- Due Text
- Thursday, August 27, 2026 3:00pm
- Posted At
- Thu, Jul 23, 2026 7:54 AM
- Documents
- Fair_Oaks_Substation_Professional_Design_Services.pdf, A - RFP_FAIR_OAKS_CONCEPTUAL DRAWINGS, B - Master Services Contract, D - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2, E - DISQUALIFICATION_DISCLOSURE (4), F - CONFLICT_OF_INTEREST (5), H - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2), I - DESIGNATED REPRESENTATIVESdocx, N - RELEVANT EXPERIENCE FORM
- Numeric Id
- 273652
- Description
- The City of Pasadena is seeking proposals from qualified firms to provide engineering services for the Fair Oaks Substation Project. The project is needed to address equipment obsolescence as well as support the PWP 4-kV to 17-kV conversion program by providing 17-kV distribution capacity to replace the existing Fair Oaks 4-kV Units by converting their loads to 17-kV. This project will be completed in two phases as further described in the Scope of Work. The engineering firm is expected to perform the general tasks as described in the Scope of Work.
The desired in-service date for Phase One of the project is June 2029. The engineering services requested for the project include final design, bid assistance, design build bridging documents, and engineering services during construction.
Timeline
Release Project Date:
July 23, 2026
Pre-Proposal Meeting (Mandatory):
August 3, 2026, 10:30am
Join: https://teams.microsoft.com/meet/263777059623470?p=KufbXKjTJnivuWDEHy
Meeting ID: 263 777 059 623 470
Passcode: JV68Lv7P
- Document Text
- Post Information
Posted At:
Thu, Jul 23, 2026 7:54 AM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
1. Introduction
1.1. Summary
The City of Pasadena is seeking proposals from qualified firms to provide engineering services for the Fair Oaks Substation Project. The project is needed to address equipment obsolescence as well as support the PWP 4-kV to 17-kV conversion program by providing 17-kV distribution capacity to replace the existing Fair Oaks 4-kV Units by converting their loads to 17-kV. This project will be completed in two phases as further described in the Scope of Work. The engineering firm is expected to perform the general tasks as described in the Scope of Work.
The desired in-service date for Phase One of the project is June 2029. The engineering services requested for the project include final design, bid assistance, design build bridging documents, and engineering services during construction.
1.2. Contact Information
Deadline for Questions
The deadline to submit questions related to this solicitation is Friday, August 14, 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.
Jerome Bragg
Senior Project Manager
Email: jbragg@cityofpasadena.net
Phone: (626) 744-4438
Department:
Water & Power Department, Power Delivery
1.3. Timeline
Release Project Date:
July 23, 2026
Pre-Proposal Meeting (Mandatory):
August 3, 2026, 10:30am
Join: https://teams.microsoft.com/meet/263777059623470?p=KufbXKjTJnivuWDEHy
Meeting ID: 263 777 059 623 470
Passcode: JV68Lv7P
Question Submission Deadline:
August 14, 2026, 3:00pm
Proposal Submission Deadline:
August 27, 2026, 3:00pm
2. General Instructions
2.1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT
All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
2.2. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 3:00 pm on Thursday, August 27, 2026. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.
The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”
The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.
Proposals received after the Proposal Deadline may not be accepted by the City.
2.3. Technical Proposal
The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.
2.4. Separate Price Proposal
The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”
Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.
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)
2.5. Pre-Proposal Meeting
See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.
Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.
2.6. Definitions
The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.
3. General Requirements
3.1. Standard terms and conditions
Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this RFP are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.
3.2. Firm commitment of availability of service
Once a proposal is opened, a PROPOSER is expected to maintain an availability of service as set forth in its proposal for at least four months after date for opening proposals.
3.3. RELEVANT EXPERIENCE
Provide experience with governmental agencies for a least THREE projects/contracts of similar scope and size were completed for United States electric utilities. The projects completions date must have occurred within the last 10 years. 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 Fair Oaks Substation Professional Design Services in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.
The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.
4.22. Accessibility Compliance Requirements
General Compliance
In accordance with Title II of the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, and all other applicable federal, state, and local disability rights laws, including the California Building Code (CBC) and California Code of Regulations Title 24, the City of Pasadena requires that all services, programs, activities, and facilities provided or utilized under this contract be fully accessible to individuals with disabilities.
The selected Contractor agrees to ensure that all work performed, and all services, programs, or activities provided under this contract comply with the requirements of Title II of the ADA and related laws. This includes, but is not limited to design, construction, communication, technology, and program delivery compliance with:
The ADA and its implementing regulations (28 CFR Part 35 and Part 36);
The 2010 ADA Standards for Accessible Design;
The U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as amended;
Section 504 of the Rehabilitation Act of 1973;
California Government Code § 4450 et seq.;
California Code of Regulations (CCR), Title 24, including Chapter 11B of the California Building; Code governing accessibility to public accommodations and commercial facilities;
Any other relevant federal, state, or local regulations concerning accessibility and nondiscrimination.
These requirements apply to all aspects of the Contractor’s work, including but not limited to project or program design, facility access, pedestrian pathways, public right-of-way improvements, communications, and digital content or services.
Applicability of Accessibility Requirements
Accessibility compliance requirements apply when scope of work includes:
Digital deliverables (i.e. websites, web applications, mobile applications, electronic documents, multimedia content)
Physical infrastructure (i.e public facilities, pedestrian pathways, rights-of-way, shared use paths)
Communication and program delivery (i.e. public meetings, outreach materials, surveys, customer service and payment platforms)
Technology procurement or development (software, hardware, ICT systems)
If any portion of the work involves these elements, the Contractor must ensure full compliance with applicable accessibility standards.
Digital and Electronic Content
For all digital deliverables (including websites, documents, and applications), the Contractor shall ensure conformance with, at minimum:
Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, as amended[GS1] ; and
Section 508 of the Rehabilitation Ace (29 U.S.C. § 794d), where applicable.
All digital materials must undergo both automated and manual accessibility testing, including usability reviews by individuals representing a wide range of functional disability types (e.g., visual, auditory, cognitive, motor), and, if required, remediated prior to final acceptance. Testing must include compatibility with commonly used assistive technologies (e.g., JAWS, NVDA, VoiceOver, ZoomText, Dragon NaturallySpeaking). The Contractor must provide documentation such as Voluntary Product Accessibility Template (VPAT) or equivalent Accessibility Conformance Report (ACR), detailing compliance and describing the testing methodology.
Public Rights-of-Way Accessibility (PROWAG)
Any design, construction, or alteration involving pedestrian facilities, sidewalks, curb ramps, crosswalks, or public rights-of-way must conform to the latest applicable version of the U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as adopted by the U.S. Department of Justice, Department of Transportation, or other relevant authority.
Corrective Action and Liability
The Contractor shall be held responsible for correcting any noncompliant work or deliverables identified by the City of Pasadena or any enforcement agency, at no additional cost. The City of Pasadena reserves the right to withhold payment, suspend work, or terminate the contract for failure to meet accessibility requirements.
The Contractor shall indemnify and hold harmless the City of Pasadena, its officers, agents, and employees from any claims, damages, or liabilities arising from noncompliance with applicable accessibility laws or guidelines.
Certification of Compliance
By submitting a proposal, the Contractor certifies that it has reviewed and will comply fully with all applicable federal, state, and local accessibility laws, including the ADA, CBC, Title 24, and PROWAG, and will ensure that all subcontractors do the same.
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. Project Background and Description
Objective: The project will be completed in two phases. For Phase One Pasadena Water and Power (PWP) will procure the project with a traditional design-bid-build approach. For Phase Two PWP will transition to a design-build approach. The Consultant will produce the complete design for Phase One and the bridging documents for Phase Two. The project is needed to address equipment obsolescence as well as support the PWP 4-kV to 17-kV conversion program by providing 17-kV distribution capacity to replace the existing Fair Oaks 4-kV Units by converting their loads to 17-kV. The desired in-service date for Phase One of the project is June 2029. It is the goal of PWP to complete construction and startup testing of the Phase One of the project and to immediately transition to Phase Two.
Phase One: The project will demolish Fair Oaks Unit 3 substation and add two new unit substations, a 20 MVA 34/17-kV distribution substation and a 7.5 MVA 34/4-kV distribution substation. The new substation will be located at the Fair Oaks Substation at 1420 N Fair Oaks Avenue which has 3 units currently in service. Each new unit will comprise of a metal-clad switchgear lineup with two LTC equipped transformers, one at each end of the switchgear.
Major Materials:
The existing switchgear at Fair Oaks is composed of two sections connected by a bus tie breaker in the middle. Each section has one main breaker and two feeder breakers. Each unit has 4 distribution feeders in total and, since the feeders are normally half-loaded, 100% backup capability in case of failure of one transformer.
Transformers:
PWP will procure the four transformers required for Phase One of the project. The transformers’ primary will be dual-voltage 34.5-kV and 69-kV. The 4-kV units shall be of DYN1 configuration and the 17-kV units are YNYN0 with a buried delta tertiary.
Phase Two: This project phase will have two locations: Fair Oaks Substation at 1420 N. Fair Oaks Avenue and Brookside Substation at 1001 N. Arroyo Blvd.
Brookside Substation Scope: Installation of a new 4-kV unit substation. Demolition of Brookside Unit 2 following the commissioning of the substation. Installation of a 35kV or 69kV high side (H.S.) switchgear to replace the existing 35kV load break switches. The switchgear will enable the reconfiguration of the existing station feeds and allow for fail over and the rerouting of power between the Brookside and Fair Oaks substations.
Fair Oaks Scope: Demolition of Units 1 and 2 at Fair Oaks Substation. Installation of a 35kV or 69kV high side switchgear to replace the existing 35kV high side load break switches.
6.2. Scope of Services
Required Professional Design Services
The Consultant shall be responsible for performing all tasks necessary to perform a complete and comprehensive design of the project and prepare final plans and specifications suitable for public bidding and construction. Consultant shall also perform the technical studies and other required services specified herein. PWP has identified the professional design services described below as tasks required for implementation of the project. Prospective consultants, however, should identify any additional scope items that have not been specified, but would add value, and should describe them in their proposal. Prospective consultants are encouraged to add to their Proposal any key elements that they believe will enhance the project’s success and best utilize their firm’s experience and expertise. Any services identified herein as “optional” shall be performed by the design consultant if requested by PWP.
Consultant shall provide an experienced project administrator and a knowledgeable and experienced project team for design of the project. The project administrator must have specific experience in the design and construction of utility electrical distribution substations and underground distribution systems.
The Consultant shall perform these services under the direction and oversight of City staff. City staff shall retain overall project ownership, project management, technical review authority, final approval authority, construction acceptance, final decision-making responsibility, and final project approval.
The Consultant shall provide knowledge transfer to City staff throughout the project. The purpose of this knowledge transfer is to support City staff’s understanding of new equipment, technologies, features, schemes, and functions introduced by the project.
Services requested by the Consultant, as further described herein, include:
Project Administration
Preliminary Engineering Study
Contract Drawings and Specifications
Owner’s Engineer Services
Relay Programming and Arc Flash Labeling
Design Build Bridging Documents
6.3. Task 1 Project Administration
This task includes providing a Project Administration Work Plan, coordination of the work of the project team members, quality assurance and control, adherence to the project schedule, communications, scheduling, cost controls, invoicing, bi-weekly project status meetings, and reporting. The Consultant is expected to perform this task for entirety of project including both project phases. Consultant’s project administrator shall coordinate with PWP to ensure that the work performed under this task is done as part of an open, professional and communicative project team, and that all project elements are effectively integrated and efficiently designed. This task includes the following elements:
Task 1.1 Project Administration Work Plan: Prepare a detailed project administration work plan. At a minimum, this document shall include the final scope of work, project communications protocol, project team organization, detailed schedule for design activities, directory of addresses and phone numbers for project team members and filing and document control procedures.
Task 1.2 Schedule of Deliverables: Prepare a schedule of deliverables, with a detailed list of all deliverables requiring PWP review, within fifteen (15) days of the Notice-To-Proceed. The standard time required for PWP review of all major submittals such as interim submittals of plans and specifications is 10 business days; reduced time for review may be available for lesser documents. The schedule of deliverables should show the standard review period for each deliverable. Consultant shall deliver electronic copies of each document to PWP, unless otherwise noted in this Scope. All technical reports and memoranda submitted to PWP will be reviewed before the final version is issued. The schedule of deliverables shall show the 30 percent, 60 percent and 90 percent submittals. The schedule of deliverables shall include the following documents, at a minimum: preliminary engineering study, contract drawings, specification sections, calculations, technical reports and technical memoranda.
Task 1.3 Budget Control Plan: Prepare and submit a budget control plan to PWP for review. This plan shall include an overview of Consultant’s approach to assuring that the project progresses and is completed within authorized budgets. In addition, the plan shall, at a minimum, detail the distribution of budget responsibility within the design team among consultant and subconsultants, and show how the Consultant’s project administrator will manage the overall budget at a task level. All invoices shall follow PWP-approved format and be submitted electronically through the City’s invoice portal.
Task 1.4 Regularly Scheduled Progress Meetings: The Consultant’s project administrator will schedule and lead progress meetings to keep PWP apprised of progress and solicit their input. Consultant shall hold bi-weekly meetings with PWP, at a time and location specified by PWP. Consultant shall generate and distribute draft meeting minutes within three (3) working days of the meeting date for review by attendees, and final minutes that incorporate review comments, as appropriate.
Task 1.5 Schedule Updates: Provide schedule updates on a bi-weekly basis, and as otherwise required to meet PWP project requirements. Updates shall be in a format approved by PWP. PWP utilizes Microsoft Project® for project scheduling.
Task 1.6 Monthly Progress Reports: Provide Monthly Progress Reports describing activities during that month and key achievements, planned work and meetings for the next month, critical path issues, and a budget summary as required to meet PWP Program requirements and in a format approved by PWP. Also include issues requiring resolution or action by PWP and concerns of the Consultant.
Task 1.7 QA/QC Program: Consultant shall submit recommended QA/QC program for review and approval by PWP. All work performed shall meet the requirements of the approved QA/QC program. Quality control and quality assurance of all work products shall be the responsibility of the Consultant.
Task 1.8 Coordination: Coordinate with all agencies and other consultants as necessary to complete the design. Agencies are expected to include, but are not limited to: City of Pasadena, Public Works Department, and the California Department of Transportation. Produce and distribute minutes of meetings with agencies and other project stakeholders within three (3) working days of the meeting.
Task 1.9 Miscellaneous Workshops and Technical Review Meetings: The project administrator will schedule and lead workshops and technical review meetings, as required, with PWP. Consultant shall generate and distribute draft meeting minutes within three (3) working days of the meeting date for review by attendees, and final minutes that incorporate review comments, as appropriate.
Task 1.10 Action Item List: The Consultant shall maintain at all times, in a format suitable to PWP, a list of action items that:
Describes the required action
Identifies the “owner” of the action item
Provides the required and expected completion dates
Describes current status of the action item.
The action item list will be reviewed each week during the weekly project team conference call.
6.4. Task 2 Preliminary Engineering Study
The Consultant shall provide a preliminary engineering study that when complete will serve as the basis for detailed project design produced for Phase One and the bridging documents for Phase Two. Therefore, all Task 2 elements will be for both phases of the project and at both site locations. The preliminary engineering study shall be comprised of the following components as further described below:
Task 2.1 -- Project Configuration Analysis: This task will evaluate the proposed project locations, identify the optimal location, arrangement, and final site configuration for the project scope as defined for both Phases One and Two of the project. Both Brookside and Fair Oaks substations are entirely dead front. There is no exposed energized equipment and all lines at 4kV, 17kV, and 35kV are cable. The Consultant is expected to review existing PWP infrastructure and propose updated or alternate arrangements. The proposed location is known to include potentially significant underground conflicts (duct banks, vaults, conduits, basements and tunnels) that may make it unsuitable for the new substation. The Consultant is expected to review existing drawings, conduct field investigations, review manufacturer’s information and take other actions as may be necessary to determine a suitable location for the proposed construction at the Fair Oaks and Brookside substations. For the purpose of this task, “suitable” means a location within the station at which the substation can be constructed with the least disturbance to existing overhead and underground infrastructure; adequate access for construction, operations and maintenance, and minimized project costs and duration of project completion.
PWP will provide electronic copies of its as-built drawing records, which are very limited if they exist at all. The Consultant should assume that limited records exist, what records do exist are not electronically available other than as a scanned TIFF format image file and that it is the responsibility of the Consultant to verify all as-built records it uses in formulating its calculations, designs and recommendations.
The Consultant shall, in coordination with PWP’s staff, develop a plan for integrating the new unit substation into the existing 4kV and 17-kV distribution system and 34-kV subtransmission system. The efforts to address this issue are expected to focus on locating alignments for the distribution circuits emanating from the new substation, intercepting existing distribution circuits and underground duct-banks in the vicinity, and providing for future distribution system expansion. The Consultant is expected to provide the complete physical and electrical design for installation of the new circuits up to the public right of way. The Consultant is expected to review existing drawings and records and to conduct field investigations as may be needed to determine the alignment of existing and future 34-kV, 17-kV, and 4-kV underground infrastructure.
Based on the preceding tasks, the Consultant shall recommend a preferred location and distribution system integration plan for the new substations. The consultant shall develop a budgetary cost estimate and schedule for the design and construction of the preferred project for both Phase One and Phase Two.
Task 2.2 System Protection, Integration, and Control Plan: The Consultant shall provide a plan for integrating the 35kV, 17-kV, and 4kV circuits, protection and control schemes and a back-up auxiliary power supply system into the existing PWP systems. PWP shall provide a description of its preferred protection schemes, the functional requirements of its existing SCADA system and assist the Consultant with identifying a back-up source for auxiliary power for the new unit substation.
Task 2.3 Geotechnical and Seismic Investigation: This task will include both Brookside and Fair Oaks substations in support of both project phases. Obtain and review available literature and reports, and prepare geotechnical reports for the intake and pipeline facilities which address, at a minimum, surface and subsurface soil conditions, trench and excavation stability, recommendations for trench and excavation design, foundation design for switchgear, secondary oil containment design, seismic risk assessment, liquefaction potential, construction dewatering, soil resistivity testing, and all other geotechnical considerations relevant to this design. The geotechnical reports shall characterize geologic conditions and potential geologic hazards. Geotechnical field investigations shall be coordinated with field investigations required to study hazardous materials. The draft report shall be submitted with the Preliminary Engineering Study for review, and the final report shall incorporate PWP comments and be submitted with the 30% design submittal. Encroachment permits in the public right-of-way are the Consultant’s responsibility. PWP will pay all fees associated with encroachment permits.
Task 2.4 Hazardous Materials Investigation: This task will include both Brookside and Fair Oaks substations in support of both project phases. Consultant shall complete a Phase I Environmental Site Assessment (ESA) for soil and groundwater contamination in areas where the substation foundations and substructures will be constructed. Review existing hazardous materials investigation and related reports. Assess the presence and extent of contamination from hazardous materials at the project site.
Coordinate with PWP to implement the recommendations set forth by this study to the satisfaction of the appropriate hazardous materials agencies. Draft Phase I ESA report shall be submitted with the Preliminary Engineering Study for PWP review, and Final Phase I ESA report shall be submitted with the 30 Percent Design.
Develop a hazardous materials management plan prior to construction. The plan shall include appropriate practices to reduce the likelihood of hazardous materials and toxic chemical spills. Include a specific protocol for handling and disposing of materials. Include recommendations for Best Management Practices during construction to avoid adverse impact to storm water run-off the property. Apply all accepted industry standards and protocols related to safety, health, sample collection, chain of custody, storage and delivery, and adhere to all regulatory agency requirements for managing hazardous waste and contamination.
Optional Services: If the Phase I ESA indicates the potential for contamination within or adjacent to the Project site, perform Phase II studies as appropriate. Draft Phase II report shall be submitted within sixty (60) days of the authorization of this optional service for review, and Final Phase II report shall incorporate PWP comments. Prepare a trench and foundation spoils disposal plan including additional testing and profiling of the excavated soils, coordinated with PWP. The plan shall ensure that spoils materials from excavation activities during construction will be hauled to an appropriate offsite disposal location or used for backfill, where feasible. The plan shall indicate that spoils material may not be placed in sensitive habitat areas, such as wetlands or floodplains.
Task 2.5 Analysis of Station Power Capability: Consultant shall complete an analysis of the suitability of the existing station service AC and DC power supply systems located at the station control house located at both substations. The analysis should indicate whether the existing transformers, panels, chargers and batteries are sufficient for supply control power to the proposed new substation.
Task 2.6 Analysis of Station Ground Grid: Consultant shall complete an analysis of the suitability of the existing ground grid to support the new installation and propose remediations as necessary. The design shall determine safe step and touch potential limits for maximum expected fault currents. Safety limits shall be determined in accordance with IEEE-80.
6.5. Task 3 – Prepare Contract Drawings and Specifications
This task is for Phase One of the project. The Consultant shall provide all engineering, calculations, drawings, and specifications necessary to competitively bid the procurement of the switchgear and the construction of the project. PWP requires three design review submittals.
The Consultant shall prepare all drawings utilizing the latest commercial release of AutoCAD®. The Consultant shall prepare all drawings in accordance with the latest version of PWP’s computer-aided design (CAD) standards.
The Consultant shall maintain at all times a complete drawing list that identifies each drawing by its drawing number and title; describes the latest revision level of each drawing; and provides a description of the current status of the drawing to indicate whether and when it was reviewed by PWP. The drawing list shall be maintained in electronic spreadsheet or word processing document and shall be made accessible to PWP at all times.
All drawings and specifications shall be stamped by a suitably licensed engineer registered in the State of California.
PWP emphasizes that it is the responsibility of the Consultant to ensure and warrant the accuracy and correctness of all drawings and specifications it prepares. PWP engineers may review drawings and specifications for compliance with the overall objectives of the project but will not assume responsibility for the Consultant’s design.
Task 3.1 Transformer Procurement Support: Consultant shall assist with transformer design review of the PWP procured transformers, attend the factory acceptance testing (FAT), and produce a detailed report.
Task 3.2 Switchgear Specification: The Consultant shall provide equipment specifications for 25kV metal-clad switchgear which will be utilized for both new unit substations in Phase One of the project. PWP will provide its current specifications for review by the Consultant. PWP intends to transition to a main and transfer bus switchgear and no longer utilize secondary distribution switches. The Consultant is responsible for the interconnection of the switchgear and the PWP procured transformers. The Consultant is expected to carefully review the existing specifications and provide alterations and improvements to ensure that the revised specifications represent best utility practice and compliance with applicable industry standards. The Consultant shall identify not less than three switchgear manufacturers that can meet the requirements of the revised specifications. The Consultant shall support the factory acceptance test for the switchgear and produce a detailed report.
Task 3.3 30 Percent Design Submittal: The first review at 30 percent complete shall include:
A complete drawing list,
A substantially complete title page,
All drawing title blocks,
A substantially complete bill of material,
A proposed site arrangement drawing,
A substantially complete electrical single line diagram,
A substantially complete system protection, integration, and control block diagram
Task 3.4 60 Percent Design Submittal: The second review at 60 percent completion shall include:
Revised drawings and documents reflecting the 30 percent design review
Substantially complete cable and conduit schedules (including cable lengths and conduit fill calculations),
Substantially complete electrical three-line diagrams
Substantially complete ac and dc elementary schematics for all protection and control circuits,
Substantially complete foundation plan and details,
Substantially complete oil containment plan and details,
Substantially complete conduit plans, profiles and details
Substantially complete switchgear and transformer plan and elevation views,
Substantially complete nameplate schedule
All other drawings necessary for a complete drawing package
Substantially complete construction specification
Task 3.5 90 Percent Design Submittal: The third submittal at 90 percent complete shall include:
All previously submitted drawings and documents modified to reflect the comments from prior review submittals
All manufacturer, material and equipment submittals
All other drawings and documents as may be required to competitively procure the construction contract in accordance with public works contracting procedures.
PWP expects that the 90 percent complete submittals will require only minor editorial comments and revisions to issue drawings for bidding of the construction contract.
Task 3.6 Startup and Testing Plan: Meet with PWP to determine their requirements and suggestions for the startup and testing program and develop a startup and testing plan that will adequately prepare PWP, and contractors for startup and testing of the Project. The startup and testing plan is intended for two purposes. First, it will guide the Consultant and others in the subsequent preparation of the contract specifications, where all startup and testing activities to be conducted by contractors will be specified. Second, the plan will be used by PWP as a guidance tool for managing the overall startup and testing phases of the project.
Formulate the startup and testing plan so that the requisite activities are performed in a logical progression, from the component and sub-element level to facility and total integrated system startup and testing. The plan shall indicate the required duration and sequence of startup and testing activities.
6.6. Task 4 – Owner’s Engineer Services
Consultant shall support the construction for Phase One of the Project as follows:
Task 4.1 Conformed Drawings and Specifications: Prepare and produce three (3) sets of full-size plans and fifteen (15) half sets of conformed plans and specifications for construction, incorporating all addenda. Provide final plans and specifications in original electronic format and Adobe Acrobat PDF format (drawings and specs each as a single indexed PDF file) to PWP.
Task 4.2 Engineering Services During Construction: Perform submittal review and coordination, contract document clarification and interpretation, and change order assistance; attend site visits and progress meetings; participate in substantial completion; provide startup, testing and training assistance; and provide assistance to the final acceptance process.
Task 4.3 Schedule and Compliance: Provide an Owner’s Engineer to monitor, verify, and document project schedule status and completion of construction tasks in compliance with engineering design specifications and requirements. Owner’s Engineer shall maintain activity logs and compliance reports which shall be provided to the PWP Project Manager. Activity logs and compliance reports shall track progress of work, document construction with photographs, record date time and contents of deliveries to project site, and other observations as may be relevant to the schedule and construction of the project. Owner’s Engineer is expected to be on-site in support of key project schedule dates and milestones. If the Owner’s Engineer is unavailable, 24-hours’ notice shall be provided to the PWP Project Manager notifying as such.
Task 4.4 Record Drawings: Utilizing construction-phase documentation provided by others, prepare Record Drawings for the Project. Provide three (3) sets of full-size plans, as-built specs, and electronic files to PWP. Electronic files shall be in native AutoCAD format and Adobe Acrobat format (entire drawing set shall be in a single indexed PDF file).
6.7. Task 5 – Relay Programming and Arc Flash labeling
The Consultant shall perform the following tasks for Phase One:
Task 5.1 Relay Programming: Provide relay programming for all protective relays present in the project. A report shall be produced detailing the protective curves, settings calculations, and the considerations taken to select settings.
Task 5.2 Arc Flash Labeling: Consultant shall conduct arc flash study for the switchgear and provide labelling.
6.8. Task 6 –Design-Build Bridging Documents
Task 6.1 Bridging Documents: The Consultant shall create a comprehensive set of documents that will enable PWP to solicit design-build request for proposals (RFP’s) for Phase Two of the project as described in this scope of work and as identified in Task 2.1 Project Configuration Analysis. The documents shall include a 30 percent design including single lines, three lines, schematics, wiring diagrams, plot plans, and conceptual renderings. The Consultant will be expected to modify existing PWP drawings or create new drawings as appropriate. The Consultant shall perform all necessary studies, such as a geotechnical study that includes soil resistivity measurements and seismic recommendations. The Consultant is expected to propose and incorporate into bridging documents a complete scope of work that includes site improvement work such as gates, security systems, drainage etc.
Task 6.2 Specifications and Supporting Documents: Utilizing Masterspec format create a comprehensive suite of specifications suitable for electric utility design build projects. The Consultant shall incorporate any existing City specifications and electric utility best practice into the new specifications; however the Consultant should not assume PWP specifications exist. In absence of PWP specifications the Consultant shall create all required specifications. The specification list shall include all project elements such as design and study requirements (e.g grounding and engineering design requirements), and scope of work documents. The Consultant shall submit at time of proposal a sample list of the specifications to be included for Phase Two work. The Consultant shall establish approved manufacturer and contractor lists.
Task 6.3 Design Build Owner’s Engineer Services: The Consultant shall provide Owner’s engineer support throughout the project lifecycle for Phase Two.
7. Sample Contract
7.1. Contract Duration
The initial term of the Contract resulting from this proposal is for five years from the date the City executes the contract. The compensation set forth in the Proposal shall remain valid and in effect during the initial term of the contract. There shall be two 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.
Export This Table
Line Item
Description
Quantity
Unit of Measure
Unit Cost
Total
1
Project Administration
1
LS
2
Preliminary Engineering Study
1
LS
2A
Phase II ESA
1
LS
3
Prepare Contract Drawings and Specifications
1
LS
4
Owners Engineer Services
1
LS
5
Relay Programming and Arc Flash Labeling
1
LS
6
Design-Build Bridging Documents
1
LS
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 up to 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 Understanding and Approach
This shall include the tasks to be performed as identified in the Scope of Work and the comprehensiveness and rationale of the project work plan. The Consultant’s proposed scope of work and approach will be considered to be an indicator of their understanding of the work required to achieve the project objectives and will have substantial weighting in the evaluation of proposals.
Scoring Method:
Points Based
Weight (Points):
45 (45% of Total)
2. Organization and Qualification of Key Personnel/Experience
This criterion will be used to review the availability and capability of the project team as provided in the "Statement of Qualifications" in the proposal.
Roles and Organization of Proposed Team and Key Individuals:
Proposes adequate and appropriate disciplines of project team.
Some or all of team members have previously worked together on similar project(s).
Overall organization of the team is relevant to City of Pasadena needs. Provide an organizational chart.
Indicate the composition of sub-consultants and number of project staff, number of years in the business, facilities available, location where the work will be performed, and experience of your team as it relates to this project;
Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project. It is important to note how a particular staff’s expertise is related to the skills or tasks that would be required to provide the best solution and project deliverables
Key positions required to execute the project team’s responsibilities are appropriately staffed based on availability and capability. Provide resumes and references for all key team members, including length of employment with the proposing Consultant, registered discipline, as well as California License numbers.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
3. Experience and References
Points will be assigned for relevant experience and technical expertise with projects of this size and scope based on Consultant's previous experience with United States electric utilities as delineated in the RELEVANT EXPERIENCE FORM, with a preference for municipal electric utilities of similar size. Points will be assigned based on references that named professionals are responsive to requests for analyses and information, have met or exceeded all performance expectations, and would be contracted with again, as well as nature and quality of completed work.
Consultant shall provide a minimum of three (3) reference projects which includes the following information:
Contracting Agency
Agency contact name, email, and phone number
Professional services contract amount
Estimated project construction cost
Duration of project
Brief description of Scope of Work
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
4. 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 = 15 points.
( $100,000 / $125,000 ) X 15 = 12 points
Task 4-Owner’s Engineer Services will not be included in the evaluated total.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
5. Local Pasadena Business
To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
6. Small or Micro-Business
To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business. Refer to the State of California Department of General Services Division for further information. https://caleprocure.ca.gov/pages/sbdvbe-index.aspx
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
12. Attachments
A - RFP_FAIR_OAKS_CONCEPTUAL DRAWINGS
B - Master Services Contract
D - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2
E - DISQUALIFICATION_DISCLOSURE (4)
F - CONFLICT_OF_INTEREST (5)
H - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2)
I - DESIGNATED REPRESENTATIVESdocx
N - RELEVANT EXPERIENCE FORM
13. Submittal Instructions
13.1. Early Preparation for Submission
We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Thursday, August 27, 2026 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:
Thoroughly review all requirements and the entire solicitation document.
Gather, organize, and complete the necessary documents for submittal.
Address any unforeseen technical issues that may arise during the preparation or submittal of your response.
Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.
13.2. Training Resources for Vendors:
Screen Shots:
Instructions for the new eProcurement System: The following link will help you Get Started (https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.
All Video Guides: OpenGov Procurement Vendor Training
New Supplier Account
Submit a Bid or Proposal
Updating Your Company Designation on a Solicitation
Vendor Selection of Category Codes
How To Subscribe To Organizations And Find Active RFPs & Bids
Login Process
How to Edit or Withdraw your Proposal after it's been Submitted
How to Submit a Question
Viewing Bid Results
Video Trainings
13.3. OpenGov Technical Support
Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.
Phone: (650) 336-7167
Email: support@support.opengov.com
Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident
Live Chat: Click on the circle blue icon at the bottom right of the screen.
13.4. Internet Access
The City cannot guarantee that equipment involved in Solicitation Submission will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received as instructed in this solicitation complete and prior to the deadline. The City is not responsible for the confidentiality of information transmitted over the Internet.
It is the Respondent's responsibility to review your status in our eProcurement system and update your contact information and notification preferences accordingly.
The City does not recommend waiting until the last two days to start preparing or submitting your response.
13.5. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Thursday, August 27, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.
The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.
13.6. Withdrawal of Proposal
Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Thursday, August 27, 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 "Fair Oaks Substation Professional Design Services." Project ID: 2026-RFP-0359. 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, August 14, 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/273652
1. Acknowledge all Addenda
2. Accept City of Pasadena Terms and Conditions Message
3. Answer all required vendor questions.
4. Upload all required forms. Proposer may save their work and return.
5. Review your work and submit proposal when ready.
6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.
7. Proposer may withdraw their bid at any time prior to 3:00 pm on Thursday, August 27, 2026.
Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.
1- Acknowledge the new addenda; and
2- Resubmit your bid through the City's eProcurement Portal.
Do Not upload a Zip File: Unzip Your Files
Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.
Open File Explorer, and find the zipped folder.
To unzip the entire folder, right-click to select Extract All, and then follow the instructions.
To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.
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 Fair Oaks Substation Professional Design Services due on Thursday, August 27, 2026 are true and correct to the best of my knowledge at the time of the proposal’s submission.
By confirming, the vendor is acknowledges the following:
We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.
The representations herein are made under penalty of perjury.
We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.
Please confirm
*Response required
2. CONTENTS OF PROPOSAL
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.
2.1. Mandatory Content*
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 total expenses for each task. Clearly identify the total cost for each task and the total cost for all tasks combined, including any task marked as optional in the Scope of Work. Include a detailed breakdown of fees for each sub-consultant.
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. Statement of Qualifications and/or Experience*
The Statement of Qualifications should highlight your company’s most applicable products, services, and experience.
Identify the Principal Engineer/Senior Project Manager that will be the primary contact for communication with PWP and the individuals that will be assigned to the project by title, role and office location.
*Response required
2.6. Additional Data (if necessary)
“Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.
3. Preferences (if applied)
3.1. Is your company currently certified with the State of California Department of General Services (DGS) as a Small or Micro Business?*
If this preference is applied to the solicitation, and your company is seeking this preference, you must provide a copy of the certification from DGS.
Yes
No
*Response required
When equals "Yes"
3.1.1. Please upload a copy of your Current California DGS Certification*
*Response required
3.2. Is your company currently located within the boundary of the City of Pasadena?*
Yes
No
*Response required
When equals "Yes"
3.2.1. Please upload a copy of your Company's Pasadena Business License*
*Response required
4. FORMS
Please download, complete and submit any required forms below.
4.1. Does your company have any Contracts with the U.S. Department of Homeland Security?*
Disclosure of Contracts with the U.S. Department of Homeland Security (DHS)
Disclosures:
Respondents are invited to disclose any current contracts, subcontracts, or agreements with DHS, including any related data-sharing arrangements. If provided, respondents may include:
DHS agency or sub-agency (if applicable)
General description of services
Whether data-sharing with third parties is involved
If no such relationships exist, respondents may indicate “No.”
Questions related to the disclosure shall be asked and answered through the solicitation Question and Answer process. The completed disclosure form will be reviewed by and shared with the City Manager’s office. Please upload this form as part of the submittal checklist and email a copy to CMOContractsAssessement@cityofpasadena.net.
Yes
No
*Response required
When equals "Yes"
4.1.1. Disclosure of Contracts with the U.S. Department of Homeland Security (DHS)*
Disclosures:
Respondents are invited to disclose any current contracts, subcontracts, or agreements with DHS, including any related data-sharing arrangements. If provided, respondents may include:
DHS agency or sub-agency (if applicable)
General description of services
Whether data-sharing with third parties is involved
If no such relationships exist, respondents may indicate “No.”
Questions related to the disclosure shall be asked and answered through the solicitation Question and Answer process. The completed disclosure form will be reviewed by and shared with the City Manager’s office. Please upload this form as part of the submittal checklist and email a copy to CMOContractsAssessement@cityofpasadena.net.
DHS_Contract_Disclosure_Form.xlsx
*Response required
4.2. AA1; AA2; AA3; SIGNATURE & LEGAL STATUS; AND DECLARATION OF NON-Collusion*
If your proposal does not include all of the below items, it may be deemed non-responsive.
Each PROPOSER must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless PROPOSER has an approved form on file with the City.
Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000.
Form AA-3 is Optional. (Copies attached)
A completed and signed "Declaration of Non-Collusion." (Copy attached)
SIGNATURE & LEGAL STATUS (Copy attached)
Evidence of certification by State of California as a small or micro-business, if claiming such preference – https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx
REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION_08022024_v2.pdf
*Response required
4.3. Taxpayer Protection Amendment Disclosure *
Please download the below documents, complete, and upload.
ADDITIONAL REQUIREMENT
For RFP/RFQ where the selected vendor/contract will require City Council approval (check with City project manager for clarification), the following requirement applies:
TAX PAYER PROTECTION ACT – PROPOSER SUBMITS A COPY OF THE COMPLETED TPA FORM TO THE CITY CLERK’S OFFICE
E-MAIL: OfficialRecords-CityClerk@Cityofpasadena.net
Pasadena_Taxpayer_Protection_Amendment_Disclosure.pdf
*Response required
4.4. Conflict of Interest*
Please download the below documents, complete, and upload.
CONFLICT_OF_INTEREST.pdf
*Response required
4.5. Relevant Experience Form*
Complete and submit the attached Relevant Experience Form as per the guidelines in the Evaluation Criteria.
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
