community input, conceptual designs, and planning-level cost estimates—providing the City with a clear roadmap for future mobility investments in the Rose Bowl and Brookside Park area.
1.2. Background
The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years. There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.
City of Pasadena
The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years. There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.
The Rose Bowl Stadium and Brookside Park are iconic Pasadena destinations that serve the community daily as recreational and open-space amenities while also functioning as hubs for large-scale and international events. This dual role creates complex and varied mobility needs throughout the surrounding area for pedestrians, cyclists, transit users, and drivers alike.
Purpose
On July 1, 2025, the City of Pasadena was awarded funds from the Sustainable Transportation Planning Grant (STPG) for the Rose Bowl Area and Brookside Park Multimodal Connectivity Plan. The STPG Program supports local and regional transportation and land use planning that aligns with California’s climate goals and regional development strategies.
The Rose Bowl Area and Brookside Park Multimodal Connectivity Plan will create a comprehensive strategy to enhance transit, walking, biking, and vehicle access to the Rose Bowl and Brookside Park area for events and day-to-day community use. The project emphasizes equity, sustainability, and community engagement to ensure that the outcomes benefit all stakeholders, especially disadvantaged communities. The community and key stakeholders will be involved throughout all phases of the plan development to create a cohesive, actionable community vision that significantly improves access to this important event and park area.
The Consultant will lead the development of the Rose Bowl and Brookside Park Multimodal Connectivity Plan by providing comprehensive planning, technical analysis, and community engagement services. The Consultant shall conduct planning-level analyses to assess existing multimodal connectivity challenges; research best practices and propose effective, innovative methods to improve transportation access for all modes; and facilitate a robust community engagement process that includes workshops, public meetings, surveys, and other outreach activities. The Consultant shall prepare targeted marketing and engagement materials to ensure participation from diverse communities, including disadvantaged populations, and will translate data-driven findings and stakeholder input into actionable recommendations and implementable strategies.
The Rose Bowl and Brookside Park area is an active regional destination with significant ongoing and planned activity, including the upcoming 2028 Olympic and Paralympic Games, for which the Rose Bowl will serve as an official venue. This broader context underscores the importance of a cohesive, long-range planning framework for this area. The Rose Bowl and Brookside Park Area Multimodal Connectivity Plan is intended to establish that framework—defining multimodal needs, priorities, and strategies that will guide improvements over time. While near-term events help illustrate the importance of coordinated access and mobility planning, this Plan’s focus is on supporting the area’s long-term functionality, sustainability, and accessibility into 2028 and beyond.
Figure 1: Map of Rose Bowl and Brookside Park Multimodal Connectivity Plan Project Area Map
Success in delivering this Plan will require meaningful, sustained engagement with the Pasadena community, ensuring that local perspectives directly shape the development of multimodal improvements in the Rose Bowl and Brookside Park area. Connecting with all communities, particularly those who have historically been under-represented in planning processes, will be essential to achieving an equitable and community-driven plan. The Consultant will be expected to use a combination of traditional and innovative outreach methods to reach residents and stakeholders who may not typically participate in conventional public meetings, ensuring that the planning process reflects the full diversity of Pasadena’s voices and experiences.
Relationship to City Planning Documents and the General Plan
The City’s Mobility Element provides the overall policy framework for the Rose Bowl and Brookside Park Multimodal Connectivity Plan and transportation in the City.
The Rose Bowl and Brookside Park Multimodal Connectivity Plan is consistent with the Mobility Element Objective of Encouraging Walking, Bicycling, Transit, and Other Alternatives to Motor Vehicles through the following policies:
Policy 2.5 Develop and maintain a comprehensive and integrated system of reduced-stress bikeways and increase bicycle parking at destinations.
Policy 2.6 Strengthen the marketing and promotion of non-auto transportation to residents, employees, and visitors.
Policy 2.8 Maintain existing and identify new opportunities for bicycle infrastructure.
Policy 2.9 Ensure secure and convenient bicycle parking is available at destinations.
Policy 2.11 Consider bicycle education safety programs for all skill levels.
Policy 2.12 Develop specialized educational campaigns and informational materials to improve safety for pedestrians and bicyclists.
1.3. Contact Information
Deadline for Questions
The deadline to submit questions related to this solicitation is Friday, July 17, 2026, prior to 3:00 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.
Project Contact:
Isabelle Legare
Associate Planner
Email: ilegare@cityofpasadena.net
Phone: (626) 744-6168
Procurement Contact:
Antonio Watson
Project Manager
Email: awatson@cityofpasadena.net
Phone: (626) 744-8382
Department:
Transportation Department
1.4. Timeline
Release Project Date:
June 29, 2026
Question Submission Deadline:
July 17, 2026, 3:00pm
Proposal Submission Deadline:
July 31, 2026, 3:00pm
2. General Instructions
2.1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT
All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
2.2. Eligibility Requirement
Proposer must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified:
Professional Engineer (P.E.), American Institute of Certified Planners (A.I.C.P),
2.3. Funding Source
This procurement is funded by California Department of Transportation . Vendors must submit all required documents with their proposal.
2.4. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 3:00 pm on Friday, July 31, 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.
2.5. Technical Proposal
The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.
2.6. 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.
The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.
The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.
Reference PRICE PROPOSAL.
Reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the scope of services. The proposed reimbursable cost schedule shall include a detailed list of reimbursables.
Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:
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);
performance of each and every portion of 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)
2.7. 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.
2.8. Definitions
The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.
3. General Requirements
3.1. Standard terms and conditions
Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this RFP are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.
3.2. Firm commitment of availability of service
Once a proposal is opened, a PROPOSER is expected to maintain an availability of service as set forth in its proposal for at least four months after date for opening proposals.
3.3. RELEVANT EXPERIENCE
Provide experience with governmental agencies for three projects/contracts of similar scope and size. Complete and submit the attached Relevant Experience Form with your proposal to demonstrate experience with projects/contracts of similar scope and size to that which is to be performed.
3.4. Reservations
The City reserves the right to reject any or all bids or proposals and any item or items therein, and to waive any non conformity of proposals with this RFP, whether of a technical or substantive nature, as the interest of the City may require.
3.5. Documents to be construed together
The Request for Proposal (RFP), the Proposal, the Non Collusion Affidavit, and all documents referred to in the complete specifications and the Contract to be entered into between the Contractor and the City, and all modifications of said documents, shall be construed together.
3.6. Patent fees; patent, copyright, trade secret and trademark fees
Each PROPOSER shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.
3.7. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE
Observe attached details regarding Public Contract Code Section 9204. AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.
3.8. Request for Proposal (RFP) quantities:
The 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.
3.9. Price Adjustment Clause
At the conclusion of the first contract year and prior to the commencement of the second contract year or any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) "All items in Los Angeles-Long Beach-Anaheim, CA, all urban consumers, not seasonally adjusted" for the latest available preceding 12 month period. The percentage increase shall be a 12 month percentage increase for the first month of the subsequent contract year(s).
3.10. 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.
3.11. Taxpayer Protection Act
Under the provisions of the City of Pasadena Taxpayer Protection Act ("TPA"), the Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the TPA are set forth in Pasadena City Charter, Article XVII. Under the TPA, City public officials who approve this Contract are prohibited from receiving specified gifts, campaign contributions or employment from Contractor for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions during the time this Contract is being negotiated (from the due date for an RFP response until award of a contract; this restriction does not apply to competitive and noticed low bid contracts). This prohibition extends to individuals and entities that are specified in the TPA and includes Contractor/Organization and its trustees, directors, partners, corporate officers and those with more than a 10% equity, participation, or revenue interest in Contractor/Organization. Contractor/Organization understands and agrees that: (A) Contractor/Organization is aware of the TPA; (B) Contractor/Organization will complete the forms provided by the City to identify all of the recipients of a public benefit specified in the TPA; and (C) Contractor/Organization will not make any prohibited gift, campaign contribution or offer of employment to any public official who negotiated and/or approved this Contract, and will not make any prohibited campaign contribution during the time this contract is being negotiated. The Contractor shall submit a copy of the completed TPA form to the City Clerk’s Office if the contract is to be awarded by the City Council via e-mail: OfficialRecords-CityClerk@Cityofpasadena.net or by fax: (626) 744-3921, and submit a copy with the response package. For more information please go to: https://www.cityofpasadena.net/city-clerk/disclosure-reportsax-payer-protection-act-tpa/
3.12. CONFLICT OF INTEREST STATEMENT ** REVIEW
The proposing Consultant shall disclose any financial, business or other relationship with the City of Pasadena that may have an impact upon the outcome of the contract or any construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project related to this solicitation. Proposers must complete and submit the following Form: Conflict of Interest Statement
3.13. Compliance with the Levine Act (Government Code Section 84308)
The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $500 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract. Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.
3.14. Payment of Subcontractors, Suppliers, and Workers
The Prime Contractor shall be solely responsible for the payment of all subcontractors, suppliers, laborers, and any other persons or entities employed in connection with the performance of this Contract.
The City shall have no obligation to pay, or to ensure the payment of, any subcontractors, suppliers, or workers directly. The Prime Contractor shall ensure timely and full payment in accordance with all applicable laws, including but not limited to California Public Contract Code §§ 10262 and 10262.5 and Labor Code § 218.7.
Failure to comply with this requirement may result in the withholding of payments, imposition of penalties, and/or other remedies available under the Contract and applicable law.
The Prime Contractor shall also include in all subcontracts a provision requiring subcontractors to pay their lower-tier subcontractors and suppliers in a timely manner consistent with this section.
4. City Requirements
There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.
4.1. Pasadena Operating Companies
If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.
4.2. Equal Employment Opportunity in Contracting
Policy - The City of Pasadena is committed to a policy of Equal Employment:
Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.
Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.
The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.
Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.
Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.
4.3. Declaration of Non-Collusion by Contractor
This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the section named "Submittals/Checklist."
4.4. SAMPLE CONTRACT
A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.
4.5. CHANGE ORDER MANAGEMENT
Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.
4.6. Local Preferences
The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.
4.7. Pasadena Business License
Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.
If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.
If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)
If they come into the City more than 10 times they are required to pay the annual fee.
Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.
For further information contact Municipal Services Department at (626) 744-4166, Monday-Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/
4.8. Invoice Submission Portal
Invoice Submission Portal
The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.
How to submit invoices to the City of Pasadena?
Create an account: Visit the City’s Invoice Submission website: https://invoice.cityofpasadena.net/ and select “Create Account”
Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.
4.9. Acceptance of Conditions
By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:
All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;
The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;
The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;
The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;
The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;
This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.
4.10. Pasadena Business
Local Business is defined in the Pasadena Municipal Code section:
4.08.020, O: "Local business" means a business with a fixed place of business located in the city.
To receive any preferences offered to a Pasadena business in this solicitation, a Pasadena business must be located within the City Boundary by the release date of this solicitation.
4.11. Pasadena Living Wage Ordinance
If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.
The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.
Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:
Finance Department
Purchasing Division
626-744-6755 - phone
626-744-6757 – fax
Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.
4.12. PAYMENT OF A CITY-WIDE MINIMUM WAGE
If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code. Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh). The minimum wage ordinance may be found at Pasadena Municipal Code.
4.13. Errors and Omissions
Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.
4.14. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees
Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.
4.15. Taxes
Price bid or Price Proposals shall include all federal, state, local and other taxes.
4.16. Certificate of Insurance
Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.
4.17. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)
The winning proposal/bid may be required to submit a completed and signed IRS Form W-9. Failure to submit this form may result in the response being deemed non-responsive.
Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf
4.18. LIMITATIONS ON LIABILITY
Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item; and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsiveness.
4.19. Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154]
This section is only applied when buying paper products.
Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.
SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.
All vendors providing Paper Products and Printing and Writing Paper shall:
Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.
Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.
4.20. AVAILABILITY OF FUNDS
The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.
4.21. Addenda
If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.
Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Rose Bowl Area and Brookside Park Multimodal Connectivity Plan in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.
The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.
4.22. Accessibility Compliance Requirements
General Compliance
In accordance with Title II of the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, and all other applicable federal, state, and local disability rights laws, including the California Building Code (CBC) and California Code of Regulations Title 24, the City of Pasadena requires that all services, programs, activities, and facilities provided or utilized under this contract be fully accessible to individuals with disabilities.
The selected Contractor agrees to ensure that all work performed, and all services, programs, or activities provided under this contract comply with the requirements of Title II of the ADA and related laws. This includes, but is not limited to design, construction, communication, technology, and program delivery compliance with:
The ADA and its implementing regulations (28 CFR Part 35 and Part 36);
The 2010 ADA Standards for Accessible Design;
The U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as amended;
Section 504 of the Rehabilitation Act of 1973;
California Government Code § 4450 et seq.;
California Code of Regulations (CCR), Title 24, including Chapter 11B of the California Building; Code governing accessibility to public accommodations and commercial facilities;
Any other relevant federal, state, or local regulations concerning accessibility and nondiscrimination.
These requirements apply to all aspects of the Contractor’s work, including but not limited to project or program design, facility access, pedestrian pathways, public right-of-way improvements, communications, and digital content or services.
Applicability of Accessibility Requirements
Accessibility compliance requirements apply when scope of work includes:
Digital deliverables (i.e. websites, web applications, mobile applications, electronic documents, multimedia content)
Physical infrastructure (i.e public facilities, pedestrian pathways, rights-of-way, shared use paths)
Communication and program delivery (i.e. public meetings, outreach materials, surveys, customer service and payment platforms)
Technology procurement or development (software, hardware, ICT systems)
If any portion of the work involves these elements, the Contractor must ensure full compliance with applicable accessibility standards.
Digital and Electronic Content
For all digital deliverables (including websites, documents, and applications), the Contractor shall ensure conformance with, at minimum:
Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, as amended[GS1] ; and
Section 508 of the Rehabilitation Ace (29 U.S.C. § 794d), where applicable.
All digital materials must undergo both automated and manual accessibility testing, including usability reviews by individuals representing a wide range of functional disability types (e.g., visual, auditory, cognitive, motor), and, if required, remediated prior to final acceptance. Testing must include compatibility with commonly used assistive technologies (e.g., JAWS, NVDA, VoiceOver, ZoomText, Dragon NaturallySpeaking). The Contractor must provide documentation such as Voluntary Product Accessibility Template (VPAT) or equivalent Accessibility Conformance Report (ACR), detailing compliance and describing the testing methodology.
Public Rights-of-Way Accessibility (PROWAG)
Any design, construction, or alteration involving pedestrian facilities, sidewalks, curb ramps, crosswalks, or public rights-of-way must conform to the latest applicable version of the U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as adopted by the U.S. Department of Justice, Department of Transportation, or other relevant authority.
Corrective Action and Liability
The Contractor shall be held responsible for correcting any noncompliant work or deliverables identified by the City of Pasadena or any enforcement agency, at no additional cost. The City of Pasadena reserves the right to withhold payment, suspend work, or terminate the contract for failure to meet accessibility requirements.
The Contractor shall indemnify and hold harmless the City of Pasadena, its officers, agents, and employees from any claims, damages, or liabilities arising from noncompliance with applicable accessibility laws or guidelines.
Certification of Compliance
By submitting a proposal, the Contractor certifies that it has reviewed and will comply fully with all applicable federal, state, and local accessibility laws, including the ADA, CBC, Title 24, and PROWAG, and will ensure that all subcontractors do the same.
4.23. 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.
5. Insurance Requirements
5.1. Insurance Requirements
https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional-Services.pdf?v=1623280176766
6. Scope of Work
6.1. Objective
The City of Pasadena is seeking professional proposals from qualified planning and mobility consultants to lead the development of the Rose Bowl Area and Brookside Park Multimodal Connectivity Plan. This plan will study access and identify long-term multimodal connections to and within the Rose Bowl and Brookside Park area, addressing the needs of pedestrians, bicyclists, transit users, and drivers for both daily community use and large-scale event operations.
The selected Consultant will serve as the lead planning partner for this effort and will be responsible for conducting planning-level analyses, evaluating multimodal access challenges, and identifying feasible strategies to improve connectivity, safety, and user experience. The Consultant will research best practices, coordinate with relevant City departments and stakeholders, and develop recommendations for traffic operations, transit service, roadway safety, parking operations, trail and walking access, and Transportation Demand Management (TDM).
The central objective of this project is to create an implementable plan shaped by community priorities. Accordingly, the Consultant will facilitate a comprehensive engagement process to ensure the plan reflects the needs and values of Pasadena residents and stakeholders. The engagement events should include, but are not limited to, workshops, public meetings, surveys, targeted outreach to disadvantaged communities, and participation in community events. The Consultant will also prepare communication and outreach materials that make technical information accessible and support broad, inclusive participation throughout all phases of the plan.
The Consultant will develop several reports that summarize analysis and recommendations on key areas, including existing conditions, community outreach and engagement, traffic analysis, parking, transit service, active transportation, safety, multimodal education, and transportation demand management.
These reports will be combined to form the basis of the Final Plan, and the final deliverable will be a cohesive planning document that provides the City with actionable, data-driven strategies and projects to enhance sustainable mobility, improve equitable access (particularly for Northwest Pasadena communities) and support safe, efficient circulation around the Rose Bowl and Brookside Park, one of Pasadena’s most significant community and event destinations.
6.2. Scope of Work
The Consultant is obligated to submit an approach in their proposal for each task listed in the following section indicating how the proposed strategies will address potential obstacles and how the Consultant’s experience uniquely positions them to accomplish the tasks.
Task 1.0 Consultant Project Management and Coordination
The Consultant shall provide project management and coordination services necessary to effectively deliver all tasks defined in this Scope of Work to ensure ongoing project management, schedule oversight, coordination, documentation, and communication necessary to deliver all tasks. This task supports internal Consultant project management needs and coordination with the City and partner agencies. The project management and coordination activities and deliverables, based on grant requirements, will need to be invoiced to one of the ten tasks, 1.0, 2.0, 3.0, 4.0, 5.0, 6.0, 7.0, 8.0, 9.0, 10.0, and 11.0, described in the scope of work. Project management and coordination would not have an independent budget line item, and these project management activities should be billed out of the budget for the task that it supports. For example, if the project meeting is supporting the active transportation analysis, it would be included in the budget for task 7.0 Active Transportation Analysis.
The Consultant shall assign a dedicated Project Manager to the City’s engagement. This person shall be the single point of contact for overall communications, project coordination with the City and vendor accountability issues
Key Activities and Roles:
Project Management Plan (PMP)
The Consultant shall develop a Project Management Plan at project initiation. The PMP will outline the project’s organization, roles and responsibilities, communication structure, scope alignment, detailed schedule, budget, anticipated deliverables, and quality control procedures. The PMP shall define the workflow for all tasks, identify interdependencies, outline internal review procedures, and include a work breakdown structure. The document will serve as the master project roadmap and will guide coordination and schedule adherence throughout the project’s duration. Must be submitted within 30 days of the Notice to Procced from the City.
Project Development Team (PDT) Meetings
The Consultant shall conduct bi-weekly Project Development Team (PDT) Meetings, or at the discretion of the City's Project Manager, for the duration of the project. The Consultant shall prepare meeting agendas and slide decks at least 48 hours in advance and distribute meeting minutes summarizing decisions, follow-up items, and updated schedules within five (5) business days following each meeting. The initial PDT meeting shall be conducted in person, but subsequent PDT meetings would be able to be conducted via virtual meeting conference. These meetings ensure alignment on task progress, upcoming deadlines, risks/issues, and coordination on City initiatives. The Consultant shall assume a maximum schedule of 24 months translating to a total of forty-eight (48) PDT meetings.
Coordination Meetings
The Consultant shall conduct technical and coordination meetings as needed. This includes preparation and distribution of meeting agendas, slide decks and meeting minutes. These as-needed coordination meetings may involve relevant City staff from other departments and offices such as Public Works, Police, Fire, and Public Information Office. Coordination with the California Department of Transportation (Caltrans), Los Angeles County Metropolitan Authority (LA Metro), Southern California Association of Governments (SCAG) and other outside agencies as required. The Consultant shall assume a maximum of twenty-four (24) as-needed coordination meetings.
Ad-hoc Meetings
In addition to regularly scheduled meetings, the Consultant shall conduct up to four (4) ad-hoc project check-in meetings, as requested and approved by the City’s Project Manager. This includes preparation and distribution of meeting agendas, slide decks and meeting minutes. These meetings are intended to address emerging issues or key decision points that arise outside the regular meeting cycle.
City Officials and Commission Meetings
If requested by the City, the Consultant shall attend and participate in meetings with elected officials, commissions, and their staff to inform them on input gathered from the community. This includes the preparation and distribution of slide decks. The Consultant shall assume a maximum of eight (8) meetings.
Project Reporting and Invoicing
The Consultant shall prepare and submit detailed monthly invoices in accordance with City and Caltrans requirements. The project management and coordination activities will need to be billed as supporting one of the eleven tasks, 1.0, 2.0, 3.0, 4.0, 5.0, 6.0, 7.0, 8.0, 9.0, 10.0, and 11.0, as described in the scope of work. Invoices must include a breakdown of labor hours and costs by task, verification of percent complete, and identification of reimbursable expenses (if applicable). The Consultant shall maintain internal documentation supporting all charges.
DELIVERABLES:
One (1) Draft and one (1) Final Project Management Plan
Forty-eight (48) Project Development Team (PDT) Meetings (One (1) Meeting Agenda, Slide Deck and Meeting Minutes, per Meeting)
Twenty-four (24) Coordination Meetings (One (1) Meeting Agenda, Slide Deck and Meeting Minutes, per Meeting)
Four (4) Ad-hoc Meetings (One (1) Meeting Agenda, Slide Deck and Meeting Minutes, per Meeting)
Eight (8) City Officials and Commission Meetings (One (1) Slide Deck, per Meeting)
Project Reporting and Invoicing (One (1) Invoice per month, broken out by Scope task, labor category, and expenses)
Task 2.0 Existing Conditions Analysis and Data Collection
The Existing Conditions Analysis forms the foundation of the Rose Bowl Area and Brookside Park Multimodal Connectivity Project by establishing a comprehensive understanding of current transportation systems, safety concerns, and stakeholder dynamics. This phase ensures that the project’s recommendations are rooted in data and aligned with the unique needs of Pasadena’s diverse communities and the operational requirements of the Rose Bowl area. This task lays the groundwork for developing actionable recommendations by ensuring the project team has a deep understanding of the area’s multimodal challenges, safety concerns, and stakeholder dynamics. By integrating this foundational knowledge, subsequent tasks can be targeted and efficient in addressing the transportation needs of Pasadena’s residents, businesses, and visitors.
During this task, the Consultant team will analyze current conditions across all modes of transportation, with a focus on multimodal connectivity, safety, and alignment with existing plans and stakeholder roles, particularly addressing the needs of disadvantaged communities.
Key Activities and Roles:
Summarizing Existing Plans and Engagement Efforts (Consultant)
The Consultant will conduct a thorough review of relevant planning documents, studies, and community feedback from previous engagements. This step ensures alignment with city and regional transportation initiatives, such as Pasadena’s Mobility Element and LA Metro’s regional strategies. The Consultant will also incorporate lessons learned from past public input sessions to maintain continuity and consistency in addressing community concerns. The City will provide access to relevant city plans, data, and any community feedback archives.
Identifying Stakeholders and Their Roles (Consultant and City)
The Consultant, in collaboration with city staff, will create a stakeholder map that identifies key players and their respective roles in the project area. Entities such as the Rose Bowl Operating Company (RBOC), LA Metro, Caltrans, neighborhood associations, and advocacy groups will be profiled. This stakeholder mapping will provide a clear framework for collaborative engagement and decision-making. The stakeholder mapping will incorporate a robust data-driven equity analysis to prioritize the most critical stakeholder groups. The City will facilitate connections between the Consultant team and key stakeholders, including community organizations, businesses, city departments, and political offices. Leading into Task 3.0, the Consultant team shall begin to develop materials for public engagement sessions to ensure findings are communicated effectively to all audiences.
Existing Conditions Data Collection (Consultant)
The Consultant in collaboration with the City will identify data needs and collect information on existing conditions including traffic volumes, active transportation activity, parking and other relevant information needed to establish a clear picture of existing conditions with a focus on collecting data that supports engaging the community. Other tasks (ex. 4.0 Traffic Analysis) will require data collection to complete the respective analysis, and this existing conditions data collection shall be coordinated with the needs of those respective tasks to avoid duplicative data collection.
Prior to initiating any field data collection, the Consultant shall prepare and submit a Data Collection Plan for City review and approval. The Data Collection Plan shall identify all proposed data types, collection methodologies, locations, and a collection schedule.
The Plan shall clearly document:
Proposed traffic study intersections and roadway segments (or a proposed study network for City approval);
Methods for traffic counts, event-day observations, and multimodal data collection;
Parking inventory counts, occupancy observations, turnaround measurements, and field observation methodologies; and
Data collection procedures for shuttle, rideshare, loading areas, and bicycle parking usage.
Analyzing Safety Conditions (Consultant)
Leveraging crash data and existing safety audits, the Consultant will identify high-risk intersections and corridors within the project area, focusing on those with high rates of fatal and severe injuries. Disadvantaged communities and areas serving large event crowds will be prioritized to address equity and safety gaps. The analysis will include spatial mapping and visualization tools to highlight problem areas effectively. The Consultant shall develop clear, actionable deliverables and recommendations out of this analysis.
DELIVERABLES:
One (1) Draft and one (1) Final Stakeholder Matrix outlining roles, responsibilities, and areas of influence
One (1) Draft and one (1) Final Consolidated Existing Conditions Report summarizing existing conditions (including the Data Collection Plan), prior plans, stakeholder roles, and engagement efforts
One (1) Draft and one (1) Final Detailed Safety Conditions Report, complete with visualized crash data and prioritized high-risk locations for further study or intervention
Task 3.0 Community Outreach and Engagement
This task focuses on fostering meaningful and inclusive community involvement throughout the development of the Rose Bowl Area and Brookside Park Multimodal Connectivity Plan. Activities will be structured to ensure that voices of diverse stakeholders, including residents of disadvantaged neighborhoods, are heard and integrated into project outcomes.
Key Activities and Roles:
Establishing the Community Advisory Committee (CAC) (Consultant and City)
A dedicated Community Advisory Committee (CAC), will be formed, comprising of representatives from community organizations, disadvantaged neighborhoods, local businesses, and other key stakeholder groups.
The Consultant in coordination with City Staff will assist in establishing a CAC for advisory on the Project. The CAC will meeting quarterly and the Consultant shall conduct these meetings and provide meeting agendas, slide decks and meeting meetings. Meetings will be held throughout the project to provide updates, gather feedback, and maintain alignment with community priorities. The CAC will serve as a vital forum for exchanging ideas and shaping project recommendations.
The support inclusive engagement, all outreach materials, presentations, surveys, and meeting summaries shall be translated into Spanish and any additional languages identified through the equity analysis.
At minimum, the meetings should include the following high-level focus areas:
Project Orientation and Existing Conditions Overview
Introduce the project purpose, and CAC role; present key findings from the Existing Conditions Analysis, including multimodal conditions, safety trends, and equity considerations; and gather initial input on mobility challenges and community priorities.
Community Priorities and Problem Identification
Review refined existing conditions findings and early outreach feedback; identify and validate priority issues related to traffic operations, transit service, parking, active transportation, and safety; and confirm focus areas or user groups that may require targeted strategies or deeper analysis.
Preliminary Concepts and Early Recommendations
Present draft concepts from the technical analyses (traffic, parking, transit, active transportation, safety); discuss opportunities, constraints, and trade-offs; and gather guidance to refine recommendations prior to broader public engagement and development of the draft plan.
Phase I: Stakeholder Input on Existing Conditions (Consultant and City)
During this phase, the Consultant will present an analysis of the current transportation and connectivity landscape to the CAC and broader community. Stakeholder input will be actively solicited through interactive workshops, surveys, and open forums. Community based organizations shall be included in this engagement effort. These activities aim to identify existing challenges, highlight gaps in multimodal connectivity, and prioritize community needs. The city will assist by promoting participation and providing logistical support for outreach events.
As part of this phase, the Consultant shall prepare a Public Engagement Plan detailing the overall outreach strategy, key messaging, engagement tools, roles, and timelines.
The Public Engagement Plan shall outline an anticipated schedule and format for all outreach activities, including a minimum of:
Two (2) community workshops
Up to four (4) pop-up or intercept outreach events
Material for Community Engagement Meetings or Event
Project Website
One (1) Online Community Survey
Online Community Engagement Feedback Tools
Physical Community Engagement Feedback Tools
Phase II: Gathering Input on Plan Recommendations (Consultant)
Building on Phase I insights, the Consultant will develop draft recommendations to address identified issues and improve multimodal connectivity. These recommendations will be shared with the CAC and community through workshops and online platforms. Community based organizations shall be included in this engagement effort. Stakeholders will have opportunities to provide feedback, ensuring that the proposed solutions align with community priorities and address equity concerns.
Final Recommendations and Plan Adoption (Consultant and City)
The Consultant will synthesize all feedback into final recommendations, presenting them to the CAC and stakeholders. Community based organizations shall be included in this engagement effort. Efforts will be made to ensure transparency and build consensus around the proposed strategies. The city will play a role in coordinating public hearings and finalizing adoption processes with decision-making bodies.
DELIVERABLES:
Eight (8) Community Advisor Committee (CAC) (Participant Lists, Meeting Agendas, Slide Decks, and Meeting Minutes)
Minimum of Six (6) Community Engagement Meetings or Events
Material for Community Engagement Meetings or Events (as needed)
One (1) Project Website
One (1) Online Community Survey
Online Community Engagement Feedback Tools (as needed)
Physical Community Engagement Feedback Tools (as needed)
One (1) Draft and one (1) Final Community Engagement Plan
One (1) Draft and one (1) Final Phase I: Report summarizing existing conditions and stakeholder feedback
One (1) Draft and one (1) Final Phase II: Recommendations and feedback summary
One (1) Draft and one (1) Final Report overviewing finalized recommendations and community outreach and engagement
Task 4.0 Traffic Analysis
The goal of this task is to develop data-driven strategies that enhance traffic operations for daily activities and special events while minimizing adverse impacts on surrounding neighborhoods. This includes reducing congestion, improving vehicle flow, and creating a harmonious balance between event-specific and day-to-day traffic demands. This may also include initial recommendations on transit-specific improvements, to include connections to light-rail systems, bus stops, and active transportation. The City shall collaborate with the Consultant team during these tasks, to include access to traffic data, past studies, and event plans. The City shall also coordinate connections with relevant stakeholders, including neighborhood associations and special event organizers.
To guide the analysis, the Consultant shall either (1) evaluate up to approximately 20-25 study intersections and up to 10 roadway segments within the Rose Bowl and Brookside Park project area, or (2) propose a recommended study network for City review and approval as part of the Data Collection Plan. All traffic evaluations shall be conducted at a planning level consistent with the project’s scale and objectives.
Key Activities and Roles:
Evaluate Traffic Scenarios (Consultant)
Existing Traffic Conditions:
The Consultant will assess current traffic patterns and volumes across three distinct scenarios:
Standard Days: Typical weekday and weekend traffic conditions.
Medium Event Days: Moderate event days, such as flea markets or smaller gatherings.
Large Event Days: High-demand days such as UCLA football games or other major events.
Future Projections:
Modeling will include "no-build" conditions (current infrastructure and trends) and "future with recommendations" scenarios, using a 2035 planning-level horizon year (or another mutually agreed-upon year consistent with regional planning assumptions). The analysis shall evaluate the anticipated effects of proposed interventions under both standard and event scenarios.
Develop Operational Enhancements (Consultant)
Recommendations will include, but are not limited to, strategies such as:
Signal Optimization: Adjustments to traffic signal timing for event and non-event conditions.
Event-Specific Traffic Patterns: Dedicated lanes, directional signage, and temporary traffic management strategies.
Dynamic Signage Systems: Real-time information to direct vehicles efficiently.
Migrate Neighborhood Impacts (Consultant)
Development of neighborhood-specific strategies that protect residential areas from event-related spillover traffic, which may include:
Residential Parking Zones: Exclusive parking for residents during major events.
Alternative Routing Strategies: Diversions to minimize through-traffic in local neighborhoods.
Traffic Calming Measures: Infrastructure such as speed barriers to deter excess vehicle traffic.
DELIVERABLES:
One (1) Draft and one (1) Final Traffic Analysis Report documenting baseline conditions, future projections, and proposed/recommended interventions
One (1) Draft and one (1) Final List of recommendations for future traffic enhancements tailored to daily and event-specific needs, including neighborhood protection strategies
Task 5.0 Parking Operations Analysis
This task develops a comprehensive understanding of parking operations within the Rose Bowl and Brookside Park area to address inefficiencies and improve accessibility for all transportation modes, particularly during major events. By addressing these critical parking challenges, this task provides actionable solutions to enhance accessibility and efficiency for all users — whether on an average weekday, or during the Rose Bowl game, ensuring the project area is equipped to address event-specific parking demands.
To support this analysis, the Consultant shall document all planned parking inventory counts, occupancy observations, turnover measurements, and field data collection methods in the Data Collection Plan prepared under Task 2.0. City approval of the Data Collection Plan is required prior to initiating parking field work.
Key Activities and Roles:
Comprehensive Evaluation of Parking Operations (Consultant)
The Consultant will perform a detailed assessment of existing parking infrastructure and its performance under different scenarios, including standard daily use, medium-scale events (e.g., flea markets), and large-scale events (e.g., UCLA football games).
This analysis will focus on the following:
Efficiency of vehicle parking layouts and traffic flow within parking lots.
Operational effectiveness of shuttle drop-off and pick-up areas, including queuing and waiting times.
Rideshare and vanpool pick-up/drop-off zones, identifying congestion points or areas of confusion for users.
Availability, placement, and security of bicycle parking, with an emphasis on increasing accessibility for active transportation users.
Challenges faced by different user groups, including accessibility for individuals with disabilities.
Identification of Operational Bottlenecks (Consultant)
The Consultant will identify critical issues, such as delays during peak ingress/egress times, conflicts between modes (e.g., vehicles versus bicycles or pedestrians), and inefficiencies in shuttle and rideshare operations. This analysis will incorporate both qualitative observations and quantitative data, such as parking occupancy rates, turnover times, and user feedback.
Community and Stakeholder Input (Consultant and City)
The Consultant will gather input from event operators, residents, and transportation providers to identify user-specific concerns and insights regarding parking challenges. Feedback sessions and workshops will be held to ensure proposed recommendations align with stakeholder needs.
Development of Targeted Recommendations (Consultant)
Based on the evaluation, the Consultant will design strategies to address key parking issues.
Recommendations may include:
Reconfiguring parking layouts to improve efficiency and reduce congestion.
Expanding secure bike parking facilities and integrating micro-mobility or bikeshare parking zones.
Optimizing shuttle and rideshare coordination through designated zones, improved signage, and real-time information systems.
Implementing parking demand management strategies, such as event-day pricing and reserved parking for specific user groups.
Innovative Event-Day Solutions (Consultant)
Specific solutions for major events will be developed to accommodate high volumes of users efficiently. This includes staging areas for shuttles, dynamic allocation of parking zones, and temporary facilities for micro-mobility users.
DELIVERABLES:
One (1) Draft and one (1) Final Comprehensive Parking Operations Report with detailed evaluations and recommendations, to include evaluation of current parking operations, data visualizations, performance metrics, a prioritized list of improvements and implementation timelines, and strategies for event-day parking operations, with diagrams of optimized layouts and staging. Data collection will be required as part of this task, consistent with the methods and inventory counts documented in the Data Collection Plan
Task 6.0 Transit Service Analysis
The Transit Service Analysis task focuses on enhancing public transit access and coordination to serve daily commuters and large event attendees, such as those attending games, concerts, or international events like the 2028 Olympics. This task aims to bridge connectivity gaps between various modes of transit (bus, light-rail, and bus-rapid), improving the efficiency, accessibility, and reliability of public transportation options. This task provides mechanisms for strengthening multimodal connections, including bus-to-rail and rail-to-rail transfers, improving first/last mile solutions to ensure seamless access to transit hubs, and tailoring transit services for large-scale events to accommodate significant surges in ridership while minimizing disruptions for daily users.
The City will provide relevant background materials for this analysis, including existing shuttle operating plans, and existing transit service data.
Key Activities and Roles:
Assessment of Existing Transit Services (Consultant)
The Consultant will conduct a comprehensive review of current transit operations in the Rose Bowl and Brookside Park area. This will include evaluating bus routes, rail services (e.g., the Metro A Line), existing shuttle services, and future planned transit improvements. The Consultant will analyze data, including ridership patterns, schedule adherence, and connectivity between transit nodes. The task will also include the evaluation of bus stop amenities and customer experience. Special attention will be paid to identifying areas where existing services fall short of user needs, particularly for disadvantaged communities.
Operational and Bus Stop Enhancements (Consultant)
Based on the assessment, the Consultant will propose operational upgrades to improve transit efficiency and accessibility.
These may include:
Implementing transit signal priority to reduce delays for buses.
Creating bus queue jumps at congested intersections.
Modifying bus stop locations or adding bus bulbs to enhance boarding efficiency.
Optimizing service frequencies to better match demand during both regular and event days.
Identification of bus stop amenity upgrades based on customer experience evaluation, including stop-level ridership analysis and amenity condition evaluations to support prioritization of bus stop improvements and inform an equity-centered assessment of where upgrades are most needed.
Event-Day Transit Coordination (Consultant, City, Rose Bowl Operator)
Recognizing the unique challenges posed by large events, the Consultant will develop tailored solutions to address surges in transit demand. This will involve:
Developing quantifiable operational trigger thresholds (e.g., passenger queue lengths, observed wait times, boarding rates, or crowding levels) that determine when to activate additional transit, increase frequencies, or deploy supplemental staff. These thresholds shall scale based on expected event size and demand patterns.
Enhancing rail-to-bus transfers with real-time updates and increased transit frequencies.
Developing strategies for crowd management at transit hubs to ensure safety and efficiency, including both the Rose Bowl side and the Old Pasadena hub (Memorial Park Station and/or Parsons shuttle area), and incorporating wayfinding signage and ambassador staffing as appropriate.
Collaborating with regional transit operators (e.g., LA Metro, Foothill Transit) to align schedules and services for seamless interagency coordination.
Evaluate the feasibility of technology solutions that support interagency coordination, including TAP integration for shuttle fare payment and the use of AVL/GTFS feeds to enhance real-time transit planning, mapping, and passenger information systems.
Innovative First/Last Mile Solutions (Consultant)
To address accessibility barriers, the Consultant will explore innovative options for first/last mile connections, such as micro transit services, e-bike or scooter share programs, and improved pedestrian and cycling pathways to/from transit hubs to the Rose Bowl Area.
DELIVERABLES:
One (1) Draft and one (1) Final Transit Service Evaluation Report summarizing current conditions, gaps, efficiencies; Report will provide planning-level recommendations including operational enhancements, new service recommendations, event-day transit plans, and first-last mile connectivity strategies
Task 7.0 Active Transportation Analysis
This task will assess the existing conditions, challenges, and opportunities related to active transportation within the Rose Bowl and Brookside Park area. The Consultant will evaluate infrastructure gaps, barriers to safe and accessible walking, bicycling, and micro-mobility, and identify deficiencies in facilities, wayfinding, network connectivity, and bicycle parking capacity and placement. The analysis will consider both everyday recreational access and the unique demands associated with large-scale events.
The Consultant will recommend strategies and mechanisms that enhance and encourage non-motorized travel, including improvements to pedestrian and bicycle infrastructure, trail and path connections, micro-mobility access, and enhanced bicycle parking solutions that support both daily use and event-day demand Recommendations should address the full range of active transportation needs—comfort, safety, visibility, accessibility, and network coherence—while identifying opportunities to promote walking, biking, and micro-mobility as convenient and viable travel options for residents and visitors.
Key Activities and Roles:
Evaluate Infrastructure Gaps (Consultant)
The Consultant will conduct a comprehensive evaluation of existing pedestrian, cycling, and micro-mobility networks, identifying deficiencies such as missing sidewalks, unsafe bike lanes, inadequate crosswalks, insufficient or outdated bike parking, and areas where bike parking supply does not match demand. Special attention will be given to connectivity challenges near transit hubs and event venues, as well as access issues for disadvantaged communities with specific emphasis on Northwest Pasadena.
Propose Enhancements (Consultant)
Based on the evaluation, the Consultant will develop targeted recommendations to address identified gaps. Proposed improvements may include expanding sidewalk networks, installing protected bike lanes, enhancing accessibility features, and implementing shared micro-mobility programs, and identifying practical and scalable bicycle parking solutions, including but not limited to:
Secure fixed racks;
Modular or expandable parking units;
Temporary or event-day bike corrals;
Improved lighting, visibility, and wayfinding for bike parking areas.
Design Event-Day Plans (Consultant)
For large-scale events, the Consultant will create tailored strategies to support active transportation, such as temporary bike lanes, enhanced pedestrian crossings, designated micro-mobility zones, and event-day bike parking strategies sized to expected demand. Coordination with event operators will ensure seamless integration of these strategies.
DELIVERABLES:
One (1) Draft and one (1) Final Comprehensive Active Transportation Analysis Report with prioritized recommendations that detail current conditions, gaps, bicycle parking needs and opportunities, and event-specific opportunities, including maps, concept designs, and strategies
Task 8.0 Safety Analysis
The Safety Analysis task focuses on enhancing safety for all users, particularly addressing high-risk locations that disproportionately affect disadvantaged communities and vulnerable road users. This task ensures that safety improvements are data-driven, community-informed, and equitably distributed, making critical strides toward a safer multimodal network for the Rose Bowl and Brookside Park areas that will result in reduced crashes and improved safety conditions at crash prone intersections or conflict points.
Key Activities and Roles:
Data Collection and Analysis (Consultant and City)
The Consultant will gather and analyze comprehensive crash data from relevant sources, including city databases, law enforcement reports, and statewide safety records. This analysis will focus on identifying intersections and corridors with high frequencies of severe and fatal collisions. The Consultant will also examine patterns related to time of day, weather conditions, event impacts, and types of road users involved in crashes.
Community Input Integration (Consultant and City)
Community perspectives, particularly from residents in disadvantaged neighborhoods, will be collected to supplement quantitative data. Residents’ concerns about unsafe intersections, pedestrian barriers, and areas with frequent near-misses will help refine the identification of high-priority locations.
Identification of High-Risk Locations (Consultant)
Using the combined insights from crash data and community input, the Consultant will create a prioritized list of intersections and corridors requiring intervention. The analysis will include visual mapping of hotspots to clearly communicate findings to stakeholders and the public.
Development of Conceptual Designs (Consultant)
Prior to initiating design work, the Consultant shall coordinate with the City to confirm the ten priority locations, ensuring alignment with City priorities and any known constraints. Conceptual designs shall be sketch-level illustrations sufficient to communicate proposed improvements to a general public audience. These designs will include specific safety measures tailored to each location, such as:
Enhanced crosswalk visibility (e.g., high-visibility markings or raised crosswalks).
Improved lighting for better visibility.
Intersection and roadway design features that support traffic calming and speed management, consistent with City policies and practices (e.g., curb extensions, mini-roundabouts, geometric adjustments).
Signal timing adjustments to improve pedestrian crossing times.
Introduction of protective elements like pedestrian refuge islands or protected bike lanes.
Equity-Driven Solutions (Consultant)
Special attention will be given to safety disparities that disproportionately affect disadvantaged communities. The Consultant will propose solutions that prioritize the safety of pedestrians, cyclists, and transit users in these areas, ensuring equitable access to safe transportation.
Stakeholder Collaboration (Consultant and City)
Coordination with the City of Pasadena’s Transportation and Community Development departments, as well as community-based organizations, will ensure that safety solutions align with local needs and broader city objectives and advance best practices applicable to similar projects citywide.
DELIVERABLES:
One (1) Draft and one (1) Final Safety Analysis Report summarizing crash data, community input, and high-risk locations with data-derived recommendations
Ten (10) Draft and Final Conceptual Safety Enhancement Designs Recommendations for priority locations within project area
Task 9.0 Multimodal Education and TDM Strategies
This task seeks to develop and encourage sustainable travel behaviors aimed at reducing vehicle dependency through education, outreach, and strategic planning. Limited awareness of available multimodal options, including transit, biking, and walking often result in a persistent reliance on single-occupancy vehicles for event and non-event travel to the Rose Bowl and Brookside Park. This task provides global educational strategies and goals for future programming and engagement of the community, supported by a suite of foundational outreach materials that the City can deploy across digital and print platforms.
Key Activities and Roles:
Develop Education Campaigns (Consultant)
The Consultant will recommend and design a targeted multimodal education and outreach program. This includes creating user-friendly marketing materials— such as at least one (1) multimodal travel factsheet, one (1) event-day multimodal wayfinding guide with maps and modal instructions, and one (1) social media content package—highlighting sustainable travel options tailored to specific user groups (residents, event attendees, visitors, etc.). Campaign themes will emphasize convenience, cost-effectiveness, and environmental benefits. The Consultant would not conduct the campaign directly but will develop the educational messaging materials, and strategic framework necessary for the City to lead and implement the campaign, ensuring all deliverables are provided in digital and print-ready formats to maximize usability across platforms.
Recommend TDM Strategies (Consultant)
The Consultant will propose innovative strategies to reduce vehicle dependency. Potential measures include carpooling programs, dynamic pricing for parking to discourage single-occupancy vehicle use, employer-sponsored transit benefits, and dedicated multimodal zones for events. Tailored recommendations will focus on minimizing environmental impacts and enhancing user convenience, supported by the educational and outreach materials developed under this task.
DELIVERABLES:
Comprehensive Multimodal Education and Outreach Campaign materials, including at minimum: one (1) multimodal travel factsheet, one (1) event-day multimodal wayfinding guide, and one (1) social media content package, for digital and print formatting
One (1) Draft and one (1) Final TDM Strategy Report detailing proposed measures and specific implementation steps
Task 10.0 Draft and Final Plan
Review and finalize the Plan updates based on feedback provided at the draft stage. The reports developed in Tasks 2.0, 3.0, 4.0, 5.0, 6.0, 7.0, 8.0, and 9.0 will form the basis of the Final Plan and shall be combined and updated to create a single unified planning document suitable for presentation to the public and City Council. Consultant shall incorporate all elected official, community, stakeholder, regulatory, and staff feedback in the Final Plan.
The Consultant shall provide one (1) Draft Plan for City review, followed by one (1) revised Draft (Second Draft) that incorporates City comments prior to development of the Final Plan. Each review round shall include a tracked changes version and a clean version for City review.
All draft and final deliverables, including graphics, layouts, and the full plan document, shall be provided in Adobe PDF and InDesign formats to ensure consistency, accessibility, and compatibility with City standards. For purposes of review, the draft plan document can be developed initially in MS Word or similar format.
Key Activities and Roles:
Planning Level Cost Estimate (Consultant)
To support the City's ability to pursue future funding and integrate recommended improvements into the Capital Improvement Plan (CIP), the Consultant shall develop planning-level cost estimates for the priority projects and strategies identified across Tasks 4.0 through 9.0. Cost estimates shall be order-of-magnitude in nature and are intended to provide the City with a general understanding of the relative scale of investment required to implement key recommendations. Estimates shall be presented in a manner that allows the City to prioritize projects based on feasibility, cost-effectiveness, and alignment with community needs and available funding programs such as ATP, HSIP, and Measure M. The Final Plan shall include a prioritized project list with associated planning-level cost estimates and potential funding sources for each recommended improvement.
GIS Deliverables (Consultant)
The Consultant shall prepare and submit a final GIS data package as part of the Final Plan deliverables. The GIS package shall include layers for all proposed improvements, priority locations, and recommendations developed across Tasks 4.0 through 9.0. All spatial layers shall include clear metadata describing data sources, date of creation, coordinate system, data owner, methodology, and any assumptions applied in the development of the layers. The Consultant shall deliver all GIS layers in an ESRI-compatible geodatabase format (file geodatabase or shapefile) using the City’s preferred projection and GIS schema. All layers shall be named, symbolized, and attributed according to City standards to support future integration with the City’s enterprise GIS environment.
The Consultant shall coordinate with City GIS staff early in the project—including staff from the Department of Information Technology— to confirm format requirements and standards and shall describe their proposed approach to GIS deliverables in their proposal. Draft GIS layers shall be submitted for City review prior to final delivery to ensure consistency and compatibility.
DELIVERABLES:
One (1) Draft Plan Document
One (1) Revised Draft (Second Draft) incorporating City comments
One (1) Final Plan Document and supporting materials (Adobe PDF and Adobe InDesign format)
Public-friendly summary and presentation of updates for residents, businesses, City Council, and other stakeholders
One (1) Prioritized Project List with planning-level cost estimates and potential funding sources, incorporated into the Final Plan Document
One (1) Final GIS Data Package including all proposed improvements layers, delivered as an ESRI-compatible geodatabase with full metadata, City-standard naming conventions, coordinate system, attribution fields, symbology guidance, and documentation of data sources and assumptions. Draft GIS layers shall be provided for City review prior to final delivery
Task 11.0 City Council Meetings
The Consultant, in coordination with the City, will develop presentation materials suitable for Pasadena Commission and City Council meetings. To provide Commissions, City Council and the public the opportunity to provide public input into the draft plans, the City will present at relevant Pasadena Commissions—anticipated to include the Transportation Advisory Commission (TAC) and the Recreation and Parks Commission—with an estimated total of up to two (2) Commission presentations prepared by the Consultant. These Commission presentations will culminate in a final informational presentation to the City Council.
The Consultant shall prepare presentation materials for all meetings, including one (1) TAC presentation and one (1) Recreation and Parks Commission presentation, and one (1) City Council informational presentation, each consisting of an agenda outline, slide deck, and public-facing graphics as needed. City staff will lead the presentations, with the Consultant available for content support and technical clarification.
DELIVERABLES:
Up to two (2) Draft and Final Commissions presentation packages (anticipated for TAC and Recreational and Parks Commissions), including agendas and presentation materials
One (1) Draft and one (1) Final City Council presentation package, including agenda, presentation materials, and graphics
Post-public meeting minutes (City-prepared) and Consultant support materials, as needed (including Council comments)
6.3. City-Provided Work and Data
The City will provide access to relevant city project information. This information includes, but is not limited to:
Transportation Capital Improvement Program
General Plan Mobility Element
Pasadena Street Types Plan
Bicycle Transportation Action Plan
Greenways Feasibility Study
Pasadena Pedestrian Plan
Pedestrian Transportation Action Plan
Rosemont Avenue Complete Streets Feasibility Study
Short Range Transit Plan
Transportation Demand Management (TDM) Ordinance
Special Event Traffic Management Plans
Citywide Parking Strategic Plan
Mailing list and contact information
Engineering reports, traffic data, and planning documents
GIS layers
Citywide Collision Database (SWITRS)
The City will provide this data at no cost to the Consultant; however, the City assumes no responsibility for the sufficiency or accuracy of any information supplied. The Consultant shall be responsible for the evaluation of all information supplied by the City.
6.4. Project Coordination Requirement
The development of the Rose Bowl Area and Brookside Park Multimodal Connectivity Plan will require ongoing collaboration with multiple City departments and partner agencies. The Consultant will be expected to coordinate closely with, and participate in meetings involving, but not limited to, the following entities:
City of Pasadena Departments (Department of Transportation, Department of Public Works, Planning and Community Development Department, Pasadena Transit)
Regional and State Agencies (LA Metro, Foothill Transit, LA County, SCAG, Caltrans)
Rose Bowl Operating Company
Community-based organizations, neighborhood associations, and Pasadena residents
Pasadena Schools
City Business Districts
City Councilmember Offices.
The Consultant shall demonstrate the ability to coordinate with multiple agencies, manage complex stakeholder environments, and incorporate operational requirements and community input into all phases of the plan development process.
6.5. Consultant Firm Requirements
The City of Pasadena seeks a qualified consulting firm with demonstrated experience in multimodal transportation planning, complex event-area circulation analysis, and equity-centered community engagement. Proposals must clearly describe how the firm will approach this project, highlighting any unique capabilities, tools, or methods that distinguish the team.
The proposal must clearly describe how the Consultant will effectively deliver the full project scope of work. Proposals will be evaluated on the clarity and strength of the strategies presented for completing each task. The Consultant shall identify anticipated challenges for each task and provide practical strategies to address them.
To demonstrate the ability to successfully accomplish the scope of work, the Consultant should include specific examples of relevant firm and staff experience. These examples should explain how past performance informs the Consultant’s approach and supports successful delivery of the project.
The proposal should go beyond simply stating that the Consultant will complete the required tasks. The proposal must articulate the team’s unique project experience, strategies, and qualifications, and explain how these elements position the Consultant to deliver each task effectively and with added value.
To be considered, the Consultant must demonstrate direct experience with:
Proven experience delivering multimodal plans for complex environments such as major venues, parks, or regional destinations;
Expertise in traffic operations, parking analysis, transit service evaluation, active transportation planning, and safety analysis using datasets;
Demonstrated ability to lead inclusive public engagement, including committee facilitation, outreach to disadvantaged communities, and the development of multilingual outreach and engagement materials (e.g., translated surveys, flyers, presentations, and online content);
Experience developing transportation demand management strategies;
Strong project management capabilities, including schedule control, interagency coordination, and Caltrans-compliant documentation; and
Ability to produce clear, visually compelling, and public-friendly materials.
7. Sample Contract
7.1. Contract Duration
The initial term of the Contract resulting from this proposal is for two 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 successful vendor will be required to enter into with the City is attached (Attachments) and by this reference incorporated herein and made part of this solicitation.
8. Price Proposal
Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The table(s) below is intended to be a sample. Proposers may add necessary line items provided they are in compliance with instructions in this RFP for "Cost Proposals." The cost proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for materials and supplies.
INSTRUCTIONS:
Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price and/or unit price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s price shall include, without limitation:
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);
performance of each and every portion of 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.
Project Deliverables
Export This Table
Line Item
Description
Quantity
Unit of Measure
Unit Cost
Total
1
Task 1.0: Project Management
1
Lump Sum
2
Task 1.1: Project Management Plan
1
Each
3
Task 1.2: Project Development Team (PDT) Meetings
48
Each
4
Task 1.3: Coordination Meetings
24
Each
5
Task 1.4: Ad-Hoc Project Check-In Meetings
4
Each
6
Task 1.5: City Officials and Commission Meetings
8
Each
7
Task 1.6: Project Reporting and Invoicing
1
Lump Sum
8
Task 2.0: Existing Conditions Analysis and Data Collection
1
Lump Sum
9
Task 2.1: Stakeholder Matrix Report
1
Each
10
Task 2.2: Existing Conditions Report
1
Each
11
Task 2.3: Safety Conditions Report
1
Each
12
Task 3.0: Community Outreach and Engagement
1
Lump Sum
13
Task 3.1: Community Advisory Committee (CAC) Meeting
8
Each
14
Task 3.2: Community Engagement Meetings or Events
6
Each
15
Task 3.3: Material for Community Engagement Meetings or Events
1
Lump Sum
16
Task 3.4: Project Website
1
Each
17
Task 3.5: Online Survey
1
Each
18
Task 3.6: Online Community Engagement Feedback Tools
1
Lump Sum
19
Task 3.7 Physical Community Engagement Feedback Tools
1
Lump Sum
20
Task 3.8 Community Engagment Plan
1
Each
21
Task 3.8: Phase I Report: Existing conditions and stakeholder feedback
1
Each
22
Task 3.9: Phase II Report: Recommendations and feedback summary
1
Each
Total
$0.00
Columns
9. Review and Award Recommendation Process
9.1. Review and Award
A screening committee will determine which proposals are responsive to City requirements and needs. The technical portions of responsive proposals will be evaluated by a selection panel consisting of personnel from the City. The selection may be based solely on the written proposals submitted.
PROPOSERS may be invited to a meeting to provide additional clarification of the content of their proposal. The City reserves the right to invite all of the PROPOSERS for an oral clarification OR only the top three (3) ranked firms 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. A winner will be chosen based on the Total Average points of all evaluators across all scoring factors.
Once an agreement is reached with a Proposer, staff will recommend award of a contract. The City reserves the right to select the firm 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).
9.2. Separate Review of Technical, and Price Proposals
The Technical Proposal and the Price Proposal will be evaluated separately. First will be all non-price qualifications including but not limited approach, experience, all Required Forms, litigation history, responsiveness, and all elements related to the non-price evaluation factors in the Evaluation Criteria (#Evaluation Criteria). The City may utilize separate evaluation committees to review the Technical and Price elements.
10. Public Contract Claims Procedure
PUBLIC CONTRACT CODE SECTION 9204 PUBLIC WORKS CLAIMS PROCEDURE
AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.
For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.
A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:
1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”
2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or
3. “Payment of an amount that is disputed by the public entity.”
Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."
For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.
If the contractor disputes the public entity's written statement, or if the public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.
Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.
Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.
After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).
The full text of this new legislation is set forth below:
THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:
SECTION 1.
Section 9204 is added to the Public Contract Code, to read:
9204.
(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.
(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section 10240) of Chapter 1 of Part 2, Chapter 10 (commencing with Section 19100) of Part 2, and Article 1.5 (commencing with Section 20104) of Chapter 1 of Part 3, this section shall apply to any claim by a contractor in connection with a public works project.
(c) For purposes of this section:
(1) “Claim” means a separate demand by a contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:
(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by a public entity under a contract for a public works project.
(B) Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled.
(C) Payment of an amount that is disputed by the public entity.
(2) “Contractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who has entered into a direct contract with a public entity for a public works project.
(3) (A) “Public entity” means, without limitation, except as provided in subparagraph (B), a state agency, department, office, division, bureau, board, or commission, the California State University, the University of California, a city, including a charter city, county, including a charter county, city and county, including a charter city and county, district, special district, public authority, political subdivision, public corporation, or nonprofit transit corporation wholly owned by a public agency and formed to carry out the purposes of the public agency.
(B) “Public entity” shall not include the following:
The Department of Water Resources as to any project under the jurisdiction of that department.
The Department of Transportation as to any project under the jurisdiction of that department.
The Department of Parks and Recreation as to any project under the jurisdiction of that department.
The Department of Corrections and Rehabilitation with respect to any project under its jurisdiction pursuant to Chapter 11 (commencing with Section 7000) of Title 7 of Part 3 of the Penal Code.
The Military Department as to any project under the jurisdiction of that department.
The Department of General Services as to all other projects.
The High-Speed Rail Authority.
(4) “Public works project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.
(5) “Subcontractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who either is in direct contract with a contractor or is a lower tier subcontractor.
(d) (1) (A) Upon receipt of a claim pursuant to this section, the public entity to which the claim applies shall conduct a reasonable review of the claim and, within a period not to exceed 45 days, shall provide the claimant a written statement identifying what portion of the claim is disputed and what portion is undisputed. Upon receipt of a claim, a public entity and a contractor may, by mutual agreement, extend the time period provided in this subdivision.
(B) The claimant shall furnish reasonable documentation to support the claim.
(C) If the public entity needs approval from its governing body to provide the claimant a written statement identifying the disputed portion and the undisputed portion of the claim, and the governing body does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a claim sent by registered mail or certified mail, return receipt requested, the public entity shall have up to three days following the next duly publicly noticed meeting of the governing body after the 45-day period, or extension, expires to provide the claimant a written statement identifying the disputed portion and the undisputed portion.
(D) Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement. If the public entity fails to issue a written statement, paragraph (3) shall apply.
(2) (A) If the claimant disputes the public entity’s written response, or if the public entity fails to respond to a claim issued pursuant to this section within the time prescribed, the claimant may demand in writing an informal conference to meet and confer for settlement of the issues in dispute. Upon receipt of a demand in writing sent by registered mail or certified mail, return receipt requested, the public entity shall schedule a meet and confer conference within 30 days for settlement of the dispute.
(B) Within 10 business days following the conclusion of the meet and confer conference, if the claim or any portion of the claim remains in dispute, the public entity shall provide the claimant a written statement identifying the portion of the claim that remains in dispute and the portion that is undisputed. Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement. Any disputed portion of the claim, as identified by the contractor in writing, shall be submitted to nonbinding mediation, with the public entity and the claimant sharing the associated costs equally. The public entity and claimant shall mutually agree to a mediator within 10 business days after the disputed portion of the claim has been identified in writing. If the parties cannot agree upon a mediator, each party shall select a mediator and those mediators shall select a qualified neutral third party to mediate with regard to the disputed portion of the claim. Each party shall bear the fees and costs charged by its respective mediator in connection with the selection of the neutral mediator. If mediation is unsuccessful, the parts of the claim remaining in dispute shall be subject to applicable procedures outside this section.
(C) For purposes of this section, mediation includes any nonbinding process, including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section.
(D) Unless otherwise agreed to by the public entity and the contractor in writing, the mediation conducted pursuant to this section shall excuse any further obligation under Section 20104.4 to mediate after litigation has been commenced.
(E) This section does not preclude a public entity from requiring arbitration of disputes under private arbitration or the Public Works Contract Arbitration Program, if mediation under this section does not resolve the parties’ dispute.
(3) Failure by the public entity to respond to a claim from a contractor within the time periods described in this subdivision or to otherwise meet the time requirements of this section shall result in the claim being deemed rejected in its entirety. A claim that is denied by reason of the public entity’s failure to have responded to a claim, or its failure to otherwise meet the time requirements of this section, shall not constitute an adverse finding with regard to the merits of the claim or the responsibility or qualifications of the claimant.
(4) Amounts not paid in a timely manner as required by this section shall bear interest at 7 percent per annum.
(5) If a subcontractor or a lower tier subcontractor lacks legal standing to assert a claim against a public entity because privity of contract does not exist, the contractor may present to the public entity a claim on behalf of a subcontractor or lower tier subcontractor. A subcontractor may request in writing, either on his or her own behalf or on behalf of a lower tier subcontractor, that the contractor present a claim for work which was performed by the subcontractor or by a lower tier subcontractor on behalf of the subcontractor. The subcontractor requesting that the claim be presented to the public entity shall furnish reasonable documentation to support the claim. Within 45 days of receipt of this written request, the contractor shall notify the subcontractor in writing as to whether the contractor presented the claim to the public entity and, if the original contractor did not present the claim, provide the subcontractor with a statement of the reasons for not having done so.
(e) The text of this section or a summary of it shall be set forth in the plans or specifications for any public works project that may give rise to a claim under this section.
(f) A waiver of the rights granted by this section is void and contrary to public policy, provided, however, that (1) upon receipt of a claim, the parties may mutually agree to waive, in writing, mediation and proceed directly to the commencement of a civil action or binding arbitration, as applicable; and (2) a public entity may prescribe reasonable change order, claim, and dispute resolution procedures and requirements in addition to the provisions of this section, so long as the contractual provisions do not conflict with or otherwise impair the timeframes and procedures set forth in this section.
(g) This section applies to contracts entered into on or after January 1, 2017.
(h) Nothing in this section shall impose liability upon a public entity that makes loans or grants available through a competitive application process, for the failure of an awardee to meet its contractual obligations.
(i) This section shall remain in effect only until January 1, 2027, and as of that date is repealed, unless a later enacted statute that is enacted before January 1, 2027, deletes or extends that date.
(Amended by Stats. 2019, Ch. 489, Sec. 1. (AB 456) Effective January 1, 2020. Repealed as of January 1, 2027, by its own provisions.)
SEC. 2.
The Legislature finds and declares that it is of statewide concern to require a charter city, charter county, or charter city and county to follow a prescribed claims resolution process to ensure there are uniform and equitable procurement practices.
SEC. 3.
If the Commission on State Mandates determines that this act contains costs mandated by the state, reimbursement to local agencies and school districts for those costs shall be made pursuant to Part 7 (commencing with Section 17500) of Division 4 of Title 2 of the Government Code.
11. Evaluation Criteria
Evaluation of the proposals will be based on a competitive selection process, in which the evaluation of proposals will not be limited to price alone. The capability of the proposer to satisfy the City requirements identified in this solicitation, and the experience of the proposer in providing services of this type, size and scope will also be considered in the selection. This RFP has been structured to provide specific requirements which function as a standardized framework for the evaluation. The weighted scoring prioritizes the factors most important for this solicitation. A winner will be chosen based on the Total Average points of all evaluators across all scoring factors.
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. Project Approach
Points will be assigned based on clarity, feasibility, and quality of the vendor’s approach to completing the Scope of Work. This includes but is not limited to: a demonstrated understanding of the project’s multimodal, event-specific and equity-driven challenges; strength of the proposed methodologies for each task; approaches to community engagement; identification of anticipated challenges; use of innovative tools, techniques, or unique firm capabilities that add value to plan development.
Scoring Method:
Points Based
Weight (Points):
25 (25% of Total)
2. Proposed Schedule
Points will be assigned for the proposed schedule to complete the project. Project schedule should reflect all work that must be performed with reasonable durations and deliverables to be submitted, while understanding the Scope of Work requirements and deadlines.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
3. Relevant Experience
Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK. Points will be assigned based on a vendor’s demonstrated success delivering work comparable in complexity, scope, and context. The evaluation will consider, but is not limited to, vendor experience with multimodal plans for complex environments such as major venues and parks; demonstrated experience with traffic, parking, transit, active transportation, and safety analyses; quality of past work products; qualifications and relevant experience of proposed staff; experience coordinating with municipal agencies and multiple stakeholders.
Scoring Method:
Points Based
Weight (Points):
25 (25% of Total)
4. Company Staffing Assigned to the Project
Points will be assigned based on availability and capability of the project team. Points will be assigned based on qualification of staff or project team members, provided in the “Statement of Qualifications” provided in the proposal. It is important to note how a particular staff’s expertise is related to the skills or tasks that would be required in the project.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
5. Cost Proposal
Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.
With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:
Lowest Price / Evaluated Price X maximum points available = Awarded Points
Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 30 points.
( $100,000 / $125,000 ) X 30 = 24 points
Scoring Method:
Reward Low Cost
Weight (Points):
10 (10% of Total)
6. 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)
7. Small of Micro-Business
To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business. Refer to the State of California Department of General Services Division for further information. https://caleprocure.ca.gov/pages/sbdvbe-index.aspx
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
12. Attachments
A - Master Services Contract
B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2
D - DISQUALIFICATION_DISCLOSURE (4)
E - CONFLICT_OF_INTEREST (5)
F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2)
H - DESIGNATED REPRESENTATIVESdocx
I - RELEVANT EXPERIENCE FORM
N - Caltrans_Local_Assistance_Procedures_Manual_(LAPM)_Chapter_10
O - California_State_Contracting_Manual_Volume_1_Chapter_5
P - Caltrans_Sustainable_Transportation_Planning_Grants_Application_Guide_Fiscal_Year_2025_26
13. Submittal Instructions
13.1. Early Preparation for Submission
We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Friday, July 31, 2026 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:
Thoroughly review all requirements and the entire solicitation document.
Gather, organize, and complete the necessary documents for submittal.
Address any unforeseen technical issues that may arise during the preparation or submittal of your response.
Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.
13.2. Training Resources for Vendors:
Screen Shots:
Instructions for the new eProcurement System: The following link will help you Get Started (https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.
All Video Guides: OpenGov Procurement Vendor Training
New Supplier Account
Submit a Bid or Proposal
Updating Your Company Designation on a Solicitation
Vendor Selection of Category Codes
How To Subscribe To Organizations And Find Active RFPs & Bids
Login Process
How to Edit or Withdraw your Proposal after it's been Submitted
How to Submit a Question
Viewing Bid Results
Video Trainings
13.3. OpenGov Technical Support
Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.
Phone: (650) 336-7167
Email: support@support.opengov.com
Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident
Live Chat: Click on the circle blue icon at the bottom right of the screen.
13.4. Internet Access
The City cannot guarantee that equipment involved in Solicitation Submission will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received as instructed in this solicitation complete and prior to the deadline. The City is not responsible for the confidentiality of information transmitted over the Internet.
It is the Respondent's responsibility to review your status in our eProcurement system and update your contact information and notification preferences accordingly.
The City does not recommend waiting until the last two days to start preparing or submitting your response.
13.5. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Friday, July 31, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.
The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.
13.6. Withdrawal of Proposal
Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Friday, July 31, 2026.
13.7. City Changes to the Solicitation Documents
The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.
Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Rose Bowl Area and Brookside Park Multimodal Connectivity Plan." Project ID: 2026-RFP-0317. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.
13.8. Deadline for Questions
The deadline to submit questions related to this solicitation is Friday, July 17, 2026, prior to 3:00 pm.
Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.
13.9. Follow these simple steps to submit your proposal electronically:
If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.
Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.
Electronic Submission of Bids
All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal. The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.
Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.
Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.
In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.
Steps to Submit Your Electronic Proposal:
To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.
https://procurement.opengov.com/portal/pasadena/projects/267068
1. Acknowledge all Addenda
2. Accept City of Pasadena Terms and Conditions Message
3. Answer all required vendor questions.
4. Upload all required forms. Proposer may save their work and return.
5. Review your work and submit proposal when ready.
6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.
7. Proposer may withdraw their bid at any time prior to 3:00 pm on Friday, July 31, 2026.
Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.
1- Acknowledge the new addenda; and
2- Resubmit your bid through the City's eProcurement Portal.
Do Not upload a Zip File: Unzip Your Files
Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.
Open File Explorer, and find the zipped folder.
To unzip the entire folder, right-click to select Extract All, and then follow the instructions.
To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.
13.10. Vendor Registration Instructions & Customer Service information:
Click here to register onto the City's eProcurement Portal hosted by OpenGov.
If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.
Customer Service
For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.
Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.
13.11. Surety2000 Instructions
If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.
Video Trainings:
How a Contractor Registers with Surety2000: https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view
How to Create a Bond: https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view
How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view
Bid Bond Instruction:
Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen (15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.
Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com
14. Submittals/Checklist
The response to this RFP must be made according to the requirements set forth in this Article, both for content and for sequence. Noncompliance with these requirements or the inclusion of conditions, limitations, or misrepresentations, may be cause for rejection of the proposal.
1. Acknowledgements
1.1. Proposer Certification*
By submitting this bid the proposer hereby certifies under penalty of perjury of the laws of the State of California that all representations made in the documents that comprise the proposal for Rose Bowl Area and Brookside Park Multimodal Connectivity Plan due on Friday, July 31, 2026 are true and correct to the best of my knowledge at the time of the proposal’s submission.
By confirming, the vendor is acknowledges the following:
We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.
The representations herein are made under penalty of perjury.
We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.
Please confirm
*Response required
2. CONTENTS OF PROPOSAL
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.
2.1. Mandatory Content*
Cover letter
Table of Contents
Required Certifications AND Forms (see items in this Checklist)
Technical Proposal
Price Proposal
Statement of Qualifications and/or Experience
Additional Data (if required)
Subsequent to the closing of this solicitation, 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.
The TECHNICAL PROPOSAL shall include a proposed work schedule to indicate duration and completion dates, including the dates of Deliverables/Milestones and estimates of the amount of time to be spent with City Staff during each phase of the project.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.
*Response required
2.4. Separate Price Proposal Submittal:*
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.
Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:
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);
performance of each and every portion of 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)
*Response required
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. QUALIFICATIONS
3.1. Copy of License or Certification*
Please upload a copy of your: Professional Engineer (P.E.), American Institute of Certified Planners (A.I.C.P),
*Response required
3.2. Statement of Qualifications and/or Experience*
The Statement of Qualifications should highlight your company’s most applicable products, services, and experience.
*Response required
4. FORMS
Please download, complete and submit any required forms below.
4.1. 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.
6e75f429-d60a-4bf7-bb18-0b4d021415be_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. Relevant Experience Form*
Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.
RELEVANT_EXPERIENCE_FORM.pdf
*Response required
4.6. Designated Representative*
Please download the below documents, complete, and upload.
DESIGNATED_REPRESENTATIVESdocx.pdf
*Response required
4.7. DISQUALIFICATION DISCLOSURE*
Please download the below documents, complete, and upload.
DISQUALIFICATION_DISCLOSURE_(4)_(10).pdf
*Response required
